BusinessBasics Tutorial.pdf

7/26/2019 BusinessBasics Tutorial.pdf

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Getting Started Tutorial

BusinessBasics
http://www.myob.com.au/


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Welcome

Welcome! This tutorial will give you a quick introduction to

MYOB BusinessBasics, and help you understand a few

accounting concepts along the way.

Working through this tutorial We encourage you to set aside

some time to complete this tutorial. You dont 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 This tutorial is designed to be viewed

using Adobe Acrobat Reader. When using Acrobat Reader, you

can click the navigation buttons at the bottom of every page to

move through the tutorial. Use the Forward 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

tutorial. You can also go directly to an exercise or top

the contents panel in Acrobat Reader.

If the screenshots are not clear, try selecting 200% as th

the toolbar.

Your monitors screen resolution and colour settings

how the screenshots will appear.

Printing this tutorial While this tutorial has been d

be viewed on screen, you can also print it. You shouldfit two tutorial pages on an A4 page (portrait orientati

printer has this feature.


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The Company File

The first step to using MYOB BusinessBasics 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

MYOB BusinessBasics. 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.

The tutorial company file

For the purpose of this tutorial, we have already created a

company file. This file is called tutorial.dat.

Open the tutorial file To open the tutorial company file, start

MYOB BusinessBasics and click Openin the Welcomewindow.

Open the folder that contains the tutorial company file and

double-click the file. A data verification message appears. Click

Yesto check the file for errors, and then click OK. When the

verification procedure is complete, click OK.

Protecting your company fileAs your company file contains your important accou

information, it is vital that you protect it accordingly

tools in MYOB BusinessBasics to ensure your compan

protected and that it is running at peak performance.

Back up your company file Use the Backupcomm

regularly make copies of your company file to a CD, z

floppy disks. If your company file gets corrupted or is s

will then have a recent copy of your file to continue f

Check your company file for errors You should ro

check your company file for data corruption. Dependi

preference setting, you will be prompted to run the V

Company Filecommand each time you open your co

and also before backing up data.

Optimise your company file Use the Optimisation

to keep your company file running at peak performan


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Navigating your

Navigating your MYOB software

Using MYOB BusinessBasics is easy, but you should be familiar

with the icons and keyboard commands used in MYOB

BusinessBasics that can help you complete tasks quickly.

The command centre The command centre is the central

location for MYOB functions, such as sales, banking and

accounts.

The icons at the top of the window represent the various

command centres in MYOB BusinessBasics. You can move from

one command centre to another by clicking these icons. TheSalescommand centre is shown here.

Notice when you click an icon, the functions of that particular

command centre appear in the flowchart below the icons.

From the command centre you can quickly access the reports

and transactions you require.


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The Lists menu As you set up MYOB BusinessBasics, 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 Listsmenu, accessible from the

main menu bar at the top of the MYOB BusinessBasics 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 chan

detail of the transaction or record.

A grey zoom arrow indicates that either it is not possithe details, or you do not allow editing of transaction

recorded. (You can change this preference in the Secur

the Preferenceswindow.)

Search icons These allow you to open a search list w

that contains records youve previously entered in MY

BusinessBasics, such as customers or shipping method

then select a record from the search list.

zoom arrow

search


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Navigating your

Calendar Selecting the dates to enter in the Datefields is easy

with the MYOB BusinessBasics calendar. Press SPACE, + or - in any

Datefield and a calendar will appear from which you can select

the date to use. You can use the + and - keys on your keyboards

number pad to scroll through the days and then press ENTERto

select the date.

Tab keys Pressing the TABkey will move you from one field to

the next in a window. Pressing SHIFT+TABwill move you back a

field.

Shortcut keys There are shortcut keys for most win

MYOB BusinessBasics. For example, to access the Card

press CTRL+Fon your keyboard. To view the available

keys, have a look through the menus in the main me

each window or function that has a shortcut key will

keys to press.

Enter key You can customise the way you use the EN

MYOB BusinessBasics in the Preferenceswindow (go

Setupmenu, choose Preferencesand then click the W

tab).


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Setting up Accounts

The Accounts List Your company file contains the AccountsList, which is a group of categories 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 1 Go to the Accountscommand centre.

2 Click Accounts List. The Accounts Listwindow a


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Account types Your Accounts List contains six types of

accounts:

Assets (1-)

Liabilities (2-)

Equity (3-)

Income (4-)

Cost of Sales (5-)

Expenses (6-)

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

similar to the one shown below appears.


