Getting Started Tutorial · The tutorial company file For the purpose of this tutorial, we have already created a company file. This file is called tutorial.dat, tutorial.pls or tutorial.prm

Getting Started Tutorial

http://www.myob.com.au

Welcome — 2

WelcomeWelcome! This tutorial will give you a quick introduction to your MYOB accounting software and help you understand a few accounting concepts along the way.

You can use this tutorial with the most recent versions of MYOB Accounting, MYOB Accounting Plus, and MYOB Premier; these products will be referred to as ‘your MYOB software’ throughout this tutorial.

Working through this tutorial We encourage you to set aside some time to complete this tutorial. You don’t need to complete all the exercises in one go. However, keep in mind that most exercises in this tutorial build on the ones before them, and therefore must be completed sequentially. For example, you need to complete Exercise 1 (Receive Money) before completing Exercise 3 (Reconcile your bank account). You can stop the tutorial at any time and return to it later. The changes you make to the company file will be saved automatically.

Viewing this tutorial Use the navigation buttons at the bottom of every page to move through the tutorial. Use the Front button to move to the next page, the Back button to move to the previous page and the Home button to go to the beginning of the tutorial. You can also go directly to an exercise or topic by using the contents panel in Acrobat Reader located on the left-hand side of the screen.

If the screenshots are not clear, try selecting 200% as the zoom in the toolbar.

Your monitor’s screen resolution and colour settings determine how the screenshots will appear.

Printing this tutorial While this tutorial has been designed to be viewed on screen, you can also print it. You should be able to fit two tutorial pages on an A4 page (portrait orientation) if your printer has this feature.

The Company File — 3

The Company FileThe first step to using your MYOB software is to create a company file, give it a name and save it on your computer.

Your company file contains all the information that you enter in your MYOB software. While some information is stored in other folders on your hard drive (for example, customised reports are saved in the Custom sub-folder on your hard drive), the actual records and transactions are stored in your company file.

Protecting your company file

As your company file contains your important accounting information, it is vital that you protect it accordingly. Unfortunately, hard disk failure, data corruption and theft can and does happen.

Use the tools in your MYOB software to ensure your company file is protected and that it is running in peak form.

Back up your company file Use the Backup command to regularly make copies of your company file to a CD or zip disk. If your company file gets corrupted or is stolen, you will have a recent copy of your file to continue from.

Check your company file for errors You should routinely check your company file for data corruption. Depending on your preference setting, you will be prompted to run the Verify Company File command each time you open your company file and also before backing up data.

Optimise your company file Use the Optimisation Assistant to remove the unused areas in your company file and keep your software running in top form.

The Company File — 4

The tutorial company file

For the purpose of this tutorial, we have already created a company file. This file is called tutorial.dat, tutorial.pls or tutorial.prm (depending on the MYOB product you are using).

Open the tutorial file To open the tutorial company file, in your MYOB software go to the File menu and choose Open, or click the Open button in the Welcome window. Open the Tutorial folder and double-click the tutorial company file.

When you open your company file, you will be prompted to enter a User ID. This will identify you and ‘tag’ the transactions you enter in the company file with your User ID. Some reports allow you to view the User ID of the person who entered the transaction. Enter your name and then click OK to close the Sign-on window and the confirmation message that appears.

Click Yes to the data verification message that appears, and then click OK to proceed with the data verification process. This process may take a few minutes. When the verification process is complete click OK. The command centre appears.

The exercises in this tutorial refer to account names, not account numbers.

To ensure account names appear in the tutorial company file:

1 Go to the Setup menu and choose Preferences. The Preferences window appears.

2 Click the Windows tab.

3 Click the Select and Display Account Name, Not Account Number checkbox.

4 Click OK to close the Preferences window.

Navigating your MYOB software — 5

Navigating your MYOB softwareUsing your MYOB software is easy, but you should be familiar with the icons and keyboard commands that can help you complete tasks quickly.

The command centre The command centre is the central location for MYOB functions, such as sales, purchases, banking and accounts.

The icons at the top of the window represent the various command centres in your MYOB software. You can move from one command centre to another by clicking these icons. The Sales command centre is shown here.

Notice when you click an icon, the functions of that particular command centre appear in the flowchart below the icons.

The command centre also gives you quick access to the To Do List, reports, and analysis and transaction locating tools.


The Lists menu As you set up your MYOB accounting software, you will be entering details in many lists, for example, the Cards List, the Accounts List and the Jobs List.

These lists are all located in the Lists menu, accessible from the main menu bar at the top of the your MYOB accounting software window.

Zoom arrows These are displayed next to various fields throughout your MYOB software and allow you to see more detail about a transaction or record.

A white zoom arrow indicates that you can make changes to the detail of the transaction or record.

A grey zoom arrow indicates that either it is not possible to edit the details or you do not allow editing of transactions once recorded. (You can change this preference in the Security view of the Preferences window.)

zoom arrow


Search icons These allow you to open a search list window that contains records you have previously entered in your MYOB accounting software, such as customers or shipping methods. You can then select a record from the search list.

Calendar Selecting the dates to enter in the Date fields is easy with the your MYOB accounting software calendar. Press SPACE, + or - in any Date field and a calendar will appear from which you can select the date to use. You can use the + and - keys on your keyboard’s number pad to scroll through the days and then press ENTER to select the date.

