MYOB Accounting MYOB Accounting Plus: User Guide

MYOB Accounting
MYOB Accounting Plus

User Guide
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Disclaimer
Writers
Information supplied by the member companies of the MYOB group (whether in user
Marcia Bascombe, Hedley Finger, Suchitra Govindarajan, Gerry Gowan, Sheetal Laviena,
documentation and other literature, video or audio material, training courses, websites,
Steven Rao, Mirjana Sicevic, John Wilson, Janet Wood.
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 This publication is intended to be used with MYOB Accounting
situation. You should obtain competent advice from a qualified accounting, taxation, and MYOB Accounting Plus v15, January 2006.
information-technology or legal professional before acting on such information. To the
extent permitted by law, member companies of the MYOB group are not liable for any
special, consequential, direct or indirect damages arising from loss of function, profits or
data resulting from your application of such information. In the event that any of the above
limitations are found to be unenforceable, the MYOB member company's liability is limited to
the return of any fees or monies paid for the purchase of the product or service.
2 MYOB Accounting/MYOB Accounting Plus v15, uk

MYOB Licence Agreement b Number of Users If you have purchased:
i) a Single User Software Licence then you may use the Software on
IMPORTANT–READ THIS CAREFULLY BEFORE USE. This is the Software Licence only one computer that you own or operate at a single physical loca-
Agreement (Agreement). As you have purchased the Product (consisting of the
tion in respect of company files you have activated. You may transfer
User Documentation and the installation CD or other media containing the
the Software from one such computer to another that you own or
Software), following notification of the Licence you are now legally bound by operate provided that you do not use or permit the usage of the
its conditions. HOWEVER, if the Licence Agreement contains anything of which Software on more than one computer or computer terminal at a
you were not aware prior to purchasing the Product or do not agree to be
time. In the event of an upgrade or Product exchange the Licence
bound by, DO NOT INSTALL THE SOFTWARE but return the Product to the
hereby granted shall automatically transfer to the new version or
reseller in its entirety and a full refund of the purchase price will be made. By Products.
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 ii) a Multi-User Software Licence then you may use the Software on
provisions. only one computer network that you own or operate at a single
physical location and only then in respect of company files created
TRIAL VERSION SOFTWARE LIMITATION. If you use this Software on a trial and activated by you or by another licensed user. You may transfer
basis prior to purchase, then additional restrictions govern its use. The Trial
the Software from one computer to another that you own or operate
Version is intended to be used only for evaluation purposes and whilst you may
on this network provided that you do not use or permit the usage of
create your own company data files (“Company Files”) you will have access to the Software on more than the licensed number of computers or
your Company Files only for a period of 30 days from the date of creation of computer terminals at a time, nor permit the usage of the Software
each Company File. Thereafter, you will be able to access the Company Files
on more than one network at any one time, nor permit the Software
created by you only upon your purchase of the full version of the Software
to be used in respect of company files that you have not activated or
product licence. Upon your purchase of the full version of the Software product have not been created by you or by another licensed user.
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 c Updates and Upgrades In the event of an upgrade, update or prod-
the Software product licence will be conditioned on your agreeing to the terms uct exchange, the Licence hereby granted shall automatically transfer
of the Software Licence Agreement accompanying the full version of the to the new version or product. All rights in respect of the original Prod-
Software product licence. uct shall lapse and no further use of these shall be permitted.
1 Scope of Licence d Portable or Home Computer and Archive Copies You may make a copy
of the Software and install it on either a portable computer or a compu-
MYOB Technology Pty Ltd (the Publisher), through its local publishers and
ter located in your home provided that the copy is for your own exclu-
distribution agents, hereby grants to you, the original purchaser, a paid-
sive use and is not operated simultaneously with the original of the
up, personal, non-exclusive and non-transferable Licence to use the
Software. Otherwise you may not copy or duplicate the Software,
Software and the User Documentation only in the region, territory or except as necessary solely for archival purposes, Software error verifica-
country specified on the packaging, or in the United Kingdom and Eire,
tion, or to replace defective storage media, provided you keep the orig-
subject to the terms and conditions of this Agreement.
inal and the copies. You may not alter, decompile or disassemble the
a Activation You must register the Software and activate the company Software. You may make copies of the User Documentation up to but
files you create with MYOB. You may only access each company file you not exceeding the number of multi-user Licences you have purchased.
create for 30 days without registering the Software and activating the
e Transfers You may not sub-license, lease, rent or lend the Software or
file. After 30 days the company file will become read-only until you reg- the User Documentation or otherwise transfer any of your rights under
ister and activate the company file. You are entitled to activate up to this Agreement. Subject to the prior written consent of the Publisher
five company files. If required, you can obtain additional activations by
and the agreement of the transferee to be bound by the terms of this
contacting MYOB UK Ltd.
Agreement, you may permanently transfer the Software (together with
User Guide 3
any backup copies you have made) and the User Documentation. How- If during the 90-day limited warranty period, you discover physical defects
ever, you may not retain any copies of either the Software or the User in the media on which the Software was recorded or in the User
Documentation. Documentation, the Publisher will replace them at no charge to you,
provided you return the item to be replaced with proof of purchase to the
f Term The Licence granted in this Agreement is effective until termi-
Publisher. THIS IS YOUR SOLE REMEDY. IN NO EVENT WILL THE
nated. You may terminate it at any time by destroying the Software and
User Documentation, together with all copies, or by returning them to PUBLISHER BE LIABLE TO ANY PERSON FOR ANY DIRECT, INDIRECT,
the Publisher. If you fail to comply with any term or condition of this SPECIAL, INCIDENTAL, CONSEQUENTIAL OR SIMILAR DAMAGES, EVEN IF
THE PUBLISHER HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH
Agreement, this Licence will terminate and, upon any such termina-
DAMAGES.
tion, you agree to destroy the Software and User Documentation,
together with all copies, or to return them to the Publisher. Termination Some jurisdictions do not allow the exclusion or limitation of implied
of this Licence shall be in addition to and not in lieu of any other reme- warranties or of liability for incidental or consequential damages, so the
dies available to the Publisher. 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
g Protection and Security You agree to use your best endeavours and to
jurisdiction to jurisdiction. In the event that any of the above limitations or
take all reasonable steps to safeguard the Software to ensure that no
exclusions are held to be unenforceable, the Publisher’s total liability shall
unauthorised person has access to the Product and that there is no
not exceed the amount of the Licence fee you paid.
unauthorised copying or distribution of the Software or User Documen-
tation. 3 Entire Agreement
This Licence constitutes the entire agreement between the Publisher and
2 Limited Warranty & Disclaimer
the Licensee and any prior representations, statement or undertaking
The Publisher warrants that the media on which the Software is recorded
howsoever made are expressly cancelled. No amendment or modification
and the User Documentation provided with it are free from defects in
to this Licence shall be valid unless it shall be in writing and signed by an
authorised representative of the Publisher.
materials and workmanship under normal use for a period of 90 days from
the date of your original purchase. Except for the limited warranty
described above, the Software is sold ‘as is’, and you are assuming the
entire risk as to its quality and performance. It is your responsibility to
verify the results obtained from the use of the Software.

Contents
1: Introduction 9 Preparing a bank deposit . . . . . . . . . . . . . . . . . . . . . 47
Spending money . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Learning MYOB Accounting .................... 9
Entering transactions in the
Where to start . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Bank Register window . . . . . . . . . . . . . . . . . 50
Exploring MYOB Accounting . . . . . . . . . . . . . . . . . . . 13
Transferring money between accounts . . . . . . . . . 52
2: Creating and activating Tracking petty cash expenses . . . . . . . . . . . . . . . . . 53

company files 17 Importing statements . . . . . . . . . . . . . . . . . . . . . . . . 54
Creating a company file . . . . . . . . . . . . . . . . . . . . . . . 17

ATM and Internet transactions . . . . . . . . . . . . . . . . 55
Activating a company file . . . . . . . . . . . . . . . . . . . . . 21

Credit card purchases and payments to
credit card providers . . . . . . . . . . . . . . . . . . . 55
3: Setting up your company file 25
5: Sales 57
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Entering sales . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Setting up preferences . . . . . . . . . . . . . . . . . . . . . . . . 27
Changing the status of a sale . . . . . . . . . . . . . . . . . 62
Setting up accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Reviewing your sales information . . . . . . . . . . . . . 64
Setting up sales details . . . . . . . . . . . . . . . . . . . . . . . . 32
Receiving payments . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Setting up purchase details . . . . . . . . . . . . . . . . . . . . 35
Printing payment receipts . . . . . . . . . . . . . . . . . . . . 67
Setting up payroll details . . . . . . . . . . . . . . . . . . . . . . 37
Credit control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Setting up bank accounts for reconciling . . . . . . . 42
Customer credits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
4: Banking 45 Accounting for bad debts . . . . . . . . . . . . . . . . . . . . . 74
Receiving money . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Dealing with a supplier who is also a customer . 74
5
6: Purchases 75 Auto-building items . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Record stock . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Entering purchases . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Reviewing your stock information . . . . . . . . . . . . 127
Receiving items without a supplier invoice . . . . . 79
Setting item prices . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
Changing the status of a purchase . . . . . . . . . . . . . 82
Customising stock . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Reviewing your purchase information . . . . . . . . . 83
Paying suppliers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 9: Lists 135
Creating supplier debits . . . . . . . . . . . . . . . . . . . . . . 87

Adding a record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
Adding finance charges paid . . . . . . . . . . . . . . . . . . 89
Finding a record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
7: Paying your employees 91 Changing a record . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
Inactivating or reactivating a record . . . . . . . . . . 139

Payroll setup tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Deleting a record . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Creating payroll categories . . . . . . . . . . . . . . . . . . . 92
Combining records . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
Creating employee cards . . . . . . . . . . . . . . . . . . . . . . 97
Entering employee payroll information . . . . . . . . 97 10: Transactions 143
Timesheets ................................. 100

Finding a transaction . . . . . . . . . . . . . . . . . . . . . . . . 144
Paying your employees . . . . . . . . . . . . . . . . . . . . . . 102
Changing or deleting a transaction . . . . . . . . . . . 147
Payroll liabilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Reversing a transaction . . . . . . . . . . . . . . . . . . . . . . 149
Terminating an individual’s employment ..... 110
Recurring transactions . . . . . . . . . . . . . . . . . . . . . . . 150
Reviewing payroll information ............... 112
11: Reporting VAT 157
8: Stock 115
Setting up VAT codes . . . . . . . . . . . . . . . . . . . . . . . . 157
Basic stock tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
VAT reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
Creating items .............................. 116
EC sales . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
Making adjustments . . . . . . . . . . . . . . . . . . . . . . . . . 120
EC purchases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
Multiple stock locations ..................... 121
Building items .............................. 123

12: Billing for time 167 16: Financial control 209
Setting time billing preferences . . . . . . . . . . . . . . 168 Tracking financial information . . . . . . . . . . . . . . . 209
Setting billing rates . . . . . . . . . . . . . . . . . . . . . . . . . . 169 Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
Creating activities . . . . . . . . . . . . . . . . . . . . . . . . . . . 170 Auditing your records . . . . . . . . . . . . . . . . . . . . . . . 216
Creating activity slips . . . . . . . . . . . . . . . . . . . . . . . . 172 Reviewing financial information . . . . . . . . . . . . . . 218

Modifying activity slips . . . . . . . . . . . . . . . . . . . . . . 175
17: End-of-period procedures 221
Creating time billing invoices . . . . . . . . . . . . . . . . . 176
Work in progress . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178

Month-end procedures . . . . . . . . . . . . . . . . . . . . . . 222
Year-end procedures . . . . . . . . . . . . . . . . . . . . . . . . 231
13: International transactions 179
Starting a new financial year . . . . . . . . . . . . . . . . . 231
Setting up multiple currencies . . . . . . . . . . . . . . . . 180 Starting a new payroll year . . . . . . . . . . . . . . . . . . 235
Exchange rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183

18: Managing user accounts and
Tracking currency gains and losses . . . . . . . . . . . . 184 company files 237
Miscellaneous transactions . . . . . . . . . . . . . . . . . . . 186
Managing user accounts . . . . . . . . . . . . . . . . . . . . . 238
14: Printing and customising reports 189 Backing up and restoring company files . . . . . . 240
Quick start . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189 Confirming activated company files . . . . . . . . . . 244
Producing reports . . . . . . . . . . . . . . . . . . . . . . . . . . . 190 Servicing your company file . . . . . . . . . . . . . . . . . . 247
Printing report batches . . . . . . . . . . . . . . . . . . . . . . 192 Special considerations for networked

company files . . . . . . . . . . . . . . . . . . . . . . . . 249
Customising reports . . . . . . . . . . . . . . . . . . . . . . . . . 193
A: Importing and exporting data 253

15: Forms 197
Exporting data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
Finding forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
Importing data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254
Sending forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
Importing data from MYOB RetailBasics . . . . . . 255
Customising forms . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
Adding and editing elements . . . . . . . . . . . . . . . . . 204
User Guide 7
B: More tools 257
More tools for managing your day to day tasks 257
C: Networking company files

on Windows 261
Preparing company files for multiple users . . . . 261
Setting up the network hardware ............ 262
Setting up a company-file folder

on a Windows host . . . . . . . . . . . . . . . . . . . 263
Accessing the shared company file
from Windows workstations . . . . . . . . . . 267
D: Networking company files

on Macintosh 269
Preparing company files for multiple users . . . . 269
Setting up the network hardware ............ 270

on a Mac OS X host . . . . . . . . . . . . . . . . . . . 271
on a Windows Server 2000 or 2003 . . . . 274
Accessing the shared company file

from Mac OS X workstations . . . . . . . . . . 275
Glossary 277
Index 285

1 Introduction
In this User Guide, the term MYOB Accounting refers to both MYOB Accounting and MYOB Accounting Plus. Note that some
sections of the User Guide apply only to MYOB Accounting Plus, such as Time Billing and International Transactions.
Before you begin, invest some time in finding out about the many information resources available to you. You will also benefit from
learning about the basic features of navigation and transaction entry.
Learning MYOB Accounting

MYOB is committed to developing accounting software that is manuals. It also gives customers upgrading to version 15 of
easy to use. To that end, MYOB Accounting is accompanied by MYOB Accounting a copy of the up-to-date User Guide.
comprehensive information resources to help you learn and to
provide support as you set up your records and enter To access the PDF files
transactions.
1 Insert the installation CD.
Printed manuals 2 On the installation window that appears, click Resources.
New users of MYOB Accounting receive two printed manuals: 3 Click CD Library.
a Getting Started guide and a User Guide (this publication). 4 Click the name of the manual you want to view.
Manuals available as PDF files Each printed manual is also

User Guide
available as a PDF (Portable Document Format) file1, on the
installation CD. This enables you to print extra copies of the This User Guide introduces the principal features, functions
and capabilities of MYOB Accounting. It is designed to be used
as a reference for everyday transaction entry and periodic
tasks, such as issuing invoices, making payments and end-of-
1 You need a PDF reader to view a PDF file. You can install period processing.
Adobe Reader from the installation CD.
9
This guide is intended for use with version 15 of MYOB z Choose MYOB Accounting Help from the Help menu. The
Accounting and MYOB Accounting Plus on the Windows and help menu bar in the topic that appears always includes these
Macintosh operating systems. If you purchased MYOB menus: Topics, Site Tools and Search.
Accounting, some of the features in MYOB Accounting Plus
described in this guide—for example, Time Billing—will not be
relevant to you. In this case, you can simply skip these sections. The options available from these menus are described below.
The User Guide is not intended to be exhaustive. It is
complemented by the online help (see ‘MYOB Help’ below), Select... If you want to...
which covers all the functions of MYOB Accounting and MYOB
Topics • see descriptions of new features
Accounting Plus.
• find procedures for setting up the software, managing
company files and managing user accounts
Getting Started guide • find procedures for performing daily and end-of-period
tasks
The Getting Started guide provides information on: • find procedures for generating reports and forms, and
importing and exporting data
z how to install or upgrade MYOB Accounting and MYOB • see a glossary of terms.
Accounting Plus
Site Tools • learn how to use MYOB Help
z how to create and activate your company file • find overviews of MYOB Accounting functions
z new features in MYOB Accounting and MYOB Accounting Plus. • set the size of the help window.
Search locate topics by keywords. Searches can be as widely or as

narrowly defined as you like.
MYOB Help
MYOB Help is a comprehensive online resource that complements
the User Guide by addressing all functions and features of MYOB Help in MYOB windows
Accounting. It also includes helpful information for solving
Opening MYOB Help from any window—other than the
common bookkeeping problems.
command centre windows—displays descriptions or procedures
relevant to that window. Click the Help button and choose Help
To display MYOB Help
z In any window, press the F1 key.

z In any window—other than command centre windows—click
the Help button ( ) and choose Help for This Window.
10 Chapter 1 Introduction MYOB Accounting/MYOB Accounting Plus v15, uk

for This Window, Tell Me How, Tips & Troubleshooting or Command centre help
Search the Help.
The main windows in MYOB Accounting are known as command
centres. A help icon ( ) appears in the top right corner of each
command centre window. For more information, see ‘Command
centres’ on page 13.
These options are described below.
Select... If you want to....
Help for This • see a description of the window, which includes

Window links to more detailed descriptive and procedural
topics [Overview tab].
• see a description of each field in the window [Field
tab].
• display links to topics that give you tips to solving
common problems or that direct you to other When you click the help icon, MYOB Help displays a description of
sources of help [Tips tab]. the command centre and its various functions.
Tell Me How display a list of procedural topics that tell you how to
perform various tasks in the window, or other related
Other resources
tasks.
Tips & display links to topics that give you tips on solving In addition to MYOB Help you can also access various web-based
Troubleshooting common problems or that direct you to other sources resources. Go to the Help menu and move your pointer over the
of help.
Additional Resources on the Web menu option to display the
Search the Help locate topics by keywords. Searches can be as widely resources that are available. For example, you can access a
or as narrowly defined as you like.
database of frequently asked questions or view a directory of
MYOB Certified Consultants. Note that you need to subscribe to
MYOB Technical Support to use some of these resources.
User Guide Learning MYOB Accounting 11

Where to start
When you start MYOB Accounting, the Welcome to MYOB To explore the Widgets company file
Accounting window displays the following options:
Click Explore the sample company in the Welcome to MYOB
z Open your company file—use this option to open your Accounting window. A command centre window appears.
company file once it has been created.
A command centre window is always displayed on your computer
z Create new company file—create a company file for your
screen when a company file is open. Notice that the name of the
business. See Chapter 2, Creating and activating company files,
sample company, Widgets & Co., appears at the top of the
starting on page 17.
window.
z Explore the sample company—experiment with a sample
company’s data and learn how to use MYOB Accounting. Now that the Widgets & Co. company file is open, you can
browse through the software, explore the transactions that have
z What’s New in this version—learn about the new features in
already been entered and enter some transactions yourself.
this version of MYOB Accounting.
z Exit—close MYOB Accounting.
To work through the tutorial
Experiment with a sample company’s data 1 Start MYOB Accounting and, in the Welcome window, click the
Open your company file button.
Before you create a new company file, we recommend that you
experiment with a sample company’s data. We have provided two 2 In the Open window, navigate to the Tutorial folder in the
sample company files: installation folder, highlight the tutorial.myo file and click Open.
z Widgets & Co. This file contains sample data for you to 3 Open the tutorial PDF:
experiment with. You can add, change and remove data, as z If you are using Windows, go to the Start menu, choose
well as view and print reports. Programs, MYOB Accounting v15 and then MYOB
z Tutorial. This file contains data for the online tutorial designed Accounting v15 Tutorial PDF.
to teach you how to use MYOB Accounting. z If you are using Mac OS, go to your MYOB Accounting
installation folder and open the Tutorial.pdf file.
4 Follow the steps in the tutorial. You can read the tutorial on
screen, or print it out.

Exploring MYOB Accounting
You should become familiar with the following tools and aids to The highlighted icon represents the current command centre,
using MYOB Accounting: and the flowchart displayed below the icons illustrates the major
tasks associated with that command centre. (For example, when
z ‘Command centres’ below
the Sales icon is highlighted, tasks such as Enter Sales and
z ‘Calendar’ on page 14
Print/Email Statements—typical tasks you would complete in
z ‘Calculator’ on page 14 relation to sales—appear in the command centre’s flowchart.)
z ‘Zoom arrows’ on page 14
There are four menus at the bottom of each command centre.
z ‘Search icons’ on page 14
The options available from these menus are described below.
z ‘Mouse shortcuts’ on page 15
z ‘Recap transaction’ on page 15.
Select... If you want to...
Command centres 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
There are seven command centres in MYOB Accounting, and
are low.
eight in MYOB Accounting Plus which has the Time Billing
Find Transactions view summary information about your accounts,
feature. The following is an illustration of the Sales command sales, purchases, cards, items, paycheques and jobs.
centre in MYOB Accounting Plus.
Reports view a list of the available reports.
Analysis analyse a number of key aspects of your business.
There are two ways of selecting an option:
z Click the menu name to display the window relevant to the

command centre you are in.
z Click the down arrow next to the menu name, and select
from a list of the available options for all command centres (not
just the command centre you are currently in).
Each command centre contains a row of icons in the top section

of the window. These icons allow you to quickly switch between
command centres.
User Guide Exploring MYOB Accounting 13

Calendar appears in the numeric data field. Press ESC to close the calculator
without entering numeric data.
The calendar simplifies date entry. For example, suppose you’re
entering a sale and have promised the goods to the customer on
the last Friday of the month. Rather than figure out the date and
enter it manually, display the calendar in the Promised Date field
and click the date.
To display the calendar, put the cursor in a date field and press
either = (equals) or the SPACEBAR on your keyboard. Select a date
by clicking it, or by using the arrow keys on your keyboard and Zoom arrows
then pressing ENTER. The selected date appears in the date field.
Zoom arrows, displayed next to various fields, allow you to display
more detailed information about a specific entry such as a
You can use the arrow icons
next to the month to transaction or customer record.
display a different month.
A white zoom arrow ( ) indicates that you can display more
detailed information about a transaction and make changes to or
delete the transaction.
The current date A grey zoom arrow ( ) allows you to display more detailed
appears in a red box.
information about a transaction, but the information is read-only
(that is, it cannot be changed). If you want to change the
To close the calendar without selecting a date, press ESC.
information, you can reverse the transaction and re-enter it (see
‘Reversing a transaction’ on page 149). Alternatively, you can
Calculator
change your security preference selection to make all transactions
A pop-up calculator is available to simplify calculating and changeable (see ‘Setting up preferences’ on page 27).
entering numeric data, including money amounts, item quantities
and units. The calculator is available from every window where Search icons
you enter numeric data. Pressing = (equals) or the SPACEBAR when
the cursor is in a numeric data field displays the calculator. In the Search icons ( ) displayed next to various fields allow you to
calculator, enter your calculation and then press ENTER. The result open selection lists containing records that you have previously
entered, such as customers and delivery methods, or records
provided by default.

Select columns Recap transaction
Select columns allow you to select items from a list. Select Before you record a transaction, you can use the recap transaction
columns are indicated by a select icon ( in Windows and in feature to view the journal entries that will be created when the
Mac) located at the top of the list column. You select a required transaction is recorded. This is useful for confirming that the
item by clicking in the select column next to it. You can select all journal entries are being posted to the correct accounts.
listed items by clicking the select icon at the top of the list column,
You can access the feature from any transaction window by
and clear all selected items by clicking the select icon again.
choosing Recap Transaction from the Edit menu.
Mouse shortcuts
You can right-click (Windows) or CONTROL-click (Mac) in a

window to open a shortcut menu with options relevant to the
window and to the location of the pointer.
User Guide Exploring MYOB Accounting 15

2 Creating and activating company
files
MYOB Accounting stores your financial data in a company file. You must create this file before you begin recording transactions.
When you create a company file, you initially specify the business name, registration details, company or business number, address
and contact details, and the accounts to be included in your accounts list (also known as a chart of accounts). You must specify the
month in which you intend to begin using MYOB Accounting and the current financial year.
Finally, you must activate your company file so that it is identified as belonging uniquely to the installation of MYOB Accounting
running on your computer.
Creating a company file

When you make entries in MYOB Accounting, that Appendix D, ’Networking company files on Macintosh,’
information is stored in one file called a company file. If you are starting on page 269.
setting up your business for the first time, we strongly Before you create a new company file, you need the following
recommend that you consult your accountant or an MYOB information: the last month in your financial year, the current
Certified Consultant to help set up MYOB Accounting financial year and your conversion month.
correctly.
What is your current financial year? In MYOB Accounting,
and according to the standard used by most accountants,
Before you begin
your current financial year takes the name of the calendar year
NOTE : Simultaneous access to company files If more than
in which your financial year ends. For example, your financial
one user needs to simultaneously access a company file, set up
year might run from July 2005 to the end of June 2006. Since
a shared folder for the company file on a host computer that
all workstations can access—see Appendix C, ’Networking
the end of the financial year falls in 2006, the financial year is
company files on Windows,’ starting on page 261 or referred to as the 2006 financial year.
17
Make sure you choose the correct financial year. If you are unsure, To create a new company file
check with your accountant.
1 Start MYOB Accounting. The Welcome window appears.
What is the last month of your financial year? The financial
2 Click Create new company file. The New Company File
year of many businesses ends in March, but if your company has a
Assistant window appears.
financial year like in the example above, you’ll need to select
another month, such as June. 3 Click Next.
What is your conversion month? The conversion month is the 4 Complete the fields in this window.
earliest month in the financial year for which transactions are to
be recorded. For example, suppose you purchase MYOB
Accounting in October but want to record transactions dated A
from September 1. In this case, your conversion month is
September. The conversion month determines the opening B
C
balances you will enter when you set up your company file.
D
E
Using the New Company File Assistant
F
The New Company File Assistant is a series of interactive
windows that guide you through the process of creating a new
company file. A Serial Number Type the 12-digit serial number found on the
MYOB Accounting CD envelope or box.
When using the New Company File Assistant, you can, in most
instances, return to previous windows to review (and sometimes B Company Name Type the official name of your business.(a)
change) the entries you have made. You can also quit the New C VAT No and Type your VAT and company registration
Company No numbers. (a)
Company File Assistant while you are in any window that has a
Cancel button. If you quit the New Company File Assistant, you D Address Type your office or mail address.(a)
will need to start from the beginning again. E Phone and Fax Type your office phone and fax numbers.(a)
Number
F E-mail Address Type your office email address.(a)
a This information can be included on invoices, purchases, statements and other

forms and reports.
18 Chapter 2 Creating and activating company files MYOB Accounting/MYOB Accounting Plus v15, uk
5 Click Next. Enter information about your financial year and 6 Click Next.
conversion month.
7 On the Please confirm your accounting information page,
check the financial year and conversion month and then click
Next to continue or Back to revise these values.
8 Specify how you would like to build your accounts list.
z Current Financial Year Remember that the current financial

year is not necessarily the same as the current calendar year.
z Last Month of Financial Year Choose the last month of the
financial year.
If you selected:
z Conversion Month Choose the earliest month in the
financial year for which transactions are to be recorded. z I would like to start with one of the lists provided by MYOB
Accounting, click Next and go to step 9.
CAUTION : Choose the conversion month carefully You will not
z I would like to import a list of accounts provided by my
be able to enter transactions that occurred before the conversion
month. accountant …, click Next and go to step 11. Your company
file is created with a minimal default accounts list that allows
z Number of Accounting Periods Choose the preferred you to import the accounts list (chart of accounts) your
number of accounting periods: 12 or 13. A 13th month is a accountant prefers you to use.
fictional period in which you can make end-of-year
z I would like to build my own accounts list …, click Next and
adjustments. If in doubt, choose thirteen periods.
go to step 11. Your company file is created with a default
NOTE : Thirteen accounting periods When entering end-of-year accounts list.
adjustments, you must include an asterisk before the date to
signify that it is an entry in the 13th accounting period. For
example, the date you enter may be *31/12/06.
User Guide Creating a company file 19

9 If you chose I would like to start with one of the lists provided 11 If you want to change the name or location of the company file,
by MYOB Accounting in step 8, choose an already defined click Change. The New window appears.
accounts list.
HINT :Storing the company file in a shared public folder If
multiple users will be accessing the new company file
simultaneously, you should save it to a shared public folder on a
host computer that is accessible to everyone who will be using
MYOB Accounting. For instructions on how to create a shared
public folder, see Appendix C, ’Networking company files on
Windows,’ starting on page 261 or Appendix D, ’Networking
company files on Macintosh,’ starting on page 269.
a Navigate to the required location and, if necessary, type a file

name.
b Click Save. The Create your company file page appears.
a On the Select your accounts list page, select the type of 12 Click Next. MYOB Accounting creates a company file.
industry that best matches your business from the Industry
NOTE : Trial mode and activation The new company file can be
Classification list. used for 30 days in trial mode. When the trial period ends, you
b Select the type of business that best matches your business must activate the company file to continue entering data into
from the Type of Business list. For example, if you offer it—see ‘Activating a company file’ on page 21.
employment consulting services, your business would be in the 13 On the Congratulations page, you can click either:
Service classification and the nearest similar business would be
Consulting Firm. z Setup Assistant to display the Easy Setup Assistant.
A suitable accounts list appears. Later you will be able to tailor z Command Centre to display the MYOB Accounting
this list to meet the exact needs of your business. Command Centre window.
c If you want to print your accounts list, click Print. 14 When you’re ready to set up your company file, continue with
Chapter 3, ’Setting up your company file’, starting on page 25.
10 Click Next. The Create your company file page appears.
Activating a company file
After creating a company file, you can open it to enter When files do not have to be activated You only need to
transactions and perform any other tasks for 30 days in trial mode. activate or confirm company files which are still in use, that is, you
After the trial period expires, the company file becomes read-only. are or will be continuing to enter transactions into them. Any files
You will be able to view transactions, print reports and export you are no longer entering transactions into do not need to be
data, but you will not be able to enter data until you activate the activated. This applies to copies of company files and closed
company file. company files from previous financial years.
NOTE : Activate at any time You do not have to wait until the Since you should not be adding new transactions to historical
trial period ends to activate a file. You can go to the Help menu at company files anyway, you do not need to activate them.
any time and choose Activate Company File, then continue with Remember that you can always open a file, whether it has been
either step 5 on page 22 or step 5 on page 23.
activated or not, in read-only mode. Non-activated files still allow
Activation is a process that verifies that you have a legal you to view transactions, print reports and export data—which for
installation of MYOB Accounting and allows you to continue historical files is usually sufficient.
entering transactions into the company file. After activation,
If you are using MYOB Accounting Plus and multiple users will be
MYOB Accounting reminds you once or twice a year to confirm
accessing a company file simultaneously, you only have to activate
the company file—that is, extend its activation—throughout its
the company file from one workstation.
working life.
If you restore a currently activated file from a backup file which is
You can initially activate up to five company files. If you need to
also activated, the file does not need to be activated again. If the
create more than five company files (for example, yours is a
backup file was not activated, you will have to activate it after
bookkeeping business looking after many clients), you can obtain
restoring it if you want to be able to add transactions to it.
licence extensions to activate as many additional company files as
required by contacting MYOB Customer Care at Activation and confirmation options You can activate and
0845 130 3975. Each additional licence extension allows you to confirm your company file manually—either online via the
activate a further five files. Internet or over the phone—or you can set up automatic
NOTE : Not registered yet? You need to register your software
confirmation. For more information, see:
before you can activate your company file. To register, refer to z To activate a company file online, see page 22.
your MYOB Accounting Getting Started guide.
z To activate a company file by telephone, see page 23.
z Confirming activated company files, see page 244.
User Guide Activating a company file 21

To activate a company file online
1 Ensure you are connected to the Internet.
3 Click Open a company file. The Open window appears.
4 Select the company file to be activated and click Open. The Sign-
on window appears.
8 Click Continue. The serial number and the company file code are
sent to the MYOB activation server, which returns a confirmation
code and activates the company file.
9 In the Company File Activation – Activated window, click OK.
10 Respond to subsequent windows until the Command Centre

5 Complete the User ID and Password fields (or leave the latter appears.
blank if you do not have a password) and click OK. The Company
11 If you want to activate another company file:
File Activation window appears.
a Go to the File menu and choose Open. The Open window
6 Click I want to activate my company file online and click
appears.
Continue. The Company File Activation – Online window
b Select the company file to be activated and click Open.
appears.
c Continue from step 5.
7 Type the serial number in the Serial Number field if it is not
already displayed, and press TAB. The code in the Company File
Code field is generated automatically.
To activate a company file by telephone The code in the Company File Code field is generated
automatically.
2 Click Open a company file. The Open window appears.
3 Select the company file to be activated and click Open. The Sign-
on window appears.
4 Complete the User ID and Password fields (or leave the latter
blank if you do not have a password) and click OK. The Company
File Activation window appears.
7 Call MYOB on the telephone number displayed under the

Company File Code field and follow the instructions to receive
your confirmation code.
8 Type the confirmation code and click Continue.
NOTE : Confirmation code used only once After you activate

your company file, the confirmation code cannot be used to
activate or confirm this or any other company file again. You must
get a new confirmation code from MYOB each time to confirm
5 Click I want to activate my company file by phone and click (unless you set up automatic confirmation).
Continue. The Company File Activation – By Phone window
9 In the Company File Activation – Activated window, click OK.
appears.
10 Respond to subsequent windows until the Command Centre
6 Type the serial number in the Serial Number field if it is not
appears.
already displayed, and press TAB.
11 If you want to activate another company file:
a Go to the File menu and choose Open. The Open window

appears.
b Select the company file to be activated and click Open.
c Continue from step 4 above.
User Guide Activating a company file 23

3 Setting up your company file
This chapter shows you how to set up your preferences, accounts, sales, purchases, items, VAT codes and jobs. You can also set up
your payroll here.
You don’t need to set up all the features at once; if you prefer, you can just set up the minimum for your business and set up the other
areas later. Ideally, you should have the following information:
z a list of your accounts with their balances

z a detailed list of your debtors
z a detailed list of your creditors
z the balance of your business bank account, and list of uncleared cheques and undeposited receipts, as at your conversion date
z a list of the stock you sell and their selling price
z a stock valuation.
Think carefully about what accounting transactions you want to track. For example, if you sell books, you may want separate income
and expense accounts for your fiction and non-fiction book sales. If you run a petrol station, you may want to track petrol sales
separately from oil and consumables.
25
Overview
Before you start entering transactions, you need to set up your To start the Easy Setup Assistant
company file. Some tasks can be performed using an Easy Setup
You can start the Easy Setup Assistant by:
Assistant from the Setup menu; others are performed from the
command centre windows. z Clicking Setup Assistant in the final step of the New Company
Assistant (see page 20).
Easy Setup Assistant for guided setup tasks MYOB Accounting
z Choosing Easy Setup Assistant from the Setup menu.
has five Easy Setup Assistants:
The Easy Setup Assistant window appears.
z Customise—guides you through customising your
preferences. See ‘Setting up preferences’ on page 27.
z Accounts—guides you through creating accounts and entering
opening balances. See ‘Setting up accounts’ on page 28.
z Sales—guides you through setting up your customers and sales
information. See ‘Setting up sales details’ on page 32.
z Purchases—guides you through setting up your suppliers and
purchase information. See ‘Setting up purchase details’ on
page 35.
z Payroll—guides you through creating wages, entitlements,
deductions and expenses. See ‘Setting up payroll details’ on
page 37.
Other setup tasks These tasks are performed by selecting Continue with ‘Setting up preferences’ on page 27.
options from the MYOB Accounting command centre windows:
z Setting up bank accounts, see page 42.

z Setting up items, see page 116 (optional).
z Setting up VAT codes, page 157.
z Setting up categories, see page 210 (optional).
z Setting up jobs, see page 211 (optional).
26 Chapter 3 Setting up your company file MYOB Accounting/MYOB Accounting Plus v15, uk
Setting up preferences
There are numerous preferences that you can set to customise the z I Deal in Multiple Currencies [MYOB Accounting Plus
way the program operates. The Easy Setup Assistant will guide only]—Set this preference if you want to enable multi-currency
you through setting up some of them. accounting. By selecting this option you can enter transactions
in any number of currencies in addition to your local currency.
Click Customise in the Easy Setup Assistant window.
The Customise Easy Setup Assistant appears. Each
window in the assistant contains a list of preferences Setting other preferences
that you can set by marking the checkbox next to the You can set the preferences not covered by the Easy Setup
preference. Assistant (and change those that are) in the Preferences window.
Click Next to move through the windows and click Close when To display the Preferences window, choose Preferences from the
you have finished. Then continue with ‘Setting up accounts’ on Setup menu.
page 28.
The following are some of the preferences you can set with the
Easy Setup Assistant.
z Use Easy-Fill When Selecting From a List—You can use the

Easy-Fill feature to quickly enter account names or numbers,
item names or numbers and card names that you enter
frequently. Easy-Fill will recognise the entry you are making and
automatically fill in the rest of it.
z Use Expandable Data Entry Fields in Windows—If you enter
long descriptions on invoices and purchases, you can view Some of the preferences include:
those descriptions in their entirety whenever a Description
z Warn if Customer has an Outstanding Credit Before
field is active.
Applying a Payment [Sales tab]—You can set this preference if
z Select and Display Account Name, Not Account Number—If
you’d like to be notified that a customer has an existing credit
you find it easier to find your accounts by their names rather
whenever you apply one of the customer’s payments to a sale.
than by their numbers, you can set up MYOB Accounting so
z Transactions CAN’T be Changed; They Must be Reversed
you can enter account names. With this preference set,
[Security tab]—Set this preference if you want to keep a
accounts are sorted alphabetically based on name.
comprehensive history of the transactions you’ve entered. You
User Guide Setting up preferences 27

will not be able to edit or delete incorrect transactions, but will z Warn Before Recording Post-Dated Transactions [Security
have to cancel them with reversing transactions. tab]—Set this preference if you want to be notified whenever
z Prompt for Data Backup When Closing [Security tab]—Set you enter a future date as the transaction date.
this preference if you want to be reminded to back up your z Use Audit Trail Tracking [Security tab]—Set this preference to
company file when you close it. activate a tracking system to record and report details of
transactional, VAT, account and system changes made in your
company file.
Setting up accounts
The second step in setting up your company file is to set up your account type. The account classifications and account types are
accounts. This includes: summarised in the following table.
z reviewing and, if necessary, modifying your accounts list Account

Account Type Description
z entering your account opening balances. Classification
Asset Bank Money in the bank, for example, in a

The Easy Setup Assistant will help you complete current account.
these tasks quickly. Click Accounts in the Easy Setup
Accounts Money owed to you by customers.
Assistant window. The Accounts Easy Setup Receivable
Assistant appears.
Other Current Assets that can be realised in cash within
Asset a year. These may include your term
deposits and petty cash. Current assets
Review your accounts list usually do not significantly lose their
There are eight account classifications in the accounts list—Assets, value in the short term.
Liabilities, Capital, Income, Cost of Sales, Expenses, Other Income Fixed Asset Assets which have a long life, for
example, buildings, cars and computers.
and Other Expenses. Each account classification has at least one
Fixed assets are usually depreciated; that
is, they lose some of their value with age
and use.
Other Asset Any other assets such as loans made to

others, and intangibles, such as
goodwill.
Liability Credit Card Repayments required to service credit
In the Accounts Easy Setup Assistant, click Next to go to the Set
card debt. up the Accounts List to meet your business needs window. This
Accounts Payable Money you owe to suppliers. window displays the list of accounts you selected when you
created your company file with the New Company File Assistant
Other Current Money owed by you that is due in less
Liability than a year, for example, VAT. (see page 18).
Long Term Liability Money owed by you that is due in more Each account is assigned a level, which indicates its location in
than one year, for example, an
your accounts list hierarchy. The eight account classifications
outstanding mortgage.
listed above are the only accounts that can be level 1. Other
Other Liability Other money you owe.
accounts can be assigned level 2, 3 or 4.
Capital Capital The business’s net worth, that is, its
assets minus its liabilities. Common You can review an account’s details by clicking the zoom
capital accounts are current year arrow ( ) next to the account. As you review an account, you
earnings, retained earnings and
shareholders’ capital. can:
Income Income Revenue from the sale of goods or z change its type (if it is an asset or liability account)
services.
z change its number
Cost of Sales Cost of Sales Represents the cost of buying raw
materials and producing finished goods z change its name
for sale. This includes the raw materials, z give it a description
labour inputs and business overheads
related solely to the production and z add bank details (if it is a bank or credit card account).
storage of the goods. The cost of sales is
subtracted from your income to As you review your accounts, you may realise that you need
calculate gross profit. Your expenses are additional accounts, or that there are accounts you’ll never use.
subtracted from your gross profit to
You can create or delete accounts in the Accounts Easy Setup
produce net profit.
Assistant.
Expense Expense The day-to-day expenses of running
your business, for example, utility bills, If you chose to import an accounts list when you created your
employee wages and cleaning.
company file (see page 19), contact your accountant to obtain an
Other Income Other Income Other revenues, for example, interest accounts list file and then continue with ‘To import data’ on
earned on savings and dividends paid
from shares. page 254.
Other Other Expense Other expenses, for example, interest

Expense charged.
User Guide Setting up accounts 29

To create a new account 4 Enter a number for the account in the Account Number field. You
can enter any four-digit number you like. Note that the prefix to
1 Click New in the Accounts Easy Setup Assistant. The Edit
the account number is determined by the account classification:
Accounts window appears.
1- for asset accounts, 2- for liability accounts, 3- for capital
accounts and so on.
5 Press TAB and type a name for the account.
NOTE : Account opening balances When creating or editing an

account, you are not required to enter opening balances. This is
done later in the setup—see ‘Enter your account opening
balances’ on page 31.
6 Click the Details tab.
2 In the Profile tab, specify whether the account is a header or

detail account.
z Header accounts group related detail accounts. The balance of

a header account is the sum of the balances of the grouped
detail accounts. Header accounts appear in bold type. You
cannot post a transaction directly to a header account.
z Detail accounts are accounts into which you can post
transactions. They are the accounts that appear in the accounts
selection lists of transaction windows. 7 If you want, type a brief description of the account in the
Description field.
If you are creating your accounts list from the beginning, it may
be easier to enter all your header accounts before entering your 8 In the VAT Code field, select the VAT code that you use most often
detail accounts. with transactions that will be posted to this account.
3 Select the account type from the Account Type drop-down list. The VAT code you assign to an account will appear as the default
The Account Classification field changes according to the VAT code in a transaction where you allocate a deposit, cheque, or
selection you make. For more information on account a non-item sale or purchase to this account.
classifications, see ‘Review your accounts list’ on page 28. 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 Spend Money window and allocate it to this 13 If you want to enter a budget for this account, click Budgets and
account, the VAT code will appear in this window by default. complete the fields in the Prepare Budgets window that appears.
For more information on budgets, see ‘Budgets’ on page 213.
9 If you are creating a detail balance sheet account (other than an
asset that has the account type of Bank), select an option from the 14 Click OK when you have finished. The account you created will
Classification for Statement of Cash Flows list. now appear in your accounts list.
Classifying the accounts allows you to generate a statement of 15 When you have finished reviewing your accounts list, click Next to
cash flows. This report shows how your cash position has changed enter your opening balances.
over time, profit earned, where you received additional cash, and
where your cash was spent. Once accounts are classified, they are Enter your account opening balances
displayed in the section of the report you specified. If you’re
Unless you are just starting a new business, most of your accounts
unsure about which classification to use, consult your accountant
probably already have balances. For example, you’ve made sales,
or an MYOB Certified Consultant.
paid suppliers, deposited money in your business’s bank account
10 If you enter transactions in multiple currencies, type or select the and conducted a variety of other business activities that affect
currency for transactions that will be posted to this account in the your account balances. In this step, you will enter those balances.
Currency field. You will need to have indicated that you deal in
To properly assign opening balances to accounts, you need to
multiple currencies in your preferences. See ‘Setting up
enter the balance of each of your accounts as of the first day of
preferences’ on page 27.
your conversion month.
11 If you selected Bank or Credit Card in the Account Type list in
z If your conversion month is the first month of your financial year
step 3 and you want to keep a record of your bank account
(for example, if your financial year runs from April to March and
number and branch details, click the Banking tab and enter the
your conversion month is April), enter the opening balances of
details in the Bank Name, Branch Name, Bank Sort Code and
your asset, liability and capital accounts only. (The opening
Bank Account Number fields. Copy this information exactly as it
balances of your income, cost of sales and expense accounts
appears on your bank statement or chequebook.
should be zero.)
If you make payments using NatWest’s AutoPay service or z If your conversion month is not the first month of your financial
Barclay’s Branch-Originated BACS service (BOBS), enter the year (for example, if your financial year runs from April to
electronic banking details in the BOBS/Autopay Account March and your conversion month is August), enter the
Number and BOBS/Autopay Reference fields. opening balances of all your accounts.
12 If you want to enter historical balances, complete the Last FY
column on the History tab. That way you can compare the year’s
monthly account balances with those of the corresponding
months last year.
User Guide Setting up accounts 31

To enter opening balances 2 Check the amount in the Amount left to be allocated field at the
bottom of the window.
1 Enter the account opening balances in the Opening Balance
column. z If this field displays £0.00, the total of the opening balances you
assigned to your asset accounts equals the total of opening
NOTE :You should enter opening balances as positive
balances of your liability and capital accounts. Go to step 3.
numbers Don’t, for example, enter your liability account
balances as negative numbers. Enter negative amounts only if z If this field displays an amount other than £0.00, look at your
accounts truly have negative balances. As a rule, these will be asset opening balances again, as your opening balances are either
accounts that record accumulated depreciation. incomplete or incorrect. However, you can continue the setup
process if there is an amount in the Amount left to be
allocated field. The amount will be assigned to a special capital
account called Historical Balancing. If you cannot find the
reason why the accounts don’t balance, click the Help button
and choose Help for This Window.
3 Once you have entered your account opening balances, click

Next and then click Close to close the Accounts Easy Setup
Assistant.
You have completed setting up your accounts. If you want to

make changes to accounts, or delete any accounts later, you can
do so from the Accounts command centre. See ‘Changing a
record’ on page 139 or ‘Deleting a record’ on page 140.
Setting up sales details

In the Sales Easy Setup Assistant, you can set up information Click Sales in the Easy Setup Assistant window. Work
about your customers and sales. your way through the Sales Easy Setup Assistant,
entering the required information in the appropriate
Before you begin using the Sales Easy Setup Assistant, you may
windows.
find it helpful to gather a list of your customers, along with their
addresses, phone numbers and so on. Also, gather a list of all the
sales you’ve made to customers that haven’t yet been fully paid.
Set up a default layout When you have finished, click Next.
In the Sales Easy Setup Assistant, click Next to go to the Choose

sale layout window. Choose the sale layout that you expect to use Set up linked accounts for sales
most often. For example, if you have a wholesale business, choose Review the default accounts that will be used to track your
the Item layout since this is designed for item sales. This layout will customer receipts and undeposited funds.
be assigned to all new customer cards, but you can change the
If you want to use different linked accounts to the ones displayed,
sale layout for a customer at any time, either on the customer’s
type or select those accounts in the account fields. The accounts
card or when recording a sale made to that customer.
you select must be bank accounts.
When you have finished, click Next.
Set up default selling details

Create customer cards
In the Decide on selling details window, set the most frequently
The Build your customer list window, enter information about
used price level. Also, choose an income account and specify a
each of your current or likely customers. You need to create a
default credit limit for all your customers.
record for each customer, but you can choose to enter as little or
Remember that you can change these selections for any of your as much information as you like in these records. Note that any
customers at any time. When you have finished, click Next. information you enter on a customer card takes precedence over
similar information entered in earlier steps in the Sales Easy Setup
Select default VAT codes Assistant.
In the Assign VAT code to your customers window, select the If you’ve kept customer information in another software program,
VAT codes that you use most often with sales and carriage. For you may be able to import that information. For detailed
more information on VAT codes and how to assign them to your instructions on how import customer cards, see ‘Importing data’
customers, see ‘Setting up VAT codes’ on page 157. on page 254.
When you have finished, click Next. In the Build your customer list window, you can also make
changes to or delete cards. If you want to add, make changes to
Set up a default payment method and credit or delete customer cards later, you can do so from the Card File
terms command centre. For more information, see ‘Changing a record’
on page 139 or ‘Deleting a record’ on page 140.
Enter the credit terms you generally extend to your customers and
the default payment method. These entries will be used as the 1 Click New. The Card Information window appears.
default when you create new customer cards, but you can change 2 Enter details about your customer. You don’t have to complete all
them any time. the tabs in this window; however, we recommend that you fill in
User Guide Setting up sales details 33

the Profile and Selling Details tabs now. You can complete the 4 Repeat from step 1 for each customer card you want to create.
others later from the Card File command centre.
When you have finished creating your customer list, click Next.
Enter historical sales

Historical sales are those sales you’ve made that haven’t been paid
in full as at the start of the first day of your conversion month.
A
1 In the Enter historical sales for your customers window, click
B Add Sale. The Historical Sale window appears.
2 Type or select the name of the customer and press TAB.

C
3 Enter the details of the outstanding sale.
D
4 Click Record. The Enter historical sales for your customers
window appears.
A Selling information The selections you make here will be used, by
default, on quotes, orders and invoices that you 5 Repeat from step 1 for each historical sale you want to record.
create for this customer. You can override these
selections when recording the sale. 6 When you have finished entering your historical sales, click Next.
B VAT information The customer’s VAT information is entered here. 7 Click Close to close the Sales Easy Setup Assistant.
If the customer’s VAT status takes precedence over
that of the item or service being sold, mark the Use
Customer’s VAT Code checkbox.
When you create a quote, order or invoice, MYOB
Accounting will use the VAT code assigned to the
customer as the default. This VAT code will override
the item’s VAT code in an item sale, and the
allocation account’s VAT code in a non-item sale.
C Customer terms The credit terms you entered earlier appear here by
default. You can override them here for this
customer.
D Credit Limit & Hold Click this button and enter the customer’s credit
limit in the Credit Limit & Hold window.
3 When you have finished, click OK to return to the Sales Easy Setup
Assistant. The card you created appears in the customer list.
Setting up purchase details
In the Purchases Easy Setup Assistant, you can set up your supplier Select default VAT codes
information and other information related to purchases. You’ll
In the Assign VAT codes to your suppliers window, select a
find these steps very similar to those you completed for your
default VAT code to assign to new supplier cards. For more
customers and sales.
information on VAT codes, see ‘Setting up VAT codes’ on
Click Purchases in the Easy Setup Assistant window. page 157.
Work through the Purchases Easy Setup Assistant,
entering the required information in the appropriate
windows.
Set up default credit terms
Set up a default layout In the Set up payment information window, enter the credit
terms that your suppliers generally extend to you.
In the Choose purchase layout window, choose the purchase
layout you expect to use most often. For example, if you have a When you have finished, click Next.
wholesale business, choose the Item layout since this is designed
for item purchases. This layout will be assigned to all new supplier Set up linked account for purchases
cards, but you can change the purchase layout for a supplier at
In the Select the account to pay your suppliers window, select
any time, either on the supplier’s card or when recording a
the default account that will be used to pay your suppliers in the
purchase from that supplier.
Account for Paying Suppliers field. The account you select must
When you have finished, click Next. be a bank or credit card account.

Set up default buying details
In the Decide on buying details window, select the expense Create supplier cards
account to which your purchase transactions will be most often
In the Build your supplier list window, enter information about
posted. If you intend to use multiple accounts for purchases, leave
each of your current or likely suppliers. You need to create a
this field blank.
record for each supplier, but you can choose to enter as little or as
Remember that you can change these selections for any of your much information as you like in these records. Note that any
suppliers at any time. information you enter in a supplier’s card takes precedence over
similar information entered in earlier steps of the Purchases Easy
Setup Assistant.
User Guide Setting up purchase details 35

If you have kept supplier information in another software B Credit limit and VAT Your credit limit with this supplier and the
program, you may be able to import that information into MYOB information supplier’s VAT information are entered here.
Accounting. For information on how to import cards, see If the supplier’s VAT status takes precedence over
that of the item or service being purchased, mark
‘Importing data’ on page 254.
the Use Supplier’s VAT Code checkbox.
In the Build your supplier list window, you can also make When you create a quote, order or purchase,
MYOB Accounting will use the VAT code assigned
changes to or delete cards. If you want to add, make changes to to the supplier as the default. This VAT code will
or delete supplier cards later, you can do so from the Card File override the item’s VAT code in an item purchase,
command centre. For more information, see ‘Changing a record’ and the allocation account’s VAT code in a
non-item purchase.
on page 139 or ‘Deleting a record’ on page 140.
C Credit terms The credit terms you entered earlier appear here
1 Click New. The Card Information window appears. by default. You can override them here for this
supplier.
2 Enter details about your supplier. You don’t have to complete all
the tabs in this window; however, we recommend that you fill in
3 Click OK when you have finished to return to the Purchases Easy
the Profile and Buying Details tabs now. You can complete the
Setup Assistant. The card you created now appears in the supplier
others later from the Card File command centre.
list.
4 Repeat from step 1 for each supplier card you want to create.
When you have finished creating your supplier list, click Next.
A Enter historical purchases

B
Historical purchases are those purchases that haven’t been paid in
full as at the start of the first day of your conversion month.
C 1 In the Enter historical purchases for your suppliers window,

click Add Purchase. The Historical Purchase window appears.
2 Type or select the name of the supplier and press TAB.
3 Enter details of your outstanding purchase.

A Buying information The selections you make here will be used, by
default, on quotes, orders and purchases that you
4 Click Record.
create for this supplier. You can override these
selections when recording the purchase.
5 Repeat from step 1 for each historical purchase you want to
record.
6 When you have finished entering your historical purchases, click 7 Click Close to close the Purchases Easy Setup Assistant.
Next.
Setting up payroll details

In the Payroll Easy Setup Assistant, you will load your tax tables, Enter and confirm the payroll year
review your payroll categories and linked accounts, and enter
1 Enter the current payroll year and click Next.
details about your employees, such as their tax status, recurring
paycheques and pay history. 2 Confirm the current payroll year and click Next.
Click Payroll in the Easy Setup Assistant window.

Work your way through the Payroll Easy Setup Set up general payroll information
Assistant, entering the required information in the 1 In the Full Work Week Hours field, enter the number of hours in
appropriate windows. your company’s typical working week (not the hours in a pay
period). The number you enter here will be used as the default to
Load tax tables calculate wages and payable amounts (such as VAT) on
paycheques. You can override this on each employee’s card or
Payroll taxes are amounts that are calculated and deducted from
paycheque as necessary.
employee pays according to the rules established by Inland
Revenue. These rules are set out in the payroll tax tables that 2 Enter your tax district name, number and tax reference.
accompany MYOB Accounting.
3 If you receive small employer’s relief, mark the Small Employer’s
You should load the payroll tax tables before you pay your Relief (SER) checkbox.
employees.
4 When you have finished, click Next.
On the Load payroll tax tables into your company file window,
click Load Tax Tables. Once the tax tables are loaded, click Next. Set up default linked accounts
NOTE : Tax tables are current at the time we produce your In the Assign linked accounts for your payroll transactions
program disk As tax laws change from time to time, it’s window, review the current linked account selections.
essential that you load the most up-to-date payroll tax tables. To
check that you have loaded the latest tax tables, click the Check z Account for Cash Payments is the current account you use to
for Updates button (Internet access is required). The update area hold cash wage amounts until they are cleared.
of the MYOB UK website appears, where you can check for payroll
z Account for Cheque Payments is the bank account you use to
tax table updates.
write paycheques.
User Guide Setting up payroll details 37

z Account for Electronic Payments is the clearing account you Reviewing the details It’s a good idea to review the details of
use to temporarily hold amounts to be paid electronically. each wage, deduction, entitlement and employer expense to
z Account for Employer Expenses is the account for recording make sure it matches the way you do business. To review a payroll
your employer expenses. category, select the category type from the Select Category Type
z Account for Wages Paid is the default account for recording list and click the zoom arrow ( ) next to the category. The
the gross wages and salaries paid to employees. Information window for that category appears. You can make
changes to the information as required.
z Account for Deductions & Expenses is the default account to
which the amounts withheld from paycheques are allocated. Creating a new payroll category To create a new payroll
To change a linked account, click the search icon ( ) next to it category, select the category type from the Select Category Type
and select another account from the accounts list. list and then click New […]. The […] Information window for the
selected category appears. For more information on creating a
When you have finished, click Next to continue. payroll category, see also ‘Creating payroll categories’ on
page 92.
Review the payroll categories
Editing a payroll category To edit a payroll category, select the
Each paycheque can have up to five categories: wages, category type from the Select Category Type list, highlight the
entitlements, deductions, employer expenses and taxes. category you want to change and click Edit for that category. For
z Wages include all monies paid to an employee for labour or example, to edit a wage category, click Edit Wage.
services rendered on an hourly, salary or other basis. NOTE : Base Hourly and Base Salary payroll categories The
z Entitlements include items such as holiday and sick leave, Base Hourly and Base Salary payroll categories are the fixed
which employees accrue under the terms of their work categories for paying employee wage amounts. You can only
agreement. change the name of these payroll categories.
z Deductions are monies withheld by the employer and paid to Deleting a payroll category To delete a payroll category, select
other organisations on behalf of the employee, for example, the category type from the Select Category Type list, highlight
union fees. the category you want to delete and click the Delete button for
z Employer Expenses are all employer-paid benefits, for that category. For example, to delete a wage category, click
example, NI employer contributions. Delete Wage.
z Taxes are amounts withheld by the employer from an NOTE : You cannot delete or create a tax type If you select
employee’s paycheque and paid to a statutory authority, for Taxes, you cannot delete a tax type or create a new tax type.
example, PAYE Income Tax and NI employee contributions.
Create employee cards To enter payroll information
In the Build your employee list window, enter information about 1 Click the Payroll Details tab.
each of your employees. You need to create a record for each
employee.
If you’ve kept employee information in a spreadsheet or another

software program, you may be able to import that information
into MYOB Accounting. However, note that employees’ payroll
information cannot be imported. For more information on how to
import cards, see ‘Importing data’ on page 254.
In the Build your employee list window, you can also make
changes to or delete cards.
To create an employee card
1 In the Build your employee list window, click New. The Card You enter the employee’s details by first clicking the section name
Information window appears. down the left side of the window—for example, the Personal
Details—and then completing the fields.
2 Type the employee’s last name and press TAB.
2 Click Personal Details and complete the fields.
3 Enter other details of the employee.
ENTER WAGE INFORMATION
3 Click Wages and enter the wage information for this employee:
a Select the employee’s pay basis.