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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 MYOB

BusinessBasics 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

Setupmenu, choosingLinked Accountsand choosing either

Accounts & Banking Accountsor Sales Accounts.

Note that changing linked accounts will not affect any

transactions that have already been recorded - the change will

apply to any new transactions that you enter.


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Spending and Rec

Spending and Receiving Money

Its simple to track the money you spend and receive in MYOB

BusinessBasics. The Spend Moneyand Receive Money

functions can be found in the Bank Register, which can be

accessed from the Bankingcommand centre:

You can use the Spend Money function to record

payments for purchases and expenses.

You can use the Receive Money function to transfermoney between your bank accounts, record interest or

record the miscellaneous cash receipts you receive.

To ensure you have accurately entered your transactions, youcan reconcile MYOB BusinessBasicsaccounts with your bank

statement using the Reconcile Accountsfunction, which is also

found in the Bankingcommand centre.


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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.

There are three main sections in the Bank Registerwindow:

1 Account Selection: Use the top part of the Bank Registerto

select the account to make the payment from or to, to select

the date range to use when displaying transactions in themiddle section of the window, and to import an electronic

bank statement.

2 Account Details: The middle section of the Bank Registerdisplays all the transactions made in the selected account for

the selected period. Each transaction has a zoom arrow thatyou can click to see the original transaction window.

3 Transaction Details: Create a new transaction by selectingthe appropriate transaction type and then entering the

details of the transaction. To enter a complex or detailed

transaction, click Split.


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Spending and Rec

Exercise 1 Receive money

Lets assume you need to deposit $30,000 cash in the business

cheque account to fund the initial activities of the business.

1 Go to the Bankingcommand centre and click Bank

Register. The Bank Registerwindow appears.

2 Select the account you want to deposit the money into, by

typing Cheque Accountin the Accountfield at the top of

the window. After entering the first few letters, the accountname should appear in full. Press TABto accept the account.

3 Select Receive Moneyfrom theTypedrop-down list.

4 Enter 7/12/02in the Datefield and press TAB. You could also

use the calendar to select this date by pressing the SPACEbaron your keyboard when the mouse cursor is in the Date field.

Note:If you are completing this tutorial before 7/and receive a date warning, click OKto ignore the

The Cardfield is where you can record the writer

cheque. We will leave it blank in our example, so

5 Enter 30,000 in the Amountfield (simply enter

the amount will be formatted correctly).

6 Tab to the Account field. Here you specify an accreflect the increase in the cheque account selected

of the window.

In accounting terms, you are increasing the equit

share of the business; therefore, an appropriate ac

use would be the Partner A Capital account (an eq

account).


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Spending and Rec

If you cant recall the account name you need to enter in the

Account field, press TABto display the Select from List

window. Double-click the equity account named Partner A

Capital (note that the list is sorted by account type, and thenby account name). The Bank Registerwindow is updated.

The N-T (Not Reportable) tax code is automatically selected.

This is the correct tax code to use as capital contributions are

not normally reported on the activity statements.

About Tax Codes Each transaction you enter in MYOBBusinessBasics requires a tax code. If a transaction does not affect

the BAS or IAS, choose N-T (Not Reportable).

If a transaction needs to be reflected on your activity statement,

choose the appropriate tax code, for example, GST (Goods &

Services Tax), FRE (GST-free), CAP (Capital Acquisitions), or INP

(Input Tax).

You can review the tax codes set up in your company file by

going to theListsmenu and choosing Tax Codes.

When using BASlink, accessible from the Accountscomma

centre, link the tax codes to the appropriate fields on the a

statements. BASlink will then complete the fields by proces

the transactions that have been allocated to the tax codes

7 Tab to the Memofield and type Initial fundinbusiness.

8 Click Record. The entry is saved and the window

Congratulations on completing the first entry in this

Review Lets see how this transaction affects your a

The balance of Cheque Account (asset) is now $30

The balance of Partner A Capital (equity) is now $

Your business now has $30,000 worth of assets, and yo

the business (equity) has increased by $30,000. Notice

are two entries for this transaction. Accountants call t

double-entry accounting.


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Spending and Rec

Exercise 2Spend money

You now have money to buy furniture and equipment. You buy

a desk, a chair and a photocopier for $5,500 from Acme Business

Supplies.

To record the purchase:

1 Select Spend Moneyfrom theTypedrop-down list in theBank Register.

(If you closed the Bank Registerin the previous exercise, go

to the Bankingcommand centre, click Bank Register, andmake sure that the Cheque Accountis selected in the

Account field at the top of the window).