Tab keys Pressing the TAB key will move you from one field to the next in a window. Pressing SHIFT+TAB will move you back a field.

Shortcut keys There are shortcut keys for most windows in your MYOB accounting software. For example, to access the Cards List, press CTRL+F on your keyboard. To view the available shortcut keys, have a look through the menus in the main menu bar and each window or function that has a shortcut key will display the keys to press.

Enter key You can customise the way you use the ENTER key in your MYOB accounting software in the Preferences window (go to the Setup menu, choose Preferences and then click the Windows tab).

search icon

Setting up Accounts — 8

Setting up Accounts

The Accounts List Your company file contains the Accounts List, which is a group of classifications used for organising the accounting entries of your business.

When you create the company file, you have the option of importing an accounts list from your accountant, building one from scratch or starting off with one of the many preset accounts lists provided. You can then customise it to suit your business, adding the accounts you need and deleting the ones you are not likely to use.

To access the Accounts List of your tutorial company file,

1 Go to the Accounts command centre.

2 Click Accounts List. The Accounts List window appears.


Account types Your Accounts List contains eight types of accounts:

� Assets (1-)� Liabilities (2-)� Equity (3-)� Income (4-)� Cost of Sales (5-)� Expenses (6-)� Other Income (8-)� Other Expense (9-)

The Cheque Account is an example of an asset account. The Cheque Account is where your business keeps its operating money. This money is owned by the business and, in accounting terms, this type of account is classified as an asset.

While you can choose to search for and select accounts based on their account name, when setting up accounts, you also need to provide an account number. In the tutorial company file, the Cheque Account has an account number of 1-1110. The prefix 1- indicates it is an asset and 1110 determines the position of this account in your Accounts List.

Click the zoom arrow next to the Cheque Account. A window similar to the one shown below appears.


Linked accounts When viewing the Accounts List, you may have noticed that some accounts have an asterisk in the Linked column. This indicates that the account is used by your MYOB accounting software as a default account for a particular function.

For example, notice that the Cheque Account is the linked account for customer receipts. This means that when entering customer payments, the Cheque Account will be the default account used for receiving the payments. You can change this by clicking the zoom arrow next to the linked account description.

You can also view and edit the linked accounts by going to the Setup menu, choosing Linked Accounts and choosing either Accounts & Banking Accounts, Sales Accounts, Purchases Accounts, or Payroll Accounts.

Note that changing linked accounts will not affect any transactions that have already been recorded - the change will apply to any new transactions you enter.

Spending and Receiving Money — 11

Spending and Receiving Money

Introduction

It’s simple to track the money you spend and receive in your MYOB software. The Spend Money and Receive Money functions can be found in the Banking command centre.

You can use the Spend Money window to record cheques for purchases or expenses you won’t be entering purchase orders for (using the Purchases command centre), such as postage, rent and owner drawings.

You can use the Receive Money window to transfer money between your bank accounts, record interest or record the miscellaneous cash receipts you receive.

To ensure you have accurately entered your transactions, you can reconcile MYOB’s accounts with your bank statement using the Reconcile Accounts function also found in the Banking command centre.


The Bank Register The Bank Register is a central location from which you can spend or receive money, add cash sales and enter payments for invoices made using the Sales feature.

To display the Bank Register window go to the Banking command centre and click Bank Register.

There are three main sections in the Bank Register window:

1 Account Selection: Use the top part of the Bank Register to select the appropriate account, to select the date range to use when displaying transactions in the middle section of the window, and to import an electronic bank statement.

2 Account Details: The middle section of the Bank Register displays all the transactions made in the selected account for the selected period. Each transaction has a zoom arrow that you can click to see the original transaction window.

3 Transaction Details: Create a new transaction by selecting the appropriate transaction type and then entering the details of the transaction. To enter a complex or detailed transaction, click the Split button.

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Exercise 1— Receive money

Let’s assume you need to deposit $30,000 cash in the business cheque account to fund the initial activities of the company.

To record the entry:

1 Go to the Banking command centre and click Receive Money. The Receive Money window appears.

2 Click the Deposit to Account radio button. The Cheque Account appears automatically in the adjacent field.

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Display account names, not account numbers If the field only accepts account numbers, you need to go to the Preferences window and mark the Select and Display Account Name, Not Account Number checkbox. See ‘To ensure account names appear in the tutorial company file:’ on page 4.

3 Enter 7/7/03 in the Date field and press TAB. Note: If you are completing this tutorial before July 7, 2003 and receive a date warning, click OK to ignore the message.

4 Tab to the Amount Received field and enter $30,000 (simply enter 30000 and the amount will be formatted correctly).The Payor field is where you can record the writer of the cheque. We will leave it blank in our example.

5 Tab to the Payment Method field and type Cash.


6 Tab to the Memo field and type Initial funding of the company.

7 Tab to the Account Name field. Here you specify an account that can explain the increase in the cheque account selected at the top of the window. In our example, we can explain the increase as a deposit by you, the owner, into the business. In accounting terms, you are increasing the equity or your share of the business; therefore, the appropriate account to use would be the Partner A Capital account.