When you select a pay basis, the corresponding payroll
category for paying wage amounts is automatically selected in
the Wage list. If you select Hourly, the Base Hourly wage
category (or the name you assigned to this category) is
selected. If you select Salary, the Base Salary wage category (or
the name you assigned it) is selected.
b Enter the employee’s annual salary amount or hourly wage
rate.

c In the Pay Frequency field, select the employee’s pay 6 Click Employer Expenses and click in the select column next to
frequency. each required expense category.
d In the Hours in [...] Pay Period field, type the number of hours
in the employee’s normal pay period. ENTER TAX INFORMATION
e If the employee’s wage expense account is different from the 7 Click Taxes and enter the employee’s National Insurance and tax
default account, in the Wages Expense Account field type or details.
select the required account. a Enter the employee’s National Insurance number, table letter
f Click in the select column ( Windows or Mac) next to and tax code.
each wage category that applies to the employee.
b If the employee’s tax is calculated on the amount earned in a
pay period, rather than on a cumulative basis (the standard
calculation basis), mark the Week 1/Month 1 checkbox.
c If the employee is a director and their National Insurance
contributions are calculated on a cumulative basis, mark the
Director checkbox and enter the tax week they became a
director.
d Click in the select column next to each required tax category.
ENTER ENTITLEMENTS, DEDUCTIONS AND EXPENSE

INFORMATION
4 Click Entitlements and click in the select column next to each

required entitlement category.
5 Click Deductions and click in the select column next to each

required deduction category.
ENTER RECURRING PAY DETAILS c [Optional] Click the Job column next to the payroll category
8 Click Recurring Pay. The employee’s default recurring paycheque and enter the job number.
details appear.
[OPTIONAL] ENTER PAY HISTORY INFORMATION
10 Click Pay History to enter the employee's pay history for the
current payroll year:
z If the employee has been paid by another employer this payroll

year, enter the details in the Previous employments pay and
Previous employments tax fields.
z If you have already paid the employee in the current payroll
year, type the amounts you have paid in the Activity column
next to the relevant payroll categories. You can enter pay
history for specific months, quarters or for the year to date
based on the selection you make in the Show Pay History for
list.
The recurring values are determined by the payroll categories
Amounts entered in the Pay History window appear on reports
selected and values entered in step 3 to step 7 on page 40.
not derived from payroll activity. They are not recorded as
9 Enter the recurring pay details: transactions in your accounts.
a [Timesheet option only] If you want to pay employees from
ENTER TIME BILLING INFORMATION
timesheet entries only, deselect the Use Recurring Pay values
in addition to Timesheet for Pay Calculation option. 11 If you use the Time Billing function to track the time the employee
spends on work for clients, click Time Billing and enter the
employee’s time-billing rate and cost per hour. For more
b If necessary, change the employee’s default paycheque details information, see Chapter 12, ‘Billing for time’, starting on
by overriding the values that appear in the Hours or Amount page 167.
column next to a payroll category. (To restore the employee’s
default paycheque values, click Reset to Original Amounts.) ENTER PAYMENT METHOD INFORMATION
NOTE : Payroll categories with a calculated value The value of 12 Click Banking Details tab and select the method you use to pay
a payroll category with Calculated displayed in the Hours or the employee.
Amount column is automatically calculated when you process a
paycheque. Calculated values include tax amounts and If you are paying employees using NatWest’s AutoPay service or
entitlement hours where hours are calculated as a percentage of Barclay’s Branch-Originated BACS service (BOBS), enter the
the gross hours paid. employee’s bank account details.

13 Click OK. The Payroll Easy Setup Assistant window appears and If you want to use timesheets to record hours worked by hourly
the card you created will now appear in the employee list. employees, select the timesheet preference and enter timesheet
details.
14 Repeat from step 1 for each employee.
Note that if you want to use timesheets, you must pay all hourly
Set up timesheets employees using timesheets. For more information, see
‘Timesheets’ on page 100.
When you have finished creating the employee cards, click Next
in the Payroll Easy Setup Assistant window. The Decide if you’ll When you have finished, click Close to close the Payroll Easy
use timesheets window appears. Setup Assistant, and then close the Easy Setup Assistant.
Setting up bank accounts for reconciling

To ensure the accuracy of your business records, you should keep Instead, each unpresented withdrawal and deposit should be
the record of your bank account balances in MYOB Accounting entered as a line item in a nominal journal entry. When an
matched up with your bank statements. This task is called unpresented withdrawal or deposit appears on your bank
reconciling accounts. statement, you can reconcile the corresponding line entry. For
more information on reconciling accounts, see ‘Reconciling your
If your business traded prior to your conversion month (that is,
bank accounts’ on page 225.
the earliest month in the financial year for which transactions are
to be recorded in your MYOB company file) and you have If you need to perform an initial bank reconciliation, complete the
unpresented banking transactions as at the first day of your steps below.
conversion month, you need to perform an initial bank
reconciliation. Step Task See:
Unpresented banking transactions are those transaction 1 Identify unpresented withdrawals and deposits. page 43
(withdrawals and deposits) that have been recorded in your
2 Record unpresented withdrawals and deposits in your page 43
previous accounting system but have not been presented at your company file.
bank as at the start of your conversion month.
3 Reconcile page 44
You will need to enter unpresented transactions in your MYOB
company file to reconcile your MYOB company file banks
accounts. However, as they were conducted before your
conversion month, they must not be recorded as transactions.
Step 1: Identify unpresented withdrawals and 2 Type the first day of your conversion month in the Date field. For
deposits example, if your conversion month is January 2006, enter
01/01/06.
If, prior to using MYOB Accounting, you reconciled your bank
accounts using another accounting system (manual or 3 For each unpresented deposit, enter your bank account in the
electronic), you should have a record of unpresented withdrawals Acct No. column, the amount in the Debit column and N-T in the
and deposits at your conversion date. VAT column. You can enter details of the deposit in the Memo
field if you wish.
If you have never reconciled your bank accounts, you will need to
4 For each unpresented withdrawal, enter your bank account in the
reconcile your bank accounts as at your conversion date.
Acct No. column, the amount in the Credit column and N-T in
Compare your banking source information (such as your
the VAT column. You can enter details of the withdrawal in the
chequebook and deposit book) with your bank statements for the
Memo field if you wish.
period prior to your conversion date. If you identify transactions
that have not been presented to your bank as at this date, you will 5 Enter a debit or credit amount to balance the journal entry. The
need to record the details of these transactions in your company balancing amount is the amount that appears in the Out of
file. Balance field at the bottom of the Record Journal Entry window.
Again, use the account number of the bank account you are
For example, in December 2005, the month prior to your
trying to reconcile in the Acct No. column so that no change will
conversion month, you wrote a cheque for £1,000 and deposited
be made to the balance of this account.
£500 you received from a customer. If these transactions did not
appear on the December bank statement, you need to record the
transaction details in your company file.
Step 2: Record unpresented withdrawals and

deposits in your company file
You need to enter each unpresented withdrawal and deposit as a
line item in a nominal journal entry. Also, you need to enter a
balancing amount so that the journal entry balances and the
unpresented transactions do not affect your bank account
balance.
1 Go to the Accounts command centre and click Record Journal

Entry. The Record Journal Entry window appears. 6 Click Record. A journal entry is recorded with the details of your
unpresented transactions without making a change to your
account balance.
User Guide Setting up bank accounts for reconciling 43

Step 3: Reconcile 5 Mark the balancing nominal journal entry by clicking in the select
column ( in Windows and in Mac) to it’s left. The balancing
1 Go to the Banking command centre and click Reconcile
amount is the debit or credit amount you entered to balance the
Accounts. The Reconcile Accounts window appears.
nominal journal entry (see step 5 in ‘Record unpresented
2 In the Account field, select the bank account you want to withdrawals and deposits in your company file’ on page 43).
reconcile.
3 In the Bank Statement Date field, type the first date of your
conversion month. (For example, if your conversion month is
January 2006, type 01/01/06.)
4 In the New Statement Balance field, type the closing bank
balance as at the last day prior to your conversion month. (In this
example, type the closing balance as at 31/12/2005.)
6 Click Reconcile and then click Reconcile again to complete the

reconciliation process.
4 Banking
This chapter shows you how to record the cheques you have written, the cheques and credit card payments you have received, your
credit card purchases, your credit card payments and your ATM and Internet withdrawals and transfers.
MYOB Accounting can handle any number of bank and credit card accounts and allocate them to as many accounts as you like. If you
are accustomed to a manual multi-column cashbook system, you can think of MYOB Accounting as having the capacity to run
multiple cashbooks with an infinite number of columns.
Receiving money
In MYOB Accounting, the term receiving money specifically The options for recording receipts and invoice payments are
refers to recording receipts other than payments relating to summarised in the following diagram.
invoices. These receipts include capital injections, interest,
adjustments and so on. These can be entered using the You receive money
Receive Money window or by selecting the Receive Money

transaction type in the Bank Register window.
In the Receive Money window, you can record credit card

Is it in
payments and traditional cash and cheque payments. No response to an Yes
invoice you
issued?
Note that in MYOB Accounting, invoices are processed
Option 1 Option 1
through the Sales command centre, so any payments Record the payment Record the payment
in the Receive Money in the Receive Payments
received against invoices you have issued need to be entered window [Banking command window [Sales command
centre] centre]
using the Receive Payments window or by selecting the
Receive Payment transaction type in the Bank Register Option 2 Option 2
Record the payment Record the payment
window. See ‘Receiving payments’ on page 65 for more in the Bank Register in the Bank Register
window [Banking command window [Banking command
information. centre] centre]
Type = Receive Money Type = Receive Payment
45
Printing payment receipts You can print payment receipts for 4 In the Payor field, type or select the payor’s name.
transactions that you enter in the Receive Money and Bank
5 Enter the amount received.
Register windows. For more information about printing payment
receipts, see ‘Printing payment receipts’ on page 67. 6 [Optional] In the Payment Method field, select the payment
method.
To receive money
7 [Optional] If you want to record additional details about the
There are two ways to record money you have received where no payment, such as a cheque number, click Details and record the
invoice was issued: details in the Applied Payment Details window that appears.
z in the Receive Money window 8 Type the date of the payment.

z in the Bank Register window. 9 [Optional] Type a detailed comment to help you identify the
The Receive Money window lets you record more details about payment later in the Memo field.
the receipt and allocate the receipt to more than one account. 10 Allocate the amount to the appropriate account or distribute it to
This is the procedure covered in this section. If you want to use the a number of accounts.
Bank Register window—which lets you enter a receipt with
minimum details—see ‘To enter a transaction in the Bank Register A B C D E
window’ on page 51.
1 Go to the Banking command centre and click Receive Money.

The Receive Money window appears. A Type or select an account to which you want to assign the payment
or part of the payment.
2 Choose one of the following options:
B Type the amount you want to assign to each account. The total
z Deposit to Account In the Deposit to Account field, type or amount in this column must equal the amount in the Amount
Received field before you can record the transaction.
select the required bank account.
C [Optional] Assign the amount to a job by entering the job code here.
z Group with Undeposited Funds Choose this option if you
want the deposit to be recorded in the undeposited funds D [Optional] Type a memo for each line item you enter in the
transaction.
account. After you have grouped all the deposit transactions
E The VAT code that is linked to the allocation account appears here
you want, you can make one bank deposit for all the
automatically. You can change it or delete it if necessary.
undeposited funds. For more information, see ‘Preparing a
bank deposit’ on page 47.
11 If you want to view or change the VAT amounts assigned to the
3 If the deposit amount included VAT, mark the VAT Inclusive
transaction, click the zoom arrow ( ).
checkbox.
46 Chapter 4 Banking MYOB Accounting/MYOB Accounting Plus v 15, uk

12 If you want to assign the transaction to a particular category, 13 Complete the transaction in any of the following ways:
select a category from the list.
z To record the deposit, click Record.
z To store the deposit as a recurring transaction so that you can
use it again, click Save as Recurring. In the Edit Recurring
Note that if you haven’t turned on category tracking, the Schedule window, enter the necessary information and click
Category field won’t appear. (To turn on category tracking, go to Save. (See ‘Recurring transactions’ on page 150 for more
the Setup menu from any command centre, choose Preferences, information about creating and using recurring transactions.)
click the System tab and mark the Turn on Category Tracking
If you want to record the deposit as an actual transaction now,
checkbox.)
click Record. If you don’t want to record the transaction at this
time, click Cancel.
Preparing a bank deposit

If you use the Undeposited Funds account to group cash, credit 3 If you want to group payments by payment method, select the
card and cheque payments, you can use the Prepare Bank payment method in the Select Receipts by field. Select one or
Deposit window to create a batch bank deposit that will transfer more payment types in the adjacent field. (For credit cards, select
funds from the undeposited funds account to the account of your one or more credit card types.) Only payments made using that
choice as a single transaction. method are listed.
Undeposited funds dated up to and including the date you specify 4 Type a date to display undeposited funds up to and including that
in the Prepare Bank Deposit window will appear. You have the date.
option of grouping the receipts by payment method.
5 If you want to record the purpose of the transaction. type a
description in the Memo field.
To prepare a bank deposit
6 Select the receipts you want to include in the bank deposit by
1 Go to the Banking command centre and click Prepare Bank
marking the corresponding field in the Deposit column.
Deposit. The Prepare Bank Deposit window appears.
Alternatively, if you want to select or deselect all receipts, click the
2 In the Deposit to Account field, enter the account into which the checkbox at the top of the Deposits column.
funds selected in the Prepare Bank Deposit window will be
deposited.
User Guide Preparing a bank deposit 47

before payments are deposited in your account. You may also
adjust a deposit if, instead of depositing the total amount of a
deposit, you keep part of the deposit as cash. In the Bank and
Deposit Adjustments window:
a Type the fees and cash back and/or the adjustment amount.
b Type the date and an ID number.
c Select an expense account for the fees and cash-back entry
and/or an income account for adjustment amounts.
d Type a memo and other information, as necessary.
e Click Record. If you need to record additional adjustments or
fees, click the Deposit Adjustment button again.
7 Click the Deposit Adjustment button to enter a transaction to
adjust the deposit amounts if necessary. Enter transaction fees 8 Click Record to record the transaction.
charged by your credit card provider if the fees are deducted
Spending money
The term spending money refers specifically to recording payments You pay money
(other than pay salaries and wages)
for transactions for which purchases have not been created. These
include capital drawings, bank charges, telephone bills and so on.
These types of payment can be entered in the Spend Money
window or by selecting the Spend Money transaction type in the
Is it in
Bank Register window. No response to a Yes
purchase recorded
in the Purchases
command centre?
If you want to make payments for purchases entered using the
Purchases command centre, you will need to enter the payment
using the Pay Suppliers window or by selecting the Pay Purchase Option 1 Option 1
Record the payment Record the payment in
in the Spend Money the Pay Suppliers
transaction type in the Bank Register window. window [Banking command window [Purchases command
centre] centre]
The options for recording payments are summarised in the

Option 2 Option 2
following diagram. Record the payment Record the payment
in the Bank Register in the Bank Register
centre] centre]
Type = Spend Money Type = Pay Purchase

To spend money 4 Fill in the information in the cheque area of the window, just as
you would if you were writing a paper cheque. Enter the payee
There are two ways to record money you spend:
card, cheque number, amount, memo, etc.
z in the Spend Money window
z in the Bank Register window.
The Spend Money window lets you record more details about the
payment and to 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 enter a payment with 5 If you want to change the default payee address, type or select the
minimum details—see ‘To enter a transaction in the Bank Register payee’s address in the Payee field.
window’ on page 51.
6 Allocate the payment to the correct account.
1 Go to the Banking command centre and click Spend Money. The
Spend Money window appears. A B C D E
A Type or select the account to which you want to assign the cheque
amount.
B Type the allocation amount.
C [Optional] Assign the cheque amount to a job by entering the job

code here.
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.
2 In the Account field, type or select the bank account that will be
used to pay this cheque. 7 If you want to view or change the VAT amounts assigned to the
transaction, click the zoom arrow ( ).
3 Mark the VAT Inclusive checkbox if you want the amount to be
VAT inclusive. Clear the checkbox if you want the amount to be 8 If your payment covers more than one account, repeat from
VAT exclusive. step 6. You would do this, for example, when paying for the
NOTE : Make your selection now Don’t mark or clear the VAT
purchase of a number of different items: postage, magazines,
Inclusive checkbox after you enter an amount in the Amount field. stationery, etc.
User Guide Spending money 49

COMPLETE THE PAYMENT After saving the recurring template, if you want to record the
9 Decide what you want to do with the payment. transaction, click the Record button. If you don’t want to
record the transaction at this time, click Cancel.
z To print and record the payment, click Print.
z To record the payment, click Record. If you want to print a To void a cheque
cheque later, you can do so from the Print Cheques window.
Follow the steps below to void a cheque that you have not
This window allows you to customise your cheques and print
recorded in MYOB Accounting. If you want to make changes to a
them as a batch. For more information, see Chapter 15, Forms,
cheque you have already recorded, see ‘Changing or deleting a
starting on page 197.
transaction’ on page 147.
z To store the payment as a recurring transaction so that you can
use it again, click Save as Recurring. In the Edit Recurring 1 Display the Spend Money window and choose the cheque
Schedule window, enter the necessary information and click account from which you want to void the cheque.
Save. (For more information about saving and using a recurring
2 Enter the cheque number you want to void in the Cheque No.
cheque, see ‘Recurring transactions’ on page 150.)
field and leave all other fields blank.
3 Click Record and then click OK to confirm that you want to void
the cheque.
Entering transactions in the Bank Register window

You can enter the following transactions in the Bank Register NOTE : Importing your online bank and credit card
window: cheques, deposits, payments to suppliers, payments statements You can also use the Bank Register window to
from customers, sales and purchases. import your bank and credit card statements. If a statement
contains any transactions that you have not entered, you can add
The main advantages of using the Bank Register window to enter them quickly in the Bank Register window. For more information,
transactions instead of using transaction windows such as Spend see ‘Importing statements’ on page 54.
Money are speed and convenience. For example, you can record
a customer payment, pay for a purchase and then write a cheque
without having to open multiple windows and switch between
them. As transactions can be recorded with minimum detail, you
save time when entering a batch of transactions.

To enter a transaction in the Bank Register window If you want to allocate the amount to more than one allocation
account, click the Split button. The corresponding transaction
1 Go to the Banking command centre and click Bank Register. The
window will appear, and you can then allocate the amount to
Bank Register window appears.
multiple accounts of your choice.
You can also use the Split button to:
z apply payments to a particular invoice or purchase.
z enter the payment method.
z print the transaction.
NOTE : When the Split button is not available If the transaction

type is Enter Sale or Enter Purchase, the Split button is not
available. You will need to record the transaction, then click the
zoom arrow ( ) next to the transaction in the Bank Register
window to open the transaction window.
9 If you are entering a sale or a purchase, select the appropriate VAT

2 In the Account field, specify the bank or credit card account that
code in the VAT field.
will be used for this transaction.
10 [Optional] Assign the payment to a job by entering the job code
3 In the lower part of the window, select the type of transaction
in the Job field. Note that this is not applicable for Pay Purchase
from the Type list.
and Receive Payment transactions.
4 For Spend Money, Enter Purchase or Pay Purchase transactions,
11 If you want to record the purpose of the transaction, type a
enter the cheque number in the Cheque No. field. For other
transactions, enter the ID in the ID No. field.
12 Complete the transaction in any of the following ways.
5 In the Date field, type the date of the transaction.
z To print and record the transaction, click Print. (Note that this
6 In the Card field, type or select the name of the card for whom option is only available if you have clicked the Split button.)
this transaction is intended.
z To record the transaction, click Record.
7 In the Amount field, enter the total amount of the transaction, z To store the transaction as a recurring transaction so that you
including VAT. can use it again, click Save as Recurring. In the Edit Recurring
Schedule window, enter the necessary information and click
8 If you want to allocate the amount to only one account, specify in
Save. (Note that this option is available only for Spend Money
the Account field the account that will be used for this
and Receive Money transactions.) For more information about
transaction.
saving and using recurring transactions, see ‘Recurring
transactions’ on page 150.
User Guide Entering transactions in the Bank Register window 51

After saving the recurring template, if you want to record the you don’t want to record the transaction at this time, click
transaction, click the Record button in the Bank Register Cancel.
window (or in the transaction window if you clicked Split). If
Transferring money between accounts

You can transfer money between bank accounts, including bank 3 In the Transfer Money From field, enter the account from which
and credit card accounts, using the Transfer Money window. the funds will be paid.
4 In the Transfer Money To field, enter the account into which the
To transfer money between accounts
funds will be paid.
1 Go to the Accounts command centre and choose Transfer
5 In the Amount field, enter the amount to be transferred.
Money. The Transfer Money window appears.
6 If you want to record the purpose of the transaction, type a
7 Decide what you want to do:
z To record the transaction, click Record.

z To store the transaction as a recurring transaction, 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
If you don’t want to record the transaction at this time, click
Cancel.
2 Enter a date for the transfer.

Tracking petty cash expenses
Most businesses keep a small amount of cash handy at the office To allocate expenses to the petty cash account
for miscellaneous expenses—postage, staff amenities, and so on.
Let’s assume you spent £10.00 on stationery from your petty cash
You can track this petty cash amount separately by allocating any
float. You would record this transaction in the following way.
miscellaneous expenses to a Petty Cash account.
1 Go to the Banking command centre and click Spend Money.
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 2 In the Account field, type or select the Petty Cash account.
account, see ‘Adding an account’ on page 136.
3 Enter the date and amount of the expense. Enter the expense as a
To transfer money to your petty cash account line item and allocate it to the relevant expense account (in this
example, the Office Supplies account).
1 Go to the Accounts command centre and click Transfer Money.
The Transfer Money window appears.
2 In the Transfer Money From field, type or select the account to

which you are transferring money.
3 In the Transfer Money To field, type or select the petty cash

account.
4 In the Amount field, type the amount.
4 Click Record.
5 Click Record.
User Guide Tracking petty cash expenses 53

Importing statements
If you have an online banking facility, you can use the Get number and amount as the criteria for matching payments and
Statement feature to import bank statement or credit card deposits. If:
statement files. MYOB Accounting automatically matches
z there are unmatched transactions, the Unmatched Statement
transactions on your statement with the transactions you enter in
Transactions window appears. Go to step 7.
your company file. Matched transactions will be marked as
z all your transactions match, that’s it! These transactions will be
cleared for reconciliation, making it easy for you to reconcile your
marked as cleared in the Reconcile Accounts window. You can
account at month-end.
ignore the rest of this procedure.
If some transactions cannot be matched, you have the option of
7 Choose what you want to do with the unmatched transactions.
matching them manually with uncleared transactions, adding
them or skipping them altogether. Unmatched transactions are z If you want to match a transaction, highlight that transaction
usually account fees and penalty charges applied by the bank. and click Match Transaction. The Match Transaction window
NOTE : Download your statement Before you import your bank
appears, listing the uncleared transactions in your company file
or credit card statement, you need to download the statement file for the specified account. Select the transaction that you want
from your bank. Your bank’s website should provide instructions to match with the statement transaction and click Match. The
on downloading this file. The following file formats are supported: transaction will be marked as cleared. Repeat this step for each
OFX, QFX, QIF and OFC. transaction that you want to match.
z If you want to add a transaction to your company file, highlight
To import your statement the transaction and click Add Transaction. The Spend Money
1 Go to the Banking command centre and click Bank Register. The window or the Receive Money window (depending on the
Bank Register window appears. type of transaction you are adding) appears. Enter the details of
the transaction and record it. The transaction is shown as
2 In the Account field, type or select the account that corresponds
cleared. Repeat this step for each transaction you want to add.
to the bank or credit card statement.
CAUTION : Match or add all transactions We recommend you
3 Click the Get Statement button. The Open window appears. finish adding or matching every transaction in the unmatched
transaction list before you click Done. Otherwise, if you re-open
4 Locate the downloaded statement file and then highlight it.
the statement file, the original unmatched statement list would
5 Click Open. The Get Statement window appears. appear in the Unmatched Statement Transactions window.
6 Click OK. The statement transactions are automatically matched 8 When you have finished matching and adding transactions, click
with the transactions in your company file by using the cheque Done. A list of all the transactions that were cleared appears.

ATM and Internet transactions
To record ATM withdrawals NOTE : Supplier payments If you are entering a payment to a
supplier for a recorded purchase, you should enter it in the Pay
1 Display the Spend Money window and choose the account from Suppliers window. See ‘Paying suppliers’ on page 85.
which you withdrew money.
2 In the Cheque No. field, enter a non-numeric word or phrase to
2 In the Cheque No. field, enter a non-numeric word or phrase to describe the transfer. That way you will know the transaction isn’t
describe the withdrawal. That way you will know the transaction an actual cheque when you view it in a list or on a report. This will
isn’t an actual cheque when you view it in a list or on a report. This also allow you to skip the transaction when you print a range of
will also allow you to skip the transaction when you print a range numbered cheques.
of numbered cheques.
3 Complete the other fields in the window.
3 Complete the other fields in the window.
4 Type the receipt number in the Memo field.
4 Click Record to record the transaction.
5 Click Record to record the transaction.
To record Internet or phone-banking transfers
1 Display the Spend Money window and choose the account from
which you transferred money.
Credit card purchases and payments to credit card providers

Recording purchases made using a credit card accounts VISA, American Express, etc. These accounts will keep
track of the amount owed to the credit card provider. For
The method you use to record a purchase made using a credit
information on creating an account, see ‘To create a new account’
card depends on whether you have entered the purchase (which
on page 30.
you would do via the Purchases window). If you have entered the
purchase, record the payment in the Pay Suppliers window. If
To record a credit card purchase in the Pay
you have not entered the purchase, record the purchase in the
Suppliers window
Spend Money or Bank Register window.
1 Go to the Purchases command centre and click Pay Suppliers.
Before you begin recording credit card purchases, create a credit
The Pay Suppliers window appears.
card liability account for each credit card you will use. Name the
User Guide ATM and Internet transactions 55

2 In the Account field, type or select the credit card liability account 5 Allocate the payment to an account. This is usually an expense
you want to use. account.
6 Click Record to record the credit card purchase.
3 In the Supplier field, type or select the suppliers name. Recording payments to credit card providers
4 Change the memo and payment date if necessary. When the time comes to pay your credit card provider, you use
5 Type the amount of the credit card purchase In the Amount field. the Spend Money window to record a payment from your bank
account to your credit card liability account.
6 Indicate, in the scrolling list in the bottom half of the window,
which purchases are covered by the payment by entering the To record a payment to a credit card provider
payment amounts in the Amount Applied column.
1 Go to the Banking command centre and click Spend Money. The
7 Click Record. Spend Money window appears.
To record a credit card purchase in the Spend 2 In the Account field, select the bank account you want to use to
Money window make this payment.
1 Go to the Banking command centre and click Spend Money. The 3 In the Card field, type or select the credit card provider’s name.
Spend Money window appears. 4 Type the payment date in the Date field.
2 In the Account field, type or select the credit card liability account 5 Type the amount you want to pay.
you want to use.
6 [Optional] Type a comment in the Memo field to provide a brief
description of the payment you are recording.
3 Type the date, amount of the credit card purchase and payee. 7 In the scrolling list area of the Spend Money window, enter the
liability account you have created to track purchases made with
4 Type a comment in the Memo field to provide a brief description this credit card.
of the purchase you are recording.
8 Click Record to record the credit card payment.

5 Sales
This chapter explains how to enter information about sales to your customers. You record a sale by specifying the customer’s details,
the invoice layout (item, service, professional, time billing or miscellaneous), the status of the sale (quote, order or invoice) and the
details of the items or services sold. The chapter also explains the various ways of sending an invoice, how to record customer
payments, how to issue a customer credit and how to analyse sales activities with a variety of reports and other analytical tools.
Entering sales
You enter a sale as a quote, order or invoice. You can enter a sale in:
z You can enter a quote to record a price you have quoted to z the Sales window
a customer without creating a transaction. A quote has no z the Bank Register window.
impact on your stock levels and can be changed to an order
Entering a sale in the Sales window—the procedure described
or an invoice when your customer is ready to buy.
in this chapter—enables you to record more details about the
z An order is a sale that you expect will occur. While orders
sale than entering it in the Bank Register window.
don’t affect your financial figures, they do affect your
committed stock numbers. Orders don’t create transactions To use the Bank Register window, see ‘To enter a transaction
unless the customer has paid you a deposit. An order can be in the Bank Register window’ on page 51.
changed to an invoice.
z 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.
57
Entering a sales transaction B Type the invoice number here or accept the default number.
Complete the following steps to enter a sales transaction: C If the customer gave you a purchase order for this transaction, enter
that purchase order number here.
D If you are entering prices that include VAT, mark the VAT Inclusive
Step Task See:
checkbox, otherwise clear this checkbox. Do not change this setting
1 Enter information about the customer. below after you enter an amount in the Amount column.
2 Choose the type of sale. below

3 If you want to change a customer’s delivery address, click the
3 Enter the items or services you are selling. page 59
down arrow ( ) next to the Del. to field and select another
4 Enter additional information about the sale. page 60
address from the customer’s card. Alternatively, type the address
5 Complete the sale. page 60 in the Del. to field.
Step 1: Enter information about the customer Step 2: Choose the type of sale
1 Go to the Sales command centre and click Enter Sales. The Sales In this step, choose the required status and layout for the
window appears. transaction you are creating. The layout initially displayed in the
Sales window is determined by the default selection you made
2 In the Customer field, type or select the customer’s name and
when setting up sales details (using the Sales Easy Setup Assistant)
then press TAB.
or when creating the customer’s card.
NOTE : Customer credit limits and accounts on hold You may
not be able to record sales for customers who have exceeded their 1 Select the status from the drop-down list in the top left corner of
credit limit or whose account has been placed on hold. For more the window: Quote, Order or Invoice.
information, see ‘Credit control’ on page 68.
2 Check if the default layout is appropriate. There are five layouts:
The terms and deliver-to address shown in the Sales window are Service, Item, Professional, Time Billing and Miscellaneous. The
the details recorded in the customer’s card. layout determines what fields appear on the Sales window. If you
want to change the default layout:
A B D
a Click the Layout button. The Select Layout window appears.
b Select the appropriate layout and click OK.
C
A Click the zoom arrow ( ) to alter 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.
58 Chapter 5 Sales MYOB Accounting/MYOB Accounting Plus v15, uk

Step 3: Enter the items or services you are C Item Type or select your item number from your item list.
selling Number
The scrolling list in the middle of the Sales window is where you D Description A description of the item appears automatically. You can
change this if you want.
enter details of what you are selling. In this area you enter item
E Location [MYOB Accounting Plus only] If you sell this item from
numbers, activity ID numbers, descriptions, account numbers (or
multiple locations, select the location where the item will be
names depending on your selection in the Preferences window) delivered from. For more information, see ‘Multiple stock
and various other information to describe the transaction. locations’ on page 121.
F Price The price of the item appears automatically. You can

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.
G Disc% [Optional] Enter a volume discount as a percentage.
The actual fields that appear in the scrolling list differ depending H Total The total price of the items is calculated automatically.
on the layout you are using. The following illustrations briefly
I Job [Optional] Type or select a job number here to assign a line
describe the line-item entries you can make for item and service item to a specific job.
sales in the Sales window.
J VAT Type or select a VAT code for the line item.
K Description On a service, professional or miscellaneous sale, enter a

Item
description of the goods or services being sold.
L Acct No. or On a service, professional or miscellaneous invoice, type the

A B C D E F G H I J Name account to which the sale will allocated or press TAB to select
an account from your accounts list. This is usually an
Service Income account. You should not select your Debtors
account for ordinary sales.
K L
NOTE : Add lines, subtotals and headers to sales transactions
A Deliver Type the quantity to be delivered.
You can add lines, headers and subtotals to invoices to make it
B Backorder Type the quantity of the item to be placed on backorder. An
easy to separate and subtotal different groups of line items on one
order for this amount will be created automatically when
you click Record. invoice. For more information, see ‘Adding transaction lines,
subtotals and headers to sales transactions’ on page 62.
User Guide Entering sales 59

Step 4: Enter additional information about the Step 5: Complete the sale
sale After you have finished entering the details in the Sales window,
The fields that appear at the bottom of the Sales window depend there are several ways to complete the transaction.
on the type of sale you are creating.
z Record the sale. To record the sale without printing it, click
Record (for a sales quote, click Save Quote).
z Print and record the sale. If the sale you have created is an item,
service, time billing or professional sale, you can print and
record the sale at the same time by clicking Print. For more
information about printing, see Chapter 15 ‘Forms’, starting on
A B C D E F G H page 197.
z Record and email the sale. Click Send To and choose Email.
A Salesperson, Enter optional information, such as the name of
the salesperson, a comment, delivery method,
Review and make entries in the Email window and click Send.
Comment,
promised date of goods or services. Enter text or The email, which will include a PDF (Portable Document
Deliver Via,
click the search icon ( ) to choose from the Format) attachment, will be sent to the outbox of your default
Promised Date Select From List window.
email software. Send the email from your email software.
B Invoice Delivery If you want to print or email the invoice in a batch,
Status select the required delivery method from the list.
z Record and fax the sale. Click Send To and choose Fax. A
For more information, see ‘Sending forms in a window from your fax software appears. Send the fax, using
batch’ on page 199. your fax software as you normally do.
C Journal Memo The journal memo is generated automatically. You z Record and save the sale to disk as a PDF file. Click Send To and
can change this if you want.
choose Disk. In the window that appears, enter a name and
D VAT Click the zoom arrow ( ) if you want to view or
location for the PDF file and click Save.
change the VAT amounts assigned to the sale.
z Save the sale as a recurring sale. You can also save the sale as a
E Carriage Type any charges for carriage.
recurring transaction so that you can use it again. Click Save as
F Paid Today Type an amount here to indicate how much
Recurring. In the Edit Recurring Schedule window, enter the
money the customer paid you at the time of the
sale or, if you are creating an order, how much necessary information and click Save. (For more information,
money the customer gave you as a deposit. see ‘Recurring transactions’ on page 150.)
G Payment Method Type or select the payment method. Click the
Details button if you want to enter details about
the payment. For example if you are being paid by Recording sales with insufficient on-hand
credit card, you can record the credit card number, quantity
expiry date and other details.
If you record item quantities and values, you can set a preference
H Carriage VAT Type or select the VAT code for the carriage
charges. to allow the recording of sales with insufficient on-hand

quantities. With this preference set, the sale of an item with an
insufficient on-hand quantity results in a negative on-hand item
quantity and value. You can set this preference by selecting Allow
the sale of items with insufficient on hand quantities option in
the Preferences window (Stock tab).
If you do not set this preference, you need sufficient on-hand

quantity of an item before you can record a sales invoice. When
you attempt to record a sales invoice with an insufficient on-hand
quantity, the Backorder List window appears. In this window, you
This window lists items that are either out of stock or would be as
need to build or buy the required quantity or create a customer
a result of recording the sale.
sales order (backorder) for the unavailable quantity.
4 Choose one of the following options:
NOTE : Auto-building or recording purchases in the Backorder
List window Before you can auto-build an item in the
To... Do this...
Backorder List window, you need to set up your item details. For
more information, see ‘Building items’ on page 123. If you want Auto-build Click in the Build column next to the item you want to auto-
to record a purchase using this window, you need to enter a items build and then click Build. The Auto-Build Items window
default supplier for the item. For more information, see ‘Creating appears.
items’ on page 116. Record a Click in the Buy column next to the item you want to purchase
purchase and then click Buy. In the Enter Purchase window that
appears, select Purchase as the status from the drop-down list
To build, buy or backorder items in the Backorder in the top left corner and complete the purchase. For
List window information about completing the purchase, see ‘Entering
purchases’ on page 75.
When you record a sale (see ‘Complete the sale’ on page 60) and
Record a Click in the Backorder column next to the item you want to
you have insufficient on-hand quantity of a stocked item, the sales order place on backorder and then click Backorder. The Sales
Backorder List window appears. You will need to make an entry window appears with the Deliver and Backorder columns
adjusted. A sales order is automatically recorded for the item
in this window before you can complete the sale.
when you record the invoice.
1 Go to the Sales command centre and click Enter Sales. The Sales
window appears. NOTE : Multiple items with insufficient quantities You can use
the Backorder List window to perform various tasks; however,
2 Enter the details of a sale. For more information, see ‘Entering you can only perform one of these tasks at a time and in the
sales’ on page 57. following order: build, buy and then backorder. For example, if
you want to backorder some items and buy others, you need to
3 Click Record. If you have insufficient on-hand quantities, the buy the required items first and then return to this window (by
Backorder List window appears. clicking Record in the Sales window again) to complete the
backorder.
User Guide Entering sales 61

5 Complete the sale. For more information, see page 60. 3 Type the text for the header. The text appears in grey.
Adding transaction lines, subtotals and headers

to sales transactions
You can add lines, headers and subtotals to sales. 4 Press TAB to complete the header entry.
To insert a blank line To insert a subtotal
1 In the Sales window, click anywhere in the line below where the 1 In the Sales window, click anywhere in the first line below the
blank line is to appear. items to be subtotalled.
2 Go to the Edit menu and choose Insert Line. 2 Go to the Edit menu and choose Insert Subtotal. A line appears
displaying the subtotal of the amounts that appear above the
To insert a header subtotal line and below the last subtotal, if there is one.
You can group several line items by inserting a header.
1 In the Sales window, click anywhere in the line below where the
header is to appear.
To delete a blank line, line item, header or subtotal
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 1 In the Sales window, click anywhere in the blank line, line item,
Description column. header or subtotal you want to delete.
2 Go to the Edit menu and choose Delete Line.
Changing the status of a sale

If you enter a quote or an order, you can easily convert it to an To convert a quote to an order or invoice
invoice. A quote can be converted to an order or invoice. An order
1 Locate and display the quote. To do this:
can only be converted to an invoice. The status of an invoice
cannot be changed. z In the Sales window, enter the name of the customer whose
quote you want to convert. Select the quote from the Select
You can change the status of a sale from the Sales window or from
from list window that appears and click Use Sale, or
the Sales Register window.

z In the Sales Register window, click the Quotes tab. Find the z In the Sales Register window, click the Orders tab. Find the
quote, using the search filters at the top of the window, and order, using the search filters at the top of the window, and
highlight it. highlight it.
2 Convert the quote to an order or invoice. To do this: 2 Click Invoice (in the Sales window) or Change to Invoice (in the
Sales Register window) to convert the order to an invoice.
z Click Order (in the Sales window) or Change to Order (in the
Sales Register window) to convert the quote to an order, or 3 Review and update the information in the Sales window as
z Click Invoice (in the Sales window) or Change to Invoice (in necessary. For example, you might want to change the
the Sales Register window) to convert the quote to an invoice. transaction date to today’s date.
Three new fields appear in the Sales window: Paid Today, 4 Click Record. The new invoice is created and the original order is
Payment Method and Balance Due. (If you made the conversion removed.
on the Sales Register window, the Sales window is displayed.)
3 Make any necessary changes to these and other fields. For To simultaneously convert several orders to invoices
example, you might want to change the transaction date to You can simultaneously convert several orders to invoices in the
today’s date. To Do List window.
4 Click Record. The new order or invoice is created. The original 1 Click To Do List from any command centre. The To Do List
quote will remain in the Sales Register window unless you have window appears.
indicated in the Sales tab of the Preferences window that you
want quotes to be deleted once they are converted to orders or 2 Click the Orders tab to display a list of all your orders. If you want
invoices. to view the details of a specific order, click the zoom arrow ( ) to
the left of the customer’s name.
To convert an order to an invoice 3 Select the orders you want to convert to invoices by marking the
checkbox in the select column ( in Windows and in Mac).
If you want to convert several orders simultaneously see ‘To
simultaneously convert several orders to invoices’ below. 4 Click Record as Actual. A window appears, requiring you to enter
a date for the selected transactions. This is the date that the
1 Locate and display the order. To do this:
transactions will be recorded in your sales journal.
z In the Sales window, enter the name of the customer whose
5 Enter a date and click OK.
order you want to convert. Select the order from the Select
from list window that appears and click Use Sale, or
User Guide Changing the status of a sale 63

Reviewing your sales information
There are several tools that you can use to review your sales 2 Click the Debtors tab. A list of all unpaid sales appears.
information.
3 The Overdue column shows the number of days an invoice is
z The To Do List displays all open sales, recurring sales and orders overdue. (A negative number in the Overdue column indicates
sorted by overdue dates. See below. that the payment is not yet due.) The number of days an invoice is
z The Analyse Debtors window displays ageing information for overdue is calculated by checking the original date of the invoice,
all open invoices. See below. comparing it to today’s date and looking at the customer’s credit
z The Analyse Sales window provides a graphical snapshot of terms.
your sales activities. See ‘To analyse your sales activities’ below. 4 If you want to send a collection letter to customers with overdue
z Sales reports help you keep track of your sales activities. See payments:
‘To view sales reports’ on page 65.
a Select those customers by clicking in the select column ( in
z History lets you view seven years of sales history for an item, a Windows and in Mac) beside the customer’s name.
customer or an employee. See ‘To view sales history’ on
b If you have installed OfficeLink, click Mail Merge to create the
page 65.
letter directly in your word processor. Otherwise, click Disk,
z The Sales Register window gives you a complete picture of choose a file format and click Save.
your sales activity—open and closed invoices, orders, quotes,
returns, credits and so on. See ‘To find a transaction using the To analyse your debtors
Sales Register window’ on page 144.
z Find Transactions helps you find individual sales transactions 1 In any command centre, select Debtors from the Analysis list.
quickly. See ‘To find a transaction using the Find Transactions The Analyse Debtors window appears.
window’ on page 144. 2 Click Filters and choose the time periods and any other criteria
z The Transaction Journal lists journal entries of your sales and you want to view.
other transactions. See ‘To find a transaction using the
3 Click OK. The information you selected appears in the Analyse
Transaction Journal window’ on page 146.
Debtors window.
To view a list of all unpaid sales sorted by days

To analyse your sales activities
overdue
The Analyse Sales window provides various illustrations—in
1 Click To Do List in any command centre. The To Do List window
graphs or in lists—of your sales activities.
appears.

1 In any command centre, select Sales from the Analysis list. The 2 Click the Sales tab.
Analyse Sales window appears.
For information on displaying, customising and printing your
2 Click Filters and choose the sales figures, time periods and other reports, see Chapter 14 ‘Printing and customising reports’,
criteria you want to view. starting on page 189.
3 Click OK. The information you selected appears in the Analyse

To view sales history
Sales window.
You can view sales history for an item, a customer or an employee.
4 Use the buttons in the Analyse Sales window to view charts
showing your sales activities. 1 Display the Item Information window for an item or the Card
Information window for a customer or an employee.
To view sales reports
2 Click the History tab.
There are several sales reports that can help you track your sales
The History tab displays a total of seven years of sales history for
activities. For example, you can run an Aged Debtors [Summary]
the item or card: the five years preceding the current financial
report to view your customers’ current balances sorted by ageing
year (as displayed in the Company Information window), the
periods. The Sales [Item Summary] report shows you which
current financial year and the next year.
stock items are selling best. The Referral Source report is useful
for finding out which referral source is bringing your business the NOTE : Employee sales history To record an employee’s sales
most money. history, that employee must be selected as the salesperson on the
Sales window.
1 Go to the Reports menu at the top of the screen and choose
Index to Reports. The Index to Reports window appears.
Receiving payments
When customers make payments against invoices you have issued You can also record payments from your customers in the Bank
to them, you record the payments in the Receive Payments Register window. The Bank Register window is a real time-saver
window. You can record the payments against one or more of the when you need to enter several customer payments and don’t
customer’s outstanding invoices. If you don’t want to create an want to record detailed information (such as payment methods
invoice for a customer, you can enter their payment in the and discounts) for each payment. For more information, see
Receive Money window. See ‘To receive money’ on page 46. ‘Entering transactions in the Bank Register window’ on page 50.
User Guide Receiving payments 65

The options for recording receipts and invoice payments are z Group with Undeposited Funds. Choose this option if you
summarised in the following diagram. want the deposit to be recorded in the undeposited funds
account (and not in a bank account). After you have grouped
You receive money all the deposit transactions you want, you can then make a
bank deposit. For more information, see ‘Preparing a bank
deposit’ on page 47.
3 If you received a credit card payment, select Group with

Is it in undeposited funds. After you have grouped all the deposit
No response to an Yes
invoice you transactions you want, you can then make a bank deposit. For
issued?
more information, see ‘Preparing a bank deposit’ on page 47.
Option 1 Option 1
Record the payment Record the payment
in the Receive Money in the Receive Payments 4 In the Customer field, type the customer’s name or select it from
window [Banking command window [Sales command
centre] centre] the list.
Option 2 Option 2
If you have no record of any sales to this customer, a message
Record the payment Record the payment window appears. Click OK and ensure you’ve selected the correct
centre] centre] customer.
Type = Receive Money Type = Receive Payment
5 Type the amount received.
NOTE : Customer payments at point of sale If customers make 6 If you want to record the payment method, select the method in
payments when purchasing merchandise or services and you are the Payment Method field. Click Details if you want to enter
issuing them an invoice, you can enter the payment amount in the
further details about the payment. For example, if you are being
Paid Today field of the invoice. See ‘Enter additional information
paid by credit card, you can record the credit card number and
about the sale’ on page 60.
expiry date.
To record payments against invoices
1 Go to the Sales command centre and click Receive Payments.

The Receive Payments window appears.
2 If you received a cheque, choose the account that will be used to

record the customer payment. 7 Change the memo and payment date if you want. You can
change the ID number that is automatically generated. However,
z Deposit to Account Choose this option to select the required
we recommend that you use the default number to make sure you
bank account.
don’t use duplicate IDs.

8 In the scrolling list in the bottom half of the window, indicate B Amount Applied Enter how much of the customer payment you
which sales are covered by the payment by entering amounts in want to apply to each sale in this column.
the Amount Applied column. If the customer is paying a deposit C Finance Charge If part of the payment was used to pay finance
for an order, look for the word Order in the Status column.
D Out of Balance Keep in mind that the amount you apply in the
Amount Applied column will accumulate in the
Total Applied field. The Total Applied amount
(plus finance charges) must equal the amount that
appears in the Amount Received field in the top
half of the window before you can record the
C
transaction. The Out of Balance amount must be
D zero before you can record the transaction.
A B
If a customer overpays, you should still enter the amount
A Discount If you intend to award an early-payment discount received. The full payment should be entered in the Amount
for a sale, assign the discount to the appropriate Received field and in the Amount Applied column in the
invoice in this column. Note that you won’t be able
to assign a discount to an invoice that is not being
scrolling list. When you record the payment, a credit invoice for
settled in full. If you want to give the customer a the overpaid amount is created automatically. This can either be
discount, you can give them a customer credit. See refunded to the customer or applied to a future invoice. For more
‘Customer credits’ on page 71.
information, see ‘Settling credit notes’ on page 72.
9 Click Record to record the customer payment.
Printing payment receipts

For each cash receipt transaction you record, a corresponding Receipt transactions for which receipts cannot be printed are:
receipt can be printed. Receipt transactions can be recorded using
z Reversed receipt transactions
the following windows:
z Voided receipts
z Bank Register z Bank transactions such as bank deposits or interest earned.
z Receive Money
Payment receipts correspond directly to receipt transactions. That
z Receive Payments
is, when you record a receipt transaction, the information you
z Sales (New Invoice and New Order using Paid Today) entered in the transaction can be printed on a payment receipt.
z Settle Returns & Debits (Receive Refund view). Because of this relationship, if you change, reverse or remove a
User Guide Printing payment receipts 67

receipt transaction, the payment receipts that have been printed 3 Type the number of receipts you want to print in the Print field.
may no longer be valid.
4 If you want to filter the information to be displayed on the
customer receipt, click the Advanced Filters button. For more
To print payment receipts
information, see ‘Advanced filters’ on page 201.
1 Go to either the Sales or Banking command centre and click
5 Click in the select column ( in Windows and in Mac) next to
Print Receipts. The Review Receipts Before Printing window
each receipt you want to print.
appears.
6 Click Print.
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.
Credit control
In MYOB Accounting, you can control credit by: z prevent certain users from recording a sale that will exceed a
customer’s credit limit. When you use this preference, you set
z setting and enforcing customer credit limits; see ‘Credit limits’
an override password to allow approved users to record the
below
sale.
z placing customer accounts on hold; see ‘Credit holds’ on
page 69
To set or change the credit limit for a single
z adding finance charges to customer statements; see ‘Finance customer
charges’ on page 70.
1 Go to the Card File command centre and click Cards List. The
Cards List window appears.
Credit limits
2 Click the Customer tab and select the customer for whom you
A credit limit is the maximum amount of credit you allow a
want to set a credit limit.
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 3 Click Edit. The Card Information window appears.
limit for a single customer.
4 Click the Selling Details tab.
To enforce credit limits, you can set your preferences to:
z warn users before recording a sale that will exceed a customer’s

credit limit

5 Click the Credit Limit & Hold button. The Credit Limit & Hold 2 Go to the Setup menu and choose Preferences. The Preferences
window appears. window appears.
3 Click the Sales tab.
4 Select the If Credit Limit is Exceeded on Sale preference and

select Prevent Unless Overridden from the list. The Credit Limit
Override Password window appears.
6 Type the customer’s credit limit in the Credit Limit field.
7 Click OK. The Card Information window appears.
8 Click OK to return to the Cards List window.
To receive a warning when a customer exceeds the

credit limit
5 Type the override password and password confirmation.
1 Go to the Setup menu and choose Preferences. The Preferences
window appears. 6 Click OK. The Preferences window appears.
2 Click the Sales tab. NOTE :Changing the credit limit override password To
change the credit limit override password, from the Setup menu,
3 Select the If the Credit Limit is Exceeded on Sale preference and choose Preferences, click the Sales tab and then click Set
select Warn and Continue from the list. Override.
7 Click OK to close the Preferences window.
4 Click OK. Credit holds

You can place a credit hold on a customer’s account to prevent
To prevent the recording of a sale when a customer further sales being made to the customer. For example, you may
exceeds the credit limit want to place a customer on credit hold when the customer’s
1 Log in to MYOB Accounting as the Administrator. account is overdue.
User Guide Credit control 69

To place a customer on credit hold Finance charges
1 Go to the Card File command centre and click Cards List. The Finance charges are amounts added to an outstanding balance as
Cards List window appears. a penalty for late payment. A finance charge is added to a
customer’s statement. The amount paid by a customer to cover
2 Click the Customer tab and select the customer that you want to
the charge is then recorded in the Receive Payments window.
place on credit hold.
3 Click Edit. The Card Information window appears. Setting up, charging and recording finance charges
4 Click the Selling Details tab and then click Credit Limit & Hold. To be able to apply finance charges, you need to specify an
The Credit Limit & Hold window appears. account for tracking late-payment charges. Go to the Setup
menu, choose Linked Accounts and then Sales Ledger
Accounts. Mark the I assess charges for late payment checkbox
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 in the Selling Details
tab of each customer card.
To show the finance charge owed by a customer on a statement,

select the Add Finance Charges to Amount Due preference in
the Advance Filters window. For more information about
customer statements, see ‘Send customer statements’ on
5 Mark the Place this customer on Credit Hold checkbox and then
page 228.
click OK. The Card Information window appears.
When your customer pays the late-payment charge, enter the
6 Click OK to return to the Cards List window.
amount in the Finance Charge field in the Receive Payments
NOTE : Recording sales to customers on credit hold To record
window. For more information, see ‘To record payments against
a new sale, you will need to remove the credit hold. To do this,
invoices’ on page 66.
clear the Place this customer on Credit Hold checkbox in the
Credit Limit and Hold window for the customer’s card. 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 customers.

How finance charges are calculated Deleting finance charges
For each open invoice, MYOB Accounting calculates its due date When you enter a finance charge in the Receive Payments
using the terms specified in the Selling Details tab of the Card window, two transactions are recorded—the full customer
Information window. The overdue balance is then increased by payment, including the finance charge, is recorded in the receipts
1/30th of the monthly charge for late payment for every day it is journal and a transaction for the finance charge is recorded in the
overdue. The monthly charge is calculated by multiplying the sales journal.
amount overdue by the % Monthly Charge for Late Payment
Therefore, if you want to delete a finance charge payment, you
value you specified in the customer’s card.
must delete both transactions. If only one entry is deleted, the
If, during the overdue period, the customer makes a partial Debtors Reconciliation [Summary] report may show an
payment, the finance charge is adjusted accordingly. 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.
Customer credits
Recording credits To reverse an existing sale
When you are creating a customer credit for the first time, you To reverse an invoice, the transaction must be unchangeable, that
may first have to create an account designated for tracking is, the Transactions CAN’T be Changed; They Must Be
returns and allowances. Make sure the new account is an income Reversed checkbox must be marked in the Security tab of the
account. For more information about creating an account, see ‘To Preferences window.
add an account to your accounts list’ on page 136.
1 Find and display the invoice. For more information finding
You can create a customer credit note in the following ways: invoices, see ‘Finding a transaction’ on page 144.
z Reverse an existing sale. Use this method if you are crediting 2 Go to the Edit menu and choose Reverse Sale. A credit note
the customer for the entire sale. appears in the Sales window. Note that the invoice amount is a
z Manually create a credit. Use this method if you are crediting negative amount.
the customer for part of a sale.
3 If you want, you can make a few changes to the credit note (such
as changing the date and memo), but you can’t change the
User Guide Customer credits 71

accounts, amounts and quantities that are associated with the 3 Click Layout and choose Item as the layout, and then enter the
credit. customer details.
4 Click Record Reversal. A customer credit appears in the Sales 4 In the Deliver column, type the number of items being returned
Register window. as a negative number. The costs of the items appear as negative
amounts.
To manually create a credit for a non-item sale
5 Click Record.
Use this method if you want to credit the customer for a part of a
non-item sale. Settling credit notes
1 Go to the Sales command centre and click Enter Sales. The Sales You can choose to settle a customer credit by:
window appears.
z applying the credit to one or more of the customer’s open
2 Enter the customer details and a description of the credit for your invoices, thereby reducing the amount of money the customer
records. owes you
3 Select the Invoice status from the drop-down list in the top left z recording a refund payment for the amount of the customer
corner of the window. credit.
4 Choose Miscellaneous as the layout. If the customer has no open invoices, you will have to settle the
customer credit by issuing a refund cheque, see ‘To record a
5 Select the account number to be credited. This is normally an refund payment’ on page 73.
income account called Sales Returns.
6 In the Amount filed, type the amount of the credit as a negative To apply a customer credit to an open invoice
amount.
1 Go to the Sales command centre and click Sales Register. The
7 Click Record. Sales Register window appears.
2 Click the Returns & Credits tab. A list of customer credits

To manually create a credit for an item sale
appears.
Use this method if you want to credit the customer for part of an 3 If the credit you want to settle is not showing, select Customer
item sale. from the Search By list to display a credit for a particular
1 Go to the Sales command centre and click Enter Sales. The Sales customer. Enter the customer’s name in the adjacent field. A list of
window appears. credits for that customer appears.
2 Select the Invoice status from the drop-down list in the top left
corner of the window.

4 Highlight the credit you want to apply and click Apply to Sale. To record a refund payment
The Settle Returns & Credits window appears, listing all open
1 Go to the Sales command centre and click Sales Register. The
invoices assigned to the customer.
Sales Register window appears.
5 Enter the amounts you want to apply to one or more open
2 Click the Returns & Credits tab. A list of customer credits
invoices in the Amount Applied column.
appears.
3 If the credit you want to settle is not showing, 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.
4 Highlight the credit you want to refund and click Pay Refund. A
refund cheque for the amount of the credit appears in the Settle
Returns & Credits window.
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. This amount
comes from the customer credit you selected above.
5 Make any necessary changes to the information in the window.
6 Enter an amount in the Finance Charge field if you want to apply
part of a customer credit to any unpaid finance charges the 6 Click Record or click Print to print and record the refund cheque.
customer may have accrued. For more information about printing cheques, see ‘Sending
forms’ on page 199.
7 Click Record to apply the credit.
User Guide Customer credits 73

Accounting for bad debts
When you know that a debt will not be recovered, you need to d In the Customer field, type or select the customer’s name.
write it off. e In the Description field, type a description of the transaction.
1 Create a Bad Debt expense account in your accounts list (see f In the Acct No. field, select the account for Bad Debts.
‘Adding an account’ on page 136). If you account for bad debts by posting a provision to an asset
account (for example, the Provision for Bad Debts asset
2 Create a credit sale for the customer.
account), you can select that account.
a Go to the Sales command centre and click Enter Sales. g In the Amount field, type the bad debt amount as a negative
b In the Sales window, click Layout. number.
c In the Select Layout window, click Miscellaneous and then h Click Record.
click OK.
3 In the Settle Returns & Credits window, apply the credit against
the original open invoice.
Dealing with a supplier who is also a customer

If your business sells goods and services to a business from which b In the Customer field, type the customer’s card name or select
you also make purchases, you need to record the transactions it from the list.
using a separate customer and supplier card. You can then record c Enter the amount that you need to offset against an invoice.
a contra payment to offset the receivable and payable amounts.
2 Record a payment made to the supplier, as follows:
To record contra payments, you need to create a bank account
a In the Pay Suppliers window, type or select the Contra
called Contra Suspense. For more information, see ‘To add an
Suspense account in the Account field.
account to your accounts list’ on page 136.
b In the Supplier field, type or select the supplier’s card.
To record contra payments c Enter the amount that you need to offset against a purchase.
1 Record a payment from the customer, as follows: After these entries are made, your bank accounts will not have
been affected; yet the receivable and payable accounts have been
a In the Receive Payments window, click Deposit to Account
reduced. The Contra Suspense account should be zero.
and type the Contra Suspense account number or select it from
the list.