2 Enter 9/12/02in the Datefield and press TAB.

3 TypeAcme Business Suppliesin the Cardfield and pressTAB. Since you dont have a record for Acme Business

Supplies, the Select from Listwindow appears.

4 Click New. The Card Informationwindow appea

5 Complete the Profileview of the Card Informatioas shown below. Make sure the card type is set to


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Spending and Rec

By creating a card for Acme Business Supplies, you can track

payments made to this supplier, and easily enter other

payments for the supplier in the future.

6 ClickOKto close this window and TABto the Amountfield

in the Bank Register.

7 Enter 5500and press TABtwice.

9 Since an account is required in the Accountfield, theSelectfrom Listwindow appears. Locate and double-click the

Office Equipment at Cost account (an asset accouwill return to the Bank Registerwindow.

Tip If there are multiple payments that you want to inclua Spend Money transaction, click Split. The Spend Money

window will appear into which you can split the total am

into its relevant accounts.

10 Tab to theTaxfield. As the payment is for the pur

capital equipment, and the $5,500 includes GST, default N-T tax code with CAP (Capital Acquisitio

CAPin theTaxfield and press TAB.

11 Tab to the Memofield and enter a description of transaction, for example, Purchased a desk, cphotocopier.

12 Click Record. The cheque is saved in your compa

13 Click Close to return to theBankingcommand c


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Spending and Rec

Exercise 3Reconcile your bank account

It is good business practice to reconcile your bank statement

with your accounts in MYOB BusinessBasics 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 MYOB BusinessBasics 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 MYOB BusinessBasics.

You can reconcile bank accounts in MYOB BusinessBasics by

either importing a bank statement into your company file using

the Get Statementfeature, or by manually reconciling eachrecorded transaction with those on a paper statement.

The Get Statementfeature (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

bank account is zero, and that there are no unpresented ch

or deposits that havent been credited. If this were not the

you would have to set up the bank account before comple

the first months reconciliation. See your User Guides Sett

chapter for more information.

Lets reconcile the cheque account used so far in this

Although you have entered only two transactions, thi

as an example of how spending and receiving cash re

account reconciliation.

In this example, assume that you are registered with yonline banking service and you are able to download

bank statements from the website.

An electronic bank statement is provided with this tut

file name is anz.qifand you will use this file in th


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Spending and Rec

The statement covers the period from 1/12/2002 to 31/12/2002,

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 Accountswindow. To do this, go tothe Bankingcommand centre and click ReconcileAccounts.

2 Type Cheque Accountin the Accountfield.

3 Tab to the New Statement Balancefield and enter $24,495.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 Datefield and enter 3Press TAB.

Notice that the out of balance amount is $24,49

the two transactions you have entered appear in th

list. (Only transactions dated on or before the Ban

Statement Date will appear.)

5 Click Get Statement. TheOpenwindow appears

Locate and open the anz.qiffile that was provid

this tutorial. The Unmatched Statement Transac

window appears.


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Spending and Rec

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 banks records differ from yours by

$5.00. To correct this, you need to add the bank c

your records.

6 With the Bank Charge line highlighted, click Add

Transaction. The Spend Money window appears

Notice that most of the details the date, amoun

memo have been filled in automatically. You only

provide the account details that explain the trans

7 Click in the first row of the AccountNamecolum

the search icon. The Select from Listwindow appHighlight the Bank Chargesexpense account an

Account. The Spend Moneywindow reappears.


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Spending and Rec

8 Tab to the Amountcolumn, and $5.00 appearsautomatically.

9 Tab to theTaxcolumn 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).

10 Click Record. The Unmatched Statement Transactionswindow appears and it now reads, All of your transactions

match!. Click Done.

Notice that three transactions now appear in theReconcileAccountswindow and that they have been marked as

Cleared(a cross appears for each transaction).

Notice also that the out of balance amount is $0.00. This

means that your account now reconciles with the banks

recordsCongratulations!

11 Click Reconcileto complete the reconciliation prthis account. A dialog appears. You can print the

Reconciliation report for your records or just click

again to finish.

12 Click Cancelto return to the Bankingcommand


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Entering Sales

Entering Sales and Payments

The Salescommand centre has very flexible invoicing and

payment options available for your business needs.

You can enter quotes and invoices in the Service, Item

Professional and Miscellaneous layout windows.

Customer payments for invoices need to be entered u

Receive Payment function located in the Sales Regis

theBank Register, (dont use the Receive Moneyfun

The Sales Registergives you quick access to all your s

including closed sales and outstanding credits.