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If you cannot recall the account name If you cannot recall the account name you need to enter, press TAB to display the Select from List window. Double-click the Equity account named Partner A Capital.

8 Tab to the Amount field. The amount of $30,000 appears automatically.

9 Click Record. The entry is saved and the window cleared.

10 Click Cancel to return to the Banking command centre.

Congratulations! You have just completed the first entry in this tutorial.


Review Let’s see how this transaction affects your Accounts List:

� The Cheque Account has increased by $30,000.� The Partner A Capital account has increased by $30,000.

In other words, your company now has $30,000 worth of assets, and your contribution to the company (equity) has increased by $30,000.

Notice that there are two entries for this transaction. You could explain these entries by saying, ‘As a result of increasing the Cheque Account balance, my share of the company (Partner A Capital) has increased’. Accountants call this double-entry accounting.


Exercise 2—Spend money

We now have money to buy furniture and equipment. We buy a desk, chair and computer for $5,500 from Acme Business Supplies.

We could record this purchase using the Purchases command centre, but since this is a one-time purchase, we will use the Spend Money window instead.

To record the purchase:

1 Go to the Banking command centre and click Spend Money.

2 Enter 7/7/03 in the Date field and press TAB.

3 Enter 5500 in the Amount field and press TAB.

4 Type Acme Business Supplies in the Card field and press TAB. Since you don’t have a record for Acme Business Supplies, the Select from List window appears.

5 Click the New button. The Card Information window appears.


6 Complete the Profile view of the Card Information window as shown below. Make sure the card type is set to Supplier.

By creating a card for Acme Business Supplies, we can track payments made to them and easily enter another payment for them in the future.

7 Click the Buying Details tab and enter 12345678000 in the ABN field, which is Acme Business Supplies’ ABN.

8 Click OK to close this window and then press TAB in the Spend Money window. Note that the Payee field now displays the name and address of Acme Business Supplies.

9 Enter the purchase of a desk:a Tab to the Account Name field and press TAB once

more. Since an account is required in this field, the Select from List window appears. Double-click the Office Equipment at Cost account. You will return to the Spend Money window.

b Tab to the Amount field and enter 1500.c Tab to the Memo field and enter Desk.d Tab to the Tax column. As the amount of $1,500

includes GST, we need to replace the default N-T tax code with GST. Type GST in the Tax column.

e Press ENTER to position the cursor in the Account Name field on the next line.


10 Enter the purchase of a chair:a Enter the Office Equipment at Cost account.b Tab to the Amount field and enter 500.c Tab to the Memo field and enter Chair.d Tab to the Tax column. As the amount of $500

includes GST, we need to replace the default N-T tax code with GST. Type GST in the Tax column.

e Press ENTER to position the cursor in the Account Name field on the next line.

11 Enter the purchase of a computer:a Enter the Office Equipment at Cost account.b Tab to the Amount field and enter 3500.c Tab to the Memo field and enter Computer.d Tab to the Tax column. As the amount of $3,500

includes GST, we need to replace the default N-T tax code with GST. Type GST in the Tax column and press ENTER.

12 Click Record. The cheque is saved in your company file.

13 Click Cancel to close the Spend Money window.


Exercise 3—Reconcile your bank account

It is good business practice to reconcile your bank statement with your accounts in your MYOB accounting software at least monthly. The frequency with which you need to do this depends on the volume of transactions that go through the accounts.

Reconciling simply means ensuring that the transactions entered in your MYOB accounting software match the bank statement; reconciling can help you pick up any errors made either by the bank or by the person entering the data in your MYOB accounting software.

You can reconcile bank accounts in your MYOB accounting software by either importing a bank statement into your company file using the Get Statement feature, or by manually reconciling each recorded transaction with those on a paper statement.

The Get Statement feature, which enables the importing and automatic matching of transactions, is especially useful when you have a long list of transactions in your statement that need to be matched with your company file records.

Note In this tutorial, assume that the opening balance of the bank account is zero, and that there are no unpresented cheques or deposits that haven’t been credited. If this were not the case, you would have to set up the bank account before completing the first month’s reconciliation. See your User Guide’s Setting Up chapter for more information.

Let’s reconcile the cheque account used so far in this tutorial. Although you have entered only two transactions, this will serve as an example of how spending and receiving cash relate to account reconciliation.

In this example, assume that you are registered with your bank’s online banking service and you are able to download electronic bank statements from the website.

An electronic bank statement is provided with this tutorial — the file name is anz.qif — and you will use this file in this exercise.


The statement covers the period from 1/7/2003 to 31/7/2003, the closing balance is $24,495 and the statement includes the following three transactions:

� A deposit of $30,000� A cheque for $5,500� A bank charge of $5.

To reconcile your cheque account:

1 Display the Reconcile Accounts window. To do this, go to the Banking command centre and click Reconcile Accounts.

2 Type Cheque Account in the Account field.

3 Tab to the New Statement Balance field and enter 24495. You need to know this closing balance in order to reconcile the account and you can determine this from your online banking website or the paper copy of the statement.

4 Tab to the Bank Statement Date field and enter 31/7/03. Press TAB.

Notice that the out of balance amount is –$24,495 and that the two transactions you have entered appear in the scrolling list. (Only transactions dated on or before the Bank Statement Date will appear.)