6 Purchases
This chapter explains how to enter information about your purchases. You record a purchase by specifying the supplier details, the
purchase form layout (item, service, professional or miscellaneous), status of the purchase (quoted, ordered or purchased) and details
of the purchased items or services. This chapter also explains how to pay your suppliers for these purchases, how to handle a situation
where a supplier owes you money (settling a supplier debit) and how to analyse your entire purchasing activity with a variety of
reports and analytical tools.
Entering purchases
You can enter a purchase as a quote, order, receive item or account for stock items until you record a purchase for it.
purchase. You record items received against an order.
z You can enter a quote to store an estimate or quote you z A purchase is usually created when you receive the items or
received from one of your suppliers. A quote has no impact services you ordered and are required to pay the supplier
on your stock levels and can be changed to an order or a (that is, you have been charged for the purchase).
purchase when you are ready to purchase. Recording a purchase will update the appropriate accounts,
including the account for tracking creditors. Purchases can
z An order is a purchase where no service or item has been
be open (unpaid), closed (paid) or debit (negative
received. While orders do not affect your financial figures,
purchase). A purchase cannot be changed to a quote or an
they are included in your stock reports. Orders don’t create
order.
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 enter a purchase in:
z You can use a receive item purchase to record the receipt z the Purchases window
of items you have ordered but have not yet been billed.
z the Bank Register window.
When you record items received, the item is added to your
stock and the cost of the item is added to an accrual Entering a purchase in the Purchases window—the procedure
described in this chapter—allows you to record more details
about the purchase than entering it in the Bank Register
75
window. To use the Bank Register window, see ‘To enter a 3 [Optional] If you want to change the terms for this purchase:
transaction in the Bank Register window’ on page 51.
a Click the Terms zoom arrow ( ). The Credit Terms window
appears.
Entering a purchase transaction b Make the necessary changes to the terms and click OK.
Complete the following steps to enter a purchase transaction:
NOTE : Changes only affect the current transaction If you
want to change the credit terms for all future purchases from this
Step Task See: supplier, you must change the Buying Details tab of the supplier’s
card.
1 Enter information about the supplier. below
4 [Optional] Type a purchase order number or accept the default in
2 Choose the type of purchase. below
the Purchase No. field.
3 Enter the items or services you are purchasing. page 77
5 [Optional] If the supplier gave you a purchase order number, type
4 Enter additional information about the purchase. page 78
this number in the Supplier Inv No. field.
5 Complete the purchase. page 78
6 If you are entering prices that include VAT, mark the VAT Inclusive
checkbox, otherwise clear this checkbox. Do not change this
NOTE : Add lines, subtotals and headers to purchases You can setting after you enter an amount in the Amount column.
add lines, headers and subtotals to purchases to make it easy to
separate and subtotal different groups of line items on one
purchase. For more information, see, ‘Adding lines, subtotals and Step 2: Choose the type of purchase
headers to purchases’ on page 79.
Choose the status and layout for the purchase. The default layout
displayed in the Purchases window is determined by your
Step 1: Enter information about the supplier selections when you set up purchase details (using the Purchases
1 Go to the Purchases command centre and click Enter Purchases. Easy Setup Assistant) or created the supplier’s card.
The Purchases window appears. 1 Check whether the default layout is appropriate.
2 In the Supplier field, type or select the supplier’s name. There are four layouts to choose from: service, item, professional
The terms shown in the Purchases window are the terms and miscellaneous. To change the layout:
recorded in the supplier’s card. a Click Layout. The Select Layout window appears.
b Choose the layout you want to use and click OK.
2 Select the status from the drop-down list in the top left corner of
the window: Quote, Order, Receive Item or Purchase. Receive
Item only appears if you chose Item layout.
76 Chapter 6 Purchases MYOB Accounting/MYOB Accounting Plus v15, uk

Step 3: Enter the items or services you are G Price The price of the item appears automatically. You can
purchasing change this if you want.
The scrolling list in the middle of the Purchases window is where H Disc% [Optional] The volume discount as a percentage.
you enter details of what you are buying. In this area, you enter I Total The total price is calculated automatically. If you change
the price, the Disc% field is updated to show the
item numbers, descriptions, account numbers (or account names,
discount applicable.
depending on your selection in the Preferences window) and
J Job [Optional] Selecting a job number here assigns a line
other information about your transaction.
item to a specific job.
For more information, see ‘Setting up jobs and sub-jobs’
One row in the scrolling list is one line item of the transaction. You
on page 211.
can enter as many line items for a purchase as you want.
K VAT If the item is taxable, enter the VAT code.
The fields in the scrolling list differ according to the type of
purchase you are creating. The following diagram describes the The following diagram describes the fields for a purchase with a
fields for a purchase with an Item layout and a Purchase status. Service layout and a Purchase status. This also applies to the
Professional and Miscellaneous layouts.
Item layout
Service layout
A B C D E F G H I J K
A B C
A Bill The quantity you have been invoiced for.
B Received This field is display-only. It displays the quantity of items A Description A description of the goods or services purchased.
received. For more information, see ‘Receiving items
without a supplier invoice’ on page 79. B Acct No. or The account to assign to the purchase. Pressing TAB here
Account displays the accounts list from which you can choose an
C Backorder The quantity of the item back ordered. An order for this Name account.
amount will be created automatically when you click This should be an expense or cost of sales account. You
Record. should not select your creditors account for ordinary
purchases.
D Item Number Pressing TAB here displays the item list from which you
can choose the item being purchased. C Amount The amount you have been invoiced.
E Description A description of the item appears automatically. You can
F Location [MYOB Accounting Plus users 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 121.
User Guide Entering purchases 77

Step 4: Enter additional information about the Step 5: Complete the purchase
purchase After you have finished entering the details in the Purchases
The fields that appear at the bottom of the Purchases window window, there are several ways to complete the transaction.
differ, depending on the type of purchase you are creating.
z Record the purchase. To record the purchase without printing
it, click Record.
z Print and record the purchase. If the purchase you have created
is an item, service or professional purchase, you can print and
record the transaction at the same time. Click Print in the
A B C D E F G Purchases window. For more information about printing, see
Chapter 15, ’Forms’, starting on page 197.
A Comment Enter additional information about the purchase,
Deliver Via such as a comment, delivery method and the date z Record and email the purchase. Click Send To and choose
the goods or services were promised. Email. Review and make entries in the Email window as
Promised Date
B Purchase Del. If you want to print or email the purchase in a batch,

required and click Send. The email will be sent to your default
Status select the required delivery method from the list. email software’s Outbox. Send the file from your email
For more information, see ‘Sending forms in a batch’ software as you normally do.
on page 199.
z Record and fax the purchase. Click Send To and choose Fax. A
C Journal Memo The journal memo is generated automatically. You
can change it if you want.
window from your fax software appears. Send the fax, using
your fax software as you normally do.
D VAT If you want to change the VAT component of the
purchase price, click the zoom arrow ( ). z Record and save the purchase to disk as a PDF (Portable
E Carriage If there are any charges for carriage, enter them here. Document Format) file. Click Send To and choose Disk. In the
window that appears, enter a file name and location for the PDF
F Paid Today This amount can be either:
file and click Save.
• money you paid at the time of the purchase, or
• money you gave as a deposit, if you are creating z Save the purchase as a recurring purchase. You can save the
an order. purchase as a recurring transaction so that you can use it again
G Carriage VAT If there are any charges for carriage, select the VAT in the future. Click Save as Recurring. In the Edit Recurring
code code for them. Schedule window, enter the necessary information and click
Save. (For more information, see ‘Recurring transactions’ on
page 150.)

Adding lines, subtotals and headers to 3 Type the text for the header. The text appears in grey.
purchases
You can add lines, headers and subtotals to purchases.
To insert a blank line 4 Press TAB to complete the header entry.
1 In the Purchases window, click in the line below where the blank
To insert a subtotal
line is to appear.
1 In the Purchases window, click in the first line below the items to
2 Go to the Edit menu and choose Insert Line.
be subtotalled.
To insert a header 2 Go to the Edit menu and choose Insert Subtotal. A line appears
displaying the subtotal of the individual amounts that appear
You can group several line items by inserting a header.
above the subtotal line and below the last subtotal, if there is one.
1 In the 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. 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.
Receiving items without a supplier invoice

If you receive items from a supplier and have not been invoiced Instead, you can record the receipt of these items using a
for them, you may not know the actual amount payable to the purchase transaction with a Receive Item status. When you record
supplier. However, if you stock these items, you will need to add a purchase with a Receive Item status, you enter an estimated
them to your on-hand stock before you can sell them. But, as you purchase amount, which is then allocated to a creditors accrual
don’t know the amount payable, you shouldn’t record an amount account. Your accounts payable is not affected at this time.
owed to the supplier at this time.
User Guide Receiving items without a supplier invoice 79

Later, when your supplier bills you for the items, you can record a Recording items received without a supplier
purchase with the actual purchase amount. When you record the invoice
purchase, the actual purchase amount is allocated to your
You need to record items received against a supplier purchase
accounts payable and the estimated amount is removed from the
order. If the order already exists, simply record the items received
accrual account.
against the order. If no order exists, you can create one when you
Before you can record items received without a supplier invoice, record the items received.
you need to set up an accrual account for them.
To record items received against an order
Setting up an accrual account for items received You can record items received against an existing order in the
without a supplier invoice Purchases window or from the Purchases Register window.
When you record items received without a supplier invoice, you
1 Locate the order:
need to allocate the anticipated purchase amount to a creditors
accrual account. z In the Purchases window, type or select the name of the
supplier whose order you want to update. Select the order from
Check your accounts list for an account named Trade Creditors
the list that appears and click Use Purchase, or
Accrual - Stock. If it doesn’t exist, you need to create it. This
z In the Purchases Register window, click the Orders tab. Find
account should be a liability account. For information on creating
the required order and highlight it.
an account, see ‘To add an account to your accounts list’ on
page 136. 2 Click the Receive Items button. The Purchases window appears
with the Receive Item status.
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. 3 In the Receive field, type the item quantity received.

4 [MYOB Accounting Plus users only] If you keep items at multiple 4 Select Receive Item from the status list in the top-left corner of
locations, type the location where you received the items in the the window.
Location field, or select it from the list. Note that the Location
field only appears if you have multiple locations.
5 Click Record. The items are recorded in your stock and the
original order is updated with the number of items received.
When you receive the supplier’s bill, you need to convert the
order to a purchase. For more information, see ‘To convert an
order to a purchase’ on page 82.
To create an order when you record items received
If there is no purchase order for the items received, you can create
an order when you record the receipt.
5 Enter the purchase date and your order number.
1 Go to the Purchases command centre and click Enter Purchases.
The Purchases window appears. 6 In the Ordered field, type the quantity you ordered. This can be
more the quantity received.
NOTE : Recording items received from the Stock command
centre You can also record items received by clicking Receive 7 In the Receive field, type the quantity received.
Items from the Stock command centre. The Purchases window
8 In the Item Number field, type the number of the item received,
appears with the Receive Item purchase status.
or select it from your items list.
2 In the Supplier field, type the supplier’s name, or select it from the
list. 9 [MYOB Accounting Plus users only] If you keep items at multiple
locations, type the location where you received the items in the
3 If the Item layout does not appear: Location field, or select it from the list. Note that the Location
a Click Layout. The Select Layout window appears. field only appears if you have set up multiple locations.
b Select Item and then click OK. 10 In the Price field, enter the estimated price for the items.
11 Click Record. The items are recorded in your stock and a purchase
order is created with the number of items received.
When you receive the supplier’s bill, you need to convert the
order to a purchase. For more information, see ‘To convert an
order to a purchase’ on page 82.
User Guide Receiving items without a supplier invoice 81

Changing the status of a purchase
If you enter a quote or an order, you can easily convert it to a 4 Click Record. A new purchase or order is created. The original
purchase once the amount is payable. A quote can be converted quote will remain in the Purchases Register window unless you
to an order or a purchase. An order can only be converted to a have indicated in your preferences that you want quotes to be
purchase. Quotes and orders must be converted to purchases to deleted once they are recorded as orders or purchases.
show as payable.
To convert an order to a purchase
To convert a quote to an order or a purchase
You can convert an order to a purchase in the Purchases window
You can convert a quote to an order or a purchase from the or from the Purchases Register window. If you want to convert
Purchases window or from the Purchases Register window. several orders to purchases simultaneously, see ‘To simultaneously
convert several orders to purchases’ on page 83.
1 Locate and display the quote. To do this:
1 Locate and display the order. To do this:
z In the Purchases window, enter the name of the supplier
whose quote you want to convert. Select the quote from the list z In the Purchases window, type the name of the supplier whose
that appears and click Use Purchase, or order you want to convert, or select it from the list. Select the
z In the Purchases Register window, click the Quotes tab. Find order from the list that appears and click Use Purchase, or
the required quote using the search filters at the top of the z In the Purchases Register window, click the Orders tab. Find
window and highlight it. the required order using the search filters at the top of the
window and highlight it.
2 Convert the quote to an order or purchase. To do this:
2 Click Purchase (in the Purchases window) or Change to Purch.
z Click Order (in the Purchases window) or Change to Order
(in the Purchases Register window).
(in the Purchases Register window) to convert the quote to an
order, or 3 Review and update the information in the Purchases window as
z Click Purchase (in the Purchases window) or Change to necessary. Change the transaction date if required.
Purch. (in the Purchases Register window) to convert the 4 Click Record. A new purchase is created and the original order is
quote to a purchase. removed.
3 Review and update the information in the Purchases window as
necessary. Change the transaction date if required.

To simultaneously convert several orders to 3 Select the orders you want to convert to purchases by marking the
purchases select column ( in Windows and in Mac).
You can simultaneously convert several orders to purchases in the 4 Click Record as Actual.
To Do List window.
5 In the window that appears, enter a date for the selected
1 Click To Do List from any command centre. The To Do List transactions. This is the date that the transactions will be recorded
window appears. in your accounts.
2 Click the Orders tab to display a list of all your orders. 6 Click OK.
If you want to view details about a specific order, click the zoom
arrow ( ) to the right of the supplier’s name.
Reviewing your purchase information

There are several tools that you can use to review your purchases quotes, returns, and so on. See ‘To find a transaction using the
information. Purchases Register window’ on page 145.
z The To Do List window displays all open purchases, recurring z The Transaction Journal window lists journal entries of your
purchases and orders, sorted by due date. See ‘To view a list of purchases and other transactions. See ‘To find a transaction
all unpaid purchases sorted by days overdue’ below. using the Transaction Journal window’ on page 146.
z The Analyse Creditors window provides details of your

To view a list of all unpaid purchases sorted by days
purchase activities. See ‘To analyse creditors’ on page 84.
overdue
z Purchase reports help you keep track of your purchase
activities. See ‘To view purchase reports’ on page 84. You can view a list of all unpaid purchases in the To Do List and
z History lets you view seven years of purchase history for an enter supplier payments for those purchases.
item or a supplier. See ‘To view purchase history’ on page 84. 1 Click To Do List in any command centre. The To Do List window
z Find Transactions helps you find purchase transactions quickly. appears.
See ‘To find a transaction using the Find Transactions window’
2 Click the Creditors tab. A list of all unpaid purchases appears.
on page 144.
z The Purchases Register window gives you a complete picture The Overdue column shows the number of days a payable is
of your purchase activity—open and closed purchases, orders, overdue (a negative number in the Overdue column indicates
that the payment is not yet due). The number of days a purchase
User Guide Reviewing your purchase information 83

is overdue is calculated by checking the original date of purchase, To view purchase reports
comparing it to today’s date and looking at your credit terms with
There are several purchase reports that can help you track your
the supplier.
purchase activity. For example, you can run a Creditors
Reconciliation [Summary] report if you want to analyse your
To analyse creditors
creditors as of a past date. The Analyse Purchases [Items
The Analyse Creditors window allows you to view detailed Spreadsheet] report shows you the stock items which are costing
information about how much you owe suppliers and how long you the most money.
you have owed them. This analysis is based on all purchases and
1 Go to the Reports menu and choose Index to Reports. The
payments recorded in your company file.
Index to Reports window appears.
1 Go to the Purchases command centre and click Analysis. The
2 Click the Purchases tab. A list of purchase reports appears.
Analyse Creditors window appears.
For information on displaying, customising and printing your
2 Click Filters. The Ageing Date window appears.
reports, see ‘Printing and customising reports’ on page 189.
3 Set your filters in the Ageing Date window and click OK.
To view purchase history
4 Select the required view of the Analyse Creditors window:
z The Summary view displays all the money that you owe You can view the purchase history for an item or a supplier.
suppliers, totalled by supplier. 1 Display the Item Information window for an item or the Card
z The Supplier Detail view displays all the money that you owe Information window for a supplier.
the supplier selected in the Supplier Detail field.
2 Click the History tab.
5 The Purchase Detail view displays all the transactions assigned to
The History tab displays a total of seven years of purchase history
the purchase selected in the Purchase Detail field.
for the item or card: the five years preceding your current financial
The information in this window is based on: year (as displayed in the Company Information window), the
z the entries you made above in the Ageing Date window, and current year and the next year.
z the selections you made in the Ageing fields in the Reports &
Forms tab of the Preferences window—by choosing
Preferences from the Setup menu.

Paying suppliers
If you have recorded a purchase, you pay the supplier in the Pay To pay suppliers
Suppliers window. In this window you can record the payments
1 Go to the Purchases command centre and click Pay Suppliers.
to one or more of your outstanding purchases.
The Pay Suppliers window appears.
You can also make payments to suppliers in the Bank Register
The Account field normally defaults to your current account.
window, especially if you have several purchases to pay and do
not need to record detailed information for each payment. When 2 To change the default account in the Account field, type or select
you use the Bank Register window to make supplier payments, the account from which you want to make the payment.
the entire payment is automatically allocated to the oldest
3 Type the supplier’s name or select the supplier from the list using
purchase first. For more information, see ‘Entering transactions in
the search icon ( ).
the Bank Register window’ on page 50.
NOTE : If you receive an alert message If you have outstanding
You can pay several outstanding purchases at once in the To Do
supplier debits with this supplier, a message may appear. You will
List window. For more information, see ‘To pay several purchases have the opportunity to settle the supplier debits immediately or
at once’ on page 86. at a later date. See ‘Settling supplier debits’ on page 88.
The options for recording payments are summarised in the 4 Change the memo and payment date if necessary.
following diagram.
5 In the scrolling list in the bottom half of the window, indicate
You pay money
(other than pay salaries and wages)
which purchases are covered by the payment by entering
amounts in the Amount Applied column.
C
Is it in
No response to a Yes
purchase recorded
in the Purchases D
command centre?
Option 1 Option 1 E
Record the payment Record the payment in A B
in the Spend Money the Pay Suppliers
window [Banking command window [Purchases command
centre] centre]
A Pay All Use the Pay All button if you are settling your account
in full. The total payment amount appears in the
Option 2 Option 2
Record the payment Record the payment Amount field and the individual payment amounts are
window [Banking command window [Banking command applied to each open purchase.
centre] centre]
Type = Spend Money Type = Pay Purchase
User Guide Paying suppliers 85

B Discount If you are taking an early-payment discount for a To pay several purchases at once
purchase, assign the discount to the appropriate
purchase in this column. You can pay several purchases at once in the To Do List window.
Note that you cannot assign a discount to a purchase The linked account for paying purchases will be used for all
that you are not settling in full. If this is the case and
you want to record a discount that the supplier has
supplier payments made from this window.
given you, you can create a supplier debit. See
1 Click To Do List in any command centre. The To Do List window
‘Creating supplier debits’ on page 87.
appears.
C Amount Applied The amount of the payment you want to apply to each
purchase. The amounts you apply in this column are 2 Click the Creditors tab. A list of all unpaid purchases appears.
accumulated in the Total Applied field.
D Finance Charge If part of the payment was used to pay finance 3 If you want to view details about a specific purchase, click the
charges, enter the finance charge amount here. zoom arrow ( ) beside the purchase.
E Out of Balance The Out of Balance amount must be zero before you 4 Mark the select column ( in Windows and in Mac) for each
can record the transaction.
This field will be non-zero if there is any variance purchase you want to pay.
between the Total Paid amount and the Amount field
in the top half of the window. If this happens, correct 5 Click Pay Suppliers.
the amounts in the Amount Applied and Finance
Charge fields. 6 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.
6 If you are recording a cheque payment and the cheque has
already been written, or if you are recording a transaction that 7 Click OK and then click Close.
doesn’t require a printed cheque (such as a petty-cash payment or
Internet payment), mark the Already Printed checkbox.
7 Complete the payment by choosing one of the following options:
z Print and record the payment—by clicking Print. For more

information on printing forms, see ‘Forms’ on page 197.
z Record the payment without printing it—by clicking Record.

Creating supplier debits
A supplier debit is money that a supplier owes you. To manually create a debit for a non-item purchase

Recording supplier debits The Purchases window appears.
Before you create a supplier debit for the first time, you may have
2 In the Supplier field, type the supplier’s name or select it from the
to create an account for tracking returns and allowances. Make
list. The terms and deliver-to address shown in the Purchases
sure the new account is an expense account. See ‘To add an
window are the details recorded in the supplier’s card.
account to your accounts list’ on page 136.
3 Select Purchase from the drop-down list in the top left corner of
You can create a supplier debit in one of two ways:
the window.
z Reverse an existing purchase. Use this method if you have
4 Click Layout and select Miscellaneous.
been debited for the entire purchase.
z Manually create a debit. Use this method if you have been 5 In the Description field, type the reason for the supplier debit.
debited for part of a purchase. 6 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
To reverse an existing purchase Purchases Returns.
Your company file transactions must be set to unchangeable 7 In the Amount field, type the amount of the debit as a negative
before you can reverse a purchase; that is, the Transactions amount.
CAN’T be Changed; They Must be Reversed checkbox must be
8 Click Record.
marked in the Security tab of the Preferences window.
1 Find and display the purchase. For more information, see ‘Finding To manually create a debit for an item purchase
a transaction’ on page 144.
2 Go to the Edit menu and choose Reverse Purchase. A supplier The Purchases window appears.
debit appears in the Purchases window.
2 In the Supplier field, type the supplier’s name or select it from the
3 If you want, you can make some changes to the supplier debit list. The terms and deliver-to address shown in the Purchases
(such as changes to the date and memo), but you can’t change window are the details recorded in the supplier’s card.
the accounts, amounts and quantities that are associated with the
debit. 3 Select Purchase from the drop-down list in the top left corner of
the window.
4 Click Record Reversal.
User Guide Creating supplier debits 87

4 Click Layout and select Item. If the Apply Supplier Payments Automatically to Oldest Purchase
First preference is selected in the Purchases view of the
5 In the Purchase field, type the quantity of the item you are
Preferences window, amounts will appear beside the oldest
returning as a negative number.
purchase in the Amount Applied column. However, you can
6 In the Item Number field, type the item number or select it from apply the debit amount to any one transaction or you can split it
the list. The cost of the item is displayed as negative amount in the over any of the transactions in the list. Remember that the total
Total field. amount you apply in the Amount Applied column must equal
the amount that appears in the Debit Amount field.
7 Click Record.
Settling supplier debits

You can settle a supplier debit in one of two ways:
z 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
z Receive a refund. Use this method to record the receipt of a
refund cheque from the supplier.
6 If you want to apply part of the supplier debit to any unpaid

To apply a supplier debit to an unpaid purchase
finance charges you have accrued, enter an amount in the
1 Go to the Purchases command centre and click Purchases Finance Charge field.
Register. The Purchases Register window appears. 7 Click Record to apply the supplier debit.
2 Click the Returns & Debits tab. If the transaction is unbalanced, that is, if the total amount
3 Select Supplier from the Search By list. Enter the supplier’s name entered in the Amount Applied column doesn’t equal the
in the adjacent field. A list of debits for that supplier appears. amount displayed in the Debit Amount field at the top of the
window, a message appears. Click OK to close the message and
4 Highlight the debit you want to apply and click Apply to
then check that the amounts you have applied to the various
Purchase. The Settle Returns & Debits window appears, listing
transactions are correct.
all open purchases that you have made from the supplier.
5 Enter the amount you want to apply to a purchase in the Amount

Applied column.

To record a refund cheque
1 Go to the Purchases command centre and click Purchases

Register. The Purchases Register window appears.
2 Click the Returns & 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 Highlight the debit that is being refunded and click Receive

Refund. A refund cheque for the amount of the supplier debit
appears in the Settle Returns & Debits window. 5 Click Record to record the refund cheque.
Adding finance charges paid

Finance charges are amounts added to an outstanding balance as Deleting finance charges
a penalty for late payment to one of your suppliers.
If you enter a finance charge in the Pay Suppliers window, two
transactions are recorded:
Setting up and recording finance charges
z the full supplier payment, including the finance charge, is
To record finance charges, set up the linked account for tracking recorded in the disbursements journal, and
late-payment charges in the Purchases Ledger Linked Accounts
z the finance charge is recorded in the purchases journal.
window (go to the Setup menu, choose Linked Accounts and
then Purchases Ledger Accounts). Therefore, if you want to delete a finance charge payment, you
must delete both transactions. If only one entry is deleted, the
If your supplier has added a finance charge to your account, you
Creditors Reconciliation [Summary] report may show an out-of-
can enter the amount in the Pay Suppliers window.
balance amount equal to the finance charge. When you delete
Although MYOB Accounting does not track the history of finance one of the entries, you will be reminded to delete the other entry
charges, you can perform an account inquiry (using Find for the finance charge. Note that the warning will appear even
Transactions) on the finance charge linked account to view the though you may have already deleted the corresponding
amounts paid. payment.
User Guide Adding finance charges paid 89

7 Paying your employees
You can use MYOB Accounting to process pays for both wage and salary earners. The software can calculate overtime rates,
allowances, union fees and other deductions, employer expenses and entitlements such as holiday leave and sick leave, union fees,
along with tax deductions.
In MYOB Accounting, the components of an employee’s pay, such as wages, entitlements and taxes, are called payroll categories.
These are assigned to an employee’s card to create the employee’s recurring paycheque. When you record a paycheque, you can vary
an employee’s pay by overriding the recurring paycheque values with the actual number of hours worked and the number of hours
of holiday leave taken.
Some payroll categories (deductions, expenses and taxes) determine what are known as payroll liabilities. These are amounts
withheld for later payment to the appropriate authority or agency.
At year-end, you can print P14 and P60 forms for your employees to use at tax time. You can e-file these forms using the Inland
Revenue’s PAYE Online for Employers service, or submit them by post.
If you are concerned about employee privacy, use the security features to restrict access to this and other areas of MYOB Accounting.
Payroll setup tasks

Complete the following tasks to set up your payroll: NOTE : Using the Easy Setup Assistant to set up payroll
You can also use the Easy Setup Assistant to set up payroll. For
Step Task See: more information, see ’Setting up payroll details’ on page 37.
1 Enter your company’s general payroll information. Page 37
2 Create payroll categories. Page 92
3 Create a card for each employee. Page 97
4 Enter payroll information for each employee. Page 97
91
Creating payroll categories
An employee’s pay can be made up of many components, such as 5 Make the required selections for the payroll category. See the
normal time, overtime, union deductions, taxes and so on. In following topics for information about the options available for
MYOB Accounting, these components are called payroll each payroll category type:
categories, and they are grouped into five types: wages,
z ’Wages Information window’ on page 93.
entitlements, deductions, employer expenses and taxes.
z ’Entitlements Information window’ on page 93.
To create a payroll category z ’Deduction Information window’ on page 95.
z ’Employer Expense Information window’ on page 96.
1 Go to the Payroll command centre and click Payroll Categories.
The Payroll Category List window appears. 6 Click Employee. The Linked Employees window appears.
7 Select the employees whose pay will include this payroll category
by clicking the Select column ( in Windows and in Mac),
and then click OK.
8 If you are creating:
z a Wage category, click Exempt and select the taxes and

deductions that do not apply to the new category
z an Entitlement category (and you have selected a percentage
of gross wages as the type of entitlement), click Exempt and
2 Click the tab corresponding to the type of payroll category you exclude those wage categories that should not be included in
want to create—Wages, Entitlements, Deductions or Expenses. the entitlement calculation
z a Deduction category, click Exempt and select the taxes that
NOTE : You can only view tax categories You cannot create any
tax categories. To view the tax table information, click the Taxes should be applied only to net pay (that is, to gross pay less the
tab and then click the zoom arrow ( ) next to a tax. The tax deduction amount)
table information is set by government legislation. z an Expense category (and you have selected a percentage of
3 Click New. The […] Information window for the selected payroll gross wages as the expense basis), click Exempt and choose the
category type appears. wage categories that will not contribute to the value of the
expense.
4 Type a name for the payroll category.
9 Click OK twice. The Payroll Category List window appears.
92 Chapter 7 Paying your employees MYOB Accounting/MYOB Accounting Plus v15, uk

Wages Information window Entitlements Information window
A
A
B
C B
C
A Choose either Salary or Hourly to specify whether the calculation will be A Type of Entitlement can be:
based on the hours worked or a set amount per pay period. • User-Entered Amount per Pay Period should be selected if you
Linked wage categories for entitlements (such as Holiday Pay) must be want to manually enter a specific amount for each employee, each
hourly for all employees (even those paid a salary) for the entitlements to pay period. Choose this option if the amount varies regularly.
be processed correctly. See ‘Entitlements Information window’ below for • This option allows you to set the
more information. entitlement as a percentage of the number of hours of any wage
category. It can only be used with employees who have an Hourly
B The Pay Rate options only appear for hourly wages. Select Regular Rate
Base Pay (entered in the Payroll Details tab view of their card). For
Multiplied by and enter, for example, 2 for double time or 1.5 for time
information about how to determine the percentage rate for
and a half. This will multiply the employee’s Hourly Base Pay (entered in
calculating holiday and sick leave entitlements, see ’Calculating the
the Payroll Details tab view of their card) by this amount. Alternatively,
percentage of holiday and sick-leave entitlements’ on page 94.
you can enter a fixed hourly rate. This amount per hour will be the same for
each employee regardless of their hourly base pay. Enter the required percentage for the entitlement in the first field and
then select the wage category from the selection list, which shows all
C If you mark the Optional Account checkbox you can override the your hourly wage categories in addition to Gross Wages, which
employee’s wage expense account (entered in the Payroll Details tab view totals all wage categories (hourly and salary) you pay an employee.
of their card) for this particular wage item. For example, a holiday leave entitlement may be for 20 days per year,
being 160 hours per year based on a 40-hour week. Every hour
worked accumulates 0.076923 hours of holiday leave, or 7.6923%. If
a worker is paid an hourly pay of 40 hours plus 2 hours overtime, and
both are included in gross hours, the gross wages option will
calculate an entitlement of 7.6923% of 42 hours, or 3.231 hours.
User Guide Creating payroll categories 93

CALCULATING THE PERCENTAGE OF HOLIDAY AND
• This option allows you to specify a
fixed number of hours to be accrued each Pay Period, Month or SICK-LEAVE ENTITLEMENTS
Year, regardless of the hours worked by the employee. If you have set
The following examples may help you calculate the percentage
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. rate for your hourly employees.
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 Holiday leave entitlement
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 An employee has an entitlement of 20 days holiday leave a year
period. If you pay more than a standard pay period in one and works an 8-hour day.
paycheque, you will need to manually adjust this figure.
For example, for 2 fortnightly pay periods on one paycheque, you 8 × 5 = 40 work hours per week
would double it to 12.308 hours. 20 × 8 = 160 hours of holiday leave
B If you want the entitlement amount to appear on the paycheque, mark 160 ÷ (40 × 52) = 7.6923%
the Print on Pay Slip checkbox.
An employee has an entitlement of 20 days holiday leave a year
C If you want to carry over any entitlement leave balance from the previous
year, mark the Carry Remaining Leave Over to Next Year checkbox. and works a 7.6-hour day.
D Each entitlement category must have a Linked Wages Category. For 7.6 × 5 = 38 work hours per week
example, the Holiday Leave Entitlement could be linked to the Holiday
20 × 7.6 = 152 hours of holiday leave
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 152 ÷ (38 × 52) = 7.6923%
link it to a wage category.
When employees use their entitlement, for example, by taking a holiday, Sick leave entitlement
you allocate the hours taken against the linked wage category (in this
example, the holiday pay wage category). The employee’s accrued leave An employee has an entitlement of 6 days sick leave a year and
balance is reduced by the hours taken. works an 8-hour day.
8 x 5 = 40 work hours per week

6 x 8 = 48 hours of sick leave
48 ÷ (40 x 52) = 2.31%

Deduction Information window C Deduction Limit is one of the following choices:
• No Limit signifies no limit to the amount of money that can be
deducted from the employee’s paycheque for this category.
A • This option results in the maximum
deduction amount being a percentage of a wage category. For
B 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
C
pay an employee.
• 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.
B Type of Deduction is one of the following choices:

• User-Entered Amount per Pay Period should be selected if you want
to manually enter a specific amount for each employee each pay
period. Note that manually entered deductions should be entered as
negative values.
• This option allows you to enter a
percentage of any of the wage categories. This amount will be
deducted until the deduction limit (see below) is reached.
Type or select the wage category on which the calculation is to be
based. Alternatively, you can select Gross Wages, which totals all
wage categories (hourly and salary) you pay an employee.
• This option allows you to deduct the
specified amount per pay period, per month, per year or per hour.
This amount will be deducted until the limit (see below) is reached.
User Guide Creating payroll categories 95

Employer Expense Information window E Expense limits can be used to place a ceiling on the expense. For
example, for an expense of £30 per pay period and a limit of 2% of gross
A 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:
B • No Limit signifies no limit to the expense for this category.
C • This option results in the maximum
D expense being a percentage of a wage or deduction category or of all
wage categories. For example, an expense might be £20 per pay
E period up to a maximum of 20% of the employee’s base salary.
• 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.
A Linked Expense Account is the account to which you are charging this
expense. The Account for Employer Expenses you specified when
setting up payroll appears as the default.
B Linked Payable Account is the liability account to which your expense

will accrue. The Account for Deductions & 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.
C If you want amounts you have paid to appear on employees’ cheque

stubs or pay advices, mark the Print on Pay Slip checkbox. (This is
mandatory for NIC.)
D Expense Basis can be:

• 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 will be charged until the expense limit is reached.
• This option allows you to enter the
specified amount per pay period, per month or per year until the limit
is reached.

Creating employee cards
To create an employee card 3 Select Employee in the Card Type field.
1 Go to the Card File command centre and click Cards List. The 4 Type the employee’s last name and press TAB.
Cards List window appears. 5 Type the employee’s first name and their contact details.
2 Click New. The Card Information window appears. 6 Enter payroll information by continuing with step 4 in ‘To enter
payroll information for an employee’, below.
Entering employee payroll information

Once you have created payroll categories (see page 92) and an
employee card, you can enter the employee’s payroll information.
To enter payroll information for an employee
2 Click the Employee tab and select an employee.
3 Click Edit. The Card Information window appears.
4 Click the Payroll Details tab in the Card Information window

and enter the employee’s personal details.
ENTER WAGE INFORMATION
5 Click Wages and enter the wage information for this employee.
a Select the employee’s pay basis. When you select a pay basis—
hourly or salary—the corresponding wage category is
automatically selected in the Wage list below.
b Enter the employee’s annual salary amount or hourly wage
rate.
User Guide Creating employee cards 97

c Select the employee’s pay frequency in the Pay Frequency 8 Click Employer Expenses and click in the select column next to
field. each expense that applies to the employee.
d In the Hours in [...] Pay Period field, type the number of hours
in the employee’s normal pay period. ENTER TAX INFORMATION
e If the employee’s wage expense account is different from the 9 Click Taxes and enter the employee’s National Insurance (NI) and
default account, type or select the required account in the tax details.
Wages Expense Account field. a Enter the employee’s NI number, table letter and tax code.
f Click in the select column ( in Windows and in Mac) next
b If the employee’s tax is calculated on the amount earned in a
to each wage category that applies to the employee.
pay period rather than on a cumulative basis (the standard
basis), mark the Week 1/Month 1 checkbox.
c If the employee is a director and their National Insurance
contributions are calculated on a cumulative basis, mark the
Director checkbox and enter the tax week he or she became a
director.
d Click in the select column next to each tax category that applies
to the employee.
ENTER ENTITLEMENT, DEDUCTION AND EXPENSE

INFORMATION
6 Click Entitlements and click in the select column next to each

entitlement that applies to the employee.
7 Click Deductions and click in the select column next to each

deduction that applies to the employee.

ENTER RECURRING PAY DETAILS z [Optional] Click the Job column next to the payroll category
10 Click Recurring Pay. The employee’s default paycheque details and enter the job number.
appear. The default values are determined by the payroll
[OPTIONAL] ENTER PAY HISTORY INFORMATION
categories selected and values entered step 5 to step 9 above.
11 Click Pay History to enter the employee's pay history for the
current payroll year:
z If the employee has been paid by another employer this payroll

year, enter the details in the Previous employments pay and
Previous employments tax fields.
z If you have already paid the employee in the current payroll
year, type the amounts you have paid in the Activity column
next to the relevant payroll categories. You can enter pay
history for specific months, quarters or for the year to date
based on the selection you make in the Show Pay History for
list.
In the Recurring Pay section, you can: Amounts entered in the Pay History window appear on reports
z [Timesheet option only] Deselect the Use Recurring Pay not derived from payroll activity. They are not recorded as
values in addition to Timesheet for Pay Calculation option, if transactions in your accounts.
you want to pay employees from timesheet entries only.
ENTER TIME BILLING INFORMATION
12 If you use the Time Billing function to record the time an employee
z If necessary, change the employee’s default paycheque details spends on work for clients and customers, click Time Billing and
by overriding the values that appear in the Hours or Amount enter the employee’s time billing rate and cost per hour. For more
column next to a payroll category. (To restore the employee’s information, see Chapter 12, ‘Billing for time’, starting on
default paycheque values, click Reset to Original Amounts.) page 167.
NOTE : Payroll categories with a calculated value The value of
a payroll category with Calculated displayed in the Hours or ENTER PAYMENT METHOD INFORMATION
Amount column is automatically calculated when you process a 13 Click the Banking Details tab and select the method you use to
paycheque. Calculated values include tax amounts and
pay the employee in the Payment Method list.
entitlement hours where hours are calculated as a percentage of
the gross hours paid.
User Guide Entering employee payroll information 99

If you are paying employees using NatWest’s AutoPay service or 14 Click OK. The Cards List window appears.
Barclay’s Branch-Originated BACS service (BOBS), enter the
15 For each employee, repeat this procedure from step 2.
employee’s bank account details.
Timesheets
Timesheets are used to record hours worked by hourly employees To set up timesheets
and form the basis of their pays. If you pay employees for time-
billing activities, you can also enter activity details on timesheets
window appears.
and use these details to create activity slips.
2 Click the System tab.
The timesheet feature is optional. If your hourly employees work a
fixed number of hours per pay and you don’t pay employees for 3 Select the I Use Timesheets for [...] and My Week Starts on [...]
time-billing activities, there’s no need for you to use this feature. If preference.
you do want to use it, you need to set a preference.
4 If you use timesheets to record:
You can pay employees from timesheets only or in addition to
z time billing and payroll information, select Time Billing and
recurring pay details. For more information, see step 10 in ‘Enter
Payroll from the I Use Timesheets for [...] list.
recurring pay details’, on page 99.
z payroll information only, select Payroll from the I Use
When you record timesheet information for a pay period, you Timesheets for [...] list.
include the timesheet details in employee pays. For more
information, see ’Paying your employees’ on page 102. 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
NOTE : Creating a timesheet entry when recording an activity example, you pay monthly, you can select any day.
slip You can create a timesheet entry from the Activity Slip view
of the Enter Activity Slip window by marking the Include Hours 6 Click OK.
on Timesheet checkbox. This allows you to enter greater detail
about the activity. See ’Creating activity slips’ on page 172.
To enter a timesheet 4 Record timesheet details in any of the following ways:
Each hourly employee has a weekly timesheet. For each z Enter the daily hours for each payroll category worked. For each
employee, you enter weekly timesheet hours in the Enter payroll category, type or select an hourly payroll category in the
Timesheet window. Payroll Category field and enter the daily hours worked in the
date fields. You can also:
1 Go to the Time Billing command centre and click Enter
record time billing details (depending on your selection in
Timesheet. The Enter Timesheet window appears.
the Preferences window)
type a description in the Notes field
assign a job number.
z Use the same details as the previous week. Click Copy From
Previous. The employee’s timesheet details for the previous
week appear.
5 If you want to enter a timesheet for another week, repeat from

step 3 above.
NOTE : Removing timesheet entries You can remove unpaid

entries on a timesheet at any time. For more information, see
‘Delete timesheet entries’ below.
2 In the Employee field, type or select the employee’s name. The
6 Click Close.
employee’s timesheet, with any previously entered details for the
period shown, appears. If you recorded time-billing activity details on this timesheet, an
activity slip is created. You can review or modify the activity slip
NOTE : Grey values in date fields A grey value in a date field
information in the Enter Activity Slip window or the Enter
indicates hours paid.
Timesheet window.
3 If you are recording details for a week other than the current
week, select the required week:
Delete timesheet entries
z click the back arrow ( ) to select a previous week You can delete unpaid timesheet entries at any time by clearing all
z click the forward arrow ( ) to select a future week timesheet details for a week or by deleting a timesheet line entry.
z click the calendar icon ( ) to select a week from the calendar
When you delete timesheet entries with activity details, the linked
that appears.
activity slip is also deleted.
User Guide Timesheets 101

To clear timesheet for a week To delete a timesheet line entry
1 In the Enter Timesheet window, select the required week. 1 In the Enter Timesheet window, select the required week.
2 Click Clear Timesheet. All unpaid details for the selected week are 2 Click in the line entry you want to delete.
cleared.
3 Choose Delete Line from the Edit menu.
Paying your employees

The Process Payroll assistant is a series of windows that guide you Step 1: Select the pay period
through the process of recording your employee pays.
1 Go to the Payroll command centre and select Process Payroll.
Before you begin, you need the following information: The Select Pay Period window appears.
z the hours worked by hourly employees, if you do not record

hours worked on a timesheet
z holiday and sick pay hours taken
z details of any other wage amounts, such as sales commissions
and bonuses.
When using the Process Payroll assistant, in some instances, you

can 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 from the beginning again.
To record pays for more than one pay period on the same
2 Select the pay you are processing.
day—for example, when your weekly and monthly pay dates
coincide—you need to complete the process payroll procedure z If you are processing pays for all employees, click Process all
separately for each period. employees paid and select the pay frequency in the adjacent
field.
NOTE : Removing inactive employees If you want to remove an
employee from the list, you need to make their card inactive z If you are processing a pay for an individual employee, click
(open the employee’s Card Information window and click Process individual employee and select the employee in the
Inactive Card in the Profile tab view).
adjacent field. The pay frequency assigned to the employee’s 1 When you’ve finished selecting pay period details, click Next to
card is used in the pay run. continue.
3 In the Payment date field, type the date on which you are
processing the pays. Step 3: Select and edit employee’s pay
The Select & Edit Employee’s Pay window displays the recurring
4 In the Pay period start field, type the first day of the pay period.
pay details and the timesheet amounts (if applicable) of
5 In the Pay period end field, type the last day of the pay period. employees who are paid according to the selected pay frequency.
Step 2: [Optional] Include employee timesheets

If you pay employees from timesheets, the Select Pay Period
window lists employee timesheets for the specified pay period.
For more information about using timesheets, see ’Timesheets’ on
page 100.
1 If you want to exclude an employee from the pay run, clear the
select column ( in Windows and in Mac) next to the
Initially, all the timesheets are selected to be included in this pay employee’s name.
run. You can exclude, change or view timesheet details as
2 If you need to change the pay details for an employee, click the
described below.
zoom arrow ( ) next to the employee’s name. In the Pay
Employee window that appears, you can:
If you want to... you need to....
z change the hours worked of an hourly employee (see
Exclude a timesheet clear the select column ( in Windows and
in Mac) next to it. page 104)
Change the timesheet click the zoom arrow ( ) next to the z distribute holiday and sick pay (see page 104)
details of an employee employee’s name and make the required z distribute any other types of wages (see page 105)
changes in the Enter Timesheets window.
z assign job numbers to payroll category amounts (see
View the details of all click Display Unprocessed Timesheets.
unprocessed timesheets page 105)
z change the employee’s bank account (see page 106).
User Guide Paying your employees 103

To enter hours worked for an hourly employee To record holiday and sick pay
NOTE : Editing hours recorded on a timesheet If you record NOTE : Holiday and sick pay hours recorded on a timesheet If
employee hours on a timesheet, you can edit these hours in the you’ve entered holiday and sick hours on a timesheet, you don’t
Pay Employee window. However, hours entered in this window need to use this procedure.
are not recorded on timesheets, timesheet reports or, if you record
1 In the Select & Edit Employee’s Pay window, click the zoom
time-billing activities, on activity slips.
arrow ( ) next to the employee’s name. The Pay Employee
1 In the Select & Edit Employee’s Pay window, click the zoom window appears.
arrow ( ) next to the hourly 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.
For example, if you are paying an employee for eight hours of

holiday leave, type 8 in the Hours column next to the Holiday
Pay payroll category and press TAB.
NOTE : Automatic adjustment to entitlement values The

amount that appears in the Amount column is calculated
automatically. When you record the transaction, the hours you
entered will be subtracted from the number of hours the
employee has accrued.
3 Reduce the amount being allocated to the Base Hourly or Base

Salary wage category.
2 In the Hours field next to each applicable wage category, enter z If the employee is paid on an hourly basis, reduce the number
the hours worked and press TAB. of hours allocated to Base Hourly by the number of hours
The payroll category amounts are calculated automatically and allocated to the Sick Pay and Holiday Pay payroll categories.
displayed in the Amount column. For example, suppose that Mary Jones’ standard working week
is 40 hours and she is paid per hour. If she has had one day of
3 Click OK. The Select & Edit Employee’s Pay window appears.
holiday leave and half a day of sick leave, you allocate 8 hours
to Holiday Pay and 4 hours to Sick Pay, and then reduce the
Base Hourly figure to 28.
z If the employee is paid on a salary basis, reduce the amount 3 Click OK. The Select & Edit Employee’s Pay window appears.
allocated to Base Salary by the values displayed in the Amount
column of the Sick Pay and Holiday Pay payroll categories. To assign jobs to payroll category amounts
For example, Alan Long is paid a gross amount of £1,000 per
Job numbers can be assigned to payroll category amounts to track
week. If he takes one day holiday leave and half a day sick leave,
the wage expense of work performed. You can assign one or more
allocate 4 hours to Sick Pay and 8 hours to Holiday Pay. The
jobs to each payroll category.
combined amount displayed in the Amount column for the
Sick Pay and Holiday Pay payroll categories equals £300. 1 In the Select & Edit Employee’s Pay window, click the zoom
Therefore, the value you need to enter in the Amount column arrow ( ) next to the employee’s name. The Pay Employee
for Base Salary is £700 (that is, £1,000 less £300). window appears.
2 Enter the job number in the Job column corresponding to the

payroll category.
4 Click OK. The Select & Edit Employee’s Pay window appears. 3 If you want to assign multiple jobs to a payroll category:
a Click in the Job column corresponding to the appropriate

To record other types of pay payroll category and then click the search icon ( ).
NOTE : Other types of pay recorded on a timesheet If you’ve b In the Allocate Jobs window that appears, click the select
entered other types of pay—such as sales commission and column ( in Windows and in Mac) next to each applicable
bonuses—on a timesheet, you don’t need to use this procedure. job and enter the amount in the Amount column.
To include other types of pay, the wage categories you intend to c Click OK. The Pay Employee window appears.
use should already exist in MYOB Accounting, and should be NOTE : Changes to payroll category amounts may affect
assigned to the employee. For more information, see ’To enter allocated job amounts If you change a payroll category
payroll information for an employee’ on page 97. 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 re-allocate the correct job amounts
arrow ( ) next to the employee’s name. The Pay Employee to them.
window appears.
4 Click OK. The Select & Edit Employee’s Pay window appears.
2 In the Hours or Amount fields next to each appropriate wage
You can also assign a default job to an employee in the Recurring
category, enter the hours or amounts you want to record.
Pay section of the employee’s card. For more information, see
’Entering employee payroll information’ on page 97.

To change an employee’s bank account details 2 Click OK to continue. When the pays are recorded, the Process
Payments window appears.
If you pay your employees using NatWest’s AutoPay service or
Barclay’s Branch-Originated BACS service (BOBS), you can change
an employee’s bank account details for this pay.
arrow ( ) next to the employee’s name. The Pay Employee
window appears.
2 Click Banking Details and enter the required bank details in the
Banking Details window that appears.
3 Click OK. A window appears confirming that you have modified

the banking details from their default values.
4 Click Yes to update the employee’s bank details on their card. The
NOTE : Changing the details of a recorded paycheque If you
Pay Employee window appears.
need to change a recorded paycheque, continue processing your
payroll. When you have finished processing, reverse or delete the
Step 4: Record the employee paycheques incorrect paycheque transaction and then process a new pay for
the individual employee. For more information on reversing or
1 When you have finished reviewing and editing employee pay
deleting a transaction, see ’Changing or deleting a transaction’ on
details, click Record to record the pays.
page 147.
Step 5: Process payments

In the Process Payments window you can:
z print employee paycheques—see page 107.

z generate a payment report for employees paid using NatWest’s
AutoPay service or Barclay’s Branch-Originated BACS service
(BOBS)—see page 107.
z create a spend money transaction to clear the account you use
to temporarily hold cash wage amounts—see page 107.
If you want, you can perform these tasks later using the relevant
command centre function. For example, if you want to include
weekly and monthly payments in the one payment report, 6 If necessary, click the zoom arrow ( ) to view more information
process both pay frequencies and then generate the required about a particular paycheque.
payment report from the Index to Reports window.
7 Click Print. The Print window appears.
To print paycheques 8 Click Print or OK. The Process Payments window appears.
1 Click Print Paycheques. The Review Cheques Before Printing

To generate an electronic payments report
window appears.
1 Click one of the following:
z Display Autopay Report—if you pay your employees using

Natwest’s Autopay service.
z Display BOBS Report—if you pay your employees using
Barclay’s Branch-Originated BACS service (BOBS).
The Print window appears.
2 In the Print window, click Print or OK to print the report. The

Process Payments window appears.
To create a cheque transaction to record cash

wages
2 If you print cheques on pre-printed forms, type the number of the
first cheque in the Number of First Cheque in Printer field. 1 Click Spend Money. The Spend Money window appears with
the details of total cash wages paid and the default clearing
3 Specify how many copies you want to print in the Print [...]
account you use for cash wages.
Copies of Each Selected Cheque field.
2 In the Account field, select the bank account from which you
4 If you want to change the type of information you are going to
withdrew the cash wage amount.
print or the type of stationery it will be printed on, click Advanced
Filters. For more information, see ’Advanced filters’ on page 201. 3 Click Record to clear the balance of the cash wage clearing
account. The Process Payments window appears.
5 Click in the select column ( in Windows and in Mac) next to
each paycheque you want to print.

Step 6: Print payroll earnings To print customised payslips
When you have finished printing cheques and generating You can create a payslip by customising a cheque form and
payment reports, click Next. The Print Payroll Earnings window including only the paycheque stub section on the form. You can
appears. print the payslip even if you don’t pay your employees by cheque.
For more information on how to customise a cheque form, see
’Customising forms’ on page 177.
1 Click Print Customised Payslips. The Review Cheques Before

Printing window appears.
You need to provide your employees with details of their pay. You
can do this by printing the Payroll Earnings report or by printing
a customised paycheque. You can print either from the Print
Payroll Earnings window.
Note that if you paid your employees by cheque in the previous 2 In the Selected Bank Account field, select the account from
step, details of their pay are included on the paycheque stub. You which you made the payment.
do not need to complete this step. 3 Enter the number of copies you want to print in the Print [...]
Copies of Each Selected Cheque field.
To print the Payroll Earnings report
4 Click Advanced Filters. The Advanced Filters window appears.
1 Click Display Payroll Earnings. The Report Display window
5 In the Selected Form for Cheque field, select the required
appears with the pay details for your employees.
stationery.
2 Click Print. The Print window appears.
6 Click OK. The Review Cheques Before Printing window appears.
3 Click Print or OK. The Payroll Earnings report is printed
7 Mark the select column ( in Windows and in Mac) next to a
The Print Payroll Earnings window appears. transaction you want to be printed.
If you want to print all the forms, click the checkbox in the 9 Click Print. The Print window appears.
heading of the select column.
10 Click Print or OK. The Print Payroll Earnings window appears.
8 If you want to view more information about a particular pay, click
the zoom arrow ( ).
Payroll liabilities
A payroll liability is an amount withheld from an employee’s pay 4 Select the type of liability to be cleared from the Liability Type
that must be paid to an appropriate authority or agency, for list.
example, union dues and taxes.
By default, all payroll categories for the selected liability type are
included in the payment.
To clear payroll liabilities
5 If you do not want to include all payroll categories:
1 Go to the Payroll command centre and click Pay Liabilities. The
Pay Liabilities window appears. a Click the search icon ( ) in the Payroll Categories field. The
Select from list window appears.
b Click the select column ( in Windows and in Mac) next to
each payroll category you want to exclude.
c Click OK. The Pay Liabilities window appears.
6 In the Dated From and the Dated To fields, specify the period in
which the payroll liabilities were withheld.
The payroll liabilities withheld during the specified period appear

in the Payroll Category section.
7 Click in the select column next to the payroll liability amounts you
want to include with this payment.
The total of the selected payroll liabilities appears in the Total

2 In the Account field, type or select the account you are making
Payment fields.
the payment from.
8 Click Record.
3 In the Supplier field, enter or select the authority or agency to
whom the withheld amount is being paid.
User Guide Payroll liabilities 109

Terminating an individual’s employment
Before you terminate an employee, you need calculate any category to accrue the entitlement by calculating leave based on
termination amounts you owe—for example, how much you owe a percentage of gross hours. However, if you use this payroll
the employee in accrued holiday pay. category for a termination payment, you need to exclude the new
payroll category from accruing leave.
Before you begin this procedure, check the relevant award or
employment contract for exact details of what needs to be paid to 1 Go to the Payroll command centre and click Payroll Categories.
the employee on termination. The Payroll Category List window appears.
2 Click the Wages tab.