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You will now make a sale to Widget Eaters Limited for some

advertising work that has been completed this week. You will

also receive the payment for the sale, and handle an

overpayment.

Exercise 4Making a sale

1 Go to the Salescommand centre and click Sales R

The All Salesview of the Sales Registerappears.

2 Click New Sale. The Saleswindow appears.

3 Type Widget Eaters Limitedin the Customer

press TAB. The Select from Listwindow appears. Athis customer does not exist so we need to create

4 Click New. The Card Informationwindow appeaTABand complete the fields in the Profileview as


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Entering Sales

5 Click OKto return to the Saleswindow. Press TABto fill in thecustomers details automatically.

6 Mark theTax Inclusivecheckbox if its not already marked.

7 Enter 9/12/02in the Datefield.

8 Tab to the Descriptioncolumn. You will add a header called

Graphic Design. To do this, go to the Editmenu and choose

Insert Header.

9 Type Graphic Designand press TABto go to the next line.

10 Type 4 page product brochureand press TAB.

11 Type Creative Incomein the Accountfield and press TAB

twice.

12 Type 300in the Amountfield and press TABuntil you get tothe next row of the invoice. As theTax Inclusivecheckbox is

marked, and the tax code used for the account is set to GST,

it is assumed that the $300 includes 10% GST ($27.27).

Default Tax Codes Notice that the GST code is automa

selected. GST is the default tax code for this account. You c

a default tax code for each account in your Accounts List.

go to the Accounts List, click the zoom arrow of an accou

which you want to specify a default tax code and select th

code to use.

13 As you have entered all the information you needinvoice, click Record.

In this example, the optional fields below the bod

invoice have not been completed, but these can b

you need to show this information on the printed


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Entering Sales

Tips To make a quote, go to the top left drop-down menu of

the Saleswindow and select Quote instead of Invoice.

Quotes can be converted to invoices by viewing the Quotesviewof the Sales Registerand clicking Change to Invoice.

You can add or delete lines and add subtotals to a sale by

choosing the appropriate option in the Editmenu.

You can also display the Saleswindow by pressing CTRL+J in the

command centre.

E-mail your invoices by clicking Send Toand selecting E-mail

from the list that appears.

Enter cash sales using the Bank Register, but note that the

invoice cannot be printed. Simply select Enter Sales from the

Typedrop-down list and enter the details.

Enter the default sales settings for your customers (for example,

the sale layout and the income account to use) in the Selling

Detailsview of each customer card.

Review Lets have a quick look at the accounting en

have been made for this sale.

1 Go to the Salescommand centre and clickTransa

Journal.

2 Enter 9/12/02in both date fields and press TAB. T

and creditsof the sale you just entered will appe

The first two lines reflect the amounts receiva

Widget Eaters Limited as a result of the saleexclusive sale amount and the GST. In this com

the Trade Debtors account has been set up as

account for tracking receivables, and it keeps t

money owed to you by all your customers.

The third entry reflects the GST exclusive sale

The fourth entry reflects the GST that is payab

Australian Taxation Office and it is allocated t

linked account for tracking GST collected on


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Entering Sales

Exercise 5Receiving Payments

You receive a cheque for $330 from Widget Eaters Limited as

payment for the graphic design work. You notice that the

customer has overpaid you by $30.

At this point, you could either create a credit note that will be

applied against future invoices or refund the amount.

You decide to refund the $30. This exercise looks at entering the

payment and also creating a credit note for the refund amount.

1 Go to Sales Register in the Salescommand centre and click

the Open Invoicestab.

2 Enter 1/12/2002 and 31/12/2002 in the date fields and press

TAB. The invoice you created in the previous exercise is listed.

3 Highlight the invoice and click Receive Payment. The

Receive Paymentswindow appears.

4 Make sure the Deposit to Accountradio button is selectedand that Cheque Account appears in the adjacent field. We

want to deposit the payment to our cheque account.

5 Enter 20/12/02in the Date field.

6 Enter the amount of $330in the Amount Receiv

7 Enter Chequein the Payment Methodfield and

Details. Enter 12345as the cheque number and c

8 Tab to the Amount Appliedcolumn. The amoun

appears against the invoice. To handle the overpasimply delete the $300 appearing in the Amountfield, enter the full amount received ($330) and p


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Entering Sales

(The Out of Balancefield should now display $0.)9 Click Record. MYOB BusinessBasics recognises that there has

been an overpayment for this invoice (the amount applied to

the invoice is greater than the amount outstanding). A creditnote will be created for the customer.

10 Click OK to close the message. A credit note of $30 is created.In the next exercise you will refund the amount.

Tips Payments can also be entered in the Bank Register.