5 Click Get Statement. The Open window appears.

6 Select the anz.qif file that has been installed in the Tutorial folder. Click Open.

7 The Get Statement window appears. Click OK.

8 The Unmatched Statement Transactions window appears.


This window shows that the statement has three transactions, two of which were automatically matched with the transactions recorded in your company file (the $30,000 deposit and the cheque for $5,500).

The window also shows that one transaction in the statement could not be matched — a bank charge of $5.00. This indicates that the bank’s records differ from yours by

$5.00. To correct this, you need to add the bank charge to your records.

9 With the Bank Charge line highlighted, click Add Transaction. The Spend Money window appears.

Notice that most of the details — the date, amount and memo have been filled in automatically. You only need to provide the account details that explain the transaction.

10 Click in the first row of the Account Name column and click the search icon. The Select from List window appears. Highlight the Bank Charges expense account and click Use Account. The Spend Money window reappears.


11 Tab to the Amount column, and $5.00 appears automatically.

12 Tab to the Tax column and replace N-T with FRE (GST-free).

Bank Charges Note that bank charges that are charged by the bank, such as account keeping fees are GST-free (use the FRE code), while government charges, such as BAD, are not reportable on the activity statements (use the N-T code).

13 Click Record. The Unmatched Statement Transactions window appears and it now reads, “All of your transactions match!”. Click Done. Notice that three transactions now appear in the Reconcile Accounts window and that they have been marked as Cleared (a tick appears for each transaction).

Notice also that the out of balance amount is $0.00. This means that your account now reconciles with the bank’s records— Congratulations!

14 Click Reconcile to complete the reconciliation process for this account. A dialog box appears.

You can print the Reconciliation report for your records or just click Reconcile again to finish.

15 Click Cancel to return to the Banking command centre.

Purchasing Items and Services — 23

Purchasing Items and Services

Introduction

Purchases and the payments you make to suppliers are handled in the Purchases command centre.

Although you can enter some of your purchases using the Spend Money window in the Banking command centre, creating a purchase through the Purchases command centre gives you the ability to track your payables or trade creditors, your discount expiry dates, and the ageing of your outstanding purchases.

The Purchases Register is located in the Purchases command centre and gives you quick access to all your purchase transactions, including closed bills and any debit notes you may have received for returned or damaged goods and refunds.


Purchasing Items and Services

Purchase types

When you click the Enter Purchases function in the Purchases command centre, a new Purchases window appears, ready for you to record your purchase.

You can record a purchase transaction as a Quote, Order or Bill.

You can enter a quote in your MYOB software to easily store an estimate or quote you received from one of your suppliers.

Then, when you are ready to make the purchase, you can simply change the quote to an order with a click of a button.

The order can then as easily be changed to a bill when you have received the items or services you ordered and are required to pay the supplier.


Purchase layouts

Depending on the type of purchase you are making, you can choose from four purchase layouts:

� Item—Use this layout for stock items you buy regularly and for which you have created item records in your MYOB software. You can choose to have your MYOB software track the quantity on hand and the average cost of the items you purchase.

� Service—Use this layout to purchase services (or items) for which you don’t have a record in your MYOB software. Examples of such services include repairs, insurance and consultation.

� Professional—Use this layout for services you want to track over a certain period. You can include the date each individual service was provided, all on one purchase.

� Miscellaneous—Use this format for purchases that you don’t need to print, for example, adjustments and debit notes you receive.

To change the layout of a purchase, simply click the Layout button before you start completing the Purchases window.


Exercise 4—Order an item

Before we can purchase goods using the Item layout of the Purchases window, we need to create item records for those goods. An item record contains current and historical information about the item, including sale and purchase prices and sales history. Individual item records make up the Items List in the Inventory command centre.

In this exercise, we will first create an item record for Widgets, a stock item we purchase regularly. You don’t need to create the item record before you enter the purchase; you can create it while entering details in the Purchases window.

1 Go to the Purchases command centre and click Enter Purchases. If the selected layout is not Item, click the Layout button and select Item.

We need to purchase 100 Widgets from World of Gadgets at $5.50 each. In this exercise we will be placing an order with the supplier.

2 Click the down arrow in the upper left corner of the window and choose Order.


3 Type World of Gadgets Pty Ltd in the Supplier field and press TAB. The name will be matched with the card set up for this supplier in the Cards List.

4 Mark the Tax Inclusive checkbox (if it is not marked already). Then tab to the Date field and type 8/8/03.

5 Tab to the Received column and type 100 because we are purchasing 100 widgets. Press TAB.

6 Type 100-101A5 in the Item Number column. This is the item code we want to use for Widgets.

7 Press TAB. As this item does not exist in our Items List, the Select from List window appears.

8 Click New. The Item Information window appears with 100-101A5 appearing in the Item Number field. Press TAB.

9 Type Widgets in the Name field.


10 Mark the I Buy This Item, I Sell This Item and I Inventory This Item checkboxes.

11 Continue to complete the Profile, Buying Details and Selling Details views as shown here.

We recommend that you read the Inventory chapter of your MYOB User Guide before you set up item records in your own company file. (If you are using MYOB Premier, check out your advanced inventory options.)