Step 1: Determine any outstanding
entitlements 3 Click New. The Wages Information window appears.
1 Go to the Index to Reports window and select the Entitlements 4 Type the name of the wage category in the Wages Name field.
Balance Detail report from the Payroll tab. For example, if you need to create a wage category for unused
holiday pay, type a name such as Unused Holiday Pay.
2 Click Customise. The Report Customisation - Balance Detail
window appears. 5 Select Hourly as the type of wages.
3 In the Employees field, type or select the employee’s name.
4 Select Lifetime in the Period field. This ensures that the report
shows the employee’s entitlement balance not only for the
current year, but also any amounts carried over from previous
payroll years. This is particularly important for holiday leave as, for
most awards, it can be carried over from previous periods.
Step 2: [Optional] Create payroll categories for

termination payments 6 Click Employee. The Linked Employee window appears.
If a termination amount needs to be taxed at a different rate—for 7 In the select column ( in Windows and in Mac), click next to
example, unused holiday pay—you need to create a new payroll the employee who is leaving.
category for this amount. Also, to pay an entitlement balance
(such as unused holiday leave) you may need to create a payroll
8 Click OK and then OK again. The Payroll Category List window Step 3: Process a paycheque for the final pay
appears with the new payroll category in the list.
1 Go to the Payroll command centre and select Process Payroll.
The Select Pay Period window appears.
EXCLUDE PAYROLL CATEGORY FROM ACCRUING LEAVE
9 Click the Entitlements tab. The list of entitlement payroll 2 Click Process individual employee and select the employee in
categories appear. the adjacent field.
10 Select the payroll category used to calculate the entitlement, for 3 Click Next. The Select & Edit Employee’s Pay window appears.
example, Holiday Entitlement, and click Edit. The Entitlements 4 If you are including any unused entitlements in this paycheque,
Information window appears. enter the entitlement hours:
11 Click Exempt. The Entitlements Exemptions window appears. a Click the zoom arrow ( ) next to the employee’s name. The
12 In the select column, click next to the payroll category name Pay Employee window appears.
entered at step 4. b Add any entitlement hours accrued in the final pay period to
the outstanding entitlement balance calculated in ’Determine
any outstanding entitlements’ on page 110 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.
CAUTION : Tax on gross wages Gross wages on a paycheque are

taxed as if they were all earned in that pay period. If the
paycheque includes termination items, the tax calculated may be
13 Click OK and then OK again. The Payroll Category List window incorrect and need adjusting.
appears. 5 Click OK. The Select & Edit Employee’s Pay window appears.
14 Repeat step 2 to step 13 for each required termination payroll 6 Complete the remaining steps of the Process Payroll assistant for
category. the employee termination. For more information, see
‘Step 4: Record the employee paycheques’ on page 106.
User Guide Terminating an individual’s employment 111

Step 4: Terminate the employee in the Card File Once you press ENTER or TAB after entering the leaving date, the
system will display a message warning you that all entitlement
Once you have finalised the employee’s terminating paycheque,
balances will be cleared for that employee.
thus finalising the employee’s leave entitlements, you need to
terminate the employee by entering a date in the Leaving Date
field in the Payroll Details tab of the Card Information window. Step 5: Print the employee’s P45
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.
Reviewing payroll information

There are several tools that you can use to review your payroll Viewing pay history
information.
Every time you write a paycheque, the amounts from that
z Use the Analyse Payroll window to see a summary of an payment are recorded in the employee’s pay history.
employee’s payroll data. It can help you detect possible
The Pay History section of an employee’s card is used to enter the
inaccuracies in the amounts you’re paying to, and deducting
employee’s pay history when you are setting up payroll and, later,
from, your employees.
to review their pay history.
z Use the Find Transactions window to search for an account,
card or payroll category. For more information, see ’To find a If you’ve paid an employee the wrong amount, don’t attempt to
transaction using the Find Transactions window’ on page 144. correct it by adjusting their pay history. Altering an employee’s
pay history does not affect the original paycheque or the amounts
posted to the accounts. Instead, make adjusting entries on the For example, an employee may have 40 hours of accrued Holiday
employee’s next paycheque. Entitlement carried over from the last payroll year. In the current
financial year the employee has accrued 10 hours of Holiday
To view an employee’s pay history 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.
2 Click the Employee tab and select the employee whose pay To view an employee’s entitlement balances
history you want to view.
3 Click Edit. The Card Information window appears. Cards List window appears.
4 Click the Payroll Details tab and then click Pay History. The Pay 2 Click the Employee tab and select the employee.
History section displays the totals of each payroll category for the
3 Click Edit. The Card Information window appears.
specified month, quarter, or year to date.
4 Click the Payroll Details tab.
5 Click Entitlements. The Entitlements section displays the total

number of hours an employee is entitled to take as sick and
holiday pay.
5 Select a pay history period from the Show Pay History for list.
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 6 If necessary, enter the entitlement hours carried over from a
amounts for the year to date, and the total entitlement amounts previous period in the Carry Over column next to the entitlement
owing to the employee. category.
User Guide Reviewing payroll information 113

Analysing payroll Reviewing payroll liabilities
The Analyse Payroll window provides details of payroll information The payroll liability reports show which payroll liability amounts
and can help you spot possible inaccuracies in the amounts you are have been withheld from employee payments, and which
paying to, and withholding from your employees. amounts have been paid, for any given period.
1 Go to the Payroll command centre and click Analysis. The z Payroll Liabilities by Category report—lists payroll liability
Analyse Payroll window appears. amounts that have been withheld.
2 Enter the employee’s name and the pay period you want to z Liabilities Payment Register report—lists payroll liability
analyse. The Payroll Summary appears on the left of the window, amounts that have been paid.
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.
8 Stock
Use the MYOB Accounting stock feature to track the quantity and value of the items you have in stock. You can also use it to create
records for goods that you buy and sell but don't keep in stock.
From time to time, businesses may find that their recorded stock levels differ from what is on the shelves. These variations can be
caused by data-entry errors, spoilage and theft, etc. This chapter shows you how to compensate for stock variations.
Sometimes the quantity of items recorded may be correct, but their values are incorrect. A range of items may become outdated,
damaged or, for some other reason, may lose value. This chapter shows you how to revalue your stock.
Many retailing and manufacturing businesses combine a number of stock items to create finished items. For example, a retailer might
combine a bottle of perfume, lotion and bath salts to make up a gift pack. Or a manufacturer might combine raw materials to create
finished items. This chapter shows you how to track the assembly of individual items into finished items.
Basic stock tasks

Before you begin to track stock, you need to create a record To record the sale of items, record your sale in the Sales
for each item. The procedure for doing this is explained on window using the Item layout. For information, see ‘Entering
page 116. sales’ on page 57.
Once you have created items, you need to enter the opening [MYOB Accounting Plus users only] To record the location of
stock level for each item. See ‘To enter opening on-hand stock items, you need to set up item locations (see ‘Multiple stock
and values’ on page 118. locations’ on page 121).
To add items you purchase to your stock, record your

purchase in the Purchases window using the Item layout. For
information, see ‘Entering purchases’ on page 75.
115
Creating items
An item describes: 5 Specify whether you buy, sell or stock this item by marking the
relevant checkboxes. The following table explains what
z a physical unit that your company may buy, sell or store
combinations of checkboxes to mark.
z a service that your company wants to include on item invoices,
for example, ‘Delivery’, ’Handling’, and so on.
Mark For these items
Before you start using items, you need to create a record for the I Buy this Item Items you buy that are not for resale, and whose
items you use and then enter the opening on-hand quantities and quantities and values you don’t need to track. For
values. example, items for office use only.
I Buy this Item Items you buy and sell, but whose quantities and
I Sell this Item values you don’t need to track.
To create an item
I Buy this Item Stocked items you buy and sell and whose quantity
1 Go to the Stock Control command centre and click Items List. I Sell this Item and values you want to track.
The Items List window appears. I Stock this Item
2 Click New. The Item Information window appears. I Sell this Item Items or services you want to include on an item
invoice.
3 In the Item Number field, type a unique identifier and press TAB. I Sell this Item Finished goods you manufacture using other
I Stock this Item stocked items.
4 In the Name field, type the name of the new item.
I Buy this Item Raw materials you stock and use as components to
HINT : Copy From button To copy another item’s information to I Stock this Item build other stocked items.
this item record, click Copy From. From the displayed list, choose
I Stock this Item Intermediate goods in the process, including parts
the item whose information you want to copy. All information for used to manufacture finished goods.
that item will be copied to the current item record except the item
number, item name, supplier number, auto-build information and
history information. As you mark the checkboxes, fields appear next to them. These
fields will change according to the combination of checkboxes
you mark.
116 Chapter 8 Stock MYOB Accounting/MYOB Accounting Plus v15, uk

6 Enter the appropriate accounts in the fields that appeared during A [Optional] Enter the standard cost of an item.
the previous step. If you want, you can use the standard cost instead of the last
purchase price as the default price on purchases. To use the standard
z In the Cost of Sales Account field, type or select the account cost price as the default price, select Use Standard Cost as the
you want to use to record the costs associated with producing Default Price on Purchase Orders and Purchases preference in the
Preferences window (Stock tab).
this item.
B Enter the unit of measure (such as ‘each’ or ‘case’) by which you
z In the Income Account for Tracking Sales field, type or select
purchase the item. The buying unit will be printed on the purchase
the account you want to use to record the income you receive order.
from the sale of this item.
C Enter the number of items that comprise a single buying unit. This is
z In the Asset Account for Item Stock Control field, type or the number that is added to your on-hand stock for every buying
unit. For example, if you buy eggs by the carton unit but want to
select the account you want to use to record the total value of
track their purchase individually, enter 12 as the number of items per
this item. buying unit. When you order one carton unit, your item stock is
updated by twelve items.
z In the Expense Account for Tracking Costs field, type or select
If you leave this field blank, the value defaults to one.
the account you want to use to record costs associated with
purchasing this item. D Enter the restocking information:
• Enter the minimum level of this item you want to keep in stock.
7 Click the Buying Details tab. The Buying Details view of the Item When you drop below this level, a re-order reminder appears in
the To Do List.
Information window appears.
• Enter the supplier from whom you usually re-stock this item.
• Enter the supplier’s number for the item.
• Enter a reorder level quantity for the item here. If you have set a
minimum level for restocking alert, you can create an order for
A the items easily using the Stock Alert tab in the To Do List. The
B E default quantity showing on the order will be taken from this
C field.
E Choose the VAT code you want to use when you purchase this item.
This VAT code will appear as the default when you purchase this item
unless you have specified that the supplier’s VAT code be used instead
(see ‘Create supplier cards’ on page 35).
Note that you can override the VAT code when you record the
purchase.
User Guide Creating items 117

8 Click the Selling Details tab. The Selling Details view of the Item 9 [MYOB Accounting Plus users only] Click the Items Details tab
Information window appears. and enter additional information about the item.
10 [MYOB Accounting Plus users only] If this item is stored in multiple

locations, click the Locations tab and specify the default location
A
B for buying and selling the item.
C
11 Click OK.
D
To enter opening on-hand stock and values
Once you have created your stock items, you need to enter the
quantity of each item you have on hand and its value as at the start
of your conversion date. This is done in the Count Stock window.
E F
The Count Stock window is also used to adjust the recorded
A Type the retail price of one selling unit.
quantities of your stocked items (due to theft, spoilage, etc.) so
B Type the selling unit of the item (such as ‘each’ or ‘case’). You can they match the actual quantities you have in stock.
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 Before you enter your opening stock quantities, you need to
units, you will be selling five six-packs.
count the actual items in your stock. You can print the Stock
C Type the number of items that comprise a single unit in this field. Count Sheet report, which lists all your stocked items, and
This is the number that is subtracted from your on-hand stock for
every selling unit. For example, if you track items individually, but manually record quantities on it.
you sell them 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 1 Go to the Stock Control command centre and click Count Stock.
by six items. The Count Stock window appears.
D [MYOB Accounting Plus users only] You can set pricing levels for This window lists all the items and their current on-hand
different kinds of customers. See ‘Creating custom price levels’ on
page 130. quantities. Quantities are stock units, not buying units or selling
units. For example, if you buy soft drinks by the six-pack and stock
E If you want to indicate that all prices on the Selling Details tab are
VAT inclusive, mark the Prices are VAT Inclusive checkbox, it by the can, a quantity of 24 in the On Hand column means you
otherwise clear the checkbox. have 24 cans in stock, rather than 24 six-packs.
F Choose the VAT code you want to use when you sell this item.
2 [MYOB Accounting Plus users only] If you store your items in
This VAT code will appear as the default when you sell this item
unless you have specified that the customer’s VAT code be used multiple locations, select the method you want to use to group
instead (see ‘Create customer cards’ on page 33). your items. You can group items by item number or by location.
Note that you can override the VAT code when you record the sale.

3 [MYOB Accounting Plus users only] If you store your items in account when you set up your accounts (see ‘To enter opening
multiple locations, select the Include Zero On-Hand Quantities balances’ on page 32):
preference. A list of all your items appears.
z If you entered a stock opening balance, the Adjust Stock
window appears.
z If you have not entered a stock opening balance, the Account
Balance Check window appears. Click Adjust Balances. The
Adjust Stock window appears.
The Adjust Stock window displays a line for each item whose
opening quantity you 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 not
entered an opening balance for your stock asset account, your
4 In the Counted column, enter the quantity counted for each item. historical balancing account.
The Difference column will change to reflect the difference
between the On Hand column and the Counted column.
8 Make any changes to the default entries in the Stock Journal

Number, Date and Memo fields.
9 Enter the unit cost of each item (that is, how much a single unit of
5 Click Adjust Stock. The Default Expense Account window appears. each item costs you, not how much you are selling it for).
6 Click Continue. The Opening Balance Check window appears, NOTE :Do not change the account number in the Account
noting that some of your on-hand stock quantities are zero. column. The selection you made at step 7 determines the
account needed to track opening balances.
7 Click Opening Balances. The window that appears depends on
whether you have entered an opening balance for your stock asset 10 Click Record. The value of each listed item is updated. You can
print the Items List [Summary] report to check your stock status.
User Guide Creating items 119

Making adjustments
From time to time you may need to adjust item quantities and C Enter the cost of each unit transferred into or out of stock. The average
values. For example, if your stock gets damaged, you may have to cost of the item appears by default. If these are new items, enter their
write off some of your stock or revalue it. purchase cost.
D The Amount field displays the quantity multiplied by the unit cost.
This section explains how to make an adjustment to a single item
E The allocation account is usually a cost of sales or expense account.
or a few items. If you need to update the quantities of several
items, see ‘Record stock’ on page 125.
3 Click Record to save the stock adjustment.
NOTE : Print the Items List [Summary] report When making
stock adjustments, you may find it useful to print the Items List The following are some examples of stock adjustments.
[Summary] report. This report displays on-hand quantities and Example 1 In the following example, the stock adjustment will
values of items in MYOB Accounting.
decrease the number of units on hand by two and the total value
of the items on hand by £800.
To make a stock adjustment
1 Go to the Stock Control command centre and click Adjust Stock.

The Adjust Stock window appears. Example 2 In the following example, the stock adjustment will
increase the number of units on hand by two and the total value
2 Enter details of the adjustment.
of the items on hand by £800.
Example 3 In the following example, the stock adjustment will

increase the number of items on hand by two units but will not
A B C D E adjust the total value of the items. The average cost of the items
will decrease as a result of this adjustment.
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 Enter the quantity by which you want to increase or decrease the Example 4 In the following example, the stock adjustment will
quantity held. Only enter the quantity variation. Enter the quantity increase the total value of the items on hand by £120 but will not
in stock units, not buying or selling units.
change the number of items on hand. The average cost of the
If you enter a positive number, that number is added to your
on-hand stock. If you enter a negative number, that number is items will increase as a result of this adjustment.
subtracted from your on-hand stock.

Multiple stock locations
NOTE : MYOB Accounting Plus users only The following To create stock locations
information is only applicable to MYOB Accounting Plus users.
1 Go to the Stock Control command centre and click Locations.
If you hold stock in multiple locations, you can keep track of item
The Locations List window appears.
quantities held at each location by recording:
NOTE : Changing the default location The default location is
z the location at which a purchased item is received (see fixed location for recording stock. Although you cannot delete this
‘Entering purchases’ on page 75) location, you can change its name.
z the location from where a sold item is shipped (see ‘Entering
2 Click New. The Location Information window appears.
sales’ on page 57)
3 In the Location ID field, type an identifier (up to ten characters)
z the movement of items between locations (see ‘To record stock
for the new location and press TAB.
movements’ on page 122).
The multiple locations feature is optional. If you don’t track stock

quantities and values, or all your stock is held at one location,
there’s no need for you to use this feature. If you do want to use it,
you need to create a record for each stock location.
When you create one or more locations, a Location field is

activated in the Purchases and Sales windows. When you record
an item purchase or sale, you can enter the receiving or selling
location for the item in this field.
If you want, you can specify a default receiving and selling

location for your items. For more information see ‘To create an 4 Record the name and address of the location and contact details.
item’ on page 116. 5 If you do not receive items at or sell items from this location (for
example, this location is your storage warehouse), click Items
cannot be sold or shipped from this location.
If you select this option, you can only move items to and from this
location by using the Move Items feature.
User Guide Multiple stock locations 121

6 Click OK. The new location appears in the Locations List window 2 Select the item you want to move. You can locate an item by
typing the item number in the Search field.
3 Record the quantities held at each location
7 Click Close.
Recording stock movements between locations

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, B

you can display the Item Movement Audit Trail report to view
A The On Hand column shows the total item quantity available in stock.
the details of stock movements.
B Type the quantity held at each location. Increase the quantity for
locations receiving items and reduce the quantity for locations where
To record stock movements items are moved from.
C The value in the Out of Balance field must be zero before you can
1 Go to the Stock Control command centre and click Move Items.
record the movement. That is, the amount in the On Hand column for
The Move Items window appears with a list of all your items, on- the item must be equal to the sum of the amounts in your location
hand quantities and locations. columns.
NOTE : Moving items using the Item Information window You

can also record an item movement by clicking the Move Items 4 Repeat step 3 for each item you want to move.
button in the Location tab view of the Item Information window.
The Move Items window, with the location details for just that 5 Click Move Items to record the stock movement.
item, appears.

Building items
Building items is the process of taking two or more items, known as 3 Enter the finished item on a separate line:
components, to make up another item, known as a finished item.
a Type or select the item number of the finished item.
For example, you could turn timber and fabric (components) into
b Type the build quantity as a positive amount. This quantity is
a piece of furniture (the finished item).
added to your on-hand stock count.
Before you can start building items, you must create all the c [MYOB Accounting Plus users only] If you use multiple
component items and the finished item. locations, select the location where the item is kept. For more
Use the Build Items window if you want to build an item once. information, see ‘Multiple stock locations’ on page 121.
For an item that you’ll build often, use the Auto-Build function. d Type the unit cost of the finished item.
For more information on how to auto-build items, see ‘Auto-
The Quantity column shows negative
building items’ on page 124. amounts for the components and a positive
amount for the finished item.
1 Go to the Stock Control command centre and click Build Items.
The Build Items window appears.
The Stock Journal Number, Date and Memo fields are

automatically filled with default values which you can change if
necessary.
2 Enter the details of each component item on a separate line:
a Type or select the item number of the component item.

b Type the build quantity as a negative amount. This quantity is
subtracted from your on-hand stock count.
c [MYOB Accounting Plus users only] If you use multiple The Out of Balance field should be zero
locations, select the location where the item is kept. For more if the component item amounts equal
the finished item amount.
information, see ‘Multiple stock locations’ on page 121.
d Type the unit cost of the component item.
4 If the Out of Balance field is zero, click Record to save the Build
Items transaction.
User Guide Building items 123

Auto-building items
For items that you build often, you can use the Auto-Build 6 Specify the number of stock units you want to be made in the List
function to automatically build the finished items. what it takes to build field. (If bulk quantities of materials are
purchased to build an item, it may be easier to specify the
Before you can build a finished item using the Auto-Build
materials required to build a greater quantity of the item, such as
function, you need to define what items are needed to build the
10 or 20.)
item (see ‘To define a new Auto-Build item’ below).
7 Enter the details for each of the components required to build the
To define a new Auto-Build item item.
1 Go to the Stock Control command centre and click Items List. a Click in the Item Number column and press TAB. Your items list
The Items List window appears. appears.
b Highlight the component item required to build the new
2 Click the zoom arrow ( ) of the item you want to build. The Item
finished item and then click Use Item. The details of the
component appear in the Item Number and Name columns.
3 Click the Auto-Build tab. c In the Quantity column, enter the number of a particular
component item required to build the specified quantity of the
finished item.
8 Repeat step 7 for each component required to build the new

finished item.
4 Enter the minimum level of the item you want to have on stock in
the Minimum Level for Restocking Alert field.
5 Click the Edit List button. The Auto-Build Information window 9 Click OK when you have entered all the components.
appears. 10 Click OK and then click Close.

To build a finished item 2 Enter the quantity of finished items you want to build in the Qty.
to Build column. (Click None if you want to change all numbers
1 Go to the Stock Control command centre and click Auto-Build
in this column to zero).
Items. The Auto-Build Items window appears.
3 Click Build Items. The Build Items window displays the details of
the transfer that will occur when the finished item is built.
A B
4 Review the entries in this window to make sure the quantities, unit
A This column displays all items that you have designated as finished
items. costs and total stock values are correct. Note that the quantities of
the components in the list appear as negative numbers, while the
B The On Hand, On Order and Net on Hand columns show the
current record of your finished items. quantities of the finished items in the list are shown as positive
C The quantity of finished items you want to build.
numbers.
5 Click Record to record the stock transfer and update your stock
quantities and values.
Record stock
You can also use the Count Stock window to make adjustments Each stock adjustment must be allocated to an account so your
to item quantities during regular stock takes or any time you find accounting records accurately reflect the reasons why your stock
discrepancies between the actual quantities of items on hand and needed adjusting. For example, many businesses use one expense
your records of those quantities. account—often called ‘Shrinkage/Spoilage’—to track natural loss
or theft of their items.
User Guide Record stock 125

Before you record stock hand quantity, select the Include Zero On-Hand Quantities
option.
z [MYOB Accounting Plus users only] Make sure you record any
stock transfers 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. See
‘Multiple stock locations’ on page 121 for more information.
z Count the actual items in your stock. You can print the Stock
Count Sheet report, which lists all your stock items, and
manually record quantities on it.
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.
4 Enter the actual quantities of the stock items in the Counted

To count stock column. Any discrepancy between the counted quantity and the
1 Go to the Stock Control command centre and click Count Stock. on-hand quantity appears in the Difference column.
The Count Stock window appears. 5 [MYOB Accounting Plus users only] If an item is held in multiple
This window lists all the items and their current on-hand locations, enter the stock held at each location.
quantities. Quantities are stock units, not buying units or selling 6 Click Adjust Stock. If there are differences between on-hand and
units. For example, if you buy soft drinks by the six-pack and stock counted values, the Adjustment Information window appears.
it by the can, a quantity of 24 in the On Hand column means you
have 24 cans in stock, rather than 24 six-packs. You can specify a default adjustment account for tracking the
adjustments you entered in the Count Stock window. This saves
2 [MYOB Accounting Plus users only] If you hold stock at multiple you having to enter an account on every line of the stock
locations, select the way you want to group your items. You can adjustment. This account is normally an expense account such as
group items by item number or by location. Shrinkage/Spoilage. It should not be your stock asset account.
3 [MYOB Accounting Plus users only] If you store stock at multiple Keep in mind that you don’t need to enter a default adjustment
locations and you want to include stock with no recorded on- account in the Adjustment Information window. If it’s necessary
for you to use different accounts to track the adjustments you
made in step 4, you can enter those accounts in step 7 on
page 127.

7 Click Continue. The Adjust Stock window appears, displaying a
line item for each adjustment you entered in the Count Stock
window in step 1.
If you entered a default adjustment account in step 6, that

account appears in the Account column for each line item.
If you didn’t enter a default adjustment account, enter the

accounts you want to use to track each item’s change in quantity.
8 Click Record.
Reviewing your stock information

Managing stock can be a time-consuming task if accurate and z Stock reports help you keep track of your item quantities and
complete records are not kept. It is important to be able to review value. See ‘To view stock reports’ on page 128.
and explain item movements over time (for example, purchases z You can view the sales and purchase transaction summaries of
and sales, manual transfers, and adjustments that are made due to an item or for a supplier for seven years. See ‘To view sales and
shrinkage, spoilage or theft). purchases history for an item’ on page 129.
z The To Do List displays an alert for all items that need to be z Find Transactions helps you find stock transactions quickly.
purchased or built. See ‘To view a list of all items that need to be See ‘To find a transaction using the Find Transactions window’
built or purchased’ on page 128. on page 144.
z The Analyse Stock window gives you a list of your items, z The Items Register window gives you a list of your stock
showing for each one, the number on hand, the number transfers, adjustments, sales and purchases for all items, or it
committed and the number on order. [MYOB Accounting Plus can be filtered to show the history of a single item. See ‘To find
users only] If you use multiple locations for stocked items, you a transaction using the Items Register window’ on page 146.
can group the items by number or location. See ‘To analyse z The Transaction Journal lists journal entries of your stock
stock’ on page 128. transactions. See ‘To find a transaction using the Transaction
Journal window’ on page 146.
User Guide Reviewing your stock information 127

To view a list of all items that need to be built or committed, what is on order, and what is available. You can group
purchased items by number or location.
The Stock Alert view of the To Do List displays all items that need This analysis is based on all the sales and purchases recorded in
to be built or purchased to fulfil customer orders. It enables you to your company file.
easily enter the necessary orders or Auto-Build transactions.
1 Go to the Stock Control command centre and click Analysis. The
1 Click To Do List from any command centre. The To Do List Analyse Stock window appears.
window appears.
2 Display the required view of the Analyse Stock window. The
2 Click the Stock Alert tab. A list of all items that need to be ordered Group by Item view displays all stocked items grouped by the
or built appears. The On Hand column shows the quantity of each item number.
item actually on hand. The On Order column shows the quantity
[MYOB Accounting Plus users only] If you use multiple locations to
of each item already on order. The Committed column shows the
store your stocked items, the Group by Location view displays all
quantity of an item on order or backorder for customers.
stocked items grouped by location, while the Item Number view
3 Mark the select column ( in Windows and in Mac) for each displays all the customer and supplier orders for a selected item.
item you want to build or order. When you click Order/Build, an
order will automatically be entered for the items that will be To view stock reports
purchased. The restocking information entered in the Buying
There are several reports that you can generate to keep track of
Details view of the Item Information window is used to determine
your stock. The following are some of the reports you may find
the supplier and quantity to order (see ‘To create an item’ on
useful. For information on finding, customising and printing
page 116) or the items to build.
reports, see Chapter 14, ‘Printing and customising reports’,
CAUTION : Transactions are recorded automatically If you starting on page 189.
choose to build or order items by marking the select checkbox in
the select column in the To Do List window, keep in mind that the z Analyse Stock [Summary] report. The summary and detailed
transactions will be recorded automatically; you won’t be able to versions of this report can serve as your order book. You can
change any of the details before they are recorded. You can view a list of all your sales orders and purchase orders for all or
choose to manually enter an order or Auto-Build transaction by selected items.
clicking the zoom arrow ( ) next to the item.
z Items List [Summary] report. This report shows information
4 Click Order/Build. about your items, including their on-hand quantities and total
value. The Items List [Summary] report also shows an item’s
To analyse stock current average cost price, which is important to know when
making stock adjustments. You can use this report to compare
The Analyse Stock window allows you to view detailed
your total stock value to the total of your stock asset accounts.
information about how much stock you have on hand, what is

z Price [Summary] report. This report lists your item prices, and To view sales and purchases history for an item
is useful for sending to your customers. You can convert this
Display the Item Information window for an item and then click
report to HTML and post the list on an intranet or Internet site.
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.
Setting item prices

You can quickly change the default selling prices of the items you either the last cost or the average cost of each item, depending on
sell using the Set Item Prices window. whether the Last Cost button or the Avg Cost button is clicked.
You can still change an item’s price at the point of sale, which will
override the default price for that sale only.
Average Cost and Last 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.
If an item is not listed, it means that you haven’t marked the I Sell
Last Cost is the most recent purchase price for the item.
This Item checkbox for the item on the Profile tab of the Item
To change the price of an item Information window.
2 Click in the Current Price column of an item and enter a new

1 Go to the Stock Control command centre and click Set Item
price. Do this for each item price you want to change.
Prices. The Set Item Prices window appears. This window lists all
your current stock items and their current prices. It also shows You can enter prices with up to four decimal places. On the
invoice, the price is multiplied by the quantity sold and the result
is rounded to two decimal places.
3 Click OK.
User Guide Setting item prices 129

To change the price of multiple items 3 Click Shortcuts. The Pricing Shortcuts window appears.
simultaneously
4 Indicate how you want the price rounded, the basis for calculating
You can change the prices of multiple items simultaneously using the price, and so on. For detailed field help, click the Help button
pricing shortcuts. and choose Help for This Window.
1 Go to the Stock Control command centre and click Set Item 5 Click Update x Items Only to update the items you marked in
Prices. The Set Item Prices window appears. step 2 above or click Update All Items to update all prices.
2 Mark the select column ( in Windows and in Mac) next to

the items whose prices you want to update. If you want to update
the prices of all your items, you can leave the select column blank.
Customising stock
NOTE :MYOB Accounting Plus users only The following report to include only blue cage trailers at the Main Street
information is only applicable to MYOB Accounting Plus users. station.
MYOB Accounting Plus provides a number of stock customisation
features: Creating custom price levels
z Custom price levels You can assign up to six price levels to a MYOB Accounting Plus has a pricing matrix for you to structure
customer for purchases of five different quantities of the item. your pricing according to customer status and sales quantities.
For example, you might have quantity breaks of five, ten,
For example, a level-three customer might pay $140 for a single
twenty, fifty and one hundred. For each of these breaks, you
quantity of the item, but if they purchase five units of the item,
can set six different price levels for your customers. (You can set
they will only have to pay $100 each for them.
price levels with or without quantity breaks.)
NOTE : Volume discounts The volume in the Volume Customer
z Custom fields You can ensure certain information is always
Discount field in a customer’s card applies to a sale in addition to the
recorded for an item, such as warranty, serial number and
quantity-break price levels you set up.
voltage. Use these fields for information that you don’t need to
use as report filters. Complete the following tasks to set custom price levels:
z Custom lists You can record information about an item and z ‘To name your price levels’ on page 131
then run reports based on the custom lists. For example, if you z ‘To specify price levels for an item’ on page 131.
are running a trailer-rental business, you might have custom
lists of colour, type, and location. This means you could run a

To name your price levels 6 In the next Over field, enter the new quantity break. Assign the
price for this quantity break.
1 Go to the Lists menu, choose Custom List & Field Names and
then Price Levels. The Custom List and Field Names window
appears.
2 Enter names for the price levels as you want them to appear in the
Selling Details view of the Item Information window
3 Click OK.
To specify price levels for an item
1 Go to the Stock Control command centre and click Items List.
2 Select the item and click Edit. The Item Information window for 7 Continue to enter up to five quantity breaks, for each of which
the item appears. you can enter up to six price levels. Note that each quantity break
3 Click the Selling Details tab. must specify a quantity greater than the previous quantity break
and less than the next.
The base selling price you entered for this item in the upper
section of the Selling Details view appears at Level A (or whatever 8 Click OK.
you have chosen to label this field).
To assign a price level to a customer
4 In the remaining fields (Levels B to F, or whatever you have chosen
to label them), enter the selling price of this item. Make an entry 1 Display the customer’s Card Information window and click the
for each price level you want to use. Selling Details tab.
5 If you want to specify quantity breaks for a price level, select the 2 Select the price level you want to assign to the customer in the
price, enter the first quantity break in the first Over field and enter Item Price Level field.
the price for orders over the quantity break. You can assign one of the six price levels or the item’s base selling
price to the customer.
3 Click OK.
4 Click Close.
User Guide Customising stock 131

Creating custom fields To name the custom list
The three custom fields can be used to record additional 1 Go to the Lists menu, choose Custom List & Field Names, and
information about your items. Unlike custom lists, custom fields then click Items. The Custom List and Field Names window
cannot be used to filter stock reports. Examples of how you might appears.
name the custom fields are ‘Warranty,’ ‘ID No.’ and
2 Enter names for each of the three custom lists in the appropriate
‘Manufacturer.’
fields and click OK. These custom-list names will now appear in
1 Go to the Lists menu and choose Custom List & Field Names the Item Information window.
and then Items. The Custom List and Field Names window
appears.
2 Enter the new field names in the Name of Custom Field fields and
click OK. These field names will appear on the Item Details tab of
To create custom-list entries
the Item Information window for all items.
1 Go to the Lists menu, choose Custom Lists and then Items. The
Custom Lists window appears.
Printing custom field entries on your purchase

orders and invoices
You can customise your invoices and purchases to include the

custom fields. For more information on customising forms, see
Chapter 15, ‘Forms’, starting on page 197.
2 Click the Custom List down arrow and select the list for which
Creating custom lists you want to make entries.
You can create three custom lists that you can use to sort and 3 Click New and enter the name of the list entry and then click OK.
group your stock items. For example, if you have a colour list, you would enter a colour,
such as Yellow.
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.

4 Repeat step 3 until you have created all your list entries, and then Custom lists and stock reports
click Close to close the Custom Lists window.
You can generate reports using your custom lists as report filters.
This means that you can generate a report to include only those
To assign a custom-list entry to an item
items with a certain list entry, such as the colour red. For more
1 Go to the Stock Control command centre and click Items List. information on setting report filters, see ‘Select the data to be
printed’ on page 193.
2 Click the zoom arrow ( ) to the left of the item. The Item
Printing custom-list entries on your purchase
3 Click the Item Details tab and select the required entry from the orders and invoices
custom list.
You can customise your invoices and purchases to include custom
lists. See Chapter 15, ‘Forms’, starting on page 197 for more
information on customising and printing forms.
User Guide Customising stock 133

9 Lists
Your company file consists of different types of records. For example, details of your customers are kept as customer records, details
of your accounts are kept as account records, details of recurring transactions are kept as recurring records, and so on. Individual
records of one type are grouped in a list. Your company file contains numerous lists.
Lists help you to keep track of the customers that owe you money, the items that you sell, the accounts or items being used, and so
on. Lists can be 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 short and up to date.
Lists can greatly assist your marketing efforts. For example, you can use a combination of customer lists, identifiers, contact logs and
email addresses to create a list of customers who have contacted you in the past 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 To add a card to your cards list
item in your items list is a record, as is each job in your jobs list.
You can add as many records as you want to a list.
Adding a card 2 Click New. The Card Information window appears.
When you set up your company file, you created cards for 3 Choose the required card type: Customer, Employee,
your employees, customers and suppliers. Supplier or Personal.
In addition to these cards, you can create personal cards for 4 Type a name for the card and press TAB.
your friends and relatives.
5 Complete the relevant fields on this and other tabs of this
window.
135
You may want to take advantage of the following features in the 3 In the Profile tab, specify whether the account is a header
Card Details tab: account or detail account.
z Picture—allows you to link an image to the card. See ‘Linking a z Header accounts group related detail accounts. The balance of
picture to a record’ on page 259. the account is the sum of the balances of the grouped detail
z Identifiers—are useful for grouping your cards. See ‘Organising accounts. Header accounts appear in bold type. You cannot
your cards’ on page 258. post a transaction to a header account.
z Custom lists and fields—for recording additional information z Detail accounts are accounts you can post transactions to. They
about the card. See ‘Recording additional information about are the accounts that appear in the accounts selection list in
your cards’ on page 258. transaction windows.
4 Select the account type from the Account Type list. The Account
Adding an account Classification field changes according to the selection you make.
When you set up your company file, you reviewed your accounts See ‘Setting up accounts’ on page 28 for an explanation of
list and perhaps created some new accounts. account classifications.
If your business requires additional accounts, you can add them to 5 Enter a number (up to four digits long) for the new account in the
your accounts list any time you want. Account Number field. Note that the prefix to the account
number is determined by the account classification: 1- for asset
To add an account to your accounts list accounts, 2- for liability accounts, 3- for equity accounts and so
on.
1 Go to the Accounts command centre and click Accounts List.
The Accounts List window appears. 6 Press TAB and type a name for the account. You can give an
account any name you like.
2 Click New. The Edit Accounts window appears.
7 Click the Details tab.
8 If you want, type a brief description of the account in the

Description field.
9 In the VAT Code field, select the VAT code that you use most often
with transactions that will be posted to this account. For more
information on VAT codes and how to assign them to accounts,
see ‘Setting up VAT codes’ on page 157.
10 If you are creating a detail balance sheet account (such as a

debtors account type), select an option from the Classification
for Statement of Cash Flows list.
136 Chapter 9 Lists MYOB Accounting/MYOB Accounting Plus v15, uk

Classifying the accounts allows you to generate a statement of Adding other records
cash flows. This report shows how your cash position has changed
If you want to add:
over time, profit earned, where you received additional cash, and
where your cash was spent. Once accounts are classified, they are z a recurring transaction, see ‘To create a recurring transaction’
displayed in the section of the report you specified. If you’re on page 150
unsure about which classification to use, consult your accountant z an item, see ‘To create an item’ on page 116
or an MYOB Certified Consultant. z a VAT code, see ‘To add a VAT code’ on page 157
11 If you enter transactions in multiple currencies, type or select the z a job, see ‘To create a job’ on page 211
currency for transactions that will be posted to this account in the z a category, see ‘To create a category’ on page 211
Currency field. z a payroll category, see ‘Creating payroll categories’ on page 92
NOTE : Multiple currencies preference You will need to have z a time billing activity, see ‘To create an activity’ on page 170
indicated in your preferences that you deal in multiple currencies. z a foreign currency, see ‘Set up records for foreign currencies’ on
See ‘Setting up preferences’ on page 27.
page 180.
12 If you selected Bank in the Account Type list in step 4 on
page 136 and you want to keep a record of your bank account Adding records using Easy-Add
number and branch details, click the Banking tab and enter the
The Easy-Add feature lets you add new records easily while you
details in the Bank Name, Branch Name, Bank Sort Code and
are entering transactions. In this way you can add accounts, cards,
Bank Account Number fields. Copy this information exactly as it
categories, comments, custom list items, jobs, referral sources and
appears on your bank statement or chequebook.
delivery methods to your lists.
If you make payments using NatWest’s AutoPay service or
Barclay’s Branch-Originated BACS service (BOBS), enter your To create a record using Easy-Add
electronic banking details in the BOBS/Autopay Account
Number and BOBS/Autopay Reference fields. Let’s assume you want to add a customer card while entering a
sale.
13 If you want to enter a budget for this account, click Budgets and
complete the fields in the Prepare Budgets window that appears. 1 In the Sales command centre, click Enter Sales. The Sales
For more information, see ‘Budgets’ on page 213 window appears.
14 Click OK when you have finished. The account you created will 2 Type the customer’s name and press TAB. If there is no card for this
now appear in your accounts list. customer, the Select from List window appears.
User Guide Adding a record 137

3 Click Easy-Add. A new customer card is added to your cards list 4 Complete the sales transaction for the new customer card.
with just the details of the customer name.
5 Whenever you have time, go to the Card Information window
and update the card entry with the rest of the customer’s details.
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.
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 chart of accounts, and so on. When lists of
records become 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, click
the Asset tab. Within the tab you can use the scroll bar to find the
account 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.
Search fields The Cards List window and Items List window
Advanced search filters You can use advanced search filters such
have a Search field you can use to locate a record quickly. Just as recontact date and postcode to search for a single card or a
type the first few characters of the card name or item name in the group of cards. In the Cards List window, click Advanced. Enter
Search field and press ENTER. The first matching record is the relevant filters to narrow your search. The Cards List window
highlighted. will display only those cards that fit your search criteria.

Changing a record
You can make changes to: To change a record
z accounts 1 Go to the Lists menu and choose the list you want to change. For
z cards example, if you are making changes to an account, display the
z items Accounts List window; if you are changing a VAT code, display
z VAT codes the VAT Code List window, and so on.
z categories 2 Locate the record you want to change in the list. If necessary, use
z jobs a search method described in ‘Finding a record’ on page 138.
z payroll categories 3 Once you locate the record, click the zoom arrow ( ) next to it.
z time billing activities [MYOB Accounting Plus users only] The record details are displayed in the Information window.
z foreign currencies [MYOB Accounting Plus users only]. 4 Make the required changes and click OK.
Inactivating or reactivating a record

If you have accounts, cards, items, stock locations, activities, or To inactivate (or reactivate) a record
jobs that you rarely use—for example, a card you created for a
1 Display the list to which the record belongs. You can display the
one-off sale or purchase—inactivating them after use will remove
list from the appropriate menu or command. For example, if you
them from selection lists. Your list of records will be shorter, and
are inactivating a card, go to the Lists menu and choose Cards, or
consequently, selecting the record you need will be easier. You
go to the Card File command centre and click Cards List.
can still use an inactive record in transactions by manually
entering the record name. 2 Locate the record you want to inactivate or reactivate and click
the zoom arrow ( ) next to it. The record’s details appear.
3 For cards, accounts, activities and items, click the Profile tab.
4 Mark or clear the Inactive [...] checkbox.
User Guide Changing a record 139

Deleting a record
You can delete a record that you no longer need. However, a Deleting other records
record must meet certain criteria before it can be deleted. For
You can only delete:
example, most records cannot be deleted if they have been used
in transactions. z a card, foreign currency, VAT code, payroll category, item, stock
location or job that has not been used in a transaction. If
Deleting an account transactions exist, you need to delete the transactions before
you can delete the record
You can delete an account if it meets the following criteria:
z a card that has not been used in a quote, order or recurring
z the account isn’t a level-1 account template
z the account has a zero balance z an item with a zero quantity in stock
z no journal entries use the account z an activity slip, provided the time billing invoice on which it
z the account isn’t used by any of your recurring templates was billed has been deleted or purged
z the account isn’t used as a linked account for any transaction z an activity, provided all the activity slips you’ve recorded for it
types have been purged
z the account isn’t linked to any of the stock items you’ve z a foreign currency record that has not been linked to a card.
entered.
To delete other records
To delete an account
1 Go to the Lists menu and choose the list to which the record
1 Go to the Accounts command centre and click Accounts List. belongs. For example, if you are deleting an item, choose Items; if
The Accounts List window appears. you are deleting a card, choose Cards, and so on.
2 Click the zoom arrow ( ) next to the account you want to delete. 2 Locate the record you want to delete and click the zoom
The account details are displayed in the Edit Accounts window. arrow ( ) next to it. The record details appear in the Information
window.
3 Go to the Edit menu and choose Delete Account.
3 Go to the Edit menu and choose Delete [...]. For example, if you
want to delete a customer card, choose Delete Card.

Combining records
In some situations you may want to combine two records. For To combine two records
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 integrate. 2 Select the primary record you want to combine with a secondary
record.
When you combine two records, you have to identify the primary
record and the secondary record to be merged. The primary 3 Click Combine Cards. The Combine Cards window appears.
record will become the owner of all the details (transactions, jobs,
history and so on) currently linked to the secondary record.
As a result of combining two records (or accounts), all details for

the secondary record are added to the primary record, and the
secondary record is deleted.
Combining records in the Cards List

You can combine:
z customers The primary record appears under the Primary - Move all
z suppliers transactions to list. If necessary, you can choose another primary
z personal records record from the list.
z records of the same card type. 4 Select the secondary record from the Secondary - Remove all
You cannot combine: transactions from list.
CAUTION : The next action cannot be undone Before

z records with a different currency
continuing, check that you’ve selected the correct records to be
z employees combined. If you remove the wrong record, you will have to
z an inactive primary record. restore from a backup and re-enter transactions that occurred
since the backup.
5 Click Combine Cards.
User Guide Combining records 141

6 In the confirmation window, click OK to confirm you want to 2 Select the primary account you want to combine with a
combine the two records. secondary account.
Any transactions, contact logs, jobs and history details for the 3 Click Combine Accounts. The Combine Accounts window
secondary record are added to the primary record. Because a appears.
previous year’s history can be edited, and is not calculated from
transactions, it may be inconsistent with the actual accounts. Also,
any recurring transactions for the secondary record are added to
the primary record. The secondary record is then removed.
Combining accounts
You can combine:
z local currency accounts

z accounts of the same account type
The primary account appears under the Primary - Move all
z detail accounts transactions to list. If necessary, you can choose another primary
z accounts used as links in items, cards, activities, VAT codes and account from the list.
some payroll categories (deductions, expenses and taxes).
4 Select the secondary account from the Secondary - Remove all
You cannot combine: transactions from list.
z header accounts CAUTION : The next action cannot be undone Before
z accounts that are linked to other accounts. continuing, check that you’ve selected the correct accounts to be
combined. If you remove the wrong account, you will have to
NOTE : Budgets and job budgets not consolidated Budgets restore from a backup and re-enter transactions that occurred
and job budgets for the secondary account are not consolidated since the backup.
with the budgets and job budgets of the primary account. If, for
example, you are merging the accounts for two departments, you 5 Click Combine Accounts.
will have to revise the budgets and job budgets of the primary
6 When the next window appears, click OK to confirm you want to
account after combining them.
combine the two accounts.
To combine two accounts The transaction details and opening balance of the secondary
account are added to the primary account. The secondary
account is then removed.
The Accounts List window appears.

10 Transactions
A transaction is an entry that changes the balance of accounts. MYOB Accounting creates transactions when you record an entries
such as sales invoices, purchase orders or stock adjustments. You can search for transactions by journal, account, card, payroll
category, invoice, purchase, category or job number. You can find transactions for a given date range, or conduct more sophisticated
searches. For example, you could look for cheques over a given date range where the memo contains specific words.
Once you have found the transaction you require, you can open the original transaction window. Here you can change, delete or
reverse the transaction—depending on how your preferences are set up. You can also recap a transaction to see the underlying
journal entries for the transaction.
If you have transactions that need to be entered periodically, you can set up recurring transaction templates. You can use these
recurring templates to:
z store details of transactions you record regularly

z set up due dates for payment of obligations such as rent and utilities
z set up weekly reminders about sales and purchases, and monthly or annual reminders to record depreciation.
You can also set up MYOB Accounting to record recurring transactions automatically on their due date.
143
Finding a transaction
There are several ways to find a transaction. The method you use 2 In the Find Transactions window, click the appropriate tab—for
depends on the information you have at hand. These methods are example, the Card tab to search by card.
listed in the table below.
3 Filter your search using the Search By and date range fields. For
example, to search for all transactions made during January 2005,
Use the... To find... relating to customer Acme Sales Ltd., you would make the
Find Transactions journal entries, sales, purchases, cheques, deposits, following selections in the Card tab view.
window supplier and customer payments.
Sales Register transactions relating to sales (such as open and closed

invoices), quotes, orders, credits and returns. This
search method is most useful if you know the
transaction date or the customer’s name. 4 If you want to narrow your search further:
Purchases Register transactions relating to purchases (such as open and
a Click Advanced. The Advanced Filters window appears.
closed purchases), quotes, orders, debits and returns.
This search method is most useful if you know the b Type or select your additional search filters, and click OK. For
transaction date or the supplier’s name. more information, see ‘Advanced filters’ on page 201.
Bank Register spend money, pay suppliers, receive payments and The transactions that match your search criteria appear in the
receive money transactions.
Find Transactions window. You can view a transaction in detail
Items Register stock item transactions for a particular date range.
by clicking the zoom arrow ( ) next to it.
This includes stock adjustment, auto-build and move
items transactions.
To find a transaction using the Sales Register
Transaction Journal any transaction by source journal.
window window
The Sales Register window lists all open and closed invoices,
To find a transaction using the Find Transactions quotes, orders, returns, and credits.
window 1 Go to the Sales command centre and click Sales Register. The
1 From any command centre, click Find Transactions. Sales Register window appears.
144 Chapter 10 Transactions MYOB Accounting/MYOB Accounting Plus v15, uk

2 Click the tab of the sales category you would like to view—for 2 Click the tab of the type of purchase you would like to view—for
example, Open Invoices. example, All Purchases.
3 [Optional] Filter your search using the Search By and date range 3 [Optional] Filter your search using the Search By and date range
fields. fields.
The transactions that match your search criteria appear in the The transactions that match your search criteria appear in the
Sales Register window. You can view a transaction in detail by Purchases Register window. You can view a transaction in detail
clicking the zoom arrow ( ) next to it. by clicking the zoom arrow ( ) next to it.
To find a transaction using the Purchases Register To find a transaction using the Bank Register
window window
The Purchases Register window lists all open and closed You can use the Bank Register window to find spend money, pay
purchases, quotes, orders, returns, and debits. suppliers, receive payments and receive money transactions.
1 Go to the Purchases command centre and click Purchases 1 Go to the Banking command centre and click Bank Register. The
Register. The Purchases Register window appears. Bank Register window appears.
2 Specify the bank, credit card or petty cash account you used for
the transaction in the Account field.
User Guide Finding a transaction 145

3 In the Dated From and To fields, enter the date range during 4 In the Dated From and To fields, enter the date range during
which the transaction was recorded. which the transaction was recorded.
.
The transactions that match your search criteria appear in the
Items Register window. You can view a transaction in detail by
The transactions that match your search criteria appear in the clicking the zoom arrow ( ) next to it.
Bank Register window. You can view a transaction in detail by
clicking the zoom arrow ( ) next to it. To find a transaction using the Transaction Journal
window
To find a transaction using the Items Register
window The Transaction Journal window groups all your accounting
entries into six journals: nominal, disbursements, receipts, sales,
The Items Register window gives you quick access to transactions purchases and stock. It also enables you to display all transactions.
relating to items. When the register is filtered to show a single item,
a running balance of the item’s quantities and values appears. 1 Click Transaction Journal in any command centre (except Card
File). The Transaction Journal window appears.
1 Go to the Stock Control command centre and click Items
Register. The Items Register 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.
2 In the Search By field, specify whether you want to view
transactions for all items or a single item. 3 In the Dated From and To fields, enter the date range during
which the transaction was recorded.
3 If you selected Item at step 2, type or select the item number in
the field that appears to the right of the Search By field.

All transactions between (and including) these dates will be listed. To find a recurring transaction
Go to the Lists menu and choose Recurring Transactions. The

Recurring Transactions List window appears.
4 If you want to search for a range of journal ID numbers, enter the

range in the ID From and To fields.
The transactions that match your search criteria appear in the

Transaction Journal window. You can view a transaction in detail
by clicking the zoom arrow ( ) next to it. You can sort the transactions by name, type or frequency. For
more information on changing the details of a recurring
transaction, see ‘Recurring transactions’ on page 150.
Changing or deleting a transaction

If you are part way through entering a transaction, you can erase install MYOB Accounting, this preference is cleared which means
it and start again by choosing Erase [...] from the Edit menu. that your transactions are changeable.
Occasionally, however, you may need to make changes to or If you want to maintain a strict audit trail, you should consider
delete a transaction you have already recorded. A transaction can making your transactions unchangeable by marking this
be edited or deleted only if it is changeable. A changeable preference. An unchangeable transaction is identified by a grey
transaction is identified by a white zoom arrow ( ) next to it. zoom arrow ( ) next to it. If you make your transactions
unchangeable, you need to reverse the transaction —see
Making your transactions changeable or unchangeable is a
‘Reversing a transaction’ on page 149.
preference you can alter at any time. This preference is the
Transactions CAN’T be Changed; They Must be Reversed field
on the Security tab view of the Preferences window. When you
User Guide Changing or deleting a transaction 147

Changing a transaction If you applied a supplier debit towards a purchase, you must delete
the debit before you can delete the purchase. A credit note applied
Follow the instructions below to change a transaction.
to a sale must also be deleted before the sale can be deleted.
CAUTION : Transactions that cannot be changed You cannot
change a customer payment, supplier payment, paycheque, Group receipts in the undeposited fund transactions account If
refund cheque or a bank deposit once it has been recorded. You you want to delete an individual receipt that was recorded as part
can only delete or reverse these transactions. of a bank deposit of receipts grouped in the undeposited funds
account, you must first delete the bank deposit. When you delete
To change a transaction a bank deposit, all the cash receipts included in the bank deposit
1 Find the transaction in its original transaction window. See are returned to the Prepare Bank Deposit window. You can then
delete the required receipt from this window.
‘Finding a transaction’ on page 144 for instructions.
2 Make the necessary changes to the transaction and then click OK. Reconciled transactions If you delete a reconciled transaction,
your bank reconciliation will be out of balance.
Deleting a transaction
To delete a transaction
When you delete a transaction, it is permanently removed from
your records. Note the following when deleting a transaction: 1 Find the transaction in its original transaction window. See
‘Finding a transaction’ on page 144 for instructions.
Sales and purchases You can only delete a sale or purchase that
2 Go to the Edit menu and choose Delete [...]. For example, if you
does not have a payment applied to it. If you have recorded a
want to delete a sale, choose Delete Sale. The transaction will be
payment for a sale or purchase, you must first delete the payment
removed permanently from your records.
and then delete the transaction. Any discounts that have been
given must also be deleted before the transaction can be deleted. NOTE : Negative stock warning You cannot delete a purchase
You cannot delete a purchase if it will result in a negative on-hand that will result in negative stock on-hand. If you try to do so, a
stock count. warning message appears.

Reversing a transaction
If your accountant wants you to maintain a strict record of all your You cannot reverse a purchase if it will result in a negative on-hand
accounting entries, you should reverse a transaction rather than stock count.
change or delete it.
NOTE : Customer and supplier payments If an early payment
A reversal transaction is a new transaction that replicates the discount was applied to a sale or purchase, you also need to
original transaction, but with debit amounts shown as credit reverse the discount. You can find a discount transaction by
searching for a transaction with the memo ‘Discount’ in the Find
amounts and vice versa. After posting a reversal transaction, you
Transactions window. For more information, see ‘Finding a
have two transactions (the original and the reversal), but the
transaction’ on page 144.
account balances appear as if the original transaction never
happened. To reverse a transaction
You can only reverse a transaction if it is unchangeable. An
1 Find the transaction you want to reverse. See ‘Finding a
unchangeable transaction is identified by a grey zoom arrow ( )
transaction’ on page 144 for instructions.
next to it. To make your transactions unchangeable, mark the
Transactions CAN'T be Changed; They Must be Reversed 2 Go to the Edit menu and choose Reverse [...]. For example, if you
preference on the Security tab view of the Preferences window. want to reverse a sale, choose Reverse Sale. A new transaction
You can change this preference at any time. containing corresponding negative amounts to that of the
original transaction will appear.
When you reverse a transaction, you cannot change the accounts
or amounts. Also be careful when you specify the date of a reversal 3 If you want, alter the date and memo. Note that you can’t change
transaction. If you use the current date when you reverse a the accounts and amounts.
transaction from a prior month, the month-end financials for the 4 Click Record Reversal to record the reversal transaction. The
prior month will not reflect the reversal transaction. If you use the transaction is reversed and all account balances are returned to
original date for the reversal transaction, your prior month’s their previous levels.
financials should be reprinted because they will have changed.
NOTE : Negative stock warning You cannot reverse a purchase
that will result in negative stock on-hand. If you try to do so, a
warning message appears.
User Guide Reversing a transaction 149

Recurring transactions
If you have transactions that are used time and time again—for To create a recurring transaction
example, a rent cheque or depreciation expenses—you can set
When you create a recurring transaction, you can specify how
them up as recurring transactions and save them for future use.
often you want the transaction to be recorded, and for how long
After setting up a recurring transaction, you can specify that it is you want to schedule it. For example, you can schedule your car
recorded automatically if the transaction details are payments monthly, for the next 22 months.
unchanging—such as a rent payment. Or you can find the
1 Enter the transaction details in a transaction window—such as the
appropriate one each time you need to process a transaction, alter
Sales window if you make regular sales to a customer.
the details if required, and record the transaction. For example, if
you make regular sales to a customer who varies the items 2 Click Save as Recurring (instead of clicking Record). The Edit
required. Recurring Schedule window appears.
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
on, you can change details of a recurring transaction, or delete
one if it is no longer used. These tasks are listed in the following
table.
If you want to ... see

3 In the Recurring Transaction Name field, type a name to identify
Create a recurring transaction below the transaction.
Create a recurring transaction from an existing entry page 151
SCHEDULE THE TRANSACTION
Edit a recurring transaction page 152
Delete a recurring transaction page 153

4 Select the transaction frequency from the Frequency list.
5 In the Starting on field, type the date the transaction is first due.

6 Indicate how long you want the recurring transaction to continue. SPECIFY THE TRANSACTION IDENTIFICATION NUMBER
Click: 9 Specify how you want the transaction ID number to be created:
z Continue indefinitely to schedule the transaction for an z if you want the transaction ID number to be one greater than
unlimited period. the previous transaction ID, click Use the next sequential
z Continue until this date to schedule the transaction until a set number as the [...] No.
date. Type the date in the adjacent field. z if you want to specify a transaction ID, click Use the following
z Perform this No. of times to schedule the transaction for a set as the [...] No., then type the transaction ID in the adjacent
number of times. Type the number of times in the adjacent field.
field.
10 If you want to save your changes to the recurring transaction,
CHOOSE ALERT OPTIONS
select the Save my changes when I record this recurring
transaction option.
In the Alerts section of the window, you can choose to either set a
reminder to record the transaction or automatically record the 11 Click Save. The transaction window appears.
transaction and get a notification when the transaction is 12 Click Cancel to close the transaction window.
recorded.
The new recurring transaction will now appear in the Recurring
7 If you want to set a reminder: Transactions List window. See ‘To find a recurring transaction’ on
a Click Remind. page 147.
b Select a reminder option from the to record this transaction
list. To create a recurring transaction from existing
entry
c If you selected # days in advance, enter the number of days in
the adjacent field. You can create a recurring transaction by copying an existing
d Select the user who needs to be reminded from the list adjacent recurring transaction entry, then customising the details for the
to the option. new one. This can save time if there is an existing recurring
e Continue with step 9 below. transaction entry that suits your needs.
8 If you want to record the recurring transaction automatically: 1 Go to the Lists menu and choose Recurring Transactions. The
a Click Automatically record this transaction when due and
notify.
b Select the user who needs to be notified, from the list adjacent
to the option.
User Guide Recurring transactions 151

2 Select the recurring transaction you want to copy and click Create 6 Click Save.
Copy. The Create Copy window appears.
If you selected... then...
One card in the Select • The transaction window for the new recurring
from List window transaction appears.
• You can edit the transaction details if required.
• Click Save. The Recurring Transactions List
window appears.
More than one card in • The Recurring Transactions List window lists all
3 In the Card field, click the search icon ( ). the Select from List your recurring transactions. Each new
window transaction has a unique name—the original
The Select from List window appears listing only card types name suffixed by the name of the relevant card.
relevant to the type of recurring transaction you are copying. For • To change transaction details for a new
transaction: highlight it and click Edit, make the
example, a purchase transaction can only be applied to your
changes in the transaction window and click
supplier cards. Save. The Recurring Transactions List window
appears.
4 Either:
z click the select icon ( in Windows and in Mac) if you want 7 If you need to change the schedule details (including the name) of
to select all the cards listed, or a new recurring transaction:
z mark the select column next to one or more of the cards
a highlight the recurring transaction
required.
b click Edit Schedule
5 Click OK when you’ve finished selecting from the list. The Create
c make the changes in the Edit Recurring Schedule window
Copy window appears.
d click Save.
8 Click Close.
To edit a recurring transaction
After you’ve created a recurring transaction, you can edit the

recurring transaction details (such as the cheque details of a
Spend Money transaction) or edit the schedule of when the
recurring transaction will be run.
1 Go to the Lists menu and choose Recurring Transactions. The


2 To change the recurring transaction details: Recording recurring transactions
a Select the recurring transaction and click Edit. The transaction For recurring transactions that are not set up to record
window appears for the selected type of recurring transaction. automatically, you need to decide when to record them. You can
b Make the necessary changes. either:
c Click Save. z Record a single recurring transaction from a transaction
3 To change the schedule of the recurring transaction: window—as shown below
z Record multiple transactions—as shown on page 154.
a Select the recurring transaction and click Edit Schedule. The
Edit Recurring Schedule window appears. If you use the reminders option, you can also record a recurring
b Change the scheduling details of the transaction as required. transaction from the Reminders window. For more information,
see ‘Responding to reminders for recurring transactions’ on
c Click Save.
page 154.
4 Click Close when you’ve finished editing the recurring
transaction. To record a recurring transaction from a
transaction window
To delete a recurring transaction
1 Open the transaction window for the recurring transaction you
Deleting a recurring transaction only removes it from your list of want to use. For example, open the Purchases window if you are
recurring transactions. Transactions recorded previously using the creating a recurring purchase transaction.
recurring transaction are not affected.
2 Click Use Recurring. The Select a Recurring Transaction
1 Go to the Lists menu and choose Recurring Transactions. The window appears listing only recurring transactions for this type of
Recurring Transactions List window appears. transaction.
2 Select the recurring transaction you want to delete and click

Delete.
An information message appears explaining that this action will
not delete any recorded transactions.
3 Click OK to delete the recurring transaction.
3 Choose the recurring transaction from the list and then click
Select. The transaction appears.