12 Click OK to return to the Purchases window.

13 Tab to the Price column and type 5.50, which is the purchase price of a widget.


14 Press TAB and then the down arrow key on your keyboard to move to the Comment field. Type Please deliver to warehouse. In the Promised Date field, type 20/8/03 (the date we expect to receive the goods).As we are only placing an order, our inventory levels have not changed. When we receive the goods (in the next exercise), we can convert the order to a bill.

15 Click Record to record the order.

16 Click Cancel to return to the Purchases command centre.


Exercise 5—Receive the item

Let’s assume that the 100 widgets arrive with an invoice from the supplier some days later. You check that the widgets have arrived in good condition and that the invoice matches your order.

Follow these steps to convert the order we created earlier to a bill.

1 Go to the Purchases command centre and click Purchases Register.

2 Click the Orders tab.

3 Select Supplier from the Search By list and type World of Gadgets Pty Ltd. Enter 8/8/03 in the Date fields and press TAB. Any orders made to this supplier on this date will appear in the scrolling list.

4 Highlight the order and click the Change to Bill button. 5 The Purchases window appears. Enter 20/8/03 in the Date field. Enter 88943 as the supplier’s invoice number.

6 Click Record. Then close the windows and return to the Purchases command centre.You have completed your first purchase and now have 100 widgets in stock showing in the Items List (accessed from the Inventory command centre).


Exercise 6—Pay the bill

We now have a bill that is ‘payable’ or due. If we had paid this bill immediately, we could have used the Paid Today field in the Purchases window. However since we are paying it a week later, we need to use the Pay Bills function. We are paying $550 by cheque.

1 Go to the Purchases command centre and click Pay Bills.

2 Press TAB to display the Select from List window and double-click World of Gadgets. The supplier details appear and the outstanding payables for the supplier are listed.

3 Enter 27/8/03 in the Date field and 550 in the Amount field.

4 Tab to the Amount Applied column to allocate the payment to the bill and then press TAB. (It is important that the figures in the Amount field and the Amount Applied field match.)

5 Click Record. The bill is settled in full, and the cheque account selected in the Pay Bills window is reduced by $550.

6 Click Cancel to return to the Purchases command centre.

Entering Sales and Payments — 32

Entering Sales and Payments

Introduction

The Sales command centre has very flexible invoicing and payment options available for your business needs.

Your sales can be entered in the Service, Item, Professional and Miscellaneous layout windows (similar to the purchase layouts described earlier), and if you are using MYOB Accounting Plus or Premier, you can also bill customers using the Time Billing layout. Time Billing is appropriate for service based businesses that bill for time (and materials) and miscellaneous services provided to clients.

As with purchases, you can enter a sale as a quote, order or invoice. This way you can send a quote to a customer, change it to an order when the customer decides to buy, and then change the order to an invoice when the goods are sent—all with a few clicks of the mouse.

Customer payments for invoices recorded in the Sales command centre need to be entered through the Receive Payments window and not through the Receive Money window.

The Sales Register gives you quick access to all your sales, including closed sales and credits given to customers.


Exercise 7—Make a sale

We will make a sale to Widget Eaters Limited for 65 widgets. We have already purchased 100 widgets, so we have enough in stock to make this sale.

1 Go to the Sales command centre and click Enter Sales. The Sales window appears.

2 Click the down arrow in the upper left corner of the window and choose Invoice.

3 Type Widget Eaters Limited in the Customer field and press TAB. The Select from List window appears. A record for this customer does not exist so we need to create one.

4 Click the New button. The Card Information window appears. Tab to complete the fields in the Profile view as shown. 5 Click OK to return to the Sales window.

6 Press TAB to fill in the customer’s details automatically.

7 Click the Layout button and select the Item layout as we are selling items from our inventory.

8 Mark the Tax Inclusive checkbox if it’s not already marked.

9 Enter 9/9/03 in the Date field.


10 Tab to the Ship column and enter 65 (the number of widgets we are selling).

11 Tab to the Item Number field and press TAB. As Widgets is the only item on our Items List, it is selected automatically. Press TAB. The Price, Total and Tax fields are completed.

12 To move out of the body of the invoice, press the down arrow key on your keyboard. (We won’t complete the optional fields below the body of the invoice, but these can be useful if you need to show this information on the printed invoice.)

13 As we have all the information we need on the invoice, click Record.


Review Let’s have a quick look at the entries your MYOB software has made for this sale.

Go to the Sales command centre and click Transaction Journal. Enter 9/9/03 in both Date fields and press TAB. The debits and credits of the sale we just entered are displayed.

The first two lines debit the Trade Debtors account for the sale and GST amounts. This account keeps track of the money owed to you by your customers.

The next entry reflects the proceeds of the sale, exclusive of GST.

The fourth entry is a credit to the account used to track GST collected on sales that is now payable to the Australian Taxation Office.

The final two entries reflect the purchase value of the widgets (65 Widgets x the purchase price of $5.50 = $325.00). This amount is transferred from our Inventory account to the Cost of Sales account (which keeps track of costs incurred in making sales). The Profit and Loss statement will be updated at this point.


Items Register

The Items Register gives you quick access to transactions relating to items. When the register is filtered to show a single item, a running balance of the item’s quantities and value is displayed.

In the following exercise, you will use the Items Register to view the number of widgets you have on hand and to display the transaction you entered in exercise 7.

Exercise 8—View item transaction

1 Go to the Inventory command centre and click Items Register. The Items Register window appears.

2 Select Item from the Search By drop-down list.

3 Enter 100-101A5 in the adjacent field.

4 Enter 9/9/03 in both Date fields.

Notice that you now have a total of 35 widgets left in stock at a current value of $175.

5 Click the zoom arrow to the left of the date to view the transaction in its original window. The invoice you created to enter the sale of 65 widgets is displayed.

6 Click OK to return to the Items Register window.

7 Click Close to return to the Inventory command centre.


Credit notes

Let’s assume that the widgets were shipped to Widget Eaters Limited, but five were damaged before they reached the customer.

You give the customer a credit note for the five damaged widgets which will be applied against their outstanding invoice.

Creating a credit note follows the same procedure as making a sale, except that the values in the invoice are entered as negative (-) amounts.

If goods are returned and placed back in our inventory for reselling, we would need to use the Item layout so that our inventory is readjusted for the returns.

In this case the goods were damaged, which means we won’t be placing them back in our inventory. The cost of the damaged goods will be allocated to an income account called Sales Returns and the Miscellaneous layout will be used.

The Sales Returns account will offset the total sales value in the Profit & Loss Statement.

Exercise 9—Create a credit note

1 Go to the Sales command centre and click Enter Sales.

2 Select Widget Eaters Limited as the customer.

3 Click the Layout button and select the Miscellaneous layout.

4 Enter the date as 15/9/03.

5 Tab to the Description column and type Credit note for five damaged Widgets.

6 Tab to the Account Name column and press TAB to display your Accounts List. Select the Sales Returns income account and return to the Sales window.

7 Type -55 in the Amount column and change the tax code to GST.


8 Click Record. You have just created a credit note.

You can choose how to settle it—by applying it against the customer’s existing account or refunding the amount. We will apply this credit against Widget Eaters’ outstanding balance in the next exercise.


Exercise 10—Settle a credit note

1 Go to the Sales command centre and click Sales Register.

2 Click the Returns & Credits tab.

3 Choose Customer from the Search By drop-down list, type Widget Eaters Limited in the adjacent field and press TAB. The credit we just created appears in the scrolling list.

4 Highlight the credit and click the Apply to Sale button to apply this credit to the customer’s account balance. The Settle Returns and Credits window appears with the customer’s unpaid invoice.

5 Enter the date as 15/9/03. Press TAB until the $55.00 credit amount appears in the Amount Applied column and then press TAB again.This tells your MYOB software that the outstanding balance for the invoice needs to be reduced by the credit amount applied.

6 Click Record to apply the credit. The invoice balance is reduced by $55.00.


Exercise 11—Receive customer payment

You receive a cheque for $670 from Widget Eaters Limited as payment for the widgets.

1 Go to Sales command centre and click Receive Payments. The Receive Payments window appears.

2 Enter Widget Eaters Limited in the Customer field and press TAB. The customer’s unpaid invoice appears.

3 Make sure the Deposit to Account radio button is selected and that the Cheque Account appears in the adjacent field. We want to deposit the payment to our cheque account.

4 Enter 20/9/03 as the date.

5 Enter the amount of $670 in the Amount Received field.

6 Enter Cheque in the Payment Method field.

You notice that the customer has overpaid you by $10. You need to apply the whole payment to their unpaid invoice.

7 Tab to the Amount Applied column. The amount $660.00 appears against the invoice.


8 To handle the overpayment, simply delete the $660 appearing in the Amount Applied field and enter the full amount received ($670) and press TAB. (The Out of Balance field at the bottom of the window should now display $0.)

9 Click Record. Your MYOB software recognises that there has been an overpayment for this invoice (the amount applied to the invoice is greater than the amount outstanding). A credit note will be created for the customer.

10 Click OK to close the message. A credit note of $10 is created. We decide to refund the $10 to the customer.


Exercise 12—Pay refund

1 Go to the Sales Register and click the Returns & Credits tab. The credit note of $10 appears in the scrolling list.If the credit note doesn’t appear here, enter Customer in the Search By field and enter Widget Eaters Limited in the adjacent field.

2 Select the credit note and click the Pay Refund button.

3 Change the date of the cheque to 20/9/03.

4 Click Record.

Working with Jobs — 43

Working with Jobs

Introduction

You can use the Jobs feature in your MYOB software to keep accurate and detailed records of your jobs and profit centres.

Let’s assume that Clearwater Pty Ltd, our tutorial company, is in the process of installing 50 water filters at the Island Way Hotel. This job has already been set up in our company file.

The Edit Job window shown here displays information about the job, such as the start date, percentage completed, finish date and so on.

You can use the Jobs feature to simply keep track of your various jobs or to perform advanced functions such as set budgets by account for each job, track job expenses for customer reimbursables, analyse profit and loss for jobs, and much more. You can view your Jobs List by choosing Jobs from the Lists menu. View details of a job by

clicking the zoom arrow next to it.