4 Verify the date, amount, account and other details and make any 5 Enter the date that the transactions will be recorded in your
necessary changes. journals.
5 Click Record. 6 Click OK.
NOTE : Using the Recurring Transactions List window You can

also record a recurring transaction from the Recurring Responding to reminders for recurring
Transactions List window by going to the Lists menu and transactions
choosing Recurring Transactions.
You can use MYOB Accounting to remind you on or before the
scheduled date of a recurring transaction—as shown in ‘Choose
To record multiple recurring transactions
Alert Options’ on page 151. If you use this option, MYOB
1 From any command centre, click To Do List. The To Do List Accounting checks the reminder dates each time you open your
window appears. company file. When a recurring transaction is due (or possibly
overdue), the Reminders window appears.
2 Click the appropriate tab—Recurring Sales, Recurring
Purchases or Recurring Transactions (for all other recurring
transactions).
In the list of recurring transactions that appears, you can click the
zoom arrow ( ) to the left of a transaction to view it in detail.
3 Mark the select column ( in Windows and in Mac) next to

any recurring transactions you want to process.
The options available in this reminder window depend on the

status of the highlighted recurring transaction (if more than one is
showing). For example, if the highlighted transaction has a due
date of today or is overdue, the Remind Tomorrow and Remind
When Due buttons are not available.
4 Click Record. A window appears, requiring you to enter a date for

the selected transactions.

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 Tomorrow You don’t want to record the transaction today, but
want to be reminded tomorrow.
Remind When Due You don’t want to record the transaction today, but
want to be reminded when the transaction is next
due.
Record You want to record the transaction now.
2 Click Close to close the window and be reminded again next time
you open the company file.

11 Reporting VAT
Value Added Tax (VAT) is a tax on the supply of goods and services. Most goods and services attract VAT at the standard rate set by
the Government, which is currently 17.5 per cent. However, some goods and services attract different VAT rates. For example, most
foodstuffs are charged at zero per cent. For a full explanation of what VAT rate to use, consult your local VAT Business Advice Centre
or your accountant.
This chapter explains how you can use MYOB Accounting to complete your VAT Return for Customs and Excise.
If your company is involved in intra-EC trade, as defined by Customs and Excise, you need to account separately for these intra-EC
transactions in your returns to Customs and Excise. See ‘EC sales’ on page 161 and ‘EC purchases’ on page 163.
Setting up VAT codes

VAT codes are used to track VAT paid to and by your business. To add a VAT code
Each VAT code represents a particular type of VAT, which is
1 Go to the Lists menu and choose VAT Codes. A list of VAT
used to calculate VAT on your transactions.
codes appears.
MYOB Accounting has a list of VAT codes that can be used in a
2 Click New. The VAT Code Information window appears.
variety of situations—for example, when doing business with
EC customers or when tracking capital acquisitions and so on. 3 In the VAT Code field, type a VAT code (consisting of one, two
You can also create an unlimited number of VAT codes. For or three characters) and press TAB.
more information on setting up VAT codes for EC sales and EC
4 Complete the Description, VAT Type and Rate fields.
purchases, see ‘EC sales’ on page 161 and ‘EC purchases’ on
page 163.
157
5 Specify the linked account for VAT collected or paid. This field is Assigning VAT codes to items
only available for some tax types.
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 116.
Assigning VAT codes to cards
6 Click OK when you have finished. The new VAT code you have You can specify a default VAT code for a customer or supplier. You
added will now appear in the VAT codes list. would only need to specify a default VAT code if the customer’s or
supplier’s VAT status takes precedence over that of the item or
Assigning VAT codes to accounts service being sold or purchased.
You can assign a VAT code to each account in your accounts list. When you create a quote, order, or invoice, MYOB Accounting
The VAT code you assign to an account will appear as the default will use the VAT code assigned to the customer as the default. This
VAT code in a transaction where you allocate a deposit, cheque, or VAT code will override the item’s VAT code in an item sale, and the
a non-item sale or purchase to this account. allocation account’s VAT code in a non-item sale.
For example, you have assigned the VAT code to your Electricity Similarly, when you create a quote, order or purchase, MYOB
expense account. When you write a cheque to settle your Accounting will use the VAT code assigned to the supplier as the
electricity bill in the Spend Money window and allocate it to this default. This VAT code will override the item’s VAT code in an item
account, the VAT code will appear in this window by default. purchase, and the allocation account’s VAT code in a non-item
purchase.
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 the
Help button and choose Help for This Window or Tell Me More.
158 Chapter 11 Reporting VAT MYOB Accounting/MYOB Accounting Plus v15, uk

VAT codes are assigned to customers in the Selling Details tab of VAT codes are assigned to suppliers in the Buying Details tab of
their Card Information window (see ‘Create customer cards’ on their Card Information window (see ‘Create supplier cards’ on
page 33). page 35).
Make sure you mark the Use Customer’s VAT Code checkbox. (If Make sure you mark the Use Supplier’s VAT Code checkbox. (If
this checkbox is not marked, the customer’s VAT code will not be this checkbox is not marked, MYOB Accounting will not use the
used, even if one has been assigned.) supplier’s VAT code, even if one has been assigned.
VAT reports
VAT reports group transactions together based on the VAT code Accrual and cash reporting
assigned to transactions. Therefore, any transaction entered
There are two methods of accounting for VAT—accruals and cash.
without a VAT code will not appear on VAT reports. If you delete a
It is important that you choose the VAT reports appropriate for
VAT code from an entry, the entry will not appear on VAT reports.
your VAT accounting method.
You can use the Company Data Auditor to identify transactions
Accrual accounting for VAT With this method you pay or reclaim
entered without a VAT code or where the VAT amount has been
manually changed for a transaction. For more information, see VAT based on the invoice or purchase date. For example, if you
‘Run the Company Data Auditor’ on page 222. 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
You can make an adjustment to a VAT report by creating a period that includes the invoice date, not the period when the
nominal journal entry—for more information, see MYOB Help. customer paid.
Alternatively, you can enter the correct details on your VAT return If you use this method, use the VAT [Summary], VAT [Detail] and
and keep detailed records of how the difference between the VAT Return reports.
MYOB Accounting reports and your VAT return is calculated. You
will be asked to produce this by Customs and Excise during any Cash accounting for VAT This method allows you to account for
VAT audit visit. VAT once the payment has been received or made. It can only be
used if you have permission from Customs and Excise.
User Guide VAT reports 159

For example, if you issue an invoice to a customer in one VAT The Less EC Purchase VAT field (located below the Total field)
return period but do not receive payment until the next return only affects your reports if you engage in intra-EC trade. For more
period, VAT is payable in the return period you received payment, information, see ‘EC purchases’ on page 163.
not in the period during which the invoice was issued.
If you use this method, use the VAT [Summary – Cash], VAT VAT [Detail], VAT [Detail – Cash] reports
[Detail – Cash] and VAT Return – 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
VAT [Summary] and VAT [Summary – Cash] reports can be filtered for one, a number, or all VAT codes. The
reports VAT [Detail] report shows amounts payable and recoverable and
the VAT [Detail – Cash] report shows amounts actually paid and
These reports total VAT transactions for each VAT code. They can
collected. An example of the VAT [Detail – Cash] report is shown
cover any date range, all VAT codes or selected VAT codes. The
below.
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.

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 Customs and Excise to
account for your VAT transactions.
It resembles the actual VAT 100 form, giving 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.
EC sales
NOTE : About this information The information below is not an should only be used when making a sale that conforms to
in-depth guide to EC trade. For more information, please refer to Customs and Excise rules governing intra-EC sales.
‘VAT Notice 725 The Single Market’, available from your local VAT
Business Advice Centre, or consult your accountant. 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.
If your business is a UK VAT-registered company selling goods or
services to anyone in another EC member state, you will normally
To create a VAT code for EC sales
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 1 Go to the Lists menu and choose VAT Codes. A list of VAT codes
you with their VAT registration number. This does not mean that appears.
the VAT on the transaction is ignored; it is accounted for in the
2 Click New. The VAT Code Information window appears.
VAT Return and EC Sales reports. EC customers also account for
the VAT that would have been paid in adherence to the EC rules 3 In the VAT Code field, type a code for the EC VAT sales (for
and legislation applicable in the their state. example, ECS) and press TAB.
Before you can track sales made to EC customers, you need to set 4 In the Description field, type a VAT code description such as EC
up a VAT code to assign to EC sales. No VAT amount will be Sales VAT Code.
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
User Guide EC sales 161

5 In the VAT Type field, select VAT - EC Sales. The VAT Rate and EC Reporting carriage cost for sales to EC customers
Reported Rate fields are set to zero per cent.
If you need to include carriage costs for sales to EC customers in
6 Specify the linked accounts for VAT collected and paid. the EC Sales report, you need to add the carriage cost as a line
7 Click OK. 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.
To set up customer cards for EC sales
Reporting EC sales
1 In the Card File command centre, click Cards List. The Cards List
window appears. MYOB Accounting has several reports that analyse sales to EC
customers and sales involving EC Sale VAT codes.
2 Locate an EC customer’s cards and click Edit. The Card
Information window appears. EC Sales report The EC Sales report needs to be completed by
UK VAT registered traders who supply goods to traders registered
3 If you sell items to this customer, mark the EC Customer
for VAT in other EC Member States. MYOB Accounting's EC Sales
checkbox displayed at the bottom of the Profile tab.
report is designed to help you complete this form.
NOTE : Service sales If you only supply the customer with
services, do not mark them as an EC customer. Service-only sales
The report includes sales to customers who have the EC
should not appear on the EC Sales report. Customer checkbox marked and their VAT ID entered in the VAT
ID Number field. The type of VAT code used on a sale has no
4 Click the Selling Details tab.
effect on whether or not the sale appears on the report.
5 Type the customers EC VAT registration number in the VAT ID
VAT Detail, VAT Summary, VAT [Detail – Cash], VAT [Summary –
Number field. This number appears on the EC Sales report.
Cash] These reports show the VAT on transactions. The
6 In the VAT Code field, select your EC Sales VAT code. transactions are grouped together by VAT code. Any report
filtered for an EC Sale VAT code will show sales created for that
7 Mark the Use Customer’s VAT Code checkbox.
code, whether marked on the customer’s card or not.
8 Click OK.
VAT Return, VAT Return – Cash reports The VAT Return is
9 Repeat from step 2 for other EC customers. submitted to Customs and Excise and shows how much VAT you
are required to pay them, or entitled to reclaim from them.

EC purchases
NOTE : About this information The information below is not an You may need to set up several EC Purchase VAT codes. Just as you
in-depth guide to EC trade. For more information, please refer to separate UK VAT codes into Standard Rate, Zero Rate, and so on,
‘VAT Notice 725 The Single Market’, available from your local VAT you also need to separate EC Purchase codes in the same way.
Business Advice Centre, or consult your accountant.
Customs and Excise rules mean that you have to report intra-EC
If your business is a UK VAT-registered company purchasing goods purchases using the VAT rate that would be applicable if the
or services from a company in another EC Member State, you will purchase were in the UK.
not normally pay VAT on the transaction if it is in line with intra-EC
In most cases, this means creating two EC Purchase VAT codes.
trade rules.
The first would have the EC Reported Rate set to 17.5 per cent
VAT is not paid to the supplier, but it is accounted for when and be used for standard rated items. The second would have the
reporting VAT to Customs and Excise. Note that this is done using EC Reported Rate set to zero per cent and be used for zero rated
the VAT rules and rates for the UK, not those for the State from items. You may also need an EC Purchase VAT code with an EC
which the goods or services are purchased. Reported Rate set to zero per cent to be used for exempt items.
An ‘EC Purchase’ VAT code should only be used when making a To create a VAT code for EC purchases
purchase that conforms to Customs and Excise rules governing
intra-EC supplies. The VAT rate is set to zero per cent, as you are 1 Go to the Lists menu and choose VAT Codes. The VAT Codes List
not charged VAT on the purchase. However, the amount of VAT window appears.
you would have paid had you purchased in the UK, will appear on 2 Click New. The VAT Code Information window appears.
your VAT reports.
3 In the VAT Code field, type a code for the EC VAT purchases (for
For example, if you purchased a standard-rated item in the UK for example, ECP) and press TAB.
£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, 4 In the Description field, type a VAT code description such as EC
you would pay £0.00 VAT. However, your VAT reports would have Purchases VAT Code.
to show the amount of VAT you would have paid if buying it in the 5 In the VAT Type field, select VAT - EC Purchases. The VAT Rate
UK, that is, £17.50. field is set to zero per cent.
MYOB Accounting calculates this amount by using the percentage 6 In the EC Reported Rate field, type the rate you would have paid
you type into the EC Reported Rate field for EC Purchase VAT if buying in the UK.
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 7 Specify the linked accounts for VAT collected and paid.
Reported Rate field, and use this on the item’s purchase order. 8 Click OK.
User Guide EC purchases 163

To set up EC suppliers Transaction 2: A purchase of £200 from Bonjour Fournisseur, an
EC Supplier. The transaction used the EC Purchase VAT code ECP.
1 In the 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. A
3 Mark the EC Supplier checkbox displayed at the bottom of the B

Profile tab.
4 Click the Buying Details tab.
5 In the VAT Code field, select the default EC VAT code for that
supplier.
A Transaction 1 The first purchase is made using a non-EC VAT code S,
6 Mark the Use Supplier’s VAT Code checkbox and click OK. rated at 17.5 per cent. Note the Total and Less EC
Purchase VAT lines have the same amounts. This is
7 Repeat from step 2 for other EC suppliers. because the S VAT code was defined as Non-EC, therefore
there are no EC Purchase VAT amounts affecting this total.
Reporting EC purchases B Transaction 2 The second purchase is made using the EC Purchase VAT
code ECP. This code was created with an EC Reported
The VAT [Summary], VAT [Summary – Cash], VAT [Detail] and Rate of 17.5 per cent. The VAT amounts on the second
VAT [Detail – Cash] reports show the VAT on transactions, transaction have asterisks beside them to indicate that
they are notional VAT amounts, that is, they only exist for
grouped together by VAT code. Reports filtered to include an EC the VAT report, and are calculated at the EC Reported
Purchase VAT code will show the amount of VAT that you would Rate for this VAT code.
have paid had you purchased in the UK calculated using the EC
Reported Rate percentage that you entered when creating the Note that VAT on the second purchase in the above example appears
VAT code. in the VAT Collected and VAT Paid columns. The two notional
These notional amounts will appear on the report with an asterisk amounts of £35 should cancel each other out on the VAT 100 form.
beside them to indicate that they are not actually payable. The Less EC Purchase VAT line below each VAT code's total
The example VAT [Detail] report below is made up of two subtracts all of the notional entries created by EC purchases from
transactions: 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
Transaction 1: A purchase of £100 from Fred's Ginger Supplies, a when reporting VAT to Customs and Excise.
UK supplier. The transaction used the Non-EC VAT code S, rated at
17.5 per cent.

VAT Return, VAT Return – Cash reports
The VAT Return report shown below is created from the
transactions used in the previous example.
B
C
A Description 2 The notional amount generated by the purchase made

using the EC Purchase VAT code.
B Description 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.
User Guide EC purchases 165

12 Billing for time
Time billing is only available in MYOB Accounting Plus
The time billing feature allows you to track the time spent by employees and suppliers to complete tasks and services (activities) for
clients and customers. You can also track incidentals (such as items used) to complete the work. Time billing is suitable for businesses
that predominantly sell time (such as accountants and lawyers) and businesses that sell both time and items (such as interior
designers and mechanics).
You can establish billing rates based on the activity itself, such as consulting at £40 per hour and photocopying at 8 pence per copy.
You can also establish billing rates based on an hourly charge-out rate for a particular employee. For example, employee John Smith’s
hourly consulting rate may be £60 per hour and subcontractor Acme Industries’ charge-out rate may be £80 per hour. You can even
set an underlying cost to the activity where, for example, you estimate that the hourly cost to employ John Smith is £45 per hour and
Acme is £60 per hour.
An activity can be chargeable or non-chargeable. The ability to track non-chargeable activities can be very useful for businesses that
want to record such costs as entertainment, which generally cannot be charged to the customer.
The time billing feature makes it easy to enter and collate the activities undertaken for customers. The activities can be entered
individually or grouped together on activity slips. The information can be adjusted quickly to 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.
Also, if you pay employees based on activities performed for customers, you can use timesheets to calculate employee paycheques.
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.
167
Setting time billing preferences
There are three preferences that should be set before you start Choose to round up to next, down to previous or to nearest.
billing for time. For example, if you have chosen up to next and are using
30-minute billing units, 10 minutes would be rounded up to 30
z The special billing unit preference should be set if you want to
minutes on an activity slip. As another example, if you have
bill units of time of less than an hour.
chosen to nearest and are using 30 minute billing units,
z The rounding preference determines how you want elapsed
15 minutes would be rounded up to 30 minutes on an activity
time to be rounded.
slip.
z The include items preference should be set if you want to
include items for sale on time billing invoices. 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
To access the time billing preferences 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
Go to the Setup menu, choose Preferences and click the System Minute Increment field. That way, if you clock 21 minutes and
tab. 32 seconds of an activity, 22 minutes will be entered
automatically in the Units field.
NOTE : Minute Increment field If you have specified a special

time billing unit and a rounding rule, the Minute Increment field
here is redundant and, therefore, not displayed.
Special billing units
Including items on time billing invoices
Special billing units is a useful feature for organisations that need
to track billable time in units of 1, 6, 10, 12, 15 or 30 minutes. The If you mark the I Include Items on Time Billing Invoices
unit of time you specify here will be the default billing unit when checkbox in the Preferences window, you can include items on
you create hourly activity slips. For example, you can specify your time billing invoice and charge your customers for both
six-minute time billing units, where an hour would be 10 billing activities and items on a single invoice. If this preference is
units of time. Any activity slips you have already created will be marked, the selection list that appears when entering a time
updated to use the special billing unit of time. billing invoice includes both your activities and items.
Note that only items for which you have marked the I Sell This
Rounding time in time billing
Item checkbox in the Item Information window can be included
Time billing allows you to set a preference for how you want units on a time billing invoice.
of time to be rounded when you use the timer.
168 Chapter 12 Billing for time MYOB Accounting Plus v15, uk

Setting billing rates
You can set billing rates that will automatically appear when you 1 Display the Card Information window for the relevant customer
create an activity slip. However, you can override these rates when and click the Selling Details tab.
you create the activity slip. The billing rate can be a rate set for the
customer, employee, supplier, or for the activity itself.
For example, for an activity such as the time spent photocopying,

you might use a flat rate for all customers, in which case you
would use the activity’s billing rate. For other activities, you might
charge the customer according to the employee who performed
the activity, the billing rate depending on factors such as the
expertise and experience of the employee.
To set a billing rate for an activity
You can set up a billing rate for each activity regardless of the
customer you are billing or the employee or supplier who 2 Enter the hourly billing rate, excluding tax, for the customer in the
performed the activity. The billing rate for an activity is set in the Customer Billing Rate field and click OK.
Activity Information window (see ‘To create an activity’ on
page 170). 3 Set the activity to use the customer’s billing rate (see ‘To create an
activity’ on page 170).
To set a billing rate for a customer
To set a billing rate for a supplier or employee
You can set up billing rates for a customer on their card. This
option is useful if you perform the same activities for multiple You can set a billing rate for an employee or supplier on their card.
customers and want to charge each customer a different rate. 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.
1 Display the supplier’s or employee’s Card Information window.

Then do the following:
User Guide Setting billing rates 169

z Supplier cards—click the Buying Details tab.
z Employee cards—click the Payroll Details tab and then click
Time Billing.
2 Enter the hourly billing rate, excluding VAT, for the supplier or
employee in the Supplier Billing Rate field or the Employee
Billing Rate field.
3 Enter the hourly cost to you of having this activity performed in

the Cost per Hour field.
4 Click OK.
Creating activities
The term activity is used to describe a task or service provided by 2 Click New. The Activity Information window appears.
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 Go to the Time Billing command centre and click Activities List.

The Activities List window appears.
3 In the Profile tab, enter a unique identification code for the

activity in the Activity ID field and press TAB.
4 Enter a name for the activity in the Activity Name field.

5 Enter a description of the activity. The default unit of measurement for hourly activities is Hour. If
you specified a special billing unit of time in the System view of
6 If you want the description of the activity to appear instead of the
the Preferences window, this field will still be displayed as Hour,
activity name in the Sales – New Time Billing window, mark the
but time will be billed according to the special billing unit.
Use Description on Sales checkbox. For detailed field help, click
the Help button and then choose Help for This Window. 8 In the Income Account field, select the account you want to use
to track the income you receive for this activity.
7 Specify the type (Hourly or Non-hourly) and status (Chargeable or
Non-chargeable) of the activity. 9 In the VAT Code When Sold field, type or select the VAT code that
you want to appear as the default when you create a sales invoice
For this type... And this status... Do this... for this activity.
Hourly Chargeable Choose the billing rate you want 10 Click OK. The new activity is listed in the Activities List window.
to use. The rate is the price you
charge for one unit of the activity
by selecting the appropriate radio To change, inactivate or delete an activity
buttons. You can:
• use the rate you set up on the z To change details of an activity, see ‘Changing a record’ on
employee or supplier card, page 139.
• use the rate you set up on the
z To inactivate an activity, see ‘To inactivate (or reactivate) a
customer card, or
• specify a rate for this activity record’ on page 139.
only. Enter the rate in the z To remove an activity from your records, see ‘Deleting a record’
Activity Rate field.
on page 140.
Non-Chargeable Go to step 10.
Non-hourly Chargeable Enter a unit of measurement in the

Unit of Measurement field and
activity rate in the Activity Rate
field.
Non-Chargeable Specify the unit of measurement in

the Unit of Measurement field
and then go to step 10.
User Guide Creating activities 171

Creating activity slips
Activity slips are used to record activities performed for a To create an activity slip
customer and form the basis for the invoices you send your
1 Go to the Time Billing command centre and click Enter Activity
customer. You can invoice the full amount for the activity or
Slip.
invoice part of it, leaving the balance for a later date.
Time billing gives you three options for creating an activity slip:
z create a single activity slip, which allows you to enter the most
detail about the activity slip
z 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.
z 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.
2 In the Activity Slip tab, enter details about the activity such as the
When you create an activity slip, you can select two cards—one
name of the employee who performed the activity, the name of
for the employee or supplier who performed the activity for your
the customer for whom the activity was performed, the activity ID
company and the other for the customer for whom your company
number and the number of units to be charged.
performed the activity. If you are creating an activity slip for a
chargeable activity, you must enter both cards. 3 Enter any adjustments in the Adjustment fields. Enter the number
of units of the adjustment in the first field. You can override the
If you pay employees for time billing activities performed, you can
amount of the adjustment that automatically appears in the
enter activity hours in a timesheet and include the timesheet
adjacent field.
details in employee pays. You create a timesheet entry when you
assign an hourly payroll category to an activity slip or record You can enter adjustment units or amounts as negative numbers if
activity hours in the Enter Timesheet window. For more you want to indicate fewer hours or a lesser amount.
information on timesheets, see ‘Timesheets’ on page 100.
4 If you have billed the customer on an invoice for part of this
activity, enter the number of units already billed in the first
Already Billed field. (You can override the amount that appears in
the adjacent field.) Your entry is subtracted from the Billable units

and amount. The total units and amount that haven’t been billed To create an activity slip using the timer
yet appear in the Left to Bill fields.
The Enter Activity Slip window has a timer that allows you to
NOTE : Billing an activity slip ‘Billing’ an activity slip means record the time you spend performing an activity. When you have
recording a time billing invoice for the activity slip. If you enter
completed the activity, the information is already in the Enter
units or an amount in the Already Billed fields of the Enter
Activity Slip window, eliminating extra data entry. The timer
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
appears on activity slips for hourly activities only.
activity slip. To use the timer, you must leave the Enter Activity Slip window
5 If you pay the employee for the activity performed (hourly open until completion of the activity. You can still use other
activities only), select the Include Hours on Timesheet option programs or access other windows during this time.
and enter an hourly wage payroll category in the Payroll 1 Go to the Time Billing command centre and click Enter Activity
Category field that appears. Slip. The Enter Activity Slip window appears.
The activity hours (units) recorded for this activity are assigned to 2 Enter the employee name, date and customer name.
this wage payroll category on the employee’s timesheet.
3 Click the search icon ( ) next to the Activity field and select an
NOTE : Activity hours are assigned to timesheets on the activity
hourly activity. The timer fields appear at the bottom of the
slip date When you record the activity slip, the activity hours are
window.
assigned to the employee’s timesheet on the date entered in the
activity slip. If you want to record activity hours over a number of 4 Click Start to start the timer. If you haven’t entered a start time in
days or pay periods, you need to record the hours in the Enter the Start Time field, your computer’s current system time
Timesheets window.
appears, and the timer starts incrementing the time in the
6 Click Record. The activity slip is now recorded and will appear on Elapsed Time field.
reports.
NOTE : Entering a start time that is before the current system
If you entered a chargeable activity on the activity slip, the activity time If you enter a start time that is before the current system
will be available for billing in the Prepare Time Billing Invoice 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
window.
Time field and then clicked Start at 9:00 a.m., 1:00:00 will appear
NOTE : If you change the view, the activity slip will be in the Elapsed Time field and the time calculated by the timer will
recorded If you click the Multiple Activity Slips tab while be added to that amount.
creating an activity slip and you have entered the minimum
required information in the Activity Slip view, the activity slip will
be recorded before the new tab appears.
Leave the Enter Activity Slip window open as you perform the
activity. This allows the timer to track the time you have worked.
User Guide Creating activity slips 173

5 Click Stop to stop the timer when you have completed the Creating multiple activity slips
activity or want to pause the timer. The current system time
In addition to being able to create single activity slips, you can
appears in the Stop Time field. The number of billing units
also create multiple activity slips simultaneously. In the Multiple
corresponding to the elapsed time appears automatically in the
Activity Slips tab of the Enter Activity Slip window, one line in
Units field.
the list represents one activity slip. Although this view limits the
You can edit the start and stop times if you want. The entries in amount of detail you can enter on the activity slip, you can view
the Actual Units and Elapsed Time fields will be updated any activity slip in the Activity Slip view and enter more detail at
automatically. a later stage.
You can round your timer entries in the Units field automatically. NOTE : The Multiple Slip tab can’t be used to add activity hours
See ‘Rounding time in time billing’ on page 168. to a timesheet. You can add activity hours to a timesheet only
by entering activity slips using the Activity Slip tab of the Enter
6 If you want to resume timing an activity, click Start again. The Activity Slip window or by entering activity hours directly into the
entry in the Stop Time field will be cleared. The timer will timesheet. In the Multiple Slip Entry tab, you can’t select a payroll
continue incrementing, starting from your current elapsed time. category or choose to include an activity’s hours on a timesheet.
Multiple Slip Entry should be used only for activities that are not
7 If you pay the employee for the activity performed (hourly used for payroll.
activities only), select the Include Hours on Timesheet option
and enter an hourly wage payroll category in the Payroll To create multiple activity slips
Category field that appears.
1 Go to the Time Billing command centre and click Enter Activity
The activity hours (units) recorded for this activity are assigned to Slip. The Enter Activity Slip window appears.
this wage category on the employee’s timesheet.
2 Click the Multiple Activity Slips tab. (For detailed field help, click
NOTE : Activity hours are assigned to timesheets on the activity the Help button and then choose Help for This Window.)
slip date When you record the activity slip, the activity hours are
assigned to the employee’s timesheet on the date entered on the 3 Enter the name of the employee (or supplier) performing the
activity slip. If you want to record activity hours over a number of activity in the Employee (or Supplier) field. Any historical activity
days or pay periods, you need to record the hours in the Enter slips you have created for the employee or supplier are listed, with
Timesheets window (see ‘Timesheets’ on page 100).
each line representing a single activity slip.
8 Click Record to record the timed activity when you have
completed it.
To reset the timer
Click Clear at any time to clear the Elapsed Time, Start Time,
Stop Time and Units fields.

4 On the first blank line, enter details of the activity slip you want to pressed TAB to move to the next line, the activity slip is recorded. If
create. you click Cancel after moving to the next line, the previous
activity slip is still recorded. A white zoom arrow ( ) displayed
5 Press TAB or click Record to record the activity slip and move the beside an activity slip indicates that the activity slip has been
insertion point to the next line where you can begin creating a recorded.
new activity slip for the employee (or supplier) you entered in the
Employee (or Supplier) field. 6 Complete step 4 and step 5 for each activity slip you want to
create. When you have entered and recorded all the activity slips
NOTE : Activity slips are recorded as you create them on a
line-per-line basis Once you have entered an activity slip and you want to create, click Cancel to close the window.
Modifying activity slips

It is likely that you will want to review, make changes to or delete To change an activity slip
an activity slip at some point.
1 Find the activity slip in the View Activity Log window and click
the zoom arrow ( ) next to the activity slip you want to change.
To find and review an activity slip
2 Make the required changes either in the Activity Slip tab or the
1 Go to the Time Billing command centre and click Activity Log.
Multiple Activity Slips tab and click OK or Record.
The View Activity Log window appears.
2 Enter the name of the employee or supplier who performed the To delete an activity slip
activity and, if you know it, the date range within which the
You can only delete an activity slip that has not been billed.
activity was recorded. All activities that match the criteria are
listed. 1 Find and select the activity slip you want to delete in the View
Activity Log window (see ‘To find and review an activity slip’
3 Click the Diary View tab and the Detail View tab to display
above).
different types of information about the activity slip. Click the
zoom arrow ( ) next to an activity slip to view the activity slip in 2 Go to the Edit menu and choose Delete Activity Slip.
the Enter Activity Slip window.
NOTE : Deleting activity slip details in timesheets When you
remove timesheet entries with activity slip details, the linked
activity slip is also removed.
User Guide Modifying activity slips 175

Creating time billing invoices
There are two ways of creating a time billing invoice in MYOB 3 Complete the invoice.
Accounting Plus. You can use:
z The Prepare Time Billing Invoice window. This is the

recommended method, because full details of activities and A
activity slips are recorded. See ‘To create a time billing invoice
B
(method 1)’ below.
z The Sales window. Use this method if you don’t need to record C
details of activities and activity slips or track work in progress.
D
See ‘To create a time billing invoice (method 2)’ on page 177.
To create a time billing invoice (method 1)
The Prepare Time Billing Invoice window allows you to enter A Filters Use these filters to find the required activity slip(s).
and adjust the billing information for activity slips just as you B Bill Enter the amount or number of hours you want to bill
would in the Enter Activity Slip window. As you make changes in for each activity slip here. Any activity slip with 0.00
the Prepare Time Billing Invoice window, your activity slip units or £0.00 in the Left to Bill column is considered
billed in full.
records are updated automatically.
C Adjustment Enter any adjustments you want to make in this
1 Go to the Time Billing command centre and click Prepare Time column.
Billing Invoice. The Time Billing Customers window appears. D Print Options Mark the relevant checkbox if you want to:
• sort activity slips according to job number.
2 Highlight the customer for whom you want to create a time
• consolidate all activity slips with the same activity
billing invoice and click OK. The Prepare Time Billing Invoice and job number on the invoice.
window appears, listing all the open activity slips for the selected • print the activity slip notes on the invoice.
customer.
4 Click Prepare Invoice. The Sales - New Time Billing window

displays the details of the time billing invoice.
5 If you have selected the I Include Items on Time Billing Invoices

option in the Preferences window, you can enter items on this
invoice. See ‘Including items on time billing invoices’ on
page 168.

6 If you are invoicing for sold items, you can enter: Print and record the invoice. Click Print and then choose
the form you want to use for this invoice. For more
z the date in the Date field.
information about printing invoices, see ‘Sending forms’ on
z the quantity being sold in the Hrs/Units field.
page 199.
z the item number in the Activity field or press TAB and select the Save the invoice as a recurring template. Click Save as
item from the list of items and activities that appears. Recurring. Enter the necessary information about the
z the price of the item in the Rate field. template in the Edit Recurring Schedule window and click
z the appropriate VAT code. Save. For more information about recurring transactions, see
z the job number. ‘Recurring transactions’ on page 150.
7 Enter additional information about the sale, such as the NOTE :Saving time billing invoices as recurring You can save
time billing invoices as recurring invoices, but no activity slips will
salesperson, referral source and delivery.
be created when you use the recurring sale in the future. Also,
NOTE : Add lines, subtotals and headers to time billing recording the recurring sale will not update the activity slips you
invoices If you want to group and subtotal the items and used to create the invoice in the Prepare Time Billing Invoice
activities separately on the invoice, you can do so by inserting window.
headers, blank lines and subtotals. For more information, see
‘Adding transaction lines, subtotals and headers to sales To create a time billing invoice (method 2)
1 Go to the Sales command centre and click Enter Sales. The Sales
window appears.
2 Enter the customer you want to invoice in the Customer field.
3 Click Layout. The Select Layout window appears.
4 Click the Time Billing radio button to select the Time Billing
layout and then click OK.
5 For each billable activity enter:
z the date the activity was performed

z the number of units or hours being billed in the Hrs/Units field
z the activity name or press TAB in the Activity field and select the
8 Complete the invoice in any of the following ways:
required activity from the list
Record the invoice. Click Record to record the invoice but z the rate charged for a single unit or hour of the activity in the
print it later. Rate field
User Guide Creating time billing invoices 177

z [optional] the job number 7 Complete the invoice in any of the following ways:
z the VAT code, if the activity is taxable z Record the invoice. To record the invoice without printing it,
z [optional] the category (the category field is displayed only if click Record.
the Turn on Category Tracking checkbox has been marked in z Print and record the invoice. To print and record the invoice,
the System tab of the Preferences window). click Print and then choose the form you want to use for this
If you are invoicing for sold items, enter: invoice. For more information about printing invoices, see
‘Sending forms’ on page 199.
the date in the Date field
z Save the invoice as a recurring template. You can save the
the quantity being sold in the Hrs/Units field
invoice as a recurring transaction so that you can use it again in
the item number in the Activity field or press TAB and select
the future. Click Save as Recurring. Enter the necessary
the item from the list of items and activities that appears
information about the template in the Edit Recurring
the price of the item in the Rate field
Schedule window and click Save. For more information about
the VAT code if the item is taxable
recurring transactions, see ‘Recurring transactions’ on
the job number.
page 150.
6 Enter additional information about the sale, such as the
NOTE : Saving time billing invoices as recurring You can save
salesperson, referral source and comments.
time billing invoices as recurring invoices, but no activity slips will
NOTE : Add lines, subtotals and headers to time billing be created when you use the recurring sale in the future. Also,
invoices If you want to group and subtotal the items and recording the recurring sale will not update the activity slips you
activities separately on the invoice, you can do so by inserting used to create the invoice in the Prepare Time Billing Invoice
headers, blank lines and subtotals. For more information, see window.
‘Adding transaction lines, subtotals and headers to sales
Work in progress
Work you have done for your clients that you haven’t billed yet is from an accounting perspective, your clients owe you for your
called work in progress. Work in progress is indicated on activity work in progress even if you haven’t yet billed your clients for it.
slips by a value other than zero in the Left to Bill field.
If your work in progress routinely represents a significant amount
Your accounting records will only reflect a sales transaction when of money, you should consider adjusting your accounting records
you bill the activities. However, some accountants consider that, to reflect it. Consult your accountant for advice on how to do this.

13 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.
The multiple currencies 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 the multiple currencies feature, 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 also 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 deleted and its exchange value is fixed at 1. Before you begin entering transactions, you need to specify the appropriate
currency for each of 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.
If you deal in multiple currencies, it’s important to track the effects of currency exchange fluctuations on your business. MYOB
Accounting Plus provides detailed reports to help you manage both unrealised gains and losses (potential changes in the value of
overseas transactions) and realised gains and losses (the actual changes in the value of your assets, liabilities and capital that occur
when you exchange foreign currency for British pounds).
179
Setting up multiple currencies
Before you can record transactions for multiple currencies, Step 2: Set up records for foreign currencies
complete the following setup steps.
MYOB Accounting Plus provides you with records for several
commonly used foreign currencies, as well as your local currency.
Step Task See: The following currencies have been set up for you already:
1 Select the option for multiple currencies below Australian dollar, New Zealand dollar, Canadian dollar, European
Union euro, Great Britain pound, Hong Kong dollar, Japanese yen
2 Set up records for foreign currencies below
and United States dollar.
3 Create accounts to track foreign-currency below
transactions If you do business in any other currency, you will need to create a
4 Assign accounts to foreign currencies page 182 new record for the currency and enter its current exchange rate.
5 Assign appropriate currencies to foreign customers page 182 1 Go to the Lists menu and choose Currencies. The Currencies List
and suppliers
window appears.
2 Click New. The Currency Information window appears.

Once setup is complete, you can enter foreign-currency
transactions the same way you enter transactions based on local 3 Enter details of the currency such as a code, name and current
currency. exchange rate. For detailed field help, click Help and choose Help
for This Window.
Step 1: Select the multiple currency option At this stage, you only need to complete the Currency Profile
tab.
window appears. 4 Click OK.
2 Mark the I Deal in Multiple Currencies checkbox in the System

tab. A window appears to explain the effect of selecting this Step 3: Create accounts to track
option. foreign-currency transactions
NOTE : This selection cannot be undone Once you begin In order to correctly track transactions in a foreign currency, you
entering multicurrency transactions, you cannot clear this must create a number of accounts that use that currency rather
checkbox. than pounds. You cannot simply use the same accounts you use
for your pound transactions because the pound and other
3 Click OK to prepare your company file for multiple currencies.
currencies rarely trade at par with one another (that is, one pound
4 Click OK to close the Preferences window. rarely buys exactly one monetary unit in any other currency).
180 Chapter 13 International transactions MYOB Accounting Plus v15, uk

NOTE : Foreign-currency accounts linked to exchange If you make foreign purchases Here’s a list of the accounts you
accounts For every foreign-currency account you create, MYOB are likely to need if you make payments to suppliers in a foreign
Accounting Plus needs a linked exchange account. For example, if currency.
you create a yen bank account, it must be linked to a yen
exchange account. MYOB Accounting Plus uses these dual z Liability account for tracking creditors (for instance, ‘Creditors
accounts so that both the foreign currency amount and the local Accounts Euro’). This account must be assigned the foreign
currency equivalent of a transaction can be viewed in your Balance currency and not the British pound.
Sheet.
z Bank account that will be used to pay debts in a foreign
You can let MYOB Accounting Plus create the linked exchange currency. This can be a Sterling funds account if your bank
account for you or you can specify one yourself. To create an writes cheques for you in other currencies.
account yourself, see ‘To add an account to your accounts list’ on z Asset account for deposits paid (if you make deposits on
page 136. You will need to select the correct currency and orders). This account can be assigned the currency code for
exchange account in the Account Information window. either the foreign currency or the British pound.
Before you create an account, we suggest you review the z Liability account for import duties collected (if you're required
following sections to get an understanding of the accounts you to pay duty on goods you import). This account can be
need to create. assigned the currency code for either the foreign currency or
the British pound.
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 If you track unrealised gains and losses If you plan to track
currency. unrealised gains and losses, you need to create an income
z Asset account for tracking debtors (for instance, ‘Debtors account for this purpose. You may want to name it ‘Unrealised
Accounts Euro’). This account must be assigned the foreign Currency Gain/Loss’ or something similar.
currency and not the British pound. We recommend that you consult your accountant to determine
z Bank account where customer receipts in the foreign currency whether your business needs to track unrealised gains and losses
will be deposited. This can be a Sterling funds account if your and, if it does, the most appropriate way for it to do so. See
bank accepts deposits in other currencies. ‘Tracking currency gains and losses’ on page 184 for more
z Liability account for deposits received (if you allow customers information.
to make deposits on orders). This account can be assigned the Depending on your business, you may need to create additional
currency code for either the foreign currency or the British accounts to track foreign bank accounts, assets held overseas and
pound. the like. If you are unsure about the accounts, ask your accountant
NOTE : Grouping with undeposited funds Only receipt or an MYOB Certified Consultant.
transactions that are in Sterling currency may be grouped as a
deposit of undeposited funds. Also, you can only use a Sterling
currency account as the linked account for undeposited funds.
User Guide Setting up multiple currencies 181

Step 4: Assign accounts to foreign currencies Step 5: Assign appropriate currencies to foreign
1 Go to the Lists menu and choose Currencies. The Currencies List
customers and suppliers
window appears. The currency used to make a transaction is determined by the
currency assigned to the customer or supplier card you are using.
2 Click the zoom arrow ( ) beside the currency you want to assign
to one or more accounts. The Currency Information window A card can only use a single currency so if you deal with a
appears. customer or supplier in multiple currencies, you will need to
create a separate card for each currency.
3 Select the required tab. Click either:
NOTE : A card with transactions You can’t change the currency
z the Sales Ledger Accounts tab if customers pay you in this
of a card that you have already used in transactions. You will need
currency or to create a new card for the customer or supplier.
z the Purchase Ledger Accounts tab if you pay suppliers in this
Any transactions recorded for a customer or supplier card will be
currency.
in the currency linked to the card.
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 2 Click the zoom arrow ( ) next to the required card to display the
of your transactions such as deposits and discounts. For detailed Card Information window.
field help, click the Help button and choose Help for This
3 Select the Profile tab.
Window.
4 In the Currency field, enter the currency you want to assign to the
5 Repeat this procedure for each currency you want to assign to the
card or click the search icon ( ) to make a selection from the
relevant accounts.
currency list. (The local currency is selected by default.)
5 Click OK.
6 Repeat this procedure for each card that you want to assign to a
foreign currency.

Exchange rates
Foreign-currency transactions can be recorded for: If you want to change the exchange rate for all future transactions
that use this currency, mark the Update Current Exchange Rate
z Sales, Receive Payments, and Settle Returns & Credits
in the Currency List with Transaction Exchange Rate checkbox.
z Purchases, Pay Suppliers, and Settle Returns & Debits
z Spend Money, Receive Money, Reconcile Accounts and 4 Click OK.
Nominal Journal entries.
Using the Currency Calculator
Specifying the exchange rate for a transaction If you receive a payment for a foreign currency invoice in your
When entering a transaction, you can either use the default local currency, you can use the Currency Calculator to quickly
exchange rate for the currency or enter a new rate for the calculate the exchange rate based on the foreign and local
transaction. amounts, or to calculate the foreign amounts based on the local
amounts and the exchange rate.
To change the exchange rate You can access the Currency Calculator from any window in
MYOB Accounting Plus: go to the Help menu at the top of the
1 Calculate the exchange rate first using the Currency Calculator.
screen and choose Currency Calculator.
See ‘Using the Currency Calculator’ below.
2 Click the Rate button at the bottom of the transaction window.

The Exchange Rate window appears.
3 Enter the new exchange rate in the Transaction Exchange Rate
field.
This will only affect the transaction that is currently displayed.
User Guide Exchange rates 183

Tracking currency gains and losses
Whenever you have a foreign bank account, changes in the NOTE : Large foreign currency exposure If you have a large
currency exchange rates between that country and your home foreign currency exposure, you may require a more detailed
country can cause the value of your foreign currency to fluctuate. analysis than posting to a single Currency Gain/Loss account
provides. In this case, we recommend that you consult your
When your local currency weakens relative to the foreign
accountant for further advice about managing your foreign
currency, the value of your foreign account increases, creating a
currency exposure.
currency gain. When your local currency strengthens, your
foreign account experiences a loss in real value. MYOB Sales and purchases
Accounting Plus can track these fluctuations.
At the time a currency gain or loss is realised, that is, a payment is
Gains or losses in the value of a foreign account are considered
received or made, an automatic posting is made to the Currency
unrealised while the money is still sitting in the foreign account.
Gain/Loss account and to the exchange account for the foreign
When the money is withdrawn from the account, either by using
currency.
it to pay for a purchase or by converting it to local currency, the
gain or loss is considered realised. 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.
Tracking realised currency gains and losses
Realised currency gains and losses are tracked differently for EXAMPLE
sales/purchases and for deposits/withdrawals in MYOB
You sell goods for €100 at an exchange rate of 0.63 British pounds
Accounting Plus. For realised gains or losses on sales and
to the euro. MYOB Accounting Plus records the sale at £63 and
purchases, a posting is automatically made to the Currency
records €100 as owed by the Euro customer. Using MYOB
Gain/Loss account. However, for realised currency gains and
Accounting Plus’ dual accounting system, €100 is posted to the
losses on transfers—deposits and withdrawals—you need to make
euro debtors account, £37 to the euro debtors exchange account
a nominal journal entry to the Currency Gain/Loss account to
and £63 to the sales account.
record the currency gain or loss.
In the following month, the euro customer pays their account by
When you activate the multiple-currency feature in MYOB
depositing €100 into your bank account, but the exchange rate
Accounting Plus, a Currency Gain/Loss account is automatically
has changed from 0.63 to 0.60 pounds to the euro. The deposit is
created.
valued at £60.

You originally made a sale that at the time was worth £63. When The following week you withdraw that €100 from the bank at an
you received payment, it was worth only £60. Therefore, the £3 exchange rate of 0.60 pounds to the euro. MYOB Accounting Plus
difference is a realised currency loss, and will be posted to the values the withdrawal at £60. You put €100 into the account that
Debtors Accounts Euro exchange account and to the Currency at the time was worth £63. When you withdrew the €100 from
Gain Loss account. the account, it was worth only £60. Therefore, the £3 difference is
a realised currency loss.
If you now 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.
Transfers Unrealised currency gains and losses

Currency gains and losses that occur through the transfer of funds An unrealised gain or loss is a potential gain or loss at any point in
need to be recorded by a nominal journal entry. time between the recorded sale or purchase and the receipt or
issue of payment. No automatic postings are made to track
At the end of the month, you can look at the value of your foreign
unrealised gains or losses on foreign-currency transactions.
accounts and use the Currency Calculator (from the Help menu at
the top of the screen) to calculate their true values in local Not all businesses need to track unrealised currency gains or
currency at that time. losses. You should check with your accountant to determine
whether your business needs to track them.
You can then create a nominal journal entry where losses are
posted as credits to the exchange account with a corresponding The Currency Unrealised Gain/Loss report lists the gain or loss
debit to your Currency Gain/Loss account. Gains are posted as made on each foreign currency. You can then use this information
debits with a corresponding credit to your Currency Gain/Loss to make adjustment postings to each of your foreign-currency
account. accounts for your balance sheet and also to a profit and loss
account.
EXAMPLE
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.
User Guide Tracking currency gains and losses 185

Miscellaneous transactions
Transferring funds to a foreign account Entering foreign-currency transactions in a
You may want to transfer funds from a local-currency account to a
local account
foreign account. This is easily done through the Spend Money You can enter foreign-currency transactions in a local-currency
window. account. For example, you can accept a cheque from a customer
in euros and bank it in a Sterling bank account.
1 Open the Spend Money window.
2 Click the Currency button. In the Exchange Rate window, EXAMPLE

choose the foreign currency account in which you want to make a Let’s look at an example of how to accept a foreign-currency
deposit and click OK. cheque into a local-currency account. Our example uses euros.
Let’s also assume the exchange rate has changed from 0.60 to
3 In the Account field, enter the local currency bank account from
0.63 since you made the original sale.
which the cheque is being written.
1 Display the Receive Payments window.
4 In the Spend Money window, enter the date, amount, payee,
memo and cheque number. 2 Select the customer. The currency for this customer card is
European Union Euro; so the Rate button displays EUR. You have
5 In the Acct No. (or Name) column, enter the account to which received a cheque from your customer for €5000 against an
you want to allocate the transaction. outstanding invoice, and you want to bank it in your Sterling bank
6 Record the transaction. account.
3 Process the customer payment in the usual way, but make sure
you enter your Sterling bank account in the Account field.
4 Click the Rate:EUR button, change the rate from the default rate
of 0.60 to 0.63 and click OK.
Enter 5000 in the Amount Received field and allocate it to the

outstanding invoice.
5 Record the payment.

Reconciling accounts containing foreign Currency reports
transactions There are three specific currency reports, which are accessed from
When you are reconciling your bank statement, the foreign the Accounts tab of the Index To Reports window:
currency transaction amounts listed in your statement will often
z The Currencies List report—lists all your currencies with their
not match those listed in MYOB Accounting Plus. This is because
currency code, currency symbol and last entered exchange
the exchange rate used by the bank is different from that used in
rate.
MYOB Accounting Plus at the time of the transaction.
z The Realised Gain/Loss report—displays realised gains or
There are two methods by which you can reconcile accounts losses on transactions per account.
containing foreign transactions: z The Unrealised Gain/Loss report—displays unrealised gains or
z If you have your security preferences set to allow records to be losses on transactions per account.
changed, simply click the zoom arrow ( ) next to the
transaction in the Reconcile Accounts window to display the
original transaction. Click the Rate button and change the
exchange rate to match the bank statement.
z If you have the security preferences set so that records cannot
be changed, click the zoom arrow ( ) next to the transaction,
choose Reverse [...] Transaction from the Edit menu, and re-
enter the transaction with the correct exchange rate.
User Guide Miscellaneous transactions 187

14 Printing and customising reports
You can use MYOB Accounting to monitor your business with over 100 reports. If these do not entirely meet your needs, you can
design custom reports with the information and appearance you want, then save these custom reports as templates to reuse
whenever required.
When reporting, select a subset of data (for example, a list of all open invoices) by specifying report criteria.
You can print, email or fax reports, output them to various file formats or export them to other software for further modifications.
Quick start
Go to the Reports menu and choose Index to Reports. The C Click Print to print the selected report.
D Click Send To to send the selected report by fax or email, to save the
report to disk as a PDF file, HTML file or text file, or to open the report
in Microsoft Excel.
A
E Click Customise to choose the information you want to appear on
the selected report and how you want that information to appear.
F Read a short description of the report you have selected here.
G Click Display to view an on-screen version of the selected report.
B C D E F G
A Click a tab to view the reports associated with that tab. Click the
Custom tab to view your custom reports.
B Highlight a report and click View Sample to display a report sample.
189
Producing reports
Once you have chosen a report and have customised it, you’re 6 If you want to save the new report layout as a custom report, click
ready to see the finished product. See: Save As. This new format will be available from the Custom tab of
the Index to Reports window.
z To display and print reports, below,
z To save reports as files, below, 7 Click Print.
z To send reports by email, page 191,
To save reports as files
z To send reports by fax, page 191,
z To view reports in Microsoft Excel, page 191. You can save reports in various file formats so that they can be
viewed and edited in other software.
To display and print reports
1 Go to the Reports menu and choose Index to Reports. The Index to Reports window appears.
Index to Reports window appears. 2 Locate the report you want to display and highlight it.
2 Locate the report you want to display or print. Highlight it and 3 To limit the data that will appear in the report, click Customise
click Display. The Report Display window appears. and specify the data you want. For more information, see
3 If you want to reposition or resize columns: ‘Customising reports’ on page 193.
a Make sure that Screen Report is selected in the View field. 4 Click Send To and choose one of the following file formats:
b To reposition a column, position the cursor over the column z PDF (Portable Document Format). If you save a report as a
header until the cursor changes to the hand icon ( ), then PDF file, the person who receives the report must have
drag the column header to a new position. software, such as Adobe Reader, that is capable of viewing a
c To change the width of a column, position the cursor over the PDF file.
icon of a column border ( ) and then drag it to change the z HTML When you save a report in HTML (HyperText Markup
column’s width. Only columns that have this icon can be Language) format, the report can be viewed in World Wide
resized. Web browsers such as Microsoft Internet Explorer.
4 To limit the data that will be printed in the report, click Customise z Tab-Delimited Text File. When you save a report in
and specify the data you want. For more information, see tab-delimited text file format, fields in the report are separated
‘Customising reports’ on page 193. by tab spaces. Tab-delimited text files can be opened by most
word processing and spreadsheet software.
5 Select Print Preview from the View list in the report toolbar.
190 Chapter 14 Printing and customising reports MYOB Accounting/MYOB Accounting Plus v15, uk
z Comma-Separated Text File. When you save a report in 9 Send the email and attachment from your email software as you
comma-separated text file format, fields in the report are normally would.
separated by commas. Comma-separated text files can be
opened by most word processing and spreadsheet software. To send reports by fax
z Simple Text File. When you save a report in simple text
You must have fax software installed on your computer.
format, fields are separated by spaces so the appearance of the
report is as similar as possible to a printed version of the report. 1 Go to the Reports menu and choose Index to Reports. The
Simple text files can be opened by most word processing and Index to Reports window appears.
spreadsheet software. 2 Highlight the report you want to fax.
5 In the Save As window, specify a name and location for the file 3 To limit the data that will appear in the report, click Customise
and click Save. and specify the data you want. For more information, see
‘Customising reports’ on page 193.
To send reports by email
4 Click Send To and choose Fax.
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 5 Use your fax software to send the fax as you normally would.
needs a PDF file viewer, such as Adobe Reader, to view the report.
To view reports in Microsoft Excel
Index to Reports window appears. 1 Go to the Reports menu and choose Index to Reports. The
2 Locate and highlight the report you want to email.
2 Highlight the required report.
3 To limit the data that will appear in the report, click Customise
and specify the data you want. For more information, see 3 To limit the data that will appear in the report, click Customise
‘Customising reports’ on page 193. and specify the data you want. For more information, see
‘Customising reports’ on page 193.
4 Click Send To and choose Email. The Email window appears.
4 Click Send To and choose Excel. Microsoft Excel starts and the
5 In the Name field, type or select the individual or organisation you selected report appears.
want to send the report to.
NOTE :Viewing saved reports in Microsoft Excel You can also
6 If necessary, add or change the email address. open reports in Excel that you have saved as tab-delimited files,
comma-separated files or simple text files.
7 Enter the subject and message of the email.
8 Click Send. The email is sent to your email software’s outbox with
the report attached as a PDF file.
User Guide Producing reports 191

Printing report batches
A report batch is a group of reports that can be printed all at once. 2 Click New. All the reports that can be batched appear.
For example, you may want to create a report batch that contains
3 Enter a name for the batch.
all your regular monthly financial statements.
4 Click each report you want to include in the batch. A check mark
NOTE : Single-user access required If you share your company
appears to the left of each selected report. To remove a report
file on a network, you should note that this task requires single-
user access. For more information, see ‘Single-user file locking for from the batch, click the report name a second time.
special tasks’ on page 249.
5 Click OK. The Report Batches window appears with the name of
the new batch in the scrolling list.
To create a report batch
NOTE :Reports excluded from batches Some reports, such as To print a report batch
the Reconciliation report, can’t be added to report batches
because you need to specify information to be printed each time
1 Go to the Reports menu and choose Report Batches. The Report
you want to print the report. Saved custom reports are also Batches window appears.
excluded.
2 Select the relevant period from the Period list.
You can choose any of the months or quarters in the current
Batches window appears.
financial year, or you can choose to print information for the
entire year to date.
Your selection in the Period list affects different types of reports in
different ways. For example, if you choose January, activity reports
will show job activity information from January 1 to January 31
and balance sheet reports will show information as of January 31.
3 Choose a report batch for printing and click Print. Each report in
the batch is printed.
To change a report batch 4 Click OK to save your changes.

To delete a report batch
2 Highlight the name of the batch you want to change and click
Edit. The New/Edit Batch window appears.
2 Highlight the name of the batch you want to delete.
3 Change the batch name, if necessary, and the reports contained
in the batch. (Click a report to select or deselect it.) 3 Go to the Edit menu and choose Delete Batch.
Customising reports
You can customise a report, print it immediately and then revert Step 1: Select the data to be printed
the report to the original settings. Alternatively, if you want to
You can filter the amount of information that appears in your
retain a report’s modifications, you can save it. When you save a
reports by choosing which categories or ranges of data should be
customised report, it appears in the Custom view of the Index to
included. For example, if you want to print a Customer
Reports window.
Payments (Closed Invoices) report for a customer for the
Follow the steps below to customise a report. months May to July, you can use filters to select just that customer
and just those months.
Step Task See: You can filter the information that appears in a report in either the
Report Customisation window or the Report Display window.
1 Select the data to be printed Below
2 Specify the required fields page 195 To filter reports in the Report Display window
3 Select finishing options page 195 1 Go to the Reports menu and choose Index to Reports. The
4 Change the report format page 195
2 Locate and highlight the report you want to customise.