Exercise 13—Record an expense for reimbursement

Let’s assume that in order to install the water filters in Island Way Hotel, we had to purchase 50 wall brackets. We will assign this purchase to the job so that we can keep track of expenses for customer reimbursement when the job is complete.

1 Go to the Purchases command centre and click Enter Purchases. The Purchases window appears.

2 Enter the supplier’s name and date as shown.

3 Enter 50 in the Received column.

4 Enter 200-897B5 in the Item Number field and enter 4 in the Price field.

5 Tab to the Job column and click the search icon.

6 Double-click job 4980. The purchase is now allocated to this job.

7 Complete the rest of the purchase as normal and click Record.


Exercise 14—Analyse job activity

An important part of managing your job activity revolves around reviewing the data that you’ve entered for your jobs and understanding its effects on your overall financial picture.

Understanding the ‘big picture’ of your job activity will help you identify income trends, recognise possible cost overruns and anticipate your company’s future revenues. The Analyse Jobs window will help you perform this important task by providing lists of your job activity.

1 Display the Analyse Jobs window. To do this, from any command centre, click the Analysis down arrow and choose Jobs.

2 Enter 4980 in the Job Number field and press TAB. Detailed information about this job appears in the Analyse Jobs window.

You can view the progress of this job broken down by account. You can also view any budgets you have entered for this job and compare it with the actual expenses.

Customising and Printing Forms — 46

Customising and Printing Forms

Introduction

Forms are the invoices, purchases, cheques, statements and mailing labels that you print using your MYOB software. You can customise the way your forms look, for example, by adding a logo or adding and removing text.

If you have used simple drawing programs, you should be comfortable using the Customise Forms window.

This section gives a brief introduction to how forms can be customised and printed. For complete information on customising forms, we recommend that you refer to your MYOB User Guide or MYOB Help.


Form ‘templates’ are saved on your hard drive in a folder called Forms. This folder must always be located within the folder in which your MYOB accounting software has been installed.

You can have a number of templates for each form type—for example, you could have one invoice form template for quotes and another for standard invoices.

You can access the templates from the Print functions in the command centres. For example, to access your Invoice form templates, click Print Invoices in the Sales command centre and the Forms Selection window appears.

Let’s assume customer Widget Eaters Limited has requested an invoice for their records showing that their previous sale has been paid in full.

In the following exercises you will be customising the invoice form and then printing a ‘closed’ invoice for Widget Eaters.

Exercise 15—Customise a form

1 Click Print Invoices in the Sales command centre. Make the selections shown below in the Forms Selection window.

2 Click the Selected Form for Sale search icon. Select the Plain Paper Invoice and click Use Form. This template has been pre-customised to fit on plain A4 paper.

3 Click Customise. The Customise Item Sales window appears.


This window contains a number of field types that you need to be aware of before you begin customising the form:

Text fields—These are fields that you can ‘create’ using the Text tool in the Tool palette. To edit existing text fields, double-click them.

Data fields—These are preset fields on the invoice that are automatically filled when the invoice is printed. At the customising stage, data fields appear with brackets and the

field name. You can change the font, size and position of the fields by double-clicking them.

Active and inactive fields—Active fields are printed on the form; inactive fields are not printed and appear in dim text in the Customise window. Data fields can be made active or inactive. Text fields cannot be made inactive—they can only be deleted.

Form size—You can change how many forms you want printed per page and set the page size using the Forms Info option in the Form menu that appears in the menu bar during customisation.

The following procedures will show you how to:

� Resize, move and format the Company Address field� Inactivate the Company Name field that currently

appears on the invoice� Add the Clearwater logo.


Exercise 15.1—Resize and move the Company Address field

1 Click the [Company Address] data field once, and it is outlined with a black rectangle. A handle (a small black box) appears in the lower right-hand corner of the rectangle. Using the mouse, drag the handle up to reduce the height of the field by approximately half its original size.

2 Now click the [Company Address] data field and hold the mouse button down. The pointer changes to a hand. Drag the mouse down and release the mouse button when the field is just above the ABN field.The Customise window should now look like the second screenshot shown here.

Tip Another, more precise way to change the size and location of the field is to double-click it and change the coordinates in the Field Information window.


Exercise 15.2—Change the Font of the Company Address field

1 Double-click the [Company Address] data field. The Field Information window appears.

2 Change the font size and styles to those shown in this screenshot and then click OK.

Exercise 15.3—Make the Company Name field inactive

1 Double-click the [Company Name] data field to display the Field Information window.

2 Click the Field is Active checkbox so that the tick is cleared. Click OK.

3 Click on a blank part of the form. The form should now look like the following screenshot.

Change the font and paragraph properties of the Company Address field and make the Company Name field inactive.


Exercise 15.4—Add the business logo

You will now place the business logo in the space above the Company Address field.

1 Click the Picture tool in the Tool palette once.

2 Click on a blank area of the form. A new field is created with a picture frame as the default graphic. Double-click the graphic.You will be importing a graphic into the form. (An alternative would be to copy the logo to the clipboard using a graphics program and then paste it in your form by clicking Paste Picture.)