5 Print the report page 196
6 Save the report page 196
User Guide Customising reports 193

3 Click Display. The Report Display window appears.
4 Filter the report by making the required entries and selections in

the toolbar that appears in the top section of the Report Display
window. (Some reports do not have selection options.) B
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.
A The top section of the window enables you to limit the report to:
To filter reports in the Report Customisation • a particular customer, supplier or employee
window • records with particular values in custom lists.
B The bottom section has three tabs—Advanced Filters, Report Fields

and Finishing.
Index to Reports window appears. The Advanced Filters tab lets you specify further limits on the data
displayed (such as limiting records to those within a date range). The
2 Locate and highlight the report you want to customise. other two tabs are described later (see ‘Specify the required fields’ on
page 195 and ‘Select finishing options’ on page 195).
3 Click Customise. The Report Customisation window appears.
The customisation options that appear depend on the report
being customised. 4 Specify your search criterion in the Advanced Filters tab and then
continue with ‘Step 2: Specify the required fields’ on page 195.
The example below shows the options available for the Closed
Invoices report (which is one of the Sales reports).
Step 2: Specify the required fields Step 3: Select finishing options
In the Report Fields tab of the Report Customisation window, The Finishing tab in the Report Customisation window provides
you can choose the fields to include on the report. For example, if a number of miscellaneous options, such as what default text to
you want to print the name of the salesperson in a sales report, add to the report, whether you want the report added to the
you can add the salesperson field. Reports menu, and so on. These options vary depending on
which report you select.
1 Click the Report Fields tab.
To select finishing options
1 Click the Finishing tab.
2 If you want to add the customised report to the Reports menu so

A that you can reuse these customised settings, mark the Add to
Reports Menu checkbox.
3 If you are on a network and want to prevent data from being

changed when the report is being generated, mark the Prevent
Data Changes During Report Generation checkbox. Note that
this will prevent other users from recording transactions or
B
making other changes in the company file while the report is
A Fields in the Available Fields column are those that are available for being printed.
the selected report. To include a field in a new report, mark the field
by clicking in the select column ( in Windows and in Mac). 4 Make any other entries or selections that apply to the report and
This adds the field name to the Selected Fields column.
then continue with ‘Step 4: Change the report format’ below.
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 Step 4: Change the report format
first field will appear as the left most column of the report, the
second field will appear in the next column to the right, and so on. You can modify the look of the report by choosing different font
If you want to change the order in which the fields are printed, styles, sizes, colours, alignments and effects, and by changing the
display the report and choose Screen Report from the View list.
report’s page margins.
You can then drag the column headers to new positions. See ‘To
display and print reports’ on page 190.
2 Select the fields you want to appear on the report.
User Guide Customising reports 195

1 Click the Format button in the Report Customisation window. Step 6: Save the report
The Report Format window appears.
If you plan to use a report’s design and format again, you can
customise the report once, save the changes and then re-use the
A report whenever you want. Once saved, you can access your
custom report from the Custom tab in the Index to Reports
window.
C 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.
D 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
B Custom tab.
A Click the Report Line drop-down list, choose the section of the report you
want to customise and then change the formats as required.
Changing the default fonts
B If you have formatted a report and want to change it back to its original Every report is assigned default fonts. You can change these
format, click the Default button. default fonts if you prefer your reports to have a different
C The right side of the Report Format window shows a preview of the appearance.
currently selected report section.
1 Go to the File menu and choose Default Fonts. The Default Font
D To change the report’s margins, make entries in the margin fields.
Selection window appears.
2 Click OK when you have finished formatting the report and then 2 Click Reports. The Report Format - All Reports window appears.
continue with ‘Step 5: Print the report’ below. 3 Choose the font style and size for the printed characters on your
reports. The sample box previews the appearance of your choices.
Step 5: Print the report
1 Click Display to display the report. 4 Click OK when you have finished.
NOTE : Changing the default fonts will not affect the fonts on
2 To see how the report will look when printed, select Print Preview
any custom report.
in the View field.
3 To print the report, click Print.
15 Forms
You can print all the standard business documents you send to customers, employees and suppliers: quotations, order confirmations,
invoices, packing slips, delivery labels, statements, purchase orders, cheques, receipts, pay slips and mailing labels.
In MYOB Accounting, you can print forms individually as you complete a transaction (for example, an invoice for a cash sale) or print
batches of forms (for example, a monthly cheque run for supplier payments). When printing batches, choose which forms to print by
applying selection criteria. For example, you can choose to print statements only if the balance of the customer’s account is not zero.
You can also print forms onto stationery with a preprinted logo and contact details or use plain stationery and include your business
name and contact details. If you already have preprinted stationery, you can still customise the appearance of your forms. Invoices
and statements are those most commonly customised, but cheques, purchase orders and labels can also be customised. You can
change the size of the form, print multiple forms on a single page, change fonts, move fields, create text labels, and add your own
logos and graphics. You can also create multiple forms of one type, for example, one invoice with your logo and another without it.
Note that your forms are stored in their own Forms folder within the software’s installation folder. This allows you to share forms
among your company files and easily transfer them from one computer to another.
197
Finding forms
Forms are accessed from the command centre menu of the z Purchases command centre
associated transaction. For example, sales forms are in the Sales
command centre, etc. Type of form To find the form, click:
1 Go to the appropriate command centre, for example, Sales for Purchases (item, service and Print/Email Purchase Orders
professional)
invoice forms.
Cheques (payable) Print Cheques
2 Find the type of form you want and click the relevant command
centre function—see the following tables.
z Payroll command centre
z Banking command centre
Type of form To find the form, click:

Type of form Command centre function
Paycheques Print Paycheques
Cheques Print Cheques
Receipts Print Receipts

z Card File command centre
z Sales command centre

Mailing labels Print Mailing Labels

Personalised letters Create Personalised Letters
Sales Print/Email Invoices
Packing slips Print/Email Invoices
Labels Print/Email Invoices
Statements Print/Email Statements
Receipts Print Receipts
198 Chapter 15 Forms MYOB Accounting/MYOB Accounting Plus v15, uk

Sending forms
You can send forms immediately or as a batch. field in the Sales window or the Bill Delivery Status field in the
Purchases window.
Sending forms immediately
You can print, email or fax forms as you enter individual
transactions in the Sales or Purchases window.
Sending forms in a batch

You can print and email sales and purchase transactions as a batch
and send these to your customers and suppliers. After you have completed a number of transactions, say, the day’s
invoices, you can print or email a transaction batch. See:
To do this, you must select either To be Emailed, To be Printed or
To be Printed and Emailed from in the Invoice Delivery Status z ‘To print forms’ below
z ‘To email forms’ on page 200.
To print forms
1 Choose the form you want to print by going to the relevant

command centre and clicking the function you want. 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.
User Guide Sending forms 199

2 Click the To Be Printed tab. To email forms
1 Choose the form you want to email by going to the relevant

command centre and clicking the function you want. For
example, if you want to email a sales invoice, go to the Sales
command centre and click Print/Email Invoices. The Review [...]
Before Delivery window appears.
2 Click the To Be Emailed tab.
3 Select the layout you want to print in the [...] Type field. For
example, if you want to print item invoices, select Item.
4 Mark the select column ( in Windows and in Mac) next to a

transaction you want to be printed. If you want to print all the
transactions, click the checkbox in the heading of the select
column.
5 If you want to view more information about a particular 3 Select the layout you want to print in the [...] Type field. For
transaction, click the zoom arrow ( ). example, if you want to email item invoices, select Item.
6 Enter the number of copies you want to print in the Print [...] 4 Mark the select column ( in Windows and in Mac) next to a
Copies field. If you also want to print packing slips or mailing transaction you want to be emailed.
labels, enter the number of copies in the Packing Slips and
If you want to email all the forms, click the checkbox in the
Labels fields.
heading of the select column.
5 To view more information about a particular transaction, click the
print or the type of stationery it will be printed on, click Advanced
zoom arrow ( ).
Filters. For more information, see ‘Advanced filters’ on page 201.
6 If you want to change a recipient’s email address, highlight their
8 Click Print.
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 In the Selected Form for [...] field, you can choose the stationery
message. If you want to change the default title and message, you want to use when you print or email your forms. Several
click Email Defaults and change as appropriate. stationery choices are available, depending on the type of form
you are currently working with.
email or the type of stationery it will appear on, click Advanced z Select the preprinted stationery if you want to print on paper
Filters. For more information, see ‘Advanced filters’ below. that already contains lines, columns and headings.
9 Click Send Email. 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
Advanced filters
forms.
You can filter the amount of information, and even change the z Select plain-paper stationery if you want to print on blank
stationery you want to use, when you print or email a form. You paper. Lines, columns and headings are automatically printed
can do this in the Advance Filters window (click Advance Filters with the form’s information.
in the Review [...] Before Delivery window).
z Select any customised stationery forms if you want to print a
In the top section of the Advanced Filters window, choose the form you have already customised. See ‘Customising forms’ on
forms you want to print or email. We are using the example of a page 202 for more information about customising forms.
service type sale for all customers with outstanding payments.
User Guide Sending forms 201

Customising forms
You can change the look and content of printed cheques, Step 1: Display the form
invoices, pay slips, packing slips, labels, statements, bills and
1 Go to Setup menu, choose Customise Forms and choose the
mailing labels. You can also change the size of a form, add text
type of form you want to customise. The Customise Forms
labels, draw lines and boxes, paste graphics on the form, move
window appears.
fields, change the size of fields, and more. Then you can save your
customised stationery so that you can select it when you print the 2 Select the form you want to customise in the Form to Customise
form. field and click Customise. The Customise [...] window appears.
If more than one user is accessing a company file, you should: B C D

A
z Create custom forms in the Forms folder on the host computer
on which the company file is stored
z Copy any custom forms from the host computer to the Forms
folder on each workstation that accesses the company file.
CAUTION : Back up forms stationery Back up the Forms folder

before customising any forms so you can always revert to the
originals.
Complete the following steps to create, save and print your

customised forms:
A Tool palette The tool palette provides you with customisation tools.
Step Task See: B Preview button Click Preview to view your form on screen.
C Layout Select the required layout for a cheque stub. Note that
1 Display the form below
this is only displayed if you are customising a cheque.
2 Set up form properties page 203 D Data fields Data fields contain system-generated information.
3 Adding and editing elements page 203 NOTE : Cheques have two parts A cheque form has two parts:
the cheque itself and the stub. You customise the cheque and the
4 Preview the customised form page 203
stub separately. In the cheque Customise window, select the
5 Save the customised form page 204 appropriate stub layout in the Layout field. For example, the
Regular layout is assigned to cheques recorded in the Spend
6 Print the customised form page 204 Money window and the Payable layout is assigned to cheques
recorded in the Pay Suppliers window.

Step 2: Set up form properties Step 3: Adding and editing elements
1 Click the form properties ( ) button in the tool palette of the Add, remove or edit elements—such as text, graphics and
Customise [...] window. lines—according to your needs. For more information, see
‘Adding and editing graphic elements’ on page 205.
The Forms Properties window has two tabs: the Layout tab and Step 4: Preview the customised form
the Options tab. At any time during the customisation process, you can display a
preview of your work.
2 In the Layout tab:
1 Click the preview button in the tool palette of the Customise [...]
a Specify the number of forms you want to print per page.
window.
b Select the required type of paper from the Paper list.
c Enter the margins for the page.
d Specify the width and length of the form (not the paper) in the
Form Size fields. If you are printing four cheques per 11x17- The form is displayed in the Print Preview window.
inch page, enter the width and length of a single cheque and 2 If you want to view the form in more detail, alter the default value
not the width and length of the 11x17-inch page. (75%) in the Zoom field and press TAB.
3 In the Options tab: 3 If you want to check your current printer and page settings, click
a Specify the grid options for the form, such as whether to Print Setup.
display a grid, the size of the grid and whether to use the 4 When you have finished previewing the form, click Close in the
snap-to-grid feature for aligning fields. Print Preview window.
b Specify the background for the form by clicking Insert
Background and selecting the image file to use as the form’s
background.
c If you have chosen a background image, specify where the
image is to be displayed on the form.
4 Click OK.
User Guide Customising forms 203

Step 5: Save the customised form the Advanced Filter window. For more information on printing
forms, see ‘To print forms’ on page 199.
When you are satisfied with the changes you have made to the
form, you should save the customised form.
Changing the default fonts
If you want to save changes to a custom form you created
previously, click Save Form. Every form in MYOB Accounting is assigned default fonts. You can
change these default fonts if you prefer your forms to have a
If you want to create a new custom form stationery that contains different appearance.
the changes you have made, click Save Form As. The Save As
window appears. Enter a name and a brief description for the new 1 Go to the File menu and choose Default Fonts. The Default Font
layout and click OK. Selection window appears.
2 Click Forms. The Change Default Forms Font window appears.

Step 6: Print the customised form 3 Choose the font style and size for the printed characters on your
Printing a customised form is the same as printing an unchanged forms. The sample box previews the appearance of your choices.
form. However, before you can print using your customised form,
4 Click OK when you have finished.
you need to select the from in the Selected Form for [...] field in
Adding and editing elements

Adding and editing data and label elements To add a data field to a form
You can add elements to, and change elements on, a form using 1 Click the add data ( ) button. The Select from List window lists
the buttons on the tool palette shown below: all the data fields available for the form you selected.
Add Add Draw Send to Font Print
data graphic line back style preview
Add Add Bring to Form

text rectangle Undo front properties
NOTE : Layout selection The Layout list only appears for cheque
forms.

The column on the right indicates the field type (Data, Column) If the name is longer than the size of the label, you may need to
and where it appears on a form. For example, the Total field only resize it—see ‘To change the size of an element’ on page 208.
appears on the last page.
To change the name of a text label
2 Click the fields you require.
1 Double-click the text label. The Field Properties window appears.
3 Click OK. The selected data fields appear on the form. Their
position depends on a number of factors, such as the number of 2 Change the name in the Text field on the Layout tab.
records they can display, previous cursor position and other fields
3 Click OK.
already on the form. You can move a field to a better position—see
‘To drag an element to a new location’ on page 207.
To change the font style of a data field or text label
4 If you want to change the properties of a data field, double-click
1 Double-click the data field or text label to be changed. The Field
it. The Field Properties window appears.
Properties window appears.
The Field Properties window has two tabs: the Layout tab where
2 Click Text Format on the Layout tab. The Text Format window
you specify the text, format, location and size of the field, and the
appears.
Borders tab where you specify the layout, colour and width of the
field’s borders. 3 Make your choices in the Font, Font Style, Size, Justify, Font
Colour and Effects fields in this window.
5 Change the properties as required and click OK.
4 Click OK.
To add a text label to a form
1 Click the add text button ( ) and then click the form where the Adding and editing graphic elements
text field is to be located. A new text label named Text Field You can also add graphic elements to a form: rectangles to visually
appears. group elements, lines to separate elements, and icons, logos,
2 Double-click the new label. The Field Properties window displays photos, location maps and other graphic elements.
the Layout tab where you specify the name, location and size,
text format and background colour of the label, and the Borders To add a graphic file to a form
tab where you specify the layout, colour and width of the label’s 1 Click the add graphic button ( ) in the Customise window and
borders. then click on the form where it is to be located. A new graphic
3 Click OK to close the Field Properties window. The new label element appears.
appears in the Customise window.
User Guide Adding and editing elements 205

2 Double-click the graphic element. The Field Properties window 5 Click Paste Picture. The graphic appears in the Preview Picture
appears. area.
6 Specify the field location and element size for the graphic.
7 Click OK. The graphic appears in the Customise window.
To draw a line on a form
You can draw a vertical or horizontal line on a form.
1 Click the draw line button ( ) and then click and hold the
3 Click Load Picture. The Open window appears. mouse at the location on the form where you want the line to
begin.
4 Select the graphic file and click Open. The Field Properties
window displays the graphic in the Preview Picture area. 2 Drag to where you want the line to end and then release the
mouse button.
5 Specify the field location and field size for the picture.
6 Click OK to close the Field Properties window. The picture To draw a rectangle on a form
appears in the Customise window.
1 Click the rectangle button ( ).
To paste a graphic element into a form 2 Click and hold the mouse at the location on the form where you
want the top left corner of the rectangle to appear.
You can paste almost any graphic that can be placed on the
clipboard into a form, regardless of its graphic format. 3 Drag to the right and down to where you want the rectangle to
end and then release the mouse button.
1 Open your graphic file in any graphics software.
2 Copy the graphic to the clipboard. To change the thickness of a line or rectangle
3 Click the add graphic button ( ) in the Customise window. 1 Double-click the line or rectangle. The Field Properties window
Then click the location on the form where you want the graphic to appears.
appear. A graphic element appears.
2 Choose a thickness in the Line Size section of the Field
4 Double-click the graphic element. The Field Properties window Properties window.
appears.
3 Click OK.

Editing all elements with common commands To delete an element
The following editing procedures are applicable to any element. Select the element and press BACKSPACE or DELETE on your
z ‘To copy and paste an element’ below. keyboard.
z ‘To delete an element’ below.

To undo the last change
z ‘To undo the last change’ on page 207.
z ‘To drag an element to a new location’ on page 207. To undo the last change you made to the current form, click the
undo button ( ) or press CTRL + Z.
z ‘To change an element’s coordinates’ on page 207.
z ‘To change the size of an element’ on page 208.
To drag an element to a new location
z ‘To send an element to the back’ on page 208.
z ‘To bring an element to the front’ on page 208. 1 Click the element and hold down the mouse button. Notice that
the cursor changes to a hand pointer.
There are also procedures specific to particular kinds of
elements—see ‘Adding and editing elements’ on page 204 and 2 Drag the element to the desired location. In the example below,
‘Adding and editing graphic elements’ on page 205. the [Invoice No] data field is being dragged below its original
position.
To copy and paste an element
1 Click an element once to select it.
2 Go to the Edit menu and choose Copy.

To change an element’s coordinates
NOTE : Pasting the element onto another form If you want to
paste the element onto another form, display that form in the 1 Double-click the element you want to move. The Field Properties
Customise window. window appears.
3 Go to the Edit menu and choose Paste. A copy of the element 2 In the Field Location fields on the Layout tab, enter the distance
appears in the window. from the top and left edges of the form to the top left corner of
the element.
3 Click OK.
User Guide Adding and editing elements 207

To change the size of an element
1 Click the element once to select it. Small squares, called handles,
appear on the element.
2 Drag a handle to change the size of the element.
To send an element to the back
1 Select the element you want to send behind another element.
2 Click the send to back button ( ).
To bring an element to the front
1 Select the element you want to bring in front of another element.
2 Click the bring to front button ( ).

16 Financial control
Using MYOB Accounting, you can control finances by setting budgets, auditing your records and by reviewing and analysing your
financial activities.
Tracking financial information

You can track financial information at three levels: Accounts level
z Accounts level—view the profitability and financial details of The accounts list could be set up to provide a basic overview of
your business as a whole. the business’s overall performance. For example, the following
z Categories level—view the profitability and financial details income accounts could be used:
of your individual business divisions, departments,
4-0000 Income [Header]
properties, offices or locations.
4-1000 Car Sales [Header]
z Jobs level—view the profitability and financial details of the
4-1010 New Car Sales [Detail]
individual jobs or tasks carried out for customers and clients.
4-1020 Pre-owned Car Sales [Detail]
The following example will illustrate how accounts, categories
4-2000 Service and Parts income [Header]
and jobs may be interrelated:
4-2010 Service Income [Detail]
A car dealer has two lines of business—car sales and a service 4-2020 Parts Income [Detail]
department. The car sales department sells both new and
4-2030 Accessories Income [Detail]
pre-owned vehicles. The service department regularly takes on
multiple jobs for particular customers. When entering a transaction, the appropriate account is
allocated to each individual amount. A standard profit-and-
You could set up MYOB Accounting in the following way,
loss statement can then be printed for the business showing
although this is just one of many ways.
income and expenses generated by the business. However, at
209
this level, it is difficult to see how well particular models are Setting up accounts
selling. Categories can manage this.
You can set up your accounts using the Easy Setup Assistant (see
‘Setting up accounts’ on page 28) or in the Accounts command
Categories level
centre (see ‘To add an account to your accounts list’ on
You can set up categories for keeping track of different car sales: page 136).
say, model A, model B and model C. For the service department,
you could keep track of the different services you offer. When Setting up categories
entering a transaction, you would assign the appropriate category
Categories can be assigned to the following transaction types:
to it. A profit-and-loss statement can then be prepared for each
model or service. This is an easy way to compare the categories’ z spend money
profitability and performance. But at this level, it is difficult to see z receive money
how profitable particular jobs or tasks have been. The Jobs z nominal journal entries
function can provide this facility.
z sales
z purchases
Jobs level
z stock transfers
Jobs could be set up to track income and expenses related to z stock adjustments
service jobs. This is particularly useful when multiple jobs are
z paycheques
performed for a single customer. When you enter a transaction,
z historical sales and purchases.
the appropriate job number can be assigned to each individual
amount. This enables you to associate several jobs with the NOTE : You cannot allocate categories to certain transactions
various amounts in a single transaction. For example, if a purchase There are certain transactions to which you cannot allocate a
includes parts for three customers, you could specify each of the category. These are: Pay Suppliers, Receive Payments, Prepare
three jobs to which that purchase relates. A profit-and-loss Bank Deposit, Settle Returns and Credits/Debits and
statement can then be prepared for each job and actual results Pay/Receive Refunds. When entering these transactions, the
categories assigned to the original transactions will be used. For
can be compared with budgeted values to produce a Jobs
example, the categories assigned to purchases appearing in the
[Budget Analysis] report.
Pay Suppliers window will also be assigned to the payment.
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 To enable allocation of categories
on a number of print and multimedia deliverables for your client
1 Go to the Setup menu and choose Preferences.
as part of a comprehensive assignment, you could use sub-jobs to
track the individual jobs: website design, business cards 2 Click the System tab.
production and brochure layout.
210 Chapter 16 Financial control MYOB Accounting/MYOB Accounting Plus v15, uk

3 Mark the Turn on Category Tracking checkbox. If you want to z setting budgets for each job
make the selection of a category mandatory for all transactions, z linking jobs to specific customers
choose Required from the drop-down list next to the checkbox. z assigning jobs to individual line items on transactions
z tracking reimbursable expenses for your jobs
To create a category
z preparing invoices to reimburse job expenses
1 Go to the Lists menu and choose Categories. The Categories z analysing profit and loss of a job.
List window appears.
2 Click New. The Edit Category window appears. To create a job
3 In the Category ID field, type a code that will be used to identify 1 Go to the Lists menu and choose Jobs. The Jobs List window
the category and press TAB. appears.
4 In the Category Name field, type the name of the category. 2 Click New. The New Job window appears.
5 In the Description field, type a description of the category or 3 Specify whether this is a header or detail job. Click:
notes relating to the category. z Header Job if you don’t want to assign transactions to this job,
but want to use it as a header for a group of detail jobs. The
header job will display the total of the associated detail jobs in
the Jobs List window.
z Detail Job if you want to assign transactions to this job.
4 In the 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.
6 Click OK.
Setting up jobs and sub-jobs

You can keep a detailed record of your jobs and sub-jobs. If you
intend to use sub-jobs, you first need to create jobs, and then
assign sub-jobs to them.
Specific job-tracking tasks you can accomplish include:
z organising jobs in a hierarchy
User Guide Tracking financial information 211

6 If you are creating a detail job, you can link a customer card to the 6 Enter additional information about the job, such as a description
job. This is useful if you intend to seek reimbursement for goods and start date. For more information, click the Help button and
and services purchased on the customer’s behalf. choose either Help for This Window or Tell Me How.
You can view details of all jobs linked to a customer in the Jobs tab
of the customer’s card.
7 Click OK.
To create a sub-job
1 Go to the Lists menu and choose Jobs. The Jobs List window
appears.
2 Click New. The New Job window appears.
3 Specify whether this is a header or detail job. Click: 7 If you are creating a detail sub-job, you can link a customer card to
the job. This is useful if you intend to seek reimbursement for
z Header Job if you don’t want to assign transactions to this job,
goods purchased on the customer’s behalf in the future.
but want to use it as a header for a group of detail jobs—or a
group of other header jobs to further subdivide a job. The 8 Click OK.
header job will display the totals of the associated detail jobs in
the Jobs List window. To enter opening balances for jobs
z Detail Job if you want to assign transactions to this job.
If you started using MYOB Accounting while a particular job was
4 In the Job Number field, type a code for the sub-job and press in progress, you can create the job and then enter any account
TAB. activity generated by the job so far in the Job Opening Balances
window.
5 Select a header job in the Sub-job Of list.
You can enter opening balances only for detail jobs. Header jobs
take their balances from the detail jobs below them.
1 Go to the Setup menu, choose Balances and then Job Opening

Balances. The Job Opening Balances window appears.
2 In the Job Number field, type or select the job for which you want
to enter an opening balance.

3 In the Opening Balances column, type the opening balances for the actual amounts and the amounts you have budgeted for the
each account. job.
4 Repeat step 2 and step 3 for each job with an opening balance. 1 Go to the Lists menu and choose Jobs. The Jobs List window
appears.
5 Click OK when you have finished.
2 Highlight the detail job for which you want to enter budgets.
To enter budget amounts for jobs
3 Click Budgets. The Job Budgets by Account window appears,
You can enter budgets for detail jobs. The budget information you with the number of the job you selected in the Job Number field.
enter for each job is used to help you assess your progress on a
All your company’s income, cost of sales, expense, other income
particular job and to determine the job’s effect on the state of
and other expense accounts appear in the scrolling list.
your business. The amounts you enter will be recorded against
accounts in your accounts list for comparison purposes. Once you 4 In the Budgets column, type the amounts you’ve budgeted for
begin recording transactions for the job, you will be able to print specific accounts for this job and then click OK.
the Jobs [Budget Analysis] report to see a comparison between
Budgets
When you prepare a budget, you are predicting the financial state require a budget will vary according to your business. Most
of your business. For example, you could prepare a budget that people prepare budgets for Profit and Loss accounts such as
predicts how much you intend to spend and earn over the next Income, Cost of Sales and Expenses accounts, and Balance Sheet
financial year. Having a budget means that, as the year accounts for specific assets and liabilities. To decide on the
progresses, you can track projected data against actual data and accounts that will require a budget, consider what changes you
take corrective action if things are not going according to plan. anticipate in your business and the financial impacts these
changes will have. For example, you may expect to hire new
You can also use budgets to plan for future goals. For example,
employees (which will affect, among others, your Wages &
you may want to undertake a new business venture in the coming
Salaries accounts) or, you may be considering taking a new loan
year. By creating a budget, you can work out the amount of
(which will affect your Bank Loans account).
money you will need for the venture, where this money will come
from, and the impact that the venture will have on other aspects What period can I budget for? MYOB Accounting lets you
of your business. create a budget for the current financial year and the next
financial year.
What do I need to budget? In MYOB Accounting, you can enter
budgets for individual detailed accounts. The accounts that
User Guide Budgets 213

Reviewing your budget You can review your budgets Using existing data If you have already prepared a budget in a
periodically to track your financial progress and see if it is going to spreadsheet or in other software, you may be able to import that
plan. A slight variation from the budget is normal. Large information into MYOB Accounting. For more information on
variations, on the other hand, may need investigation. For how to import account budgets, see ‘Importing data’ on
example, if you have a large increase in debtors, it may indicate page 254.
that your customers are taking a longer time than expected to pay
You can also use the previous financial year’s data as a basis for
your account.
your budget.
You can compare your budgeted amount with actual account
balances by viewing the Budget Analysis reports for Balance Sheet To enter the budget for an account
and Profit and Loss accounts. For information on displaying,
customising and printing reports, see Chapter 14, ‘Printing and
customising reports’, starting on page 189.
2 Click Budgets. The Prepare Budgets window appears.
Entering budget amounts The window lists the Profit and Loss accounts by default.
You can use the Prepare Budgets window to enter budget 3 From the Financial Year list, choose whether you want to enter a
amounts for each month of the current or next financial year. If budget for this financial year or the next one.
you want to quickly enter budget amounts for a group of months,
you can use the Budget Shortcuts window. 4 From the Account Type list, choose the type of account you want
to enter a budget for—Profit and Loss or Balance Sheet.
As the year progresses, you can choose to either adjust budget
figures or leave them unchanged. 5 For each month, click in the appropriate cell of the grid and enter
the amount. If you want to enter a negative amount, use a minus
Entering positive and negative amounts By default, the amount sign before the figure (for example, -250).
you enter will be assumed to be a positive amount. You can enter
negative budget amounts by using a minus sign before the
amount (for example, -250). When you enter a negative amount,
you are indicating that the balance of the account is going to
reduce.

As you enter data, the FY Total column will display the total Budget Shortcuts window
budget for each account.
If you want to quickly enter budget figures for a group of months,
A B
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

2 Click Budgets. The Prepare Budgets window appears.
E
3 Highlight the account you want to enter the budget for by
C D
clicking in the appropriate row.
A The Account Name and FY Total columns display the list of accounts
and their current budget totals for the financial year. 4 Click Shortcuts. The Budget Shortcuts window appears.
B You can enter the budget amount for a specific account and month in
5 From the Budget for list, select a time period:
this part of the grid. You can use the horizontal scroll bar to scroll
through the months.
C Click the Shortcuts button to open the Budget Shortcuts window from
where you can quickly enter budget amounts for the highlighted Select a time period
account.
For more details on this feature, see ‘Budget Shortcuts window’ below.
D Click the Copy Amount to Following Months button to copy the

selected amount to the months that follow.
E Click the Copy Previous Year’s Actual Data button to insert the
previous year’s account balances for the selected account and month.
z To enter the same amount for every month of the year or a set
6 Click Close to close the Prepare Budgets window. increase or decrease every month (starting from a base
amount), select Each Month.
z To enter a total amount for a group of consecutive months,
select Period starting from selected Month.
User Guide Budgets 215

z To enter the total amount for each quarter, select Each If you selected the Each Month option, you can also set a base
Quarter. budget amount for the first month, and the amount or
z To enter the total amount for each half of the year, select Each percentage by which this will vary every month onwards.
half of the Financial Year. 7 When you have finished entering the information, click OK. The
z To enter the total amount for the entire financial year, select Prepare Budgets window appears with the new amounts entered
Financial Year yyyy (where yyyy is your financial year). in the grid.
The fields in the window change according to the period you
If the account already has budget figures, a message appears
select.
asking if you want to replace the existing budget. Click OK to
6 Enter the budget amounts in the appropriate fields. Amounts that replace the budget, or Cancel if you want to keep the existing
cover more than one month (such as quarterly, half-yearly and amounts (you will be returned to the Budget Shortcuts window
yearly amounts, and amounts for a group of months) will be where you may need to click Cancel again).
divided equally among all the months in the group. 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.
Auditing your records

A range of features is available to help you ensure the accuracy of information on how to use the Company Data Auditor, see ‘Run
the records in your company file. These features are outlined the Company Data Auditor’ on page 222.
below.
Audit trail tracking system
Company Data Auditor You can track specific transactional, VAT, account, payroll and
The Company Data Auditor allows you to check the accuracy of system changes made to your company file using an audit-trail
the records in your company file. You can use the auditor to tracking system. You can then print an Audit Trail report which
perform maintenance tasks and reconcile bank and credit card lists all the changes recorded in a specified date range.
accounts.
To track changes, go to the Setup menu, choose Preferences and
The auditor also checks your transactions for exceptions such as then set the Use Audit Trail Tracking preference in the Security
invoices that do not reconcile with your receivables account, tab.
future-dated transactions, and audit trail changes. For more

The transactional, tax, accounts, payroll and system changes that Payroll Changes to the setup of an employees card include:
are recorded are outlined below: • change of an employee’s pay basis, pay rate or pay
frequency
Change type Description • change of an employee’s default wages expense account
• change of an employee’s ‘Carry Over’ entitlements
Transactional • deletion of transaction
• change of card selection • change of an employee’s pay history
• change of ID # • change of an employee’s tax code
• change of date change to the setup of a payroll category include:
• change of amount on any line • change to the Type of Wages selection
• change of account on any line • change to the Type of Entitlement field
• change of item selection • change to the Type of Deduction field or Deduction

Limit field
• change of job selection.
• change to the Type of Expense field and Expense Limit
Tax • deselection of tax on any line of a sales or purchase field.
transaction
System • Change of the linked account selection in any of the
• change of VAT code for a sales or purchase transaction
Linked Accounts windows
• change of tax amount for a sales or purchase transaction
• change to the lock periods security preference (this
• adding transactions with a VAT code other than the includes changes of the lock period date and the
default code for the selected card or account (invoices selection/deselection of the preference)
only, not orders or quotes)
• change to the Transactions CAN'T be Changed; They
• adding transactions with a changed taxable amount must be Reversed preference
• change of the linked account selection in any of the VAT • change to the Use Audit Trail Tracking preference.
Code Information windows.
Account • change of the current account number

• change of the account’s opening balance
• addition of a new account
• deletion of an account.
User Guide Auditing your records 217

Reviewing financial information
There are several tools that you can use to review your financial 2 Click Filters and choose the time periods and other criteria you
information: want to view.
z The Analyse Balance Sheet window provides details about 3 Click OK. The information you selected appears in the Analyse
your asset, liability and equity accounts in both graphical and Profit & Loss window.
ledger views. See ‘To analyse your balance sheet’ below.
z The Analyse Profit & Loss window provides detailed To analyse your jobs
information about your Profit & Loss accounts in both graphical
1 From any command centre, click the Analysis down arrow and
and ledger views. See ‘To analyse your profit or loss’ below.
select Jobs. The Analyse Jobs window appears.
z The Analyse Jobs window allows you to view information
about your progress on a particular job, broken down by 2 In the Job Number field, type or select the job you want to
account. See ‘To analyse your jobs’ below. analyse.
z Financial reports help you review of your financial information. 3 If you use budgets to track the progress of this job, enter a value in
See ‘To view financial reports’ below. the Percent Complete field. The budget amounts are adjusted to
represent the percentage of the job completed.
To analyse your balance sheet
To view financial reports
1 Go to the Accounts command centre and click Analysis. The
Analyse Balance Sheet window appears. 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 Filters and choose the time periods and other criteria you
want to view. 2 Click the Accounts tab.
3 Click OK. The information you selected appears in the Analyse There are several account reports that can help you track your
Balance Sheet window. financial information. These reports are listed below.
To analyse your profit or loss Report Description
1 From any command centre, click the Analysis down arrow and Audit Trail Reviews changes made to recorded transactions,
select Profit and Loss from the menu. The Analyse Profit & Loss VAT codes, account details and system settings.
window appears. 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 216.

Profit & Loss Shows your profit and loss figures. Balance Sheet [Budget Lists account balances as at the end of a selected
Statement Analysis] period, along with the budgeted amounts. If
you’ve determined that changes need to be made
Balance Sheet Reviews your financial position as of the end of a to the budgets for the coming months, you can
period. adjust your budget.
Summary Trial Balance Identifies incorrectly entered amounts. When Profit & Loss [Budget Lists account balances for a selected period, along
reviewing this report, check for: Analysis] with the budgeted amounts. If you’ve determined
• entries that seem unusually high or low for the that changes need to be made to the budgets for
account that has been affected the coming months, you can adjust your budget.
• debit amounts for accounts that normally have
Statement of Cash Shows how your cash position has changed over a
credit entries and vice versa
Flow period of time, what profit you have earned,
• unusually high or low ending balances where you received additional cash, and where
• an unusually high or low number of entries for your cash was spent.
a specific account.
For information on displaying, customising and printing reports,

see Chapter 14, ‘Printing and customising reports’, starting on
page 189.
User Guide Reviewing financial information 219

17 End-of-period procedures
It is important to ensure that your accounting records are accurate. Reconciling the accounts regularly will help you and your
accountant know that your books are complete, accurate and balanced.
You should reconcile your system with any source documents and resources available to you. For example, your bank account can be
reconciled with the bank statement, creditors balances can be checked against statements, and customers’ balances verified. If
possible, your stock should be counted, valued and, where necessary, adjusted in your company file.
Typical end-of-month procedures include reviewing your trial balance, reviewing your budgets and cash flow, paying payroll taxes
and purging information that is no longer needed.
End-of-year procedures are carried out at the end of your financial year and include any adjustments you need to make to your
company file so that it agrees with your accountant’s final records. Follow the procedures in this chapter to reconcile the system and
close the year. By closing the year in your company file, you are effectively bringing the company file up to date and removing
information not required in the new year.
If you use the payroll feature, there are additional procedures that you need to complete at the end of the year. This involves printing
P14 and P60 forms, reviewing payroll reports and closing the payroll year. You can e-file the P14 and P60 forms using the Inland
Revenue’s PAYE Online for Employers service, or submit them by post.
221
Month-end procedures
The following is a list of tasks we suggest you complete at the end 1 Go to the Accounts command centre and click Company Data
of each month. Depending on the nature of your business, some Auditor. The Company File Overview window appears.
of these tasks may not apply to you.
Step Task See:
1 Run the Company Data Auditor below
2 Review reports page 227
3 Send customer statement. page 228
4 Record depreciation page 229
5 Lodge VAT returns page 230

This window shows you:
6 Pay PAYE and NIC payments due page 230
z the company file name
7 Lock the period page 230 z the MYOB Accounting software release number
z the location of the company file
Step 1: Run the Company Data Auditor z the size of the company file
The Company Data Auditor is a series of windows that guides you z the date on which the company file was last backed up
through the process of checking and ensuring the accuracy of the z the date on which the company file was last verified
records in your MYOB company file. You can use the auditor to:
z the end month and year of the current financial year
z display basic information about the company file, such as the z the latest month of the locked periods, if one has been specified
file name, release number, location, size, lock periods, last z the date of the payroll tax tables.
backup date, etc.
If necessary, you can perform the following maintenance tasks
z perform maintenance tasks, such as back up your company file from this window:
and set lock periods
z Back up your company file. Click Backup and complete the
z display bank and credit card account details, including the backup procedure. For more information on how to back up
current balance and the date when they were last reconciled your company file, see ‘To make a backup of your company file’
z reconcile your bank and credit card accounts on page 241.
z check your transactions for exceptions and audit trail changes.
222 Chapter 17 End-of-period procedures MYOB Accounting/MYOB Accounting Plus v15, uk

z Check your company file for errors. Click Verify and complete 4 When you have finished viewing and, if necessary, reconciling
the verification procedure. For more information, see your accounts, click Next. The Transaction Review window
‘Checking your company file for errors’ on page 247. appears.
z Set the locked periods for your company file. Click Lock
Periods and specify the last month of those that are to be
locked (being months for which data cannot be entered). For
more information on how to set lock periods, see ‘Lock periods’
on page 230.
z Load payroll tax tables. Click Load Tax Tables and then
complete the procedure for loading tax tables. For more
information on tax tables, see ‘Load tax tables’ on page 37.
2 When you have completed the required maintenance tasks, click

Next. The Account Reconciliation Review window appears.
5 Enter the start date and end date of the period you want to
review.
6 Click Run Review to start the transaction review of the following:
Reconcile invoices The total of all customer balances is compared to

with the linked the current balance of the linked accounts debtor
debtors account account.
If there is an out-of-balance amount, click Display
to view the Debtors Reconciliation Exceptions
report and review, customise or print the details of
the report.
This window shows you: Reconcile purchases The total of all supplier balances is compared to the
with the linked current balance of the linked accounts creditor
z your bank and credit card accounts creditors account account.
z the balance of each account If there is an out-of-balance amount, click Display
to view the Creditors Reconciliation Exceptions
z the date on which each account was last reconciled. report and review, customise or print the details of
the report.
3 If you want to reconcile an account, select the account and click
Compare item The total value of stock on hand is compared to the
Reconcile Accounts. For more information on how to reconcile a
values with the current balance of the linked stock account.
bank account, see ‘Reconciling your bank accounts’ on page 225. 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.
User Guide Month-end procedures 223

Scan for future- The company file is checked for any transactions Check for job If you have marked the Warn if Jobs Are Not
dated transactions dated after the date of the current session (that is, exceptions [Cash Assigned to All Transactions [System-wide]
the current date). Transactions] checkbox in the Preferences window (System tab),
If there are transactions dated after the current the company file is checked for cash transactions
session, click Display to view the Future Dated (within the date range specified) that have no job
Transactions report and review, customise or print number.
the details of the report. If any transactions are detected with no job number,
click Display to view the Job Exceptions [Cash
Scan for prepaid The company file is checked for any prepaid Transactions] report and review, customise or print
transactions transactions. These transactions include all the details of the report.
customer and supplier payments (excluding deposit
payments) that have a payment date prior to the Check for job If you have marked the Warn if Jobs Are Not
date of the invoice or purchase. exceptions [Invoice Assigned to All Transactions [System-wide]
If there are payments made prior to the invoice or Transactions] checkbox in the Preferences window (System tab),
purchase date, click Display to view the the company file is checked for sales and purchase
Prepayment Transactions report and review, transactions (within the date range specified) that
customise or print the details of the report. have no job number.
If any transactions are detected with no job number,
Scan for deposits The company file is checked for any deposits paid click Display to view the Job Exceptions [Invoice
paid (within the date range specified) on sales orders or Transactions] report and review, customise or print
purchase orders. the details of the report.
If any orders have a payment flagged as a deposit
transaction, click Display to view the Deposit Reconcile payroll If you use integrated payroll, the total of payroll
Transactions report and review, customise or print liability payments liabilities transactions that are unpaid is checked
the details of the report. against the balance of the linked accounts payable
account Payroll Category.
Review audit trail If you have marked the Use Audit Trail Tracking If there is an out-of-balance amount because a
changes [System-wide] checkbox in the Preferences payroll liabilities transaction has a payroll paid date
window (Security tab), the company file is checked equal to or before the current session date, click
for any transactional, VAT, accounts, payroll and Display to view the Payroll Liabilities
system changes. Reconciliation Exceptions report and review,
If any changes occurred within the date range customise or print the details of the report.
specified, click Display to view the Audit Trail
report and review, customise or print the details of
the report. For more information on audit trail
tracking, see ‘Audit trail tracking system’ on
page 216.

7 When you have finished viewing and, if necessary, printing the Check for VAT The company file is checked for Spend Money and
Transaction Review reports, click Next. The VAT Exception exceptions [Cash Receive Money transactions without a VAT code
Review window appears. Transactions] assigned or where the entered VAT code is different
to the default VAT code. If such a transaction is
found, click Display to view the VAT Exemptions
[Cash Transactions] report and analyse the details
of the report.
Reconcile VAT code The company file is checked for variances between
details with linked the balance of the linked VAT accounts and the
accounts amount of VAT that has been collected and paid on
transactions. If variances are found, click Display to
view the VAT Code Reconciliation Exceptions
report and analyse the details of the report.
10 Click Finish. A message appears asking if you would like to print a

summary report of the audit findings. Click Yes to print the report
8 Enter the start date and end date of the period you want to or click No to close the Company Data Auditor window without
review. printing the report.
9 Click Run Review to do the following:
Reconciling your bank accounts
Check for VAT The company file is checked for variances between To ensure the accuracy of your business records, you should keep
amount variances the VAT amount posted and the VAT amount
calculated for the VAT codes assigned to sales your record of each bank account balance matched up with your
[Sales]
transactions. If a variance is found, click Display to bank’s records.
view the VAT Amount Variation report and review,
customise or print the details of the report. If you are reconciling your bank account for the first time since
Check for VAT The company file is checked for variances between you started using MYOB Accounting, see ‘Setting up bank
amount variances the VAT amount posted and the VAT amount accounts for reconciling’ on page 42.
[Purchases] calculated for the VAT codes assigned to purchase
transactions. If a variance is found, click Display to
view the VAT Amount Variation report and review,
customise or print the details of the report.
Check for VAT The company file is checked for sale and purchases
exceptions [Invoice transactions without a VAT code assigned or where
Transactions] the entered VAT code is different to the default VAT
code. If such a transaction is found, click Display to
view the VAT Exemptions [Invoice Transactions]
report and analyse the details of the report.

To reconcile your bank account 6 If there are entries on the statement relating to bank charges or
bank interest and the entries do not appear among the
NOTE : Reconciling bank accounts using the Company Data
transactions on the Reconcile Accounts window, you can add
Auditor If you are using the Company Data Auditor (see step 2
in ‘Run the Company Data Auditor’, on page 223), select the
these entries by clicking Bank Entry.
account you want to reconcile in the Account Reconciliation 7 Click Reconcile. A window appears, indicating whether your
Review window and click Reconcile Accounts. Continue this
account is reconciled or out of balance.
procedure beginning with step 3.
z If your account is reconciled, you can print the Reconciliation
1 Go to the Banking command centre and click Reconcile
report by clicking Print (recommended). Once the report is
Accounts. The Reconcile Accounts window appears.
printed, the Reconcile Accounts window appears. Click
2 In the Account field, enter the account you want to reconcile. Reconcile again to complete the reconciliation process. If you
don’t want to print the report, simply click Reconcile. The
3 In the New Statement Balance field, enter the closing balance
transactions you marked are considered cleared and won’t
that appears on the statement your bank sent you.
appear in the Reconcile Accounts window the next time you
4 In the Bank Statement Date field, enter the closing date that display it.
appears on your bank statement, and then press TAB. Only z If your account is out of balance, the window will indicate the
unreconciled transactions dated on or before that date will appear amount by which your account is out of balance, and will
in the scrolling list. provide you with a few ideas as to why this may have occurred.
To correct the unreconciled amount, follow the procedure
below.
To correct an unreconciled amount
1 Check the following:
Did you enter the correct figure in the New Statement

Balance field? Note that you have to enter the closing
balance from your bank statement, not the opening balance.
NOTE : If you want to use the Get Statement button to import Did you enter the correct date (that of the closing balance
your bank statement data, see ‘Importing statements’ on page 54. from your bank statement) in the Bank Statement Date
field? Note that an incorrect date may prevent some
5 For each entry on your bank statement, mark the corresponding
transactions from appearing in the list.
transaction by clicking in the select column ( in Windows and
in Mac). The selected line is highlighted and the amount in the Did you place the selection mark next to all transactions that
Calculated Statement Balance field is updated. appear on the bank statement? If not, some transactions

might not have been accounted for in the reconciled
Report Description
balance.
Debtors Reconciliation Lists all your outstanding receivables.
Did you place, by mistake, the selection mark next to a
transaction that didn’t appear on your bank statement? If Creditors Lists all your outstanding payables.
Reconciliation
yes, you need to remove the selection mark from this
transaction. Analyse Sales Lists your company’s sales activity and trends on a
[Customer] month-by-month basis.
Did you record all bank charges and bank interest entries
Analyse Purchases Lists your company’s monthly purchases.
that appear on the bank statement? If not, you need to [Supplier]
record them and mark them for reconciliation.
Items List [Summary] Shows what’s on hand and what needs to be
2 Repeat the reconciliation procedure ‘To reconcile your bank ordered.
account’ on page 226. Audit Trail Reviews changes made to recorded transactions,
VAT codes, account details and system settings.
If your account is still out of balance, then you may have deleted a Note that before you can track and report
transaction that has been reconciled previously. changes, you need to activate the audit trail
tracking preference. For more information, see
3 If you have deleted a previously reconciled transaction, re-enter ‘Audit trail tracking system’ on page 216.
the transaction into your company file and mark it for Profit & Loss Shows your profit and loss figures.
reconciliation. Statement
Balance Sheet Reviews your financial position as of the end of a

NOTE : Identifying deleted transactions using the Audit Trail period.
report If you set the Use Audit Trail Tracking preference, you
Summary Trial Balance Identifies incorrectly entered amounts. When
can use the Audit Trail report to search for deleted transactions.
reviewing this report, check for:
This preference must be set before deleted transactions will
• entries that seem unusually large or small for
appear in the report. the account that has been affected
4 Repeat the reconciliation procedure. • debit amounts for accounts that normally have
credit entries and vice versa
• unusually high or low ending balances
Step 2: Review reports • an unusually high or low number of entries for
a specific account.
There are several reports that we recommend you review at the
end of each month. You can use these reports to identify and Balance Sheet [Budget Lists account balances as at the end of a selected
Analysis] period, along with the budgeted amounts for
correct any discrepancies in your records, as well as spot any them. If you’ve determined that changes need to
trends in your business. be made to the amounts you’ve budgeted for the
coming months, you can adjust your budget.
These reports are listed below.

Profit & Loss [Budget Lists account balances for a selected period, along
4 Specify the statement period to be printed:
Analysis] with the budgeted amounts for them. If you’ve
determined that changes need to be made to the
z If you selected Invoice as the statement type, enter a date to
amounts you’ve budgeted for the coming include invoice statements outstanding on that date.
months, you can adjust your budget.
z If you selected Activity as the statement type, enter the
Statement of Cash Shows how your cash position has changed over a statement period in the From and to fields.
Flow period of time, what profit you have earned,
where you received additional cash, and where 5 Type the number of statements you want to print per customer in
your cash was spent.
the Print field.
NOTE : Create a report batch You may find it useful to create a 6 Click Advanced Filters to filter and customise the information to
report batch for your month-end reports and print them all in one be displayed in the customer statement. See ‘Advanced filters’ on
go. For more information, see ‘Printing report batches’ on page 201 for more information.
page 192.
7 Mark the select column ( in Windows and in Mac) beside
the name of each customer you want to print statements for.
Step 3: Send customer statements
Most businesses send statements to customers who have 8 Click Print.
outstanding balances at the end of each month. You can either
print out and send these statements through the mail or send To email a customer statement
them via email. 1 Go to the Sales command centre and click Print/Email
Statements. The Review Statements Before Delivery window
To print a customer statement appears.
1 Go to the Sales command centre and click Print/Email 2 Click the To Be Emailed tab.
Statements. The Review Statements Before Delivery window
appears. 3 In the Statement Type field, select the type of statement you
want to email.
2 Click the To Be Printed tab.
z Invoice statements lists all open invoices up to and including
3 In the Statement Type field, select the type of statement you the date you specify.
want to print.
z Activity statements lists all sales invoices, payments, and orders
z Invoice statements lists all open invoices up to and including with a customer deposit for a period of time. Activity
the date you specify. statements include a running account balance.
z 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.

4 Specify the statement period to be included. There are several methods of depreciation. Consult your
accountant to see whether you should be depreciating vehicles
z If you selected Invoice as the statement type, enter a date to
and equipment and, if you should, which method is best for you.
include invoice statements outstanding on that date.
z If you selected Activity as the statement type, enter the MYOB Accounting doesn’t calculate depreciation automatically,
statement period in the From and to fields. but you can record your depreciation figures quickly with a
journal entry.
5 Mark the select column ( in Windows and in Mac) beside
the name of each customer you want to email statements to. 1 Create a new asset account for each type of asset you depreciate.
Add the words ‘Accum Dep’ (for Accumulated Depreciation) at
6 If you want to change a customer’s email address, highlight their
the end of each new account name. Give the new account a
name and select an address from the Email Address list ( ).
number that allows it to come directly after its corresponding
Alternatively, type the email address in the Email Address field.
asset account in the accounts list. For more information on
7 Type the subject title and message of the email or accept the creating a new account, see ‘To add an account to your accounts
default subject and message. If you want to change the default list’ on page 136.
message, click Email Defaults and make the changes as
In the following example, we have a header account, Vehicles,
appropriate.
numbered 1-1500, and a detail account, Vehicles Original Cost,
8 Click Advanced Filters to filter and customise the information to numbered 1-1510. We have created a new asset account called
be displayed in the customer statement. See ‘Advanced filters’ on Vehicles Accum Dep, numbered 1-1520. Notice that the header
page 201 for more information. account shows the current book value of the vehicles.
9 Click Send Email.
Step 4: Record depreciation 2 Create a new expense account. You may want to call it
Depreciation.
IMPORTANT : If you depreciate your assets at the end of the financial
year, make this step a part of your end-of-year routine. Consult your 3 Once you’ve determined your depreciation amounts, make
tax adviser or accountant for information on when to depreciate
journal entries to credit the new accumulated depreciation asset
your assets.
accounts and debit the new depreciation expense account. The
Your company’s vehicles and equipment lose value each year. Part accumulated depreciation asset accounts will always have a
of the cost of vehicles and equipment can be allocated as an negative balance to show a reduction in the value of the
expense to your company each year you benefit from their use. depreciable assets.
The allocation of the cost of a piece of equipment over its useful
life is called depreciation.

Step 5: Lodge VAT returns 3 Highlight the Employer’s Payment Record [P32] report and click
Customise. The Report Customisation window appears.
Many businesses are required by the government to submit
monthly VAT returns. To determine the amounts you need to 4 Select the required tax period from the Tax Period list.
include on your VAT returns, you need to produce the VAT reports
5 Click Display.
that are available in MYOB Accounting. To view a list of the VAT
reports, click the VAT tab in the Index to Reports window. For
more information about producing VAT reports, see ‘Accrual and Step 7: Lock periods
cash reporting’ on page 159. After you have completed your month-end tasks, you should lock
that month using the Lock Periods feature. This will prevent you
Step 6: Pay PAYE and NIC that is due from inadvertently making an entry in a month in which you
don’t want new entries.
Payments of PAYE and NIC amounts due for each tax month must
be paid to the Inland Revenue Accounts Office within 14 days of 1 Go to the Setup menu and choose Preferences. The Preferences
the end of that tax month. Given that tax months end on the 5th, window appears.
you must pay that amount by the 19th of the month.
2 Click the Security tab.
To determine the amount you owe the Inland Revenue, you
3 Mark the Lock Periods: Disallow Entries Up to and Including
should produce the Employer’s Payment Record [P32] report.
checkbox and choose the relevant month from the drop-down
list. This selection merely places a temporary lock on the month
To view the Employer’s Payment Record [P32]
you select and all months before it. If, at a later time, you need to
report
make an entry in a locked month—for example, you locked May,
1 Go to the Reports menu and choose Index to Reports. The and now want to make an entry in April—you can change your
Index to Reports window appears. selection in the Preferences window so that month is unlocked.
2 Click the Payroll tab.

Year-end procedures
This section describes the tasks you need to perform at the end of from previous, current and next financial years. For more
your financial year and at the end of the payroll year (if you use the information, see ‘Starting a new financial year’ below.
payroll feature) to prepare your company file for the coming year.
End of payroll year
End of financial year You must close the payroll year in the last month of your payroll
With MYOB Accounting you don’t need to close your financial year or soon after. Otherwise, you will not be able to enter
year at any particular time. You can continue to use your company paycheques for the next payroll year. See ‘Starting a new payroll
file for up to twelve months after the last month of your current year’ on page 235.
financial year. MYOB Accounting allows you to track information
Starting a new financial year

Complete the tasks listed below to close your financial year and Step 1: Complete month-end tasks
start a new one.
Make sure you complete each of the month-end tasks. See
‘Month-end procedures’ on page 222.
Step Task See:
1 Complete month-end tasks below Step 2: Perform a stocktake

2 Perform a stocktake below If you track stock quantities and values, you should perform a
stocktake count when all transactions affecting stock for the
3 Provide information to your accountant page 232 financial year have been entered.
4 Enter end-of-year adjustments page 233
To perform a stocktake
5 Back up your company file page 234
1 Go to the Stock Control command centre and click Count Stock.
6 Start a new financial year page 234.
In the Count Stock window, click Print to print the Stock Count
7 Optimise and verify your company file page 236 Sheet report.
2 Count the stock on hand and record the quantities on the Stock
Count Sheet.
User Guide Year-end procedures 231

3 Make the necessary adjustments in the Count Stock window so To export information to accountants
that the stock quantities shown in your company file match your
1 Go to the File menu and choose AccountantLink and then Send
counted items on hand. See ‘Record stock’ on page 125 for more
to Accountant. The Reporting Period window appears.
information.
Step 3: Provide information to your accountant

Once you have completed your year-end tasks, you can send your
accounting data to your accountant.
Accountants routinely ask their clients to provide financial

information in an electronic format that can be loaded into their
software. This makes it easier for the accountants to examine and
analyse their clients’ records. After examining these records,
accountants may make adjustments to the records that need to
be entered into MYOB Accounting. 2 If your accountant wants you to include journal entries in the
export, mark the Include Journal Entries in Export File
If your accountant requests an electronic copy of your accounting
checkbox.
records, you can export your accounts list, account balance and
journal entries and send this file by email or by post. You 3 In the Date to end of field, select the month up to and including
accountant can then examine your records and, if required, send for which you want to export transactions.
you a file to import that contains adjusting journal transactions (see 4 Choose the method you want to use to send the information.
‘To import nominal journals from your accountant’ on page 234).
z Email—If you want to email the file, select your accountant’s
name in the Email to field and then click email. The email
address entered on the accountant’s card will be used when the
email is created in your email program. The default name for
the export file is companyfilename.MYE.
z 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.

Step 4: Enter end-of-year adjustments 2 [Optional] Enter a comment in the Memo field, to describe the
journal entry, for example, Depreciation–Motor Vehicles.
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 254). 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 Each row of information entered in the scrolling list is a line item.
accountants’ on page 232), you can import the adjusting journals The line item details are identified in the journal adjustments
your accountant sends you. For more information, see ‘To import provided by your accountant.
nominal journals from your accountant’ on page 234. Make sure 3 For each line item:
your accountant has sent you the journal adjustment file as a text
file with a file with a .txt extension. a Type the account number (or name), or select it from the
account list.
To record adjustments manually b In the Debit and Credit fields, enter the debit or credit amount
for the line item.
If your company file is set to 13 accounting periods in the financial
c [Optional] In the Job field, enter the job number for the line
year, assign your adjustments to the 13th period by entering an
item.
asterisk (*) before the date, for example, *30/9/2004.
d [Optional] In the Memo field, enter a description of the line
1 Go to the Accounts command centre and click Record Journal item.
Entry. The Record Journal Entry window appears. e If necessary, change the default VAT code for the account by
The nominal journal number and transaction date appear by typing the required VAT code or selecting it from the list.
default. You can change these if necessary. 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.
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 240. Make sure you
verify the company file as part of the backup process. See
‘Checking your company file for errors’ on page 247.
User Guide Starting a new financial year 233

To import nominal journals from your accountant When you start a new financial year:
1 Go to the File menu, choose AccountantLink, then Receive from z The previous financial year’s monthly totals for all accounts are
Accountant. The Open window appears. changed to ‘last year’ categories. If ‘last year’ amounts already
existed, those amounts will be replaced.
2 Locate and select the file containing the nominal journals sent by
z The balance of your current-year earnings account is
your accountant.
transferred to your retained earnings account.
3 Click Open. The accounts are imported and a message appears, z The balances of your income, cost of sales, expense, other
giving you the results of the import. If there are any errors, read income and other expense accounts are returned to zero.
the information in the MYOBLOG file (MYOB Accounting) or
z Closed sales, closed purchases and journal entries assigned to
MYOBPLOG file (MYOB Accounting Plus) which can be found in
closed sales and closed purchases are kept or purged according
the folder where your company file resides.
to your selections in the Start a New Financial Year assistant.
Step 5: Back up your company file To start a new financial year

Make a backup of your company file after you have finished NOTE : Single-user access Please note that this task requires
entering adjustments and store it in a safe location. See ‘Backing single-user access. For more information, see ‘Single-user file
up and restoring company files’ on page 240. Make sure you locking for special tasks’ on page 249.
verify the company file as part of the backup process. See
1 Go to the File menu and choose Start a New Year and then Start
‘Checking your company file for errors’ on page 247.
a New Financial Year. The Start a New Financial Year window
appears.
Step 6: Start a new financial year
2 Follow the instructions that appear. If you need help, click the
If you have completed steps 1–5, you are now ready to start a new Help button and then choose Help for This Window.
financial year.
Make sure that all transactions for the year that’s ending are Step 7: Optimise and verify your company file
entered in your company file before you begin closing the year.
Once the Start a New Year procedure is complete, we recommend
That way, you can avoid making adjusting nominal journal entries
that you optimise and verify your company file. For more
in the new year and your yearly records will be more accurate.
information, see ‘Optimising your company file’ on page 247.
This will also make it easier for you to compare your company’s
performance from one year to the next. If you have an accountant
who produces your year-end financial reports, you may need to
wait for your accountant to provide you with any adjusting entries
that may be needed.