3 Click Load Picture. Select the clear.bmp file that has been installed in the Tutorial folder. Click Open.When you return to the Field Information window, you will see a preview of the image you are importing.

4 Change the Field Location to 0.45 cm from the top and 1.50 cm from the left (or 0.18 and 0.6 inches) and set the Field Size (the graphic’s size) to approximately 2.1 cm high by 5.9 cm wide (or 0.86 and 2.29 inches).

5 Click OK. The form should now appear as shown.


Exercise 15.5—Save and print the form

You can now save this form to our Forms folder on the hard drive (located within the program folder, eg c:\MYOB\Forms).

1 Click Save Form As in the Customise window. You will be prompted to give the form template a name and description. Choose names that make sense to you. We have used ‘Test’ as the name and ‘Tutorial Exercise’ as the description. The name will appear in the Selected Form for Sale field in the Forms Selection window and will become the default form for printing item invoices (unless you have specified the form to use for each customer in the Selling Details view of their card file).

2 Click OK, and then click Cancel to close the Customise window and to return to the Forms Selection window.

Note When you make a change to a form template, you should back up or make a copy of the template file (stored in the Forms folder) to avoid accidentally replacing it or losing it.

Save the form on your hard drive. It will appear in the Selected Form for Sale list in the Forms Selection window.


Let’s print the item invoice you created earlier in the tutorial using the form template you customised.

3 In the Forms Selection window, select Item from the Form Layout drop-down list and select Closed from the Sale Status drop-down list.

4 Make sure the Selected Form for Sale field shows the template name you customised, which in your case is “Test”.

5 Click OK. The Review Sales Before Printing window appears, with the Widget Eaters’ invoice listed. Notice that you can select how many copies of the invoice you want to print from this window.

6 Click Print to choose your printer options and print the invoice using the customised form.You’ll notice that the form you customised is still very plain looking, so experiment with the other customisation tools available in the Customise Sales window to get the look you want.

Viewing, Printing and Sending Reports — 54

Viewing, Printing and Sending ReportsReports in your MYOB accounting software are easy to read and easy to customise. From the simple Bank Register report to the more advanced GST reports, your MYOB accounting software reports are able to provide you with the information you need in the format you need it.

Now that you’ve entered a few transactions into the tutorial file, generate a report showing details of these transactions.

Assume that your accountant wants a report from you that shows your cheque account transactions for the month of September 2003.

Exercise 16—Preparing and sending a report

1 Go to the Reports menu and choose Index to Reports. The Index to Reports window appears.

2 Click the Banking tab to view a list of the bank-related reports.


3 Highlight the Bank Register report and click Customise. The Report Customisation window appears.

4 Enter Cheque Account in the Selected field.

5 Enter 1/9/03 and 30/9/03 in the Date fields.

6 Click Format. The Report Format window appears. This window allows you to change the look of the report. Make sure Report is selected in the Report Line drop-down list and complete the other fields as shown.

7 Click OK to display the Report Customisation window again.

8 Click Design. The Report Design window appears. This window allows you to remove columns from the report.

9 Click in the Display column next to the Src row to deselect this row.

The Scr field will not appear when you display the report.


10 Click OK to display the Report Customisation window again.

11 Click Display and the report will appear on screen. The report should display all transactions that affected the cheque account for the month of September. Notice that the Src column is not displayed.

Tip You can view the original transactions behind the report lines, by clicking on a transaction row. The original window for the transaction appears.

12 Position the cursor over the Memo/Payee heading. Notice that the pointer changes to a hand. Click and drag the Memo/Payee field to position the entire column after the ID# column.

13 The accountant wants you to send the report via e-mail. Click Send To in the Screen Report window and choose E-mail from the list that appears.


14 The E-mail window appears, into which you can enter your accountant’s e-mail address, the subject and message.When you click Send, the report will be saved as a PDF file (viewable using Adobe Acrobat Reader), and is automatically attached to an e-mail message. This message will appear in the Outbox folder of your e-mail software, ready to be sent the next time you’re online.

For the purposes of this tutorial, press Cancel instead of Send.

15 Click Close to return to the Index to Reports window and click Close again to return to the command centre.

Tip To save any report customisation that you do, click Save As in the Screen Report window. Give the customised report a new name and description. To re-use the customised report, access it from the Custom view of the Index to Reports window.

Congratulations! — 58

Congratulations!You have now completed this tutorial. By now you should be able to find your way around the command centres and know where to enter your daily transactions.

Where do you go from here? Start looking at your MYOB accounting software User Guide, which contains the basic information you need to set up and run your MYOB accounting software on a day-to-day basis.

For detailed information about every task you can perform using your MYOB accounting software, use MYOB Help, the comprehensive online help system. You can access MYOB Help from the Help menu.

If you need further assistance, call MYOB’s expert Technical Support team. See your Getting Started guide for more information on getting technical support.

Sometimes you may need assistance that cannot be reasonably completed on the phone with a support representative. Remember that you can contact an MYOB Certified Consultant to help you onsite. We have included a Certified Consultants directory with your software—contact them and find out more about how they can help you Mind Your Own Business!

Documents

Getting Started Tutorial · The tutorial company file For the purpose of this tutorial, we have already created a company file. This file is called tutorial.dat, tutorial.pls or tutorial.prm