Starting a new payroll year
Complete the tasks below to close your payroll year and start a Review these reports to find potential issues or concerns. Look for
new one. figures that seem out of the ordinary or unexpected.
Step Task See: Step 3: Prepare and submit payroll tax forms
1 Process the last paycheques for the year below You can use the MYOB Accounting End of Year Tax Forms
Assistant window to prepare P35 and P14/P60 payroll tax forms
2 Print payroll reports below
for your employees. You can e-file these forms using HM Revenue
3 Prepare and submit payroll tax forms below & Customs’ PAYE Online for Employers service, or submit them by
post.
4 Back up your company file page 236
Before you can e-file P14 and P35 forms, you need to register for
5 Start a new payroll year page 236 the HM Revenue & Customs’ PAYE Online for Employers service.
6 Optimise and verify your company file page 236 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,
Step 1: Process the last paycheques for the year go to http://www.gateway.gov.uk/.
You must make sure that all paycheques for the payroll year you If you need to change payroll information you’ve prepared and
are about to close have been entered. For more information, see submitted using the End of Year Tax Forms Assistant, you can
‘Paying your employees’ on page 102. use the assistant to prepare and submit an amended form. These
amended forms must be prepared before you start the next
Step 2: Print payroll reports payroll year in your company file.
Print the following payroll reports:

To prepare a payroll tax form
z Payroll Register [Summary]—shows the pay history of your
Follow the steps below to prepare your payroll tax form—or an
employees.
amended tax form if the original details were incorrect.
z Payroll Activity [Summary]—shows the paycheque amounts
recorded. These are paycheques that have been recorded but Submitting amended forms You can only submit
NOTE :
amended forms using the End of Year Tax Forms Assistant
do not include any manual adjustments made in the Payroll
window if you used the window to submit your original forms.
Details tab of the Card Information window (in the
employee’s card).
User Guide Starting a new payroll year 235

1 Go to the Payroll command centre and click Prepare Payroll Tax Step 5: Start a new payroll year
Forms to start the End of Year Tax Forms Assistant.
NOTE : Single-user access Please note that this task requires
2 In the first window of the End of Year Tax Forms Assistant, single-user access. For more information, see ‘Single-user file
choose your preferred method of lodgment by clicking either: locking for special tasks’ on page 249.
1 Go to the File menu, choose Start a New Year and then Start a
z I want to prepare my P35 and P14/P60 forms for e-file using
New Payroll Year.
my MYOB software
z I want to prepare my P35 and P14/P60 manually and 2 If you haven’t already created a backup file before purging the
submit them via post. information, click Backup and follow the instructions in the
windows that appear.
3 In the remaining windows of the End of Year Tax Forms
Assistant, complete either: 3 Click Continue. Follow the instructions, which will prompt you
step-by-step through the process.
z your original tax form details
z the amended tax form details—only enter the P35 and P14/P60 Starting a new payroll year will:
information that changed since submitting the original form. z clear the payroll history from the employee cards for the
For more information, see MYOB Help. previous year
z prevent you from printing payroll reports for the previous year
Step 4: Back up your company file z clear any entitlement balances that do not have the Carry
Before you start a new payroll year, make sure you make a backup Remaining Leave Over to Next Year preference set in the
of your company file. Once the previous year is closed, detailed Entitlement Payroll Category window
payroll information is no longer available and P11, P14 and P35 z prevent you from editing or deleting paycheques for the
forms and other reports cannot be printed for that year. If you’ve previous year.
made a backup, however, you can restore that backup and print
Check for tax table update (requires Internet access) To ensure
the necessary documents.
you have the correct tax tables for the new payroll year, go to the
For more information, see ‘Backing up and restoring company Help menu and choose Check for Product Updates.
files’ on page 240.
Step 6: Optimise and verify your company file

Once the Start a New Payroll Year procedure is complete, we
recommend that you optimise your company file. See
‘Optimising your company file’ on page 247.

18 Managing user accounts and
company files
Your company’s accounting information is kept in a single file called a company file. This includes your accounts list, details about
your customers, suppliers and employees, your list of items and all your transactions.
Every time you record a transaction, it is saved in the company file. Theoretically, there is no limit to the number of transactions you
can enter—the only constraint is that a very large company file might compromise performance.
Think of how much time you have spent customising your company file, setting it up and entering all your transactions. Imagine
having a computer failure and having to do it all again. This is why it’s important to back up and verify your company file.
You may need to restore a backup at any time because a simple bump of the computer or a power surge can cause a computer to
restart at just the wrong time and corrupt a company file. Company files can also be lost by hard-disk failures and theft. In all cases,
the only protection is a backup. If possible, you should keep your backup separate from your computer—preferably off-site.
Sometimes you might not realise you have a problem with your company file. For example, you may not find that your company file
has been corrupted until you try to access the corrupted part of the file. The Verify Company File function protects you against this.
You should regularly check your company file for errors.
Once or twice a year for the life of the company file, you need to confirm that you are entitled to access it.
237
Managing user accounts
If several people enter transactions into the same company file, Simultaneous users MYOB Accounting Plus allows more than
you can control which command centres, windows and one user to access a company file. Though MYOB Accounting Plus
transactions they can access with user accounts. The ability to provides you with a single network licence at the time of
limit users’ access can help to minimise fraud: for example, you purchase, you can buy additional licences (also known as
can prevent a person who places orders with suppliers from also workstation seats) whenever the need arises.
being able to pay suppliers, minimising the likelihood of paying
false purchases. To create a password for the Administrator account
User accounts A user can only open a company file by 1 Start MYOB Accounting and click Open your company file in the
completing the Sign-on window. The user must enter a user ID Welcome to MYOB Accounting window.
and password to gain access to the user account. Then, whenever 2 In the Open window, navigate to and select the company file to
a user enters a transaction, MYOB Accounting labels it with the be opened, and click Open. The Sign-on window appears.
user ID. This allows you to keep track of who entered particular
transactions, which is useful when following up disputes with 3 In the User ID field, type Administrator.
suppliers or customers and pinpointing fraudulent transactions. 4 Click Change Password.
Administrator account The Administrator account is a default 5 In the Change Password window, leave the Existing Password
user account always present in all company files and cannot be field blank, type the password in both the New Password and
deleted. This special user account is the only one with access to all Confirm Password fields.
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
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.
6 Click Record.
238 Chapter 18 Managing user accounts and company files MYOB Accounting/MYOB Accounting Plus v15, uk
To create a user account 6 Click the New button to open the New User Details window.
1 Start MYOB Accounting and click Open your company file in the
Welcome to MYOB Accounting window.
2 In the Open window, navigate to and 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 Go to the Setup menu and choose Preferences. 7 Type the user’s name in the User ID field, then type the password
in the Password and Confirm Password fields.
5 In the Preferences window, click the Security tab and then click
the Password button. The User Access window appears. 8 If you want to copy the restrictions you’ve set up for another user,
type or select an existing user account in the Copy Restrictions
field.
9 Click OK. The new user account appears in the User ID column of
the User Access window.
10 Click the new user account in the User ID column, then click in
the Not Allowed column next to those command centres or
functions to be denied to the user.
11 Click OK.
User Guide Managing user accounts 239

To obtain additional workstation licences (MYOB 4 Call Customer Service at the number given in the Enable License
Accounting Plus only) window and follow the Customer Service representative’s
instructions.
When the volume of transactions grows too large for a single
person to handle, you can purchase extra workstation licences to NOTE : Write down the confirmation code Ask the Customer
allow additional users to access the company file simultaneously. Service representative for the company file’s confirmation
code—you may need it to activate the extra seats you purchased.
Before you begin, have your credit card on hand.
5 Confirm the extra workstation licences.
1 Start MYOB Accounting Plus and open the company file requiring
z If you can connect to the Internet, click Enable Online and click
extra workstation licences.
OK.
2 Go to the Setup menu and choose Company Information. z If you cannot connect to the Internet, type the confirmation
3 In the Company Information window, click the License button. code given to you by the representative in the Enter
Confirmation Code field and click OK.
Backing up and restoring company files

Backing up is the copying of a company file to some form of z Don’t store backups on the same hard disk as the
storage medium, such as a floppy disk, CD, a different hard disk or software A single disaster can wipe out all your records.
other media. You can also use the backup function in MYOB z Make separate backups A disk failure can corrupt your data in
Accounting to create a compressed archive file that takes up less such a way that you may not notice it during a session. If you
space. The archive file has a ‘.ZIP’ extension for Windows users accidentally copy some corrupted data over your previous
and a ‘.sit’ extension for Mac OS users. backup file, that backup is no longer valid. Without a valid
backup, you would need to re-create your company file. You
Precautions when backing up Avoid common mistakes that can
can reduce this risk by making separate backups to protect your
cause you to lose backups of company files:
company data—for example, at the end of each business day.
z Take care when backing up multi-user company files If z Store backups offsite Store monthly and yearly backups in a
multiple users access a company file on a host computer, back safe place, preferably away from your office. Except for daily
up the host company file—especially if you include custom rotational backups, do not reuse media.
forms, and letter and spreadsheet templates in the backup.
CAUTION : Single-user access required Making a backup
By making a full backup, you ensure that the most recent requires single-user access. For more information, see ‘Single-user
versions of custom forms and templates are backed up. file locking for special tasks’ on page 249.
To make a backup of your company file z To prevent error checking, click Do not check Company File
for errors.
The Backup command creates a backup of the company file you
are currently using and compresses it to a smaller, more NOTE : Maintaining data integrity We recommend checking for
errors so that if you need to revert to a backup, data integrity is
manageable size.
ensured.
CAUTION : Backups and multi-user company files If there are
multiple users accessing a company file on a host computer, back
4 Click Continue.
up the host company file—especially if you are doing a full backup z If you selected the Do not check Company File for errors
that includes custom forms, and letter and spreadsheet templates.
option, go to step 6 below.
1 Go to the File menu and choose Backup. The MYOB Accounting z If you selected the Check Company File for errors option,
Company File Backup window appears. note that this verification process may take several minutes.
5 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:
z see step 2 of ‘To check your company file for errors’ on
page 247.
z press F1 for Help.
CAUTION : If the backup process does not work If any warning 6 In the Backup (Windows users) or Save (Mac OS users) window
or error messages appear at any stage of the backup process, that appears, choose where you want to store the backup file.
contact MYOB Support.
2 Decide the type of backup you want.
z To back up your company file and templates, click Backup all

data.
z To back up your company file only, click Backup Company File
only.
3 Choose whether to check your company file for errors before

making your backup:
z To check for errors, click Check Company File for errors.
User Guide Backing up and restoring company files 241

The default filename assigned to the backup file is described in the To restore a backup (Windows)
following table.
1 Go to the File menu and choose Restore. The Restore window
appears.
Platform Default filename further details
Windows MYmmdd.zip • mmdd is the month and day

from your computer’s clock
• .zip is the file extension and
cannot be changed.
Mac Backup dd-mm-yyyy • dd-mm-yyyy is the date from

filename.sit your computer’s clock
• filename is your company
filename
• .sit is the file extension and If the Prompt for Data Backup When Closing checkbox is
cannot be changed.
marked in the Preferences window, a window appears asking if
you want to backup your company file. If you want to backup
7 If you want, you can change the name of the backup file. your company file now, click Yes and follow the prompts
otherwise click No.
8 Click Save.
2 In the Restore window, locate the backup file you want to restore,
9 Label all your backups with enough information to tell you when
select it and click Open.
they were done and where you were up to in data entry—for
example, ‘Friday 5/5/06’ or ‘Backup as of 5/5/06’. NOTE : If the backup file is on a removable disk, insert the disk
into the disk drive.
Restoring a backup company file 3 Specify where you want to save the restored file. By default, the
restored file will be saved in the same folder as the backup file. If
The Restore command closes the company file you’re currently
you want to save it in a different location, specify the folder name
using, decompresses a backup file so you can use it, and then
in the Save in field.
opens the backup file.
4 When you have specified the location and file name, click Save.
NOTE : Single-user access for restoring backups This task
A message appears showing that the company file will be restored
requires single-user access. For more information, see ‘Single-user
file locking for special tasks’ on page 249. to the selected folder.
5 Click OK to complete the restore.
When you restore a file that has not been activated, the Company
File Activation window appears. If you do not need to enter
transactions into the restored file, click I want to mark this file as
Read Only and then click Continue to open the file in read-only 2 Locate the backup file you want to restore, select it and click
mode. If later you need to activate the read-only file, go to the Help Open. The Choose a Folder window appears.
menu and choose Activate Company File.
3 Select the destination folder for the restored company file.
NOTE :Restoring from a CD If you are restoring a backup file
4 Click Choose. A message appears showing the file name and
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, location of the company file.
choosing Properties and clearing the Read-only checkbox.
5 Click OK. The Sign-on window appears.
To restore a backup (Mac OS) When you restore a file that has not been activated, the Company
File Activation window appears. If you do not need to enter
1 Go to the File menu and choose Restore. The Open window transactions into the restored file, click I want to mark this file as
appears. Read Only and then click Continue to open the file in read-only
mode. If later you need to activate the read-only file, go to the Help
menu and choose Activate Company File.
NOTE : Restoring from a CD If you are restoring a backup file

from a CD, the file will be read-only. To read data from the file,
you need to change the file’s attributes. To do so, locate the
restored file using Finder and click the file to select it. From the
File menu, click Get Info and clear the Locked checkbox.
NOTE : If the backup file is on a removable disk, insert the disk

into the disk drive.
User Guide Backing up and restoring company files 243

Confirming activated company files
After a company file is activated, once or twice a year you must These procedures show you how to confirm an activated
confirm its activation for the life of the file. The confirmation company file or set up automatic confirmation:
verifies to MYOB that you are running a legal installation of MYOB
z ‘To confirm a company file online’ below.
Accounting Plus. When confirmation is due and you attempt to
z ‘To confirm a company file by telephone’ on page 245.
open an activated company file, the Company File Confirmation
window appears. z ‘To set up automatic company file confirmation’ on page 246.
To confirm a company file online
1 Ensure you are connected to the Internet.
2 In the Company File Confirmation window, click I want to

confirm my company file online.
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 the I want to confirm
my company file later button and click Continue to open the
file. After the period of grace expires, the company file can only be
opened in read-only mode, in which you can still view
transactions, print reports or export data, but will not be able to 3 Click Continue. Your serial number and company file code are
enter any data. sent to the MYOB confirmation server, which returns a
confirmation code and extends the file activation.
NOTE :Confirming a read-only file If you have elected to open a
company file overdue for confirmation in read-only mode, but then The Company File Confirmation – Confirmed window appears.
change your mind, go to the Help menu and choose Confirm
Company File. The Company File Confirmation window appears.
4 If you prefer MYOB Accounting to perform subsequent 2 Click Continue. The Company File Confirmation – By Phone
confirmations automatically, mark the I want to use Automatic window appears.
Confirmation checkbox.
3 Call MYOB on the telephone number displayed under the
5 Click OK and in subsequent windows choose the options relevant Company File Code field.
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 246. Under normal circumstances, confirmation only
occurs once or twice a year.
To confirm a company file by telephone
1 In the Company File Confirmation window, click I want to

confirm my company file by phone. 4 Follow the instructions to receive your confirmation code.
5 Type the confirmation code in the Confirmation Code field and

click Continue.
NOTE : Confirmation code used only once After you confirm

your company file, the confirmation code cannot be used to
confirm this or any other company file again. You must get a new
confirmation code from MYOB each time MYOB Accounting
requests confirmation.
6 If you have an Internet connection and you prefer MYOB

Accounting to perform subsequent confirmations automatically,
mark the I want to use Automatic Confirmation checkbox.
User Guide Confirming activated company files 245

7 Click OK and respond to subsequent windows as you wish until an 5 Mark the I Prefer to Use Automated Online Company File
MYOB Accounting command centre appears. The company file Confirmation checkbox and click OK.
has been confirmed and you can continue to enter transactions.
From now on, MYOB Accounting confirms the company file
NOTE : Frequent requests to confirm If, after confirming a automatically and displays this notification of successful
company file, MYOB Accounting asks you within a short time to confirmation each time.
confirm it again, contact Technical Support—see ‘Troubleshooting
activated company files’ below. Under normal circumstances,
confirmation occurs only once or twice a year.
To set up automatic company file confirmation
After a company file has been activated, MYOB Accounting asks

you to confirm it once or twice a year. You can manually confirm
the company file either over the Internet (see page 244) or by
Troubleshooting activated company files
telephone (page 245). But, if you prefer, MYOB Accounting can The activation and confirmation of company files is sensitive to
confirm company files over the Internet automatically. changes of the date in your computer’s system clock. In some
circumstances, changes or discrepancies in the system date start
NOTE :Internet connection required When MYOB Accounting
attempts to confirm the activation of the company file
an immediate confirmation process.
automatically and you are not currently connected to the Internet,
Workstations out of synchronization If multiple users on
a window appears requesting you to connect.
different workstations are accessing a company file
1 Start MYOB Accounting and click Open a company file in the simultaneously and the dates in the system clocks of one or more
Welcome to MYOB Accounting window. workstations differ, you will need to synchronize clocks and
2 In the Open window, select the company file to be confirmed confirm the company file the next time you open it.
automatically and click Open.
Date changed while company file is open If you open a
3 Go to the Setup menu and choose Preferences. 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
4 In the Preferences window, click the Security tab.
confirm the company file next time you open it.
Servicing your company file
Checking your company file for errors Optimising your company file
In addition to having your company file automatically checked for Over time, your company file will grow considerably in size. As
errors before creating a backup, you can check your company file you enter transactions, then remove or purge them, the file will
any time you choose. have unused areas that once contained these transactions. These
unused areas can affect the efficiency with which operations are
By checking your company file for errors, you can catch minor
performed in the company file. We recommend that you use the
problems in the file before they cause serious problems.
Optimisation Assistant to remove the unused areas in the
company file and keep your accounting software running
To check your company file for errors
efficiently.
CAUTION : Single-user access required Checking a company file To optimise 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 CAUTION : Optimising multi-user company files If multiple
the company file from the host computer when no other users are users are accessing a shared company file on a host computer,
logged on. See ‘Single-user file locking for special tasks’ on optimise the company file on the host.
page 249. 1 Open the company file to be optimised.
1 Go to the File menu and choose Verify Company File. A 2 Go to the File menu, choose Optimise Company File. An
confirmation window appears. information window appears.
3 Click OK to continue.
2 Click OK to confirm that you want to verify your company file.
Your company file is scanned for errors. When the file verification 4 If an optimisation recovery file exists, we recommend that you
process is complete, a message appears describing the results of click Yes to retain a copy of it. Then click OK.
the process.
5 Click OK when the optimisation process is complete.
z If no errors were found, click OK to end the verification process.
z If your company file is corrupted, you can:
Attempt to repair the company file by optimising it—see
‘Optimising your company file’ below—and repeat this step
to check if the errors have been fixed.
Restore the company file from your most recent backup—see
‘To restore a backup (Windows)’ on page 242.
User Guide Servicing your company file 247

Purging information that is no longer needed 3 Go to the command centre to be purged. The information you
can purge is dependent upon the command centre you are in. For
Purging is the process of removing data from your company file.
example, if you are in the Sales command centre, you can only
After you have used MYOB Accounting for a long time, you will
purge closed invoices.
notice that the size of your company file has grown considerably.
Information such as journal entries, sales, purchases, business 4 Go to the File menu and choose Purge [...].
contacts, activity slips and sales history figures builds up over
5 Click Continue and follow the instructions in the Purge [...]
time. When your company file has grown larger than you want it
wizard.
to, you can remove information that is no longer needed. After
transactions are purged, they will no longer appear on any report.
Troubleshooting file-locking problems
NOTE : Payroll journal entries are not purged Payroll journal
entries are needed to print your payroll tax forms. When you When a company file is open, a temporary file called a lock file1 is
purge journal entries, the payroll entries are not removed. created in the folder where the company file is stored. This file,
called Lock000*.flk, keeps track of who is using the company
To purge information file. When you log out of the company file, the lock file is deleted
automatically.
CAUTION : Purging multi-user company files Purging a
company file requires single-user access. If you normally have Sometimes, however, the lock file is not deleted. This can happen
multiple users accessing a shared company file on a host if your computer crashes or an error causes your company file to
computer, purge the company file on the host computer when no close unexpectedly. Lock files can accumulate in the company file
other users are logged on. See ‘Single-user file locking for special
folder, resulting in error messages appearing when you try to
tasks’ on page 249.
access your company file again.
1 Open the company file to be purged.
To resolve these error messages, you must exit MYOB Accounting.
2 Create a backup file. See ‘To make a backup of your company file’ In Windows Explorer (or the Finder on Mac OS), open the folder
on page 241. 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.
1 The file is named Lock????.flk, where??? stands for a number

from 0001 to 0010. If there is more than one company file in the
same folder, the number allows MYOB Accounting to create a
different named lock file for each company file.
Special considerations for networked company files
NOTE : MYOB Accounting Plus users only The following changes being saved in one of the windows until the changes
networking information is only applicable to MYOB Accounting have been saved in the other window.
Plus users.
If you would like to know when another user has changed data in
When multiple users access a company file over a network, you
a window, go to the Setup menu, choose Preferences, click the
need to be aware of factors that affect the way you work that are
System tab, and mark Automatically Refresh Lists When
not present when only a single user accesses the company file.
Information Changes. Now, if another user changes information
See:
you are viewing, MYOB Accounting Plus closes your window.
z Preferences in a network environment, below. When you reopen it, the data is updated.
z Preventing data entry while generating reports, page 251. HINT : View a list of users If you have been prevented from
z Storing custom reports and custom forms on a network, accessing the company file, you can identify which user is locking
page 251. you out. To do this, go to a computer that has access to the
company file and view the list of active users (by going to the File
z Displaying up-to-date information, page 252.
menu and choosing Active Workstations).
z Improving performance, page 252.
Single-user file locking for special tasks
Preferences in a network environment
Although several users must be able to share a company file for
Some of the choices in the Preferences window of MYOB entering daily transactions, there are times when only one user
Accounting Plus can affect how everyone works with your should have access. Many of these tasks are file-maintenance
company file. These preferences are clearly marked System-wide. procedures such as backing up, checking and optimising the
company file. For example, optimising a company file rearranges
Multi-user file locking for daily transactions its internal structure, so you definitely do not want someone else
accessing the file while this process is taking place. Other
Multi-user file locking ensures that changes cannot be made in
single-user tasks are part of standard bookkeeping practice. For
some windows while related data is being changed by another
example, when you print a report, you do not want anybody to
user in another window.
change data that will appear in the report while it is being printed.
For example, a situation could arise where a user is recording
HINT : View a list of users To check whether any other users are
information in a sales transaction window while another user is currently using the company file before you set a single-user lock,
changing details of the customer card being used in the sales go to the File menu and choose Active Workstations.
transaction. In such a situation, multi-user file locking prevents
User Guide Special considerations for networked company files 249

Single-user file locking prevents all but the first logged-in user If the power fails, or you switch off your computer while MYOB
from accessing a shared company file—other users cannot even Accounting Plus is running, or your system crashes, MYOB
log in. To enable single-user access after starting MYOB Accounting Plus is unable to delete the lock file. You will need to
Accounting Plus, click Single-user access in the Sign-on window. delete the lock files manually. See ‘To delete lock files’ on
page 251. The following situations can cause lock files to
The tasks that require single-user file locking include:
accumulate in the folder where the company file is kept, resulting
z backing up a company file in various error messages when you try to open a company file:
z restoring a backup file
z Someone else is currently signed on with the same User ID
z company file verification
Someone else is using the company file with your user ID or a
z purging data lock file from an irregularly ended session is present.
z exporting data z No more than ten company files in any folder may be opened at
z importing data one time.
z starting a new financial year There are more than 10 lock files—the maximum
z starting a new payroll year permitted—in the folder where the company files are kept. This
z loading payroll tax tables can occur legitimately if there are more than 10 company files
in the folder, 10 of which are open simultaneously, so that an
z setting up, changing or removing an employee’s payroll
11th open file would create an (illegal) 11th lock file.
information
It is unlikely that 10 company files in a single folder will be open
z creating, changing or removing payroll categories
simultaneously. More likely, 10 lock files have accumulated in
z creating, changing or deleting report batches
the folder owing to crashes and other problems.
z optimising a company file
z You have reached the maximum number of simultaneous users
z setting up, changing or removing user accounts. allowed under your MYOB Accounting Plus Workstation Licence
If you know this is incorrect, the problem may be a lock file.
Problems with lock files
To let you know when another user is already accessing a shared

company file, MYOB Accounting Plus displays the File is busy;
access denied message when you try, at the same time, to save a
transaction or otherwise 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.
To delete lock files zeros or blank spaces on the report. In addition, new entries that
other users make might affect the total amounts on some reports.
Any of the above messages may mean that there are old lock files
For this reason, consider printing or displaying the report at a time
cluttering the folder where you store the company file. You need to
when you know that no entries are being made that will affect its
delete the lock files before MYOB Accounting Plus will run correctly.
accuracy.
1 Ask all users to close the shared company file and log out of MYOB
Before you print or display a report, open the Report
Accounting Plus.
Customisation window for the report. You can mark the Prevent
2 Go to the File menu and choose Active Workstations to check Data Changes During Report Generation checkbox (on the
whether any users are still logged in. If there are, ensure they have Finishing tab of the Report Customisation window) to turn on
logged out before continuing. multi-user file locking and prevent other users from adding,
changing or removing any information from the company file
3 Log out of MYOB Accounting Plus.
while MYOB Accounting Plus is generating the report. When you
4 Navigate in Windows Explorer (or the Finder on Mac OS) to the print or display the report while this checkbox is marked, the
folder where you keep the shared company file. report will be as up to date and accurate as possible.
5 Delete all lock files2. However, keep in mind that a few MYOB Accounting Plus reports
take some time to be generated. You might want to consider
6 Restart MYOB Accounting Plus and re-open the shared company
printing these lengthy reports at times when other users won’t be
file.
forced to wait for the report to be generated before they can
resume making entries in the company file.
Preventing data entry while generating reports
If there are multiple users accessing a company file simultaneously Storing custom reports and custom forms on a
and you want to print or view a report, we recommend that you network
prevent data changes being made during report generation. If
When you create custom reports and custom forms, information
you don’t, other users will be able to continue making entries in
about them is stored on your workstation’s hard disk and not on
the company file and your report may not be accurate. If another
the network. Other users of the same company file won’t be able
user changes information that affects the report while it’s being
to use your custom reports or custom form unless you copy the
printed or displayed, that particular entry may be indicated by
reports to the appropriate locations on their workstations. (You
may want to ask your system administrator to perform this task.)
2 The file is named Lock????.flk, where??? stands for a number Custom reports are stored in the Custom folder and custom forms
from 0001 to 0010. If there is more than one company file in the
in the Forms folder. Both these folders are located under the
same folder, the number allows MYOB Accounting to create a
different named lock file for each company file. folder where MYOB Accounting Plus is installed on your
workstation.
User Guide Special considerations for networked company files 251

Displaying up-to-date information Improving performance
Each time you open a list window (such as the Find Transactions The following list outlines a number of ways in which you can get
window) or display a report in the Report Display window, the the most out of MYOB Accounting Plus:
information that is displayed matches the contents of the
z Use single-user access whenever possible.
company file as of the moment you opened the list or displayed
z Optimise your company file frequently—see ‘Optimising your
the report.
company file’ on page 247.
However, if you keep the list or report displayed on your computer z Do not mark the Automatically Refresh Lists when
screen for some time, the data that other users entered during Information Changes checkbox in the Preferences window.
that time will not be included in your list or report. You can
z Do not mark the Warn for Duplicate Cheque Numbers
update the information automatically or manually:
checkbox in the Banking tab of the Preferences window.
z Automatic update Go to the Setup menu, choose z Do not mark the Warn for Duplicate [...] Numbers on
Preferences and then click the System tab. Mark the Recorded Sales checkbox in the Sales tab of the Preferences
Automatically Refresh Lists when Information Changes window.
checkbox. z Do not mark the Warn for Duplicate [...] Numbers on
NOTE : Automatic refreshing slows response Consider whether Recorded Purchases checkbox in the Purchases tab of the
you need to have on-screen information refreshed automatically. If Preferences window.
you choose this option, MYOB Accounting Plus will operate more z Use Easy-Fill when entering card names, account names, and
slowly for everyone who is accessing the company file. If speedier
item numbers or names.
data entry is a priority, we recommend that you choose to
manually refresh information regularly. z Avoid leaving list windows open.
z Use only a few linked accounts for stock items.
z Manual update Go to the Window menu and choose
Refresh All. To update an on-screen report in the Report z Combine line-item quantities on sales and purchases.
Display window, click Redisplay. z Generate large reports when you’re the only person using the
company file.
z Print reports by a specific month instead of by a date range.
A Importing and exporting data
Exporting data
You can take data entered in MYOB Accounting and use it in 4 Click Continue. The Export Data window appears.
other software programs or in other MYOB software company
files. This process is called exporting data.
You can export the following types of information: accounts,

items, nominal journal entries, Receive Money transactions,
Spend Money transactions, sales, purchases, cards, jobs,
activities, and activity slips.
The data can be exported to a tab-delimited or

comma-separated values (CSV) file. 5 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
NOTE : Single-user mode for data export You must not
want to export in the MYOB Plus Fields column (if you’re using
export data when more than one user is logged in. For more
MYOB Accounting, the column is labelled MYOB Fields). The
information, see ‘Single-user file locking for special tasks’ on
title Field 1 will appear in the Export Order column next to the
page 249.
field you selected. The field name will appear at the top of the
To export data Export Fields column on the left side of the window.
6 Repeat fromstep 5 for each field you want to export.

1 Make a backup of your MYOB Accounting company file. See
‘Backing up and restoring company files’ on page 240. If you want to remove a field name from the Export Fields
column, click the name in the MYOB Plus Fields column. If
2 Go to the File menu, choose Export Data and then choose
you want to export all the fields in the order they’re shown in
the type of data you want to export. The Export File window
the column, click Match All.
appears.
7 Click Export. The Save As window appears.
3 Select the export file format and enter other information in
this window. For detailed field help, click Help and then 8 Enter a file name and location for the export file and click
choose Help for This Window. Save. The file is exported.
253
Importing data
MYOB Accounting allows you to take various bits of information To import data
entered in other software and incorporate them into your
Before you start the import process, you will need to export the
company file. You can also incorporate information entered in one
data you want from the software program you’ve used to create
MYOB software company file into another MYOB software
the data. See ‘To export data’ on page 253. The data you want to
company file. This process is called importing data.
import must be stored in a file known as an import file that uses
You can import the following types of information: accounts, either the tab-delimited or comma-separated file format.
items, nominal journal entries, Receive Payments transactions,
1 Go to the File menu, choose Import Data and then choose the
Receive Money transactions, Spend Money transactions, Pay
type of data you want to import. The Import File window
Suppliers transactions, sales, purchases, cards, jobs, activities, and
appears.
activity slips.
2 Select the import file format, the type of the first record, and the
The data can be imported from a tab-delimited or method of handling duplicate records. For more information,
comma-separated values (CSV) file. click Help and then choose Help for This Window.
NOTE :Single-user access required Please note that you must 3 Click Continue. The Open window appears.
not import data when more than one user is logged in. For more
4 Locate the import file and click Open. The Import Data window
information, see ‘Single-user file locking for special tasks’ on
appears.
page 249.
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 232),
you can import the adjusting journals your accountant sends you.
For more information, see ‘To import nominal journals from your
accountant’ on page 234.
254 Appendix A Importing and exporting data MYOB Accounting/MYOB Accounting Plus v15, uk
5 Match the import fields with the MYOB Plus Fields column (if you’re c Click a field in the Matching Import Field column to remove it.
using MYOB Accounting, the column is labelled MYOB Fields). d If all fields in the import file match those in the MYOB Plus
a Highlight the name of a field in the Import Fields column. Fields column, click Match All.
b Click the matching field in the MYOB Plus Fields column. 6 Click Import to import the data. If you get a warning or an error
message indicating that the import was not successful, refer to the
The import field you selected appears in the Matching Import
import log file in the MYOB Accounting installation folder for a list of
Field column.
errors or warnings. This is a text file—readable by most word
NOTE : Some fields must be imported Fields that have asterisks
processors—that lists any problems encountered during the import.
(*) next to them must have matching import fields assigned to them.
Importing data from MYOB RetailBasics

Using MYOB RetailBasics together with MYOB Accounting enables Step 1: Set the preference to import from
you to import point-of-sale data—such as sales, surcharges, VAT MYOB RetailBasics
collected and liabilities accrued—from MYOB RetailBasics to MYOB
To set up MYOB Accounting to import MYOB RetailBasics data,
Accounting. This saves you from having to manually enter this data
you need to set a preference. You only need to do this once.
into your accounting system.
1 In MYOB Accounting, go to the Setup menu and choose
To use this feature, you need to:
Preferences. The Preferences window appears.
z Set up your MYOB Accounting software.
2 Click the System tab and mark the I Use MYOB RetailBasics
z Export MYOB RetailBasics data—daily, weekly or as required.
checkbox.
z Import MYOB RetailBasics data into MYOB
Accounting—whenever there is a data file to import.
Set up your MYOB Accounting software

Before you can start importing MYOB RetailBasics data into MYOB
Accounting, you need to complete the following tasks.
Step Task See: 3 Click OK.

1 Set the preference to import from MYOB RetailBasics below
2 Set up accounts for MYOB RetailBasics data page 256
3 Replicate your VAT code lists page 256
Step 2: Set up accounts for MYOB RetailBasics If necessary, add any required VAT codes in MYOB RetailBasics. For
data more information, see the MYOB RetailBasics User Guide.
You need to set up your accounts list to include accounts for the If there are additional VAT codes in MYOB RetailBasics, and you
following items. intend to use these codes, you need to set up these codes in
MYOB Accounting. For more information, see ‘Setting up VAT
NOTE : Accounts may already exist You may have already
created some of these accounts when you set up your company codes’ on page 157.
file. Review the list below and, if necessary, add the required
accounts to your account list. For more information, see ‘Adding To print a list of MYOB Accounting VAT codes
an account’ on page 136.
1 Go to the Lists menu and choose VAT Codes. The VAT Code List
z Sales account to record sales income (an income account, for window appears.
example 4-1000)
2 Click Print.
z Bank account to record your daily takings (an asset account, for
example 1-1100)
z VAT account to record VAT collected (a liability account, for
Export MYOB RetailBasics data
example 2-1030) You need to export your MYOB RetailBasics data before you can
z Account to record cash drawer discrepancies (an expense import it into MYOB Accounting. When exporting, you need to
account, for example 6-1100) save the export data in your MYOB Accounting installation folder
so that it is imported automatically by MYOB Accounting.
z [Optional] Lay-by account to record lay-by payments (a liability
However, you can choose to save the data in another folder, if you
account, for example 2-2050)
want. For more information on exporting MYOB RetailBasics data,
z [Optional] Credit card surcharge account to record fees
see the MYOB RetailBasics User Guide.
collected (an income account, for example 4-2150)
z [Optional] Asset accounts to record your various payment
types. You can set up a separate account for cash, EFTPOS, Import MYOB RetailBasics data into MYOB
VISA, Mastercard, Bankcard, AMEX and Diners payment types Accounting
or, if you want to group similar payment types (for example, If you saved the MYOB RetailBasics data in your MYOB
credit card payments), an account for each payment group. Accounting installation folder, MYOB Accounting detects the data
when you open your company file, and starts importing the data
Step 3: Replicate your VAT code lists automatically.
The VAT codes you use in MYOB RetailBasics must match the VAT If you chose to save the data in another folder, you need to import
codes you use in MYOB Accounting. To make sure that your codes it manually from the location where you saved it. For more
match, print a list of your MYOB Accounting VAT codes and then information, see MYOB Help.
compare this list with your MYOB RetailBasics VAT codes.
B More tools
More tools for managing your day to day tasks
In addition to providing essential accounting features, MYOB then exports the letters and your contacts’ card-file
Accounting has a number of tools to help you organise your information into your word-processing software where you
day-to-day tasks. This section lists some of the tools available. can print them. For more information, see MYOB Help.
Maintaining a Contact Log Setting up reminders using the To Do List

The Contact Log lets you maintain a comprehensive list of The To Do List contains lists of reminders that inform you to
business contacts which includes sales, purchases, phone calls, perform your business tasks. The To Do List can tell you, at a
mailings and so on, for every person and company in your glance, when you need to recontact a client, when your stock
Card File. Use your business contacts and the Contact Log as needs to be re-ordered, when your discounts expire, and
your ‘schedule’. When a customer or supplier calls, you can much more. The software uses the dates you set up in the
use the Contact Log to retrieve a complete history of your Business Calendar window to add reminders to the To Do
business relationship with that contact. List. If the number of days for a reminder—except for overdue
payments owed to you—places the reminder on a non-
To view the Contact Log or make a log entry, click Contact
business day, the reminder will be moved to the previous
Log in the Card File command centre.
business day.
You can even use the business contacts you enter to record the
For more information on how to use the To Do List, click To
time you spend with your customers.
Do List in any command centre and click the Help button or
press F1.
Creating personalised letters
Communication with your business contacts is essential to the
success of your business. With OfficeLink, you can easily create
personalised letters for your clients, whether it is a note of
appreciation, a reminder about unpaid invoices or a letter
conveying the status of an order. You can use one of the many
OfficeLink templates to create the letters quickly. OfficeLink
257
Organising your cards Recording additional information about your
Identifiers are one-letter labels you can assign to cards to help you
cards
organise your cards into groups. When you create reports or view If you need to record additional information about your cards that
information about cards, you can limit the information you view may be specific to your business, you can use the custom lists and
to that of a specific group of cards by indicating the identifiers fields in the Card Information window to do so. There are three
you’ve assigned to the cards in that group. custom lists and three custom fields for each card type. You can
label them according to your needs. (Similarly, you can record
To create identifiers additional information about your items by using the custom lists
and fields in the Item Details tab of the Item Information
1 Go to the Lists menu and choose Identifiers. The Identifiers
window.)
window provides a field for each of the 26 letters of the alphabet.
Custom fields allow you to enter any information you like, for
2 Enter a description for as many of the identifiers as you want and
example, an employee’s last review date. You select the fields in
click OK.
the Report Fields tab of the Report Customisation window.
To assign identifiers to a card Custom lists enable you to create lists of predefined attributes
that remain standard over time and can be used to sort your
1 Display the required card in the Card Information window.
cards. For example, you can sort customers according to sales
2 Click the Card Details tab and then click the Identifiers button. territories. You then use the report filter to choose which sales-
territory list you want to display in your report.
3 Mark the checkbox beside the identifiers you want to assign to the
card. You can open the Custom List & Field Names window and the
Custom Lists window from the Lists menu. For information about
4 Click OK.
creating custom lists and custom fields for your cards, click the
Help button in these windows, and then Tell Me How.
258 Appendix B More tools MYOB Accounting/MYOB Accounting Plus v15, uk

Linking a picture to a record To replace the picture
You can link a picture file to a card or item. The picture appears in If you want to replace the displayed picture with another, double-
the Card Information or Item Information window. click the displayed picture and continue with step 3 of the above
The pictures are stored in the Graphics folder in the folder where procedure.
MYOB Accounting is installed. If you move your company file to
another folder, you must move the Graphics folder to the same To remove a displayed picture
location to continue displaying the pictures. If you want to remove the displayed picture from the Card
Details/Item Details tab, double-click the picture. In the Picture
To display a picture Information window, click Unlink and then click OK. The graphic
1 Display the required card in the Card Information window (or will disappear from the Card Details/Item Details tab but will
item in the Item Information window). remain in the Graphics folder.
2 Click the Card Details tab (or the Item Details tab) and
Using the Business Calendar
double-click the picture file area. The Picture Information
window appears. MYOB Accounting has a Business Calendar you can customise to
suit the needs of your business. You can:
3 Click Link. The Open window appears.
z establish the days on which your business is closed for the
4 Locate the graphic file you want to display for this card or item
upcoming year, so reminders on your To Do List appear on
and then click OK or Open. The Picture Information window
open-for-business days, and
appears with the selected picture appearing on the right.
z note which days of the year contain important company
5 Click OK. The picture appears in the Card Details (or the Item events.
Details) tab.
Display the Business Calendar by choosing Business Calendar
from the Setup menu. For more information on using the
Business Calendar, click the Help button and then Help for This
Window.
User Guide More tools for managing your day to day tasks 259
260 Appendix B More tools MYOB Accounting/MYOB Accounting Plus v15, uk
C Networking company files on
Windows
Preparing company files for multiple users
MYOB Accounting Plus1 is a network-ready application that If setting up a network for the first time, show this appendix to
comes with one licence. However, if your volume of a networking expert. To locate a networking-qualified MYOB
transactions grows too great for one person to handle, you Certified Consultant near you, type
can purchase additional workstation licences so that several http://www.myob.co.uk/service/ccdir/ into your web browser
users can access the company file simultaneously. See ‘To or call MYOB at 0845 130 3975.
obtain additional workstation licences (MYOB Accounting Plus
This section starts from the point where the network is already
only)’ on page 240.
set up and running. A local area network (LAN) can be set up
If multiple users will be simultaneously accessing a company in many different ways. The procedures in this section describe
file, it should be stored on a host computer where it can be the most common situation where a LAN is protected from
accessed across the network from other Windows the external internet by a firewall on a router or gateway
workstations. The host computer and workstations must be computer.
running Windows 98, Me, NT 4 (SP6), 2000 or XP. Note that
NOTE : Network access privileges required In a Windows
the workstations do not all need to be running the same network, access can be set at the domain or user level. If you
version of Windows. are unable to carry out the procedures in this section because
you do not have sufficient access privileges, contact the
NOTE : Setting up networks needs expert skills Because
person who set up your network for assistance.
setting up routers or hubs, cabling computers, and
configuring network hardware and software require expert All users who will need to access the company file
knowledge, you may need to employ an expert with the automatically belong to the Everyone user group.This group
necessary skills.
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
1 MYOB Accounting only supports a single user and cannot be to the shared company file.
networked.
261
NOTE : The Everyone user group may be a security risk The Continue with these tasks:
Everyone user group allows anyone on the network to access the
shared company file. If some employees are not authorised to z Setting up the network hardware, below
access your accounting data, read Windows help or consult a z Setting up a company-file folder on a Windows host, page 263
networking expert to set up more secure access. z Accessing the shared company file from Windows workstations,
page 267.
Setting up the network hardware

Now continue with these tasks:
Unless you are an expert, employ a networking consultant to set
up your network hardware. Show the consultant these z Setting up a company-file folder on a Windows host, page 263
requirements for the host computer, and the hardware and z Accessing the shared company file from Windows workstations,
software requirements for the workstations specified in the MYOB page 267.
Accounting Getting Started guide.
Networking Local area network (LAN), peer-to-peer
Windows host Windows 98, Me, NT 4 (SP6), 2000 or XP
Equipment Pentium processor with 200MHz and 128 Mb RAM, or

better
Older computers may need a network interface card
(NIC)
Protocols Ethernet (10BASE-T twisted pair cable, shielded or

unshielded) or
Fast Ethernet (100BASE-TX twisted pair cable, shielded),
with
Windows networking (NetBIOS, NetBEUI, or TCP/IP)
262 Appendix C Networking company files on Windows MYOB Accounting Plus v15, uk
Setting up a company-file folder on a Windows host
When several users are to work with a company file Complete the appropriate task to set up a Windows host
simultaneously, it must be stored on a host computer to which computer and share a company-file folder:
each user has access. Consider these tips for choosing a suitable
z To share a folder on Windows 2000 Pro or XP, below
host:
z To share a folder on Windows NT 4, page 265
z Host the company file on the most powerful computer in z To share a folder on other Windows versions, page 265.
the network Users on workstations will enjoy better
performance if the company file is stored on the most powerful To share a folder on Windows 2000 Pro or XP
computer in your network—the fastest with the most memory.
z Host the company file on the key employee’s computer If This procedure applies to Windows 2000 Professional and XP. If
one employee will use the company file more than anyone else, you are using Windows 2000 Standard, see ‘To share a folder on
consider storing the company file on that employee’s other Windows versions’ on page 265. Consult a networking
computer. This person will experience better performance from expert or read the Windows help to set up appropriate sharing
accessing the company file directly, compared with accessing it and access permissions if this procedure does not apply to your
across the network. network configuration.
z Host the company file on a backed-up computer If you 1 Log in as an administrator if only administrators can set
store all your important files on a central host that is backed up permissions on your computer.
frequently, it is a good idea to also store your company file on
2 In Windows Explorer, create a folder named Company_Files in a
that host. The company file will then be backed up along with
convenient location, for example, c:\Company_Files. This folder
all your other vital data.
is where the shared company file will be stored.
3 Right-click the Company_Files folder and choose Properties.
User Guide Setting up a company-file folder on a Windows host 263

4 In the Company_Files Properties window, click the Sharing tab 5 If your network does not have workgroups or you are logged in to
and set the fields and controls as shown below. a domain, continue with step 8.
6 Click the Permissions button.
7 In the Permissions for Company_Files window, click the

Everyone user group, set the Allow and Deny checkboxes in the
Permissions list as shown below and click OK.
Share this Click this radio button. If your network does not have
folder workgroups or you are logged in to a domain, mark the
(Share this Share this folder in the network checkbox, and then
folder in the complete the wizard that appears.
network)
Share name Type the name that will be seen by users accessing the Permissions for Everyone Allow Deny
folder from their workstations, for example,
Company_Files.
Full control Mark Clear
Comment Type a description that users will be able to read in the
Change Mark Clear
folder’s Property window. This option is not present if
your network does not have workgroups or you are Read Mark Clear
logged in to a domain.
Maximum Choose this option to allow as many users as possible to

allowed simultaneously access the company file. This option is 8 In the Company_Files Properties window, click OK.
not present if your network does not have workgroups or
you are logged in to a domain. 9 In Windows Explorer, move the company file from its present
Allow network Click this option. This option is not present if your location to the Company_Files folder on the host.
users to change network does not have workgroups or you are logged in
my files to a domain. 10 Continue with ‘Accessing the shared company file from Windows
workstations’ on page 267.
To share a folder on Windows NT 4 8 In the Company_Files Properties window, click OK.
This procedure applies to Windows NT 4 (SP6). Consult a 9 In Windows NT Explorer, move the company file from its present
networking expert or read the Windows help to set up location to the Company_Files folder on the host computer.
appropriate sharing and access permissions if this procedure does 10 Continue with ‘Accessing the shared company file from Windows
not apply to your network configuration. workstations’ on page 267.
NOTE : File sharing on by default When you create a folder in
Windows NT, the folder is shared automatically, unless the person To share a folder on other Windows versions
who set up your network turned off this default behaviour.
This procedure applies to Windows 98, Me or 2000 Standard. If
1 Log in as an administrator, if necessary. you are using Windows 2000 Pro, see ‘To share a folder on
2 Open the Network control panel. Windows 2000 Pro or XP’ on page 263.
3 On the Identification tab, complete the following fields and click OK. Consult a networking expert to set up appropriate sharing and
access permissions if this procedure does not apply to your
Computer Type the name that will be visible in Network Neighborhood. network configuration, or read the Windows help (search for
Name
sharing files or sharing resources). Some versions of Windows have
Domain Type the name of the workgroup or domain to which this file sharing disabled by default, so you must enable file sharing. If
computer belongs. If you are not sure whether workgroups or
domains have been created on your network, consult a
file sharing is already enabled, you can begin with step 7.
networking expert.
ENABLE FILE SHARING
4 In Windows NT Explorer, create a folder named Company_Files 1 Open the Network control panel.
in a convenient location, for example, c:\Company_Files. This
2 In the Configuration tab, click File and Print Sharing.
folder is where the shared company file will be stored.
3 In the File and Print Sharing window, mark the I want to be able
to give others access to my files checkbox and click OK.
6 In the Company_Files Properties window, click the Security tab
4 On the Identification tab, complete the following fields and click
and click Permissions.
OK.
7 In the Directory Permissions window, click the Everyone user
group, set the values as shown below and click OK. Computer Type the name that will be visible in Network Neighborhood
name (My Network Places on some versions of Windows).
Replace Permissions on Subdirectories Clear this checkbox. Workgroup Type the name of the workgroup or domain to which this
computer belongs. If you are not sure whether workgroups
Replace Permissions on Existing Files Mark this checkbox.
or domains have been created on your network, consult a
Type of Access Set to Full Control. networking expert.
User Guide Setting up a company-file folder on a Windows host 265

5 In the Network control panel, click OK. 10 Set the access permissions according to which groups of controls
appear on the Sharing tab.
6 If a message asks you to restart the computer, click Yes.
z Access Type controls group Click the Full radio button and
SHARE A COMPANY-FILE FOLDER enter a password in the Full Access Password field. (Users will
7 In Windows Explorer, create a folder named Company_Files in a have to type this password to access the company file in the
convenient location, for example, c:\Company_Files. This folder Company_Files folder.)
is where the shared company file will be stored. z Name and Access Rights controls group Click the Add
button and then, in the Add Users window, click:
the Full Access button to allow all users unlimited access to
9 In the Company_Files Properties window, click the Sharing tab the Company_Files folder, or
and set the fields and controls as shown below.
the Custom button, check ‘The world’ item, then click OK
and choose Read Files and Write to Files.
11 In the Company_Files Properties window, click OK.
12 In Windows Explorer, move the company file from its present

location to the Company_Files folder on the host.
13 Continue with ‘Accessing the shared company file from Windows

Shared As Click this option.
Share Name Type the name that will be seen by users accessing the
folder from their workstations, for example,
Company_Files.
Comment Type a description that users will be able to read in the
folder’s Property window.
Accessing the shared company file from Windows workstations
Workstations are Windows computers that access a company file b Expand Microsoft Windows Network.
stored on another computer, referred to as a host computer. c Expand the workgroup or domain in which the host is located,
Accessing the remote company-file folder on the host requires if there is one.
you to complete these procedures for each Windows workstation d Expand the host computer.
on the local area network (LAN). This process is also known as
e If a Connect to hostName window appears, complete the User
mapping network drives.
Name and Password fields, click the Remember my password
When you are able to access the company-file folder containing checkbox and click OK. You should now be able to see the
the shared company file, you can create a desktop shortcut to the Company_Files folder.
file. Clicking the shortcut starts MYOB Accounting Plus and opens
NOTE : Navigating network folders may not be necessary In
the shared company file. some versions of Windows, depending how the network access is
Complete these procedures on every Windows workstation that is set up, all networked computers may be visible in Network
Neighborhood (My Network Places) without you needing to
to access the shared company file:
navigate to network folders.
z To access the shared company-file folder, below.
3 Right-click the Company_Files folder and choose Map Network
z To start MYOB Accounting Plus from a shortcut to the company Drive.
file, page 268.
4 In the Map Network Drive window (or wizard), accept the
To access the shared company-file folder proposed drive letter or choose another, mark the Reconnect at
logon checkbox, and click OK (Finish). If access to the folder is
NOTE : Access may be password protected If a password is
password protected, a logon window may appear. If so, enter the
required to access the shared company-file folder, a window will
password and click OK.
request you to enter a user name and password when you attempt
to access it. In Windows Explorer, the Company_Files folder now appears as a
network drive under My Computer. For example, you might see
1 In Windows Explorer, open Network Neighborhood (or My
the shared folder listed as Company_Files on 'Hongs-pc' (V:).
Network Places). You can also double-click the Network
Neighborhood (My Network Places) icon on the desktop. 5 Open the shared Company_Files folder to see the shared
company file in it.
2 Locate the host computer on which the shared company-file
folder is stored—see ‘Setting up a company-file folder on a
Windows host’ on page 263.
2
In Windows XP Home, open My Network Places, click Add a
a Expand Entire Network.2 network place and complete the Add Network Place wizard.
User Guide Accessing the shared company file from Windows workstations 267
6 Continue with ‘To start MYOB Accounting Plus from a shortcut to If you double-clicked this shortcut on the desktop now, it would
the company file’ below. only start MYOB Accounting. You have to modify the Target field
so that the shortcut also opens the company file.
To start MYOB Accounting Plus from a shortcut to
7 In the Target field, type a space after the closing quotation
the company file
mark (“), and then type the location of the company file,
A fast way to open a company file is to put a shortcut to the including the .myo file extension. The path to this location should
program and company file on the Windows desktop. Then you also be enclosed in its own quotation marks:
only have to double-click the shortcut to be up and running. "C:\Plus\Myobp.exe" "V:\Widgets.myo" for example.
NOTE : Don’t create a shortcut only to the company file If you 8 Copy the location of the company file from the Target field, minus
are knowledgeable about shortcuts, you might be tempted to the name of the company file, and paste it into the Start in field,
create just a shortcut to the company file. Unfortunately, there are for example “V:\” as shown below .
not enough letter combinations to ensure that the.myo file
extension is unique to MYOB Accounting Plus. So, double-clicking
a shortcut just to a company file might start another program that
works with a different kind of .myo file.
1 Right-click an empty area of the desktop and choose New and

then Shortcut.
2 In the Create Shortcut wizard, type the path to the MYOB

Accounting Plus program file (Myobp.exe) in the Command line
field (or in the Type the location of the item field) and click
Next. Alternatively, you can click Browse and navigate to and
select the program file, and then click Next.
3 Either accept the proposed name for the shortcut or type your
preferred name in the Select a name for the shortcut field (or 9 Click OK to close the Shortcut to Myobp.exe Properties window.
the Type a name for this shortcut field), and click Finish. 10 Double-click the shortcut on the desktop to test it. MYOB
4 Right-click the new shortcut and choose Properties. Accounting should start on this workstation and immediately
open the specified company file, whether it is stored on a remote
5 In the Myobp.exe Properties window, click the Shortcut tab. host or this workstation.
The Target field displays the location of the MYOB Accounting
program you entered in step 2 above. 11 Repeat from step 1 on each workstation that needs access to the
company file.
6 Enclose the location of the program file in double quotation
marks (“): "C:\Plus\Myobp.exe" for example.
D Networking company files on
Macintosh
Preparing company files for multiple users
MYOB Accounting Plus1 is a network-ready application that locate networking books by searching Google at
comes with one licence. However, if your volume of http://www.google.com with +(mac|macintosh|
transactions grows too great for one person to handle, you apple) +(lan|lans|networks|networking|security)
can purchase additional workstation licences so that several +books .
users can access the company file simultaneously. See ‘To
If setting up a network for the first time, show this appendix to
obtain additional workstation licences (MYOB Accounting Plus
a networking expert. Locate a networking-qualified MYOB
only)’ on page 240.
Certified Consultant near you, type
If multiple users will be simultaneously accessing a company http://www.myob.co.uk/service/ccdir/ or call MYOB at
file, it should be stored on a host computer where it can be 0845 130 3975
accessed across the network from Macintosh workstations.2
This section starts from the point where the network is already
The host computer can be running, Mac OS X, Windows
set up. A local area network (LAN) can be set up in many
Server 2000 or Windows Server 2003. The workstations must
different ways, so this section describes only the common
be running Mac OS X.
situation of a LAN protected from the external Internet by a
Setting up hubs, cabling computers, and configuring network firewall on a router or gateway computer.
hardware and software require expert knowledge. You can
Continue with the tasks appropriate to your situation:
z ‘Setting up the network hardware’ on page 270.

1 MYOB Accounting only supports a single user and cannot be z Setting up a company-file folder on a Mac OS X host,
networked.
2
page 271.
You can also access an MYOB Accounting Plus v15 company
file from MYOB Accounting Plus v15 running on a Windows z Setting up a company-file folder on a Windows Server 2000
workstation. You may need to configure the network or 2003, page 274.
differently so that the Windows workstations can access the
company file.
269
Setting up the network hardware
Consider these tips for choosing a suitable host:
Unless you are an expert, employ a networking consultant to set up
your network hardware. Show the consultant these requirements z Host the company file on the most powerful
for the host computer, and the hardware and software computer Users on workstations will enjoy better
requirements for the workstations in the MYOB Accounting Getting performance if the company file is stored on the most powerful
Started guide. computer in your network—the fastest with the most memory.
z Host the company file on the key employee’s computer If
Networking Local area network (LAN), peer to peer
one employee will use the company file more than anyone else,
Mac OS X host Mac OS X 10.2.5 or later
consider storing it on that employee’s computer. This person
AppleShare IP 6.2 or later (not Samba)
will get better performance from accessing the company file
Windows host Windows Server 2000 or 2003, using Services for Macintosh directly, rather than with accessing it across the network.
(SFM), not SMB/CIFS/Samba
z Host the company file on a backup computer If you store
Equipment G4 processor with 128 Mb RAM, or better
all your important files on a central host that is backed up
Protocols • Ethernet (10BASE-T twisted pair cable, shielded or frequently, it is a good idea to also store your company file on
unshielded) or Fast Ethernet (100BASE-TX twisted pair
cable, shielded), with TCP/IP enabled on all computers that host. Then the company file will be backed up along with
• Airport Base Stations, built-in Airport or Airport cards, all your other vital data.
and Airport control panel 2.0.4 or later
Now continue with the appropriate tasks:
When several users work with a company file simultaneously, it
z Setting up a company-file folder on a Mac OS X host,
must be stored on a host computer to which each user has access.
page 271.
z Setting up a company-file folder on a Windows Server 2000 or
2003, page 274.
270 Appendix D Networking company files on Macintosh MYOB Accounting Plus v15, uk
Setting up a company-file folder on a Mac OS X host
If you choose to store your company file on a host running To activate TCP/IP on a Mac OS X host or
Mac OS X, you can run MYOB Accounting Plus on that host but workstation
can only open the company file in single-user mode. This means
This procedure shows you how to activate the TCP/IP protocol on
that workers on other workstations cannot access the company
a computer and set either automatic or manual IP addressing.
file at the same time.
NOTE : Seek expert assistance The following steps may not
Here are some solutions: apply to the way your LAN is set up. If so, seek the advice of your
system administrator or a qualified network consultant.
z Store the company file on a Macintosh host computer running
Mac OS X but do not run MYOB Accounting Plus on that host, 1 Log in as an administrator.
or only run it infrequently—perhaps to print reports—when
2 Launch the System Preferences application from the dock and
others do not need access. For more information, see the click the Network icon.
MYOB Accounting Plus Networking pages at
3 In the Network control panel, set the Show drop-down list to
http://www.myob.co.uk/tech_support/sn_networking.htm.
Built-in Ethernet for a cabled network or Airport for a wireless
NOTE : Upgrade to a recent release of Mac OS X When
network, and click the TCP/IP tab.
accessing a company file from remote workstations, MYOB
Accounting Plus experiences poor network performance if the 4 Configure the addressing method.
Macintosh host computer is running releases of Mac OS X earlier z If addresses are dynamically assigned, set the Configure
than 10.2.5.
drop-down list to Using DHCP. In the DHCP Client ID field,
z In an environment of mixed Windows and Macintosh type the name by which the computer is to be recognised.
computers, store the company file on a Windows host z Otherwise, set the Configure drop-down list to Manually. In
computer—see ‘Setting up a company-file folder on a Windows the IP Address field, type the IP numbers of the address, for
Server 2000 or 2003’ on page 274. example, 10.24.5.253.
Complete the following tasks to set up a Mac OS X host computer 5 If you set the address manually, in the DNS Servers text box type
and share a public folder where the company file will be stored: the IP address of the LAN’s primary DNS server on the first line and
those of secondary DNS servers—if there are any—one to a line
z To activate TCP/IP on a Mac OS X host or workstation, below.
on the remaining lines.
z To create a shared user account on a Mac OS X host, page 272.
6 Click Apply Now. If addresses are dynamically assigned, the
z To share a Public folder on a Mac OS X host, page 273.
DHCP server then dynamically assigns an IP number to the
computer, and the IP Address, Subnet Mask and Router fields
are updated.
User Guide Setting up a company-file folder on a Mac OS X host 271

To create a shared user account on a Mac OS X host d Click Save. The Accounts control panel creates a user account
called share. The home folder of the new share user is located at
1 Log in as an administrator. /Users/share and contains a folder called Public, that is,
2 Launch the System Preferences application from the dock and /Users/share/Public. This Public folder is where you will place
click the Accounts icon. new company files so that they can be accessed by any work-
station on the network.
3 Enter the user account details:
If you are using MYOB Accounting Plus with Mac OS version 10.3:
If using MYOB Accounting Plus with a Mac OS version prior to 10.3:
a In the Accounts control panel click the (+) button.
a In the Accounts control panel, click the Users tab.
b Complete the fields in the Password tab.
b Click New User.
c Complete the fields in this window.
Name Type share.

Name Type share.
Short Name Type share.
Short Name Type share.
New Password Type a password of letters and digits.
New Password Type a password of letters and digits.
Verify Repeat the password.
Verify Repeat the password.
Password Hint [Optional] Type a reminder phrase.
Password Hint [Optional] Type a reminder phrase.
Picture [Optional] Select a graphic.
Allow user to administer this Clear if the user is not an administrator.

computer
c Select a graphic in the Picture tab. To share a Public folder on a Mac OS X host
d If the user is not an administrator, clear the Allow user to
1 Log in as an administrator.
administer this computer checkbox in the Security tab.
2 Launch the System Preferences application and click the
Sharing icon.
3 In the Sharing control panel, click the Services tab.
4 If using MYOB Accounting Plus with a Mac OS version prior to

10.3:
a If the Network Address field is displaying an IP number (for

example, 192.168.75.5), click the number to display the com-
puter’s network name in the Computer Name field (for exam-
ple, hongs-mac). If addresses are dynamically assigned, this
should be the name you typed in the DHCP Client ID field in
step 4 on page 271.
b Repeat the computer’s network name (for example, hongs-
mac) in the Rendezvous Name field. If both fields remained
The Accounts control panel creates a user account called share. blank after clicking the Network Address field, type an identi-
The home folder of the new share user is located at /Users/share cal name in both fields.
and contains a folder called Public, that is, /Users/share/Public.
NOTE : Rendezvous name simplifies networking The
This Public folder is where you will place new company files so
Rendezvous name allows other computers running Mac OS X
that they can be accessed by any workstation on the network. 10.2.x or later, when a user chooses Connect to Server on the Go
4 Log out and log in again as the new user, share. menu of the Finder, to discover each other without setting
complicated networking preferences beforehand.
5 Go to the /Users/share/ folder, click the Public/ folder, then go to
5 In the Select a service to change its settings list, mark the On
the Finder’s File menu and choose Get Info.
checkbox next to the Personal File Sharing line. (The Start
6 In the Public Info window, expand the Ownership & button changes to Stop after a pause.)
Permissions section and set the Others drop-down list to Read &
6 In the Finder, move the company file from its present location to
Write.
the /Users/share/Public folder.
7 Continue with ‘Accessing the shared company file from Mac OS X

User Guide Setting up a company-file folder on a Mac OS X host 273

Setting up a company-file folder on a Windows Server 2000 or 2003
At many sites, important files are kept on a central host computer 5 Right-click the Public folder, choose Properties, and click the
to simplify backing up. In a mixed environment of Macintosh and Sharing tab.
Windows computers, often the central host computer will be
running a Windows operating system. MYOB Accounting Plus
running on Mac OS X workstations can connect in single-user or
multi-user mode to a company file stored on a Windows host
computer.
NOTE : Windows networking not supported Macintosh

workstation installations of MYOB Accounting Plus experience
network difficulties when trying to access a company file over the
Windows network protocol—also referred to as the SMB, CIFS or
Samba protocol. MYOB Accounting Plus can only access a
Windows host computer using the Apple Filing Protocol (AFP)
over the TCP/IP protocol. Do not attempt to connect Macintosh
workstations to a Windows host computer using Dave or other
SMB/CIFS networking applications.
This section consists of only broad instructions for setting up a

6 Click the Share this folder option and then click Permissions.
Windows host computer. For detailed instructions, consult
documentation or help files issued by Microsoft or Apple. 7 In the Permissions for Public window, in the Group or user
names list click the Everyone user.
To share a Public folder on the Windows host
8 In the Permissions for Everyone list, mark the Allow checkboxes
1 Activate and configure Services for Macintosh (SFM). This will for the Change, Read and Full Control items.
allow Macintosh computers to access the host computer using
9 Move the company file to the Public folder.
the Apple Filing Protocol (AFP) over the TCP/IP protocol.
10 Continue with ‘Accessing the shared company file from Mac OS X
2 If you intend to implement encrypted user names and passwords
when Macintosh users access the host computer, install Microsoft
User Authentication Module on each Macintosh in the network.
3 Enable the TCP/IP network protocol.
4 Create a Public folder in a convenient location on the host computer.
Accessing the shared company file from Mac OS X workstations
Workstations are Macintosh computers that access a company file To access the remote Public folder (Mac OS X)
stored on another computer, referred to as a host computer.
The company file may be stored on a remote Mac OS X or
Accessing the remote Public folder located on the host requires
Windows host computer. This procedure shows how to access the
you to complete these procedures for each Macintosh
remote Public folder and ensure that the Macintosh workstation
workstation on the LAN running Mac OS X. See:
connects to it automatically when you log in.
z ‘Installing MYOB Accounting’ chapter in the MYOB Accounting
1 In the Finder, go to the Go menu and choose Connect to Server.
Getting Started guide to install MYOB Accounting on Mac OS X.
z To activate TCP/IP on a Mac OS X host or workstation, 2 If using MYOB Accounting Plus with a Mac OS version prior to
page 271. 10.3, in the Connect to Server window,3 click the Local domain
z To access the remote Public folder (Mac OS X), below. in the left list and then click the host computer to which to
connect in the right list (for example, hongs-mac).
NOTE : Ensure optimum networking performance Consider
or
upgrading the operating system to Mac OS X 10.2.5 or later.
Type the URL for the Apple Filing Protocol (AFP, that is, TCP/IP) in
MYOB Accounting Plus experiences reduced network performance
with earlier releases. the Address field, for example, afp://192.168.75.5.
If you are using MYOB Accounting Plus with Mac OS version 10.3,
type the URL for the Apple Filing Protocol (AFP, that is, TCP/IP) in
the Server Address field, for example, afp://192.168.75.5.
3 Click Connect. The Connect to file server … window appears.
4 Click Guest and then click Connect.
3
If the host computer is not listed, type in its AFP URL as described.
User Guide Accessing the shared company file from Mac OS X workstations 275
5 In the Select the volumes … window, click the remote user 8 Close the Login Items control panel. Now, at each login the user’s
folder 4 to be mounted (for example, share folder) and click OK. A workstation will be connected to the remote Public folder on the
network disk icon appears on the desktop. host computer. When you store company files in this shared
Public folder on a host they can be accessed from workstations.
HINT : Access the remote company file with an alias Open the
shared Public folder, click the company file, create an alias, and
drag the alias to the desktop. Next time you start the computer,
double-click on the company file’s alias to open the shared file.
6 Open the System Preferences application and click Login Items.
7 Drag the network disk icon from the desktop into the Login Items
control panel.5 The network disk is added to the list as a folder
item. (Do not mark the Hide checkbox next to the network disk
item.)
4
If the host is a Windows computer, the shared Public folder is
listed, not the user folder.
5 In Mac OS X 10.3, open the Accounts control panel in System
Preferences. Click the user account in the left pane, then click the
StartUp Items tab. Finally, drag the network disk icon from the
desktop into the StartUp Items tab and close the Accounts
control panel.
Glossary
A account number The account number identifies an account.

Each account must have a unique number.
account An account is a tool used to organise a business. You
can assign transactions to eight account classifications: accrual method (basis) A method of accounting which
records sales and purchases at the time they’re delivered, not at
z Asset
the time they’re paid for.
z Liability
z Capital ageing: creditors The number of days between receiving a
z Income purchase from a supplier and an ageing date (usually today).
z Cost of sales ageing: debtors The number of days between invoicing a

z Expense customer and an ageing date (usually today).
z Other Income
allocation account Usually an expense or income account
z Other Expense
used to automatically balance a transaction such as a cheque or
deposit.
Accounts are classified as header or detail. Transactions are
assets Things you own. Your bank account and computer are
assigned directly to detail accounts. Header accounts are used to
both assets. If someone owes you money, the total owed to you is
summarise multiple detail accounts. Each account must have a
an asset. Current assets are assets that can be turned into cash
unique number.
within a relatively short period of time (less than a year). Things
accounting period A part of your financial year. MYOB that take longer to turn into cash, such as a factory building, are
Accounting treats each calendar month as a separate accounting called fixed assets.
period. MYOB Accounting also provides an optional 13th period
average cost method The cost method to value a stock item.
for year-end adjustments.
That is, the total cost of all your purchases for a particular item
accounts list Commonly referred to as a chart of accounts, this currently on hand divided by the number of items on hand.
is a list of all your asset, liability, capital, income, cost of sales,
expense, other income, and other expense accounts.
277
B cash method (basis) Records the sale or purchase of goods
and services at the time they’re paid for, not when they’re
bad debt Money owed to you that is unlikely to be paid. delivered. The opposite of the accrual method of accounting.
balance The sum of all the money added to and subtracted cleared A withdrawal or deposit is said to be cleared when your
from an account. bank accepts it in your account balance.
balance sheet A financial snapshot of a company’s position at closed period An accounting period in which all entries are
a particular time. A balance sheet lists the balances of the completed. MYOB Accounting does not require that you actively
company’s asset, liability and capital accounts. It is called a close a period. However, in the Preferences window you can
balance sheet because the total value of the asset accounts minus prevent accidental posting to a closed (locked) period.
the total value of the liability accounts always equals the total
value of the capital accounts. closed purchases Purchases that have been paid in full.
budget Expected monthly net activity for an account. Budgets closed sales Sales that have been paid in full.
are useful for planning for the future and for analysing actual
company information Found in the Setup menu, your
performance against planned performance.
company information contains your company’s name, address,
C VAT information and information about your company’s financial
year.
capital A company’s net worth. The capital of a company
equals its assets minus its liabilities. Capital is an account type. conversion month The earliest month in the financial year for
Capital accounts usually carry a credit balance. Some common which transactions are to be recorded. If you purchase MYOB
capital accounts are current year earnings, retained earnings and Accounting in October but begin to record transactions dated
shareholder’s capital. from September 1, your conversion month is September. The
conversion month determines the opening balances you will
category A label you create and define for grouping enter when you set up your company file.
transactions. A category can be a department, profit centre,
geographic division or any other subset of your business that cost of sales Sometimes called ‘cost of goods sold’ this
requires separate reporting. account type works just like an expense account. The only
difference is where it appears on the profit & loss statement. Cost
cash flow The net flow of ‘money in’ minus ‘money out’ over a of sales accounts appear after your income accounts, but before
period of time. 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.
278 Glossary MYOB Accounting/MYOB Accounting Plus v15, uk

credit An amount on the right side of the ledger. (Debit because the balance amount is moved into the retained earnings
amounts appear on the left.) A credit amount increases the account.
balance of accounts with a credit balance and decreases the
balance of accounts with a debit balance. Accounts that normally customer Someone to whom you sell goods or services. You
carry a credit balance are liability, capital and income accounts. must enter customer details in a customer card before you record
a sale.
creditors What you owe for goods or services delivered. The
sum of all creditors is recorded as a liability account. Any time you customer credit When someone returns something, and you
record a purchase in the Purchases command centre, the unpaid record an invoice that has a negative balance due, it is called a
balance of the purchase is added to your creditors balance. Every customer credit. A customer credit is also created when a
time you pay for a purchase (using Pay Suppliers in the customer account is overpaid. A customer credit is settled by
Purchases command centre), the amount is subtracted from your writing a refund cheque or applying the amount to another open
creditors balance. invoice.
D
credit terms The agreed upon rules governing the number of
days between delivery and payment, and discounts for early debit An amount on the left side of the ledger. (Credit amounts
payment and penalties. In MYOB Accounting, you can set default appear on the right.) A debit amount increases the balance of
terms for all customers. accounts with a debit balance and decreases the balance of
accounts with a credit balance. Accounts that normally carry a
current assets Assets that can be turned into cash within a
debit balance are asset and expense accounts.
relatively short time (less than a year) are called current assets.
Some of your current assets are your bank accounts, debtors and debit purchase See supplier debit.
petty cash. Current assets usually do not lose their value over
time. Current assets normally have a debit balance. 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
current liabilities Liabilities that become payable within the Sales command centre, the unpaid balance of the sale is added to
next year. your debtors balance. Every time you enter a customer payment
(using the Sales command centre), the amount is subtracted from
current year earnings Current year earnings is a capital
your debtors balance.
account. Its balance equals your income minus cost of sales and
expenses. Current year earnings are zero at the beginning of a deposits from customers Advances received for goods or
financial year. Current year earnings are kept as a running total as services not yet delivered. Customer deposits are kept in a liability
the financial year progresses. When you start a new financial year, account.
the balance of the current year earnings account is reset to zero
User Guide Glossary 279

deposits to suppliers Advances paid to suppliers for goods or E
services not yet delivered. Supplier deposits are kept in an asset
account.
earnings Income minus cost of sales and expenses. See current
depreciation The expense allocation of the cost of an asset
year earnings.
over a period of time. Most accountants create a contra-asset
account, such as accumulated depreciation, to track the expense A cost associated with running a business. Expense is
depreciation of an asset. A typical depreciation transaction credits an account type. Expense accounts usually carry a debit balance.
the contra-asset account and debits a depreciation expense
F
account. Depreciation is most often recorded as a nominal journal
entry.
finance charge The amount added to an outstanding balance
detail account An account to which transactions can be as a penalty for late payment.
assigned. Several detail accounts can be grouped under a header
financial statements The balance sheet and income (profit &
account. Detail accounts are postable while header accounts are
loss) statement. The balance sheet is your company’s financial
not postable.
picture at a particular time. The income statement shows your
discount early payment The amount taken off the balance company’s financial performance over a period of time.
due in return for payment within an agreed number of days.
financial year The 12-month period you use to define your
discount volume purchase The amount taken off an item’s accounting year. MYOB Accounting does not require that it
cost because of a special supplier or customer arrangement. matches the calendar year. You are also provided an optional 13th
period for making year-end adjustments that you do not want to
discount days The number of days from a sale or purchase affect a particular month.
within which full payment of the balance due entitles the payee to
a discount. fixed assets Assets that have a relatively long life (a year or
more). Your buildings, cars and computers are fixed assets. Fixed
double-entry accounting A method of bookkeeping in assets usually depreciate; that is, they lose some of their value as
which every entry is balanced by another entry. Correct you use them.
double-entry accounting always provides a balanced set of books;
G
that is, the total value of your asset accounts minus the total of
your liability accounts should equal the total value of your capital
gross profit It is defined as income minus cost of sales.
accounts.

H J
header account A header account is used to group similar job Work for which you want to track income and expenses. A
detail accounts. You cannot post a transaction to a header job can be a profit centre, a product line, a project or any other
account. subset of your business that requires a separate income
statement.
historical balance The balance of an account prior to
converting your records to MYOB Accounting. You are not journal A tool for organising your accounting entries. All
required to enter historical balances. Enter them only if you want entries are grouped into one of six journals: nominal,
to compare a current month’s activity to the activity for the same disbursements, receipts, sales, purchases or stock.
month last year.
L
I
liability Things you owe. Your working capital loan is a liability.
identifiers A one-letter code used to sort and select cards in Your creditors are those whom you owe for a purchase, and are
the card file. You can assign up to 26 identifiers to a card. liabilities. Liabilities that are due within the next year are called
current liabilities. When a liability is not due for more than a year,
income Revenue from the sale of goods or services. Income is it is called a long-term liability. Liabilities normally have a credit
an account type. Income accounts usually carry a credit balance. balance.
income statement Also called a profit & loss statement, the linked account MYOB Accounting uses linked accounts to
income statement shows your company’s performance over a post your stock, sales and purchase transactions to the proper
period of time. An income statement begins with income. It then account. When, for example, you link your debtors account, you
subtracts cost of sales to produce a gross profit. Expenses are are telling MYOB Accounting where to post the balance due from
subtracted from gross profit to produce operating profit. ‘Other a sale.
income’ amounts are added to operating profit and ‘other
expense’ amounts are subtracted from operating profit to long-term liability A liability that does not have to be paid for
produce net profit. at least a year.
invoice The record of a sale. M
item A unit in your items list. An item can be physical stock, like miscellaneous purchases Used to record non-item purchases
a widget or a pair of shoes; or it can be non-physical, like an hour that do not require a printed purchase order.
of your time.
miscellaneous sales Used to record non-item sales that do
not require a printed invoice.

N out of balance When the total credit amount does not equal
the total debit amount in a transaction, the transaction is out of
net income Net income (net profit or loss) is the total of all balance. You cannot record an out of balance transaction.
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 P
profit’, and when it has a negative value, it is called ‘net loss’.
payables See creditors.
nominal journal A journal used to record miscellaneous
profit & loss statement See income statement.
transactions not entered in other journals. For example, year-end
adjustments and depreciation expense. profit centre A subset of your business for which you want to
track income and expenses. You can track a profit centre by
nominal ledger This is where all your account
assigning a job number or category code to transactions.
information—sales, purchases, stock, cash in, cash out—come
together. You prepare your financial statements (balance sheet promised date The date a pending sale or pending purchase
and income statement) from the nominal ledger information. is due to be delivered on. If a pending sale is not delivered as of its
O promised date, a reminder is posted to the To Do List.
purchase A recorded purchase transaction.

open purchase A purchase with an outstanding balance due.
purging The act of erasing old data. You can purge journal
open sale A sale with an outstanding balance due.
entries, closed sales, closed purchases, activity slips and contact
opening balance The balance of an account as at the start of logs.
the first day of your conversion month.
R
operating profit Profit you made before considering ‘other
recap transaction A function that lets you look at a journal
income’ and ‘other expense.’
entry before it is recorded. Recap transaction is particularly useful
other expense An account type used to record expenses that for those transactions, such as invoices and purchases, for which
are not directly related to your company’s operations such as loan the journal entry is not immediately obvious.
interest, fines, etc. ‘Other expense’ accounts usually have a debit
receivables What someone owes you for items or services
balance.
delivered. See debtors.
other income An account type used to record income that is
reconciling The process of checking that your records agree
not directly related to your company’s operations such as bank
with your bank’s records.
interest, investment income, etc. ‘Other income’ accounts usually
have a credit balance.

recurring transaction An accounting entry that is made supplier Someone from whom you buy goods or services. You
periodically, such as weekly payroll, monthly rent, etc. must enter supplier details in a supplier card before you can
record a purchase.
retained earnings Money from previous years earnings that
has been left in the company. At the end of a financial year any supplier debit When you return something to a supplier, and
money earned (or lost) during the financial year is transferred to you record a purchase with a negative balance, it is called a
retained earnings. Retained earnings are recorded in an capital supplier debit (or a debit purchase). A supplier debit is also
account. created when you overpay your account. A supplier debit is
settled by recording a supplier’s refund cheque or by applying the
revenue Income from the sale of goods or services. Revenue is amount to another open purchase for the same supplier.
recorded in an income account. Income accounts usually carry a
credit balance. T
reversing The process of cancelling a transaction by entering a terms See credit terms.
new transaction with the same amounts but with opposite signs.
transaction An entry that affects the balance of accounts.
S
trial balance A report showing all the activity for an account
shareholder’s capital The owners’ stake in the company. It is or accounts within a selected date range. It shows the activity
the amount the owners invested in the company plus the current within the date range and the balance at the end of the date
year earnings and retained earnings. range. A trial balance is useful for checking your entries before
performing your period-end processing.
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.

Index
A exporting over the Internet 22 adjustments

to accountants 232 when activation is not required 21 entering in 13th period 19, 233
account classifications 30
to other software 253 activities importing from accountants 233
Account Information window 30, finding 138 making at year-end 233
billing rates
136 header 30, 136 setting 169 administrator account
account levels 29 importing 254 changing 171 password, creating and editing 238
to track financial information 209 levels 29 creating time billing 170 See also user accounts
AccountantLink list of 19–20, 28 definition of 170 Ageing Date window 84
exporting data to accountants 232 multiple currencies, tracking 180 deleting 171
new 30, 136 Analyse Debtors window 64
importing journals from exporting 253
accountants 234 opening balances 31 importing 254 analyse payables 84
reconciling 54 inactivating 171 Analyse Sales window 64
accountants
reviewing 28 setting billing rates for 169 Analysis menu (command
receiving accounts list from 19
setting up 28 centres) 13
receiving adjustments from 233 Activities List window 170
transferring
sending data to 232 Activity Information window 170 arrows. See search icons, zoom arrows
funds to foreign account 186
accounting methods money between 52 activity slips assets, recording depreciation 229
accrual 159 types 30, 136 adjusting book value of work in ATM withdrawals and transfers,
cash 159 See also bank accounts progress 178 recording 55
accounting periods Accounts Easy Setup Assistant 28 assigning payroll category to 173 audit trail 216
closing 230 changing 175
Accounts List window 136 auditing company file
locking 222, 230 creating
accounts payable. See creditors information 222
number of 19 multiple 174
accounts receivable. See debtors single 172 Auto-Build Information window 124
accounts
adding 30, 136 accrual accounting 159 creating a slip to pay an Auto-Build Items window 125
adjusting to reflect work in employee 172 auto-building items 124
accrual accounts
progress 178 deleting 175 average cost 129
setting up for items received 80
assigning VAT codes to 30, 158 exporting 253
accruals. See entitlements, liabilities finding 175
budgets for 213
activation of company files importing 254 B
changing 139
changing account levels 29 circumstances requiring 21 including in employee’s pay 103, backing up
classification for statement of cash confirming activation 172 company file 240
flows 31, 136 automatically 246 multiple 174 setting reminder for 28
combining 142 by telephone 245 reviewing 175
over the Internet 244 backorders
creating 30, 136 single 172
initial activation creating letters 257
deleting 140 using timer to create 173
by telephone 23 items purchased on 77
detail 30, 136 items sold on 77
285
backup file, restoring 242, 243 half-yearly 216 linking picture to 259 auditing 222
bad debts, writing off 74 monthly 215 organising in groups 258 backing up 240
quarterly 216 personal 135 business details, entering 18
bank accounts
reports for 214 carriage checking for errors 222, 247
adding 136
yearly 216 charging customer for 60 confirming
reconciling
build items 123 paying suppliers for 78 automatically 246
at month-end 54, 226
by telephone 245
at year-end 226 Build Items window 123 cash accounting 159
over the Internet 244
out-of-balance amounts, business calendar 14, 259 cash wages, creating a cheque creating 17
correcting 226 transaction to record 107
business contacts, maintaining list current financial year 19
setting up 42
of 257 categories desktop shortcut to 268
See also accounts
business details, entering 18 changing 139 financial year, entering 19
bank deposits, preparing 47 creating 209 New Company File Assistant 18
buying details, setting up default 35
Bank Register window deleting 140 optimising 247
finding a transaction using 145 enabling allocation of 210 purging unwanted data from 248
Get Statement button 54 C finding 138 restoring from backups 242
recording receipts in 45 setting up 209 serial number, entering 18, 22
recording transactions in 50 calculator 14 tracking financial information, sharing on a network 17
Split button 51 currency calculator 183 using 209 factors affecting how they
bank service charges, recording 226 calendar 14, 259 See also payroll categories work 249
bank statements Card File command centre 33 Change Password window 238 Mac 269
adding transactions from 54 Card Information window 33, 135, charging for time. See time billing Windows 261
importing 54 259 simultaneous access for more than
chart of accounts. See accounts
formats supported 54 one user 17
cards cheques
reconciling 54, 226 unable to open 248
active 139 custom 202
out-of-balance amounts, verifying 223, 247
adding 135 customising template 202
correcting 226 assigning VAT codes to 158 company files folder. See network
entering 49–50
Banking command centre 46 customers 34 printing 199 company information, entering 18
billing for time. See time billing suppliers 36 recurring 50 components, using to auto-build
changing 139 voiding 50 items 123
billing rates, setting for
creating for confirmation codes
activities 169 collection letters 257
customers 33, 135 entered during telephone
customers 169 columns, moving and resizing in
employees 39, 97 confirmation 245
employees 169 reports 190
items 116 generated during Internet
suppliers 169
suppliers 35, 135 combining accounts 142
bills activation 22
custom lists and fields 258 command centres 11–13 confirmation 244
recording 75 deleting 140
See also purchases Company Data Auditor 216, 222– confirmation of company files
employee 135 225
blank lines, inserting between line automatic confirmation 246
employee payroll information 97
items 62, 79 Company File Confirmation by telephone 245
exporting 253
window 244 over the Internet 244
Budget Shortcuts window 214 finding 138
using advanced search filters 138 company files Contact Log Entry window 257
budgets 213
using search fields 138 activating contact logs 257
allocating for accounts 31
importing 254 by telephone 23
allocating for jobs 213 contact reminders 257
inactive 139 circumstances requiring 21
choosing accounts for 213 contra accounts 74
over the Internet 22
286 Index MYOB Accounting/MYOB Accounting Plus v15, uk

contra payments 74 accrual account assigning to a customer 131 to accountants 232
conversion month 19 linking for items received without customer credits to other applications 253
choosing for a new company file 19 purchase 80 deleting 147, 148 importing
entering opening balances 31 paying 85 issuing 71 from accountants 233
reconciling accounts at month- recording 71 from other applications 254
Copy From button 116
end 223 refunding by cheque 73 from RetailBasics 255
cost of a stock item reconciling accounts at year- limiting access to. See user accounts
settling 72
average 129 end 223 purging 248
last 129 customer payments 65
Currencies List window 180 discount for early payment 67 data fields
cost of sales, account for adding to a form 204
currency group with undeposited funds 66
tracking 117 changing font characteristics 205
accounts 180 See also receiving payments
Count Stock window 118 calculator 183 changing size of 208
customer statements
counting stock 125 new 180 font characteristics 205
emailing 228
credit card statements See also multiple currencies resizing 208
printing 199, 228
adding transactions from 54 currency calculator 183 sending at month-end 228 data files. See company files
matching transactions with 54 Currency Information window 180 customers dates, entry with calendar 14
credit cards custom fields assigning a price level to 131 debtors
paying 56 recording card details using 258 billing rates for 169 payments 65
recording purchases 55 recording item details using 132 cards, creating 33 reconciling accounts at month-
credit control credit holds 69 end 223
custom forms
credit holds 69 credit limits 68 reconciling accounts at year-
adding graphics and logos 205
credit limits 68 credit terms 33 end 223
custom cheques 202
credit terms credits Deduction Information window 95
data fields 204
setting default 33 deleting 147
drawing lines on 206 deductions
finance charges issuing 71
drawing rectangles on 206 definition 38
applying 70 recording 71
elements of 207 linked account for 38
calculating 71 refunding by cheque 73
page properties, setting 203 payroll categories
deleting 71 settling 72
previewing 203 changing 95
Credit Limit & Hold window 69 discounts
printing 204 creating 92
for early payment 67
Credit Limit Override Password removing elements 205 deleting 140
volume 59
window 69 resizing elements 208 deleting transactions 148
invoices
credit limits saving 204
entering 57 deposits
password, changing 69 setting up page properties 203
payments for 50, 65 recording 47
prevent recording sales if customer size of 203
payment methods 33 in the Bank Register window 50
exceeds 69 specifying form size 203
payments from 50, 65 saving as recurring 47
setting 68 tool palette 204
quoting 57 depreciation
warn if customer exceeds 69 custom lists setting billing rates for 169 accounts for 229
credit notes 72 creating 258 terms 33 recording 227, 229
filtering stock reports with 133 who are also suppliers 74
credit terms detail accounts 30, 136
grouping items with 132
changing for sales 76 discounts
printing on purchases and
changing when recording a early payment discounts
invoices 133 D
purchase 76 giving 67
using in cards 258
default 33, 35 data receiving 86
custom price levels 130
creditors exporting expiring alert 257
User Guide Index 287

discounts (continued) pay details, editing 103 entitlements current 17, 19
reversing customer payments pay history changing 113 determining 17
with 149 entering 41 definition 38 end-of-year tasks 231
volume discounts viewing 112 linked wages category 94 entering 19
giving 59 paying 102–109 payroll categories entering last month of 18
receiving 77 payment method 41, 99 changing 93 starting a new year 234
payments, changing, deleting or creating 92 year-end tasks 231
reversing 106 deleting 140 Find Transactions menu (command
E payroll information viewing 113 centres) 13
early payment discounts 67 analysing 114 errors, checking for in company Find Transactions window 144
entering 97 file 222, 247
Easy Setup Assistant 26 finding
reviewing 112
Easy-Fill 27 Excel, viewing MYOB reports in 191 records 138
setting up 102
EC Purchases 164 payroll liabilities exchange accounts for tracking transactions 144–147
clearing 109 foreign transactions 180 finished item 123
EC Sales 161
paying 109 exchange rates 183 fiscal year. See financial year
Edit Accounts window 30, 136
reviewing 114 expenses, accounts for 29 fonts
Edit Recurring Schedule window 150 printing paycheques and sending employee 38 changing on forms 205
e-filing payments 106 payroll category 96 changing on reports 195
P14/P60 tax forms 236 recurring pay, entering 99 expiring discounts alert 257 default 204
P35 tax forms 236 sales history for 65
Export Data window 253 foreign currency
emailing setting billing rates for 169
exporting data adding a new currency 180
invoices 60 setting up, in the Easy Setup
to accountants 232 changing 139
purchase forms 78 Assistant 39
to other applications 253 deleting 140
reports 191 sick pay
See also multiple currencies
sales forms 60 recording 104
statements 228 terminating 110 foreign purchases. See multiple
F currencies
employees time billing information
activity slips, including in pay 103 including in employee pays 103 faxing foreign sales. See multiple currencies
analysing payroll 114 Employer Expense Information purchase forms 78 forms
bank details 41, 100 window 96 reports 191 adding fields to 204
billing rates, setting 169 employer expenses sales forms 60 batch 199
bonuses 102 definition 38 file locking customising 202
cards 39, 97, 135 linked account for 38 multi-user mode 249 emailing 199
cash payments 106 payroll categories single-user mode 249 faxing 199
cheque payments 107 changing 93 to protect your data 249 finding 198
commissions 102 creating 92 finance charges printing 199
electronic payments deleting 140 calculating 71
changing bank details for current End of Year Tax Forms Assistant 236 charging 70
pay 106 G
end-of-month. See month-end deleting 71, 89
entering bank details 31, 41, 100, paying 86 general journal. See nominal journal
137 end-of-year. See year-end
using to track late payment 89 general ledger. See accounts
entitlement balances, viewing 113 entitlement balances, viewing an
financial year Getting Started guide 9
holiday pay employee’s 113
budgets for 213
recording 104 Entitlement Information window 93 closing 231
hours worked, entering 104

graphics inactivating records not used exporting 253 changing 139
adding to forms 205 frequently 139 finding 138 creating 211
changing size of on forms 208 international transactions. See finished item, defined 123 deleting 140
See also pictures multiple currencies I Buy this Item checkbox 116 detail jobs 211, 212
I Sell this Item checkbox 116 exporting 253
Internet banking 55
I Stock this Item checkbox 116 finding 138
H importing statements 54
importing 254 header jobs 211, 212
inventory transfers. See build items including on time billing importing 254
half-yearly budgets 216
inventory. See stock, items invoices 168 job-tracking tasks 211
header accounts 30, 136
invoices last cost 129 opening balances, entering 212
headers, using to group line items in customising form layout 202 linking picture to 259 setting up 209, 211
transactions 62, 79 emailing 60 locations 121 sub-jobs 211
help, online resource 10 entering 57 moving between locations 122 using to track income and
historical faxing 60 number per selling unit 118 expenses 209–210
balances 31 inserting blank lines in 62 opening quantities, entering 118 journal entries
purchases 36 line items, entering 59 opening values, entering 118 creating recurring transactions
sales 34 overdue invoices, list of 64 price levels for 150
printing 199 changing 129 exporting 232, 253
host computer
custom lists of 133 setting custom 130 finding 144
saving new company files on 20
in a batch 199 purchase history, viewing 84, 129 importing 254
setting up
recurring 60 receiving without a purchase 79 from accountants 234
Mac 271
subtotal, adding 62 sales history, viewing 65, 129 listing for
Windows 274
time billing invoices, creating 176 setting up 116 purchases 83
system requirements
using headers to group line items standard cost 117 sales transactions 64
Mac 270
on 62 time billing invoices, including stock transactions 127
Windows 262
Item Information window 116, 259 on 168 recapping transactions for 15
See also workstations
transferring 122 recording 233
HTML format, saving reports in 190 items
using custom fields for recording
adding 116
details of 132
adjusting quantities and values 120
Items List Summary report 128 L
I asset account for tracking value
of 117 items received last cost of an item 129
Identifiers, using to group cards 258
assigning VAT codes to 117, 158 setting up accrual account for 80 layout
import file formats, for importing auto-building 124 Items Register window customising forms 202
statements 54 average cost 129 finding transactions using 146 purchases 76
import log file 255 base selling price 129 sales 58
importing data building 123 setting default 33, 35
from accountants 233 changing prices of 129 J
learning tools 9
from MYOB RetailBasics 255 counting 125
jobs leave entitlements
from other applications 254 creating 116
assigning to holiday 94
importing statements custom lists to group 132
payroll categories 105 sick 94
file formats supported 54 default location 118
purchases 77
default supplier number 117 leave payments 104
Get Statement button 54 Receive Money transactions 46
matching transactions 54 deleting 140 letters, personalised 257
sales 59
online banking 54 expense account for tracking liabilities
Spend Money transactions 49
cost 117 accounts for 29
budget amounts, entering 213

licences, obtaining extra workstation minimum stock levels 117 See also network, single-user mode See also journal entries
seats 240 money MYOB Help 10
line items on transactions See receiving money MYOB RetailBasics O
entering for purchases 77 See spending money importing from 255
entering for sales 59 month-end OfficeLink
inserting blank lines between 62, 79 accuracy of records, checking 216 collection letters, creating 64
showing subtotal of 62, 79 entering budgets 213 N personalised letters, creating 257
using headers to group 62, 79 locking periods 230 online banking, importing
navigation shortcuts 13
lines reconciling bank accounts 225 statements 54
network
change the width on forms 206 recording depreciation 229 online help 10
company file located in a shared
drawing on forms 206 reviewing reports 227
folder opening balances
linked accounts running the Company Data
Mac 269 accounts 31
bank accounts 28 Auditor 216, 222–225
Windows 261 items 118
payroll accounts 37 sending customer statements 228
file locking jobs 212
purchase accounts 35 monthly budgets 215 multi-user mode 249 optimising company files 247
sales accounts 33 mouse shortcuts 15 single-user mode 249
orders
lists multiple currencies hardware required
converting one
adding records to 135 ’I Deal in Multiple Currencies’ Mac 270
to a purchase invoice 82
deleting records from 140 preference 180 Windows 262
to a sales invoice 63
inactivating records in 139 accounts for tracking foreign how preferences work on 249
converting several simultaneously
locations, stock purchases 181 improving performance 252
to purchase invoices 83
adding 121 accounts for tracking foreign shared company files
to sales invoices 63
changing 139 sales 181 factors affecting how they
purchase orders, entering 75
creating 121 adding a new foreign currency 180 work 249
receiving 57
default, changing 121 currency calculator 183 shared public folder
sales orders, entering 57
deleting 140 depositing foreign currencies 186 accessing from workstations 267
sending 75
inactivating 139 exchange accounts 180 saving new company files to 20
setting up, Mac 271 overdue invoices
moving items between 122 exchange rates 183
setting up, Windows 267 creating collection letters using
lock file problems 248, 250 reports 187
storing custom reports on 251 OfficeLink 64
setting up 180
locking periods 230 viewing list of 64
tracking realised currency system requirements
logos Mac 270 See also credit terms
gains/losses 184
adding to forms 205 transferring funds to foreign Windows 262
changing size on forms 208 account 186 New Company File Assistant 18 P
See also pictures
multiple locations 121 New Time Billing window 176
P14/P60 tax forms
multi-user mode new year amending 236
M company file sharing starting a new financial year 234 e-filing 236
Mac 269 starting a new payroll year 236
Mail Merge button 64 preparing & submitting 235
Windows 261 nominal journal entries 233
mailing labels, printing 199 file locking 249 P35 tax forms
assigning categories to 210 amending 236
mailouts 257 problems 250 creating recurring transactions
improving performance 252 e-filing 236
master password. See Administrator for 150
obtaining additional licences 240 preparing & submitting 235
account exporting 253
refreshing displayed data 252 passwords. See Administrator account;
Match Transaction window 54 importing 254
user accounts

Pay Employee window 103, 104 timesheets locking 222, 230 Use Audit Trail Tracking 28
pay history for employees changing details during pay number of 19 Use Easy-Fill When Selecting From a
entering 41 run 103 personalised letters List 27
viewing 112 entering employee hours 101 creating 257 Use Expandable Data Entry Fields in
excluding from a pay run 103 printing 199 Windows 27
Pay Suppliers window 85
payroll categories Warn Before Recording Post-Dated
payables, analysing 84 petty cash accounts
base hourly 38 Transactions 28
allocating expenses to 53
paycheques adjusting 104 Warn if Customer has an
expenses, tracking 53
printing 107, 199 base salary 38 Outstanding Credit Before
transferring money to 53
See also payroll adjusting 104 Applying a Payment 27
pictures
PAYE Income Tax 38 calculated value 41, 99 Prepare Bank Deposit window 47,
adding to
paying 230 changing 93–96 148
cards 259
paying employees 102–109 creating 38, 92–96 Prepare Budgets window 214
forms 205
payment method default deleting 38, 140
items 259 price levels
customer 33 entitlement
changing the size of on forms 208 assigning to customer 131
employee 41, 99 creating 92
removing 259 creating custom 130
linked wages category 94
payments replacing 259 setting 129
finding 138
exporting 253 Portable Document Format (PDF) prices
reviewing 38
importing 254 file 190 average cost of an item 129
making 49, 50, 85 Payroll Category List window 92
saving purchases as 78 last cost of an item 129
receiving 45, 50, 65 Payroll Details tab 39, 97 saving sales as 60 quantity breaks 131
recurring 150 Payroll Easy Setup Assistant 37, 42 preferences printing
payroll payroll liabilities Apply Customer Payments cheques 50, 86
activity slips clearing 109 Automatically to Oldest customer statements 228
creating 172 paying 109 Invoice First 73 forms 199
including in employee pays 103 reconciling at month-end 224 how they work on a network 249 invoices 60
advices, printing 108 reconciling at year-end 224 I Deal in Multiple Currencies 27 in a batch 199
analysing 114 reviewing 114 I Prefer to Use Help From the purchases 78
categories 92–96 Payroll Liabilities window 109 Internet 27 in a batch 199
earnings, printing 108 I use MYOB RetailBasics 255 receipts 67
payroll taxes 37
employee information, entering 97 I Use Timesheets for ... and My Week statement reports 192
paying 230
entitlement balances 113 Starts on ... 100 year-end reports 235
linked payment account payroll year If Credit Limit is Exceeded on problems, troubleshooting 11
cash wages 37 starting a new year 236 Sale 69
when to close 231 Process Payments window 106
cheques 37 Prevent Data Changes During
electronic 38 year-end tasks 235 Report Generation 251 Process Payroll window 102
pay history, viewing 112 payslips Prompt for Backup When public folder. See network
printing paycheques 107 printing 108 Closing 28 purchase activity, viewing 145
processing pays 102–109 PDF. See Portable Document Format Select and Display Account Name, purchase debits, creating 87
setting up 91 (PDF) file Not Account Number 27
linked accounts 37 purchase forms
pending purchases. See purchases system-wide preferences 249
using the Payroll Easy Setup emailing 78
time billing 168
Assistant 37 pending sales. See sales faxing 78
Transactions CAN’T be Changed;
taxes periods They Must be Reversed 27, purchase layout, setting up
loading tax tables 37 closing 230 149 default 35

purchase orders, entering 75 quotes 75 Receive Payments window 66 rectangles, drawing on forms 206
purchases receiving items without a bill 79 receiving money 45, 50 recurring pay 41, 99
applying a supplier debit to an recording 75, 78 cash payments 45 changing 99
unpaid purchase 88 in the Bank Register window 50 cheque payments 45 recurring transactions 150–155
assigning a VAT code to a recurring 78 credit card payments 45 automatically recording 151
purchase 77 reports 84 customer payments 65 changing 152
assigning job to 77 reversing 87 definition of 45 cheques 50
changing credit terms when reviewing purchase information 83 exporting transactions 253 creating 150
recording 76 saving as a PDF file 78 grouping with undeposited creating from an existing entry 151
changing status of 82 sending 199 funds 46, 66 deleting 153
choosing type of 76 setting up linked accounts 35 importing transactions 254 deposits 47
credit card 55 setting up purchase details 35 invoice payments 66 editing 152
credit terms, entering 35, 76 subtotals, adding 79 recording receipts 45 purchases 78
customising form layout 202 viewing list of unpaid purchases 83, See also receiving payments recording
debits, creating 87 128
receiving payments 65 multiple 154
deleting 148 Purchases Easy Setup Assistant 35 customer payments 66 single 153
emailing purchase forms Purchases Register window grouping with undeposited funds rescheduling 153
in a batch 199 finding transactions 145 cash transactions 46, 66 responding to reminders for 154
individually 78 viewing purchases 83 credit card 66 sales 60
entering 75 importing transactions 254 scheduling payments 150
Purchases window 75, 79
entering additional information 78 invoice payments 66 setting reminders for 151
using headers to group line items 79
exporting 253 recording in the Bank Register setting up 150
faxing 78 purging information 248
window 50 refreshing lists in a multi-user
from overseas suppliers. See multiple See also receiving money environment 252
currencies
Q reconciled transactions, refund cheque, receiving 89
headers, adding 79
deleting 148
historical purchases, entering 36 quantity breaks, for stock 131 refund payments 73
history, viewing 84 reconciling
quarterly budgets 216 refunds. See customer credits; supplier
importing 254 accounts 54, 225
quotes debits
inserting blank lines in 79 bank accounts 226
converting to orders or invoices 62 creditor accounts 223 registration. See activation of
layout 35 company files; licenses,
converting to orders or debtor accounts 223
line items on, entering 77 obtaining extra workstation
purchases 82 out-of-balance amounts,
linked accounts for 35 seats
customer 57 correcting 226
making payment
supplier 75 Reminders window 154
using the Bank Register Record Journal Entry window
window 50 entering adjustments 233 reports
using the Pay Suppliers records batches
R
window 48 active 139 changing 193
orders 75 rates, setting time billing 169 adding 135 creating 192
paying 85 realised gains and losses, tracking using Easy-Add 137 deleting 193
several at once 86 sales and purchases 184 changing 139 printing 192
printing 78, 199 transfers 185 creating 135 columns, moving and resizing 190
custom lists of 133 deleting 148 custom reports 196
recapping transactions 15
in a batch 199 inactivating or reactivating 139 storing on a network 251
receipts, printing 67 customising 193
order forms 199 inactive 139
purchase activity, viewing 145 Receive Money window 46 designing 195
removing 148

emailing 191 emailing 60 Selected Pay Frequency & Time custom fields 132
faxing 191 in a batch 199 window 111 custom lists and reports 132, 133
filtering information appearing entering 57 selling details, setting up default custom price levels
on 193 exporting 253 entries 33 setting up 130
printing 190 faxing 60 insufficient quantities on-hand 60
serial number
when several users active 251 historical sales, entering 34 locations 121
entering into company files 18
purchase reports 84 history, viewing for item, customer moving between locations 122
while activating over the
reviewing at month-end 227 or employee 65 multiple locations 121
Internet 22
sales reports 65 importing 254 opening cost value, entering 118
location of 18
sample 189 income account for tracking opening quantity value,
saving as sales 117 Set Item Prices window 129 entering 118
comma-separated values (CSV) insufficient on-hand item Settle Returns & Credits window 73 prices, setting 129
files 191 quantities 60 Settle Returns & Debits window 89 quantity breaks 131
HTML files 190 invoice 57 shared public folder. See network receiving items without a
PDF files 190 layout 58 purchase 79
shortcuts to the company file 268
simple text files 191 default 33 reconciling at year-end 231
tab-delimited values files 190 linked accounts, setting up 33 Sign-on window 238 recording 125
sending 191 order 57 single-user mode transferring 122
storing custom reports on printing 60 file locking 249 Stock Count Sheet 118
network 251 in a batch 199 when required 250
stock count sheets, printing 126
using custom lists as filters 133 quote 57 See also multi-user mode
viewing in Microsoft Excel 191 recording in the Bank Register stock movements
Spend Money window 49
window 50 recording 122
Reports menu (command spending money 48, 85
centres) 13 recurring 60 stock re-order alerts 257
exporting transactions 253
reports 65 importing transactions 254 sub-jobs 211, 212
restoring a backup 240
reversing 71 subpasswords. See user accounts
RetailBasics Split button 51
reviewing information about 64
importing from 255 standard cost 117 subtotal, showing in
saving as a PDF file 60
returns. See customer credits; supplier transactions 62, 79
setting up sales details 32 starting a new financial year 231
debits to overseas customers. See multiple supplier debits
starting a new payroll year 235
Review Cheques Before Printing currencies creating 87
statements deleting 147
window 108 viewing list of unpaid sales 64 customising 202 recording 87
Review Sales Before Printing Sales Easy Setup Assistant 32 emailing 228 refund cheques 89
window 199, 200 Sales Register window importing 54 settling 88
rounding time, in time billing 168 finding transactions using 144 printing reports 192
suppliers
viewing and editing sales in 144 reconciling
billing rates, setting 169
Sales window 58 out-of-balance amounts,
S cards, creating 35
correcting 226
search icons 14 credit terms, changing when
sales stock recording purchase 76
seats, obtaining extra licences 240
analysing sales activity 64 adjusting 120 debits
Select & Edit Employee’s Pay auto-building 124
assigning a VAT code to a sale 59 creating 87
window 103 average cost of an item 129
batch printing 199 deleting 147
changing status of 62 select columns 15 building 123 recording 87
choosing type of 58 Select Pay Period 102 changing prices of 129 refund cheques 89
deleting 148 counting 125 settling 88

suppliers (continued) time billing setting up reminders 257 deleting transactions 148
discounts activities To Do List menu (command grouping account transactions
receiving for early payment 86 creating 170 centres) 13 with 46
volume 77 defining 170 grouping cash transactions with 66
tool palette 202, 204
paying 48, 85 deleting 140 grouping payments 46, 66
using the Bank Register finding 138 Trade Creditors Accrual Stock preparing bank deposit of 47
window 50 activity slips account 80
unpaid invoices, sending
using the Pay Suppliers creating 172 Transaction Journal window 146 reminders 257
window 48 including in employee pays 103 transactions Use Recurring button 153
recording order received from 75 multiple 174 adding from bank or credit card
recording purchases from 75 single 172 user accounts
statement 54
recording quote received from 75 adjusting accounts to reflect work in creating 239
changing 147, 148
setting billing rates for 169 progress 178 listing active users 249
create recurring 150
who are also customers 74 changing 139 managing 238
create recurring from an existing
entering a start time before current maximum licensed number
system requirements entry 151
system time 173 reached 250
host computer deleting 147, 148
including items on invoices 168 passwords 239
Mac 270 finding 13, 144–147
invoices purpose of 238
Windows 262 identifying user who entered 238
creating 176 restricting access to windows and
network importing 254
creating in the Sales window 177 functions 239
Mac 270 from bank or credit card
including items on 168 See also administrator account
Windows 262 statement 54
preferences 168 Pay Suppliers transactions 254 user IDs. See user accounts
resetting timer 174 making changes to 148
T rounding time 168 matching during statement
setting billing rates for activities 169 V
importing 54
tabs, using to find records in
setting preferences 168 recapping 15 VAT
lists 138
timer 173–174 recurring 150–155 accounting method
tax codes. See VAT codes using special billing units 168 reversing 149 accrual 159
tax tables 37 work in progress 178 types that can be imported 254 cash 159
taxes timesheets unchangeable 148, 149 change amount assigned to
definition 38 changing details during pay Transactions CAN’T be Changed; purchases 78
telephone banking, recording run 103 They Must be Reversed receive money transaction 46
transfers 55 employee hours, entering 101 preference 27, 147, 149 sales 60
entering details 101 Transfer Money window 52 spend money transaction 49
terminating an individual’s
excluding from a pay run 103 EC Purchases 164
employment 110 transferring
report 103 EC Sales 161
terms of credit money between accounts 52
setting up 100 reports 159
customers 33 stock 122
in the Easy Setup Assistant 42 VAT codes
suppliers 35 time billing information, troubleshooting problems 11
adding 157
text fields entering 100 assigning to
adding to forms 205 unpaid hours accounts 30, 158
changing font characteristics of 205 U
clearing 102 cards 158
changing size of on forms 208 deleting 102 unchangeable transactions 148, 149 customers 34
description of 202 reporting 103 items 117, 158
uncleared transactions, matching 54
thirteen accounting periods 19 To Do List purchases 77
undeposited funds
making supplier payments from 83 sales 59

suppliers 36 payroll 231
changing 139 starting a new financial year 234
creating 157 starting a new payroll year 236
importing 254 year-end
setting up 157 adjustments in 13th period 19
for purchases 35 entering budgets 213
for sales 33 financial
vendors. See suppliers adjustments, entering 233
verify company file 223, 247 optimising company file 234
providing information to your
View Contact Log window 257
accountant 232
voiding a cheque 50 reconciling accounts 223
volume discounts reconciling stock 231
giving 59 starting a new year 234
receiving 77 tasks 231
payroll
e-filing tax forms 236
W P14/P60 forms, amending 236
wages 38 P14/P60 forms, preparing &
cash wages, creating a cheque submitting 235
transaction to record 107 P35 forms, amending 236
linked account for 38 P35 forms, preparing &
payroll categories submitting 235
changing 93 printing reports 235
creating 93 tasks 235
deleting 140 yearly budgets 216
See also payroll
Wages Information window 93
Z
Widgets, sample company file 12
work in progress zoom arrows 14
adjusting accounts to reflect 178
tracking 178
workstations
accessing shared company file
folder 267
accessing shared public folder from
Mac 275
obtaining extra licences 240
See also host computer, network
Y
year
financial 231


MYOB Accounting MYOB Accounting Plus: User Guide

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MYOB Accounting

MYOB Accounting Plus

2 MYOB Accounting/MYOB Accounting Plus v15, uk

4 MYOB Accounting/MYOB Accounting Plus v15, uk

1: Introduction 9 Preparing a bank deposit . . . . . . . . . . . . . . . . . . . . . 47

2: Creating and activating Tracking petty cash expenses . . . . . . . . . . . . . . . . . 53

Creating a company file . . . . . . . . . . . . . . . . . . . . . . . 17

Activating a company file . . . . . . . . . . . . . . . . . . . . . 21

Receiving money . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Dealing with a supplier who is also a customer . 74

Paying suppliers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 9: Lists 135

Creating supplier debits . . . . . . . . . . . . . . . . . . . . . . 87

7: Paying your employees 91 Changing a record . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

Inactivating or reactivating a record . . . . . . . . . . 139

Timesheets ................................. 100

Building items .............................. 123

6 MYOB Accounting/MYOB Accounting Plus v15, uk

Setting time billing preferences . . . . . . . . . . . . . . 168 Tracking financial information . . . . . . . . . . . . . . . 209

Setting billing rates . . . . . . . . . . . . . . . . . . . . . . . . . . 169 Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213

Creating activities . . . . . . . . . . . . . . . . . . . . . . . . . . . 170 Auditing your records . . . . . . . . . . . . . . . . . . . . . . . 216

Creating activity slips . . . . . . . . . . . . . . . . . . . . . . . . 172 Reviewing financial information . . . . . . . . . . . . . . 218

Work in progress . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178

Setting up multiple currencies . . . . . . . . . . . . . . . . 180 Starting a new payroll year . . . . . . . . . . . . . . . . . . 235

Exchange rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183

Quick start . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189 Confirming activated company files . . . . . . . . . . 244

Producing reports . . . . . . . . . . . . . . . . . . . . . . . . . . . 190 Servicing your company file . . . . . . . . . . . . . . . . . . 247

Printing report batches . . . . . . . . . . . . . . . . . . . . . . 192 Special considerations for networked

A: Importing and exporting data 253

Adding and editing elements . . . . . . . . . . . . . . . . . 204

More tools for managing your day to day tasks 257

C: Networking company files

Preparing company files for multiple users . . . . 261

Setting up the network hardware ............ 262

Setting up a company-file folder

D: Networking company files

Preparing company files for multiple users . . . . 269

Setting up the network hardware ............ 270

Setting up a company-file folder

Accessing the shared company file

8 MYOB Accounting/MYOB Accounting Plus v15, uk

Learning MYOB Accounting

Printed manuals 2 On the installation window that appears, click Resources.

Manuals available as PDF files Each printed manual is also

Search locate topics by keywords. Searches can be as widely or as

z In any window, press the F1 key.

10 Chapter 1 Introduction MYOB Accounting/MYOB Accounting Plus v15, uk

These options are described below.

Select... If you want to....

Help for This • see a description of the window, which includes

User Guide Learning MYOB Accounting 11

12 Chapter 1 Introduction MYOB Accounting/MYOB Accounting Plus v15, uk

Analysis analyse a number of key aspects of your business.

There are two ways of selecting an option:

z Click the menu name to display the window relevant to the

Each command centre contains a row of icons in the top section

User Guide Exploring MYOB Accounting 13

14 Chapter 1 Introduction MYOB Accounting/MYOB Accounting Plus v15, uk

You can right-click (Windows) or CONTROL-click (Mac) in a

User Guide Exploring MYOB Accounting 15

Creating a company file

F E-mail Address Type your office email address.(a)

a This information can be included on invoices, purchases, statements and other

8 Specify how you would like to build your accounts list.

z Current Financial Year Remember that the current financial