Receive Payment from the Typedrop-down list and enter t

details.

Credit notes may be required even when the customer has

overpaid you - for example, they may require a refund whe

have been overcharged. In these situations, you can create

credit note for the customer that can either by applied to a

existing invoice or refunded to the customer. To do this, sim

create a new sale for the customer and enter the refund am

in the Amountcolumn as a negative value (for example,

-50.00). When you record the sale, it appears in the Ret

Creditsview of the Sales Register.


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Entering Sales

Exercise 6Paying a refund

You now want to refund the customer for the $30 overpayment.

You created a credit note in the previous exercise, and you can

now settle that credit note.

1 Go to the Sales Registerand click the Returns & Creditstab.The credit note of $30 appears in the scrolling list.

2 Highlight the credit note and click Pay Refund. The Settle

Returns & Credits window appears.

3 Change the date of the cheque to 20/12/02.

4 Click Record. The refunded amount has now bee

in your MYOB BusinessBasics records.


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Customising and Printing Forms

Forms are the invoices, cheques and statements that you print

using MYOB BusinessBasics. You can customise the way yourforms 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 Formswindow.

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

BusinessBasics User Guide or MYOB Help.


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Customising and P

Form templatesare saved on your hard drive in a folder called

Forms. This folder must always be located within the folder in

which MYOB BusinessBasics has been installed.

You can have a number of templates for each form typeforexample, you could have one invoice form template for quotes

and another for standard invoices.

You can access the templates from the Printfunctions in the

command centres. For example, to access your Invoice form

templates, click Print Invoicesin the Salescommand centre and

the Forms Selectionwindow appears.

Lets assume customer Widget Eaters Limited has requested an

invoice for their records showing that their previous sale hasbeen paid in full.

In the following exercises, you will be customising the invoice

form and then printing a closedinvoice for Widget Eaters.

Exercise 7Customise a form

1 Click Print Invoicesin the Salescommand centre

selections shown below in the Forms Selectionw

2 Click the Selected Form for Sale search icon. Selec

Paper Invoice and click Use Form. This template

pre-customised to fit on plain A4 paper.

3 Click Customise. The Customise Service Saleswappears.


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Customising and P

This window contains a number of field types that you need

to be aware of before you begin customising the form:

Text fieldsThese are fields that you can createusing the

Text tool in the Tool palette. To edit existing text fields,

double-click them.

Data fieldsThese 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 posi

fields by double-clicking them.

Active and inactive fieldsActive fields are print

form; inactive fields are not printed and appear inin the Customisewindow. Data fields can be mad

inactive. Text fields cannot be made inactivethe

be deleted.

Form sizeYou can change how many forms you

printed per page and set the page size using the Fo

option in the Formmenu that appears in the men

during customisation.

You will customise the form by doing the following:

Resize, move and format the Company Addr

Inactivate the Company Namefield that curr

appears on the invoice.

Add the Aardvark logo.


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Customising and P

Exercise 7.1Resize and move the Company Addressfield

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 ofthe 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. Dragthe mouse down and release the mouse button when the

field is just above the ABN field.

The Customisewindow 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 Informationwindow.


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Customising and P

Exercise 7.2Change the Font of the CompanyAddress field

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

Informationwindow appears.

2 Change the font size and styles to those shown in this

screenshot and then click OK.

Exercise 7.3Make the Company Name field inactive

1 Double-click the [Company Name] data field to display theField Informationwindow.

2 Click the Field is Activecheckbox so that the tick is cleared.Click OK. The form should now look like the following

screenshot.

Exercise 7.4Add the business logoYou will now place the business logo in the space abo

Company Addressfield.

1 Click the Picture tool in the Tool palette onc

2 Click once anywhere on the form. A new field is cr

a picture frame as the default graphic. Double-clicgraphic.

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

i i d


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Customising and P

You will be importinga graphic into the form. (An alternative

would be to copy the logo to the clipboard using a graphics

program and thenpasteit in your form by clicking Paste

Picture.)3 Click Load Picture. Locate and select the aardvark.bmpfile

that was provided with this tutorial and click Open.

When you return to the Field Informationwindow, you will

see a preview of the image you are importing.

4 Change the Field Locationto 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 graphics size) to approximately 2.15 cm high by5.73 cm wide (or 0.86 and 2.29 inches).

5 Click OK. The form should now appear as shown

C t i i d P


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Customising and P

Exercise 7.5Save and print the form

You can now save this form to our Formsfolder on the hard

drive (located within the program folder, eg c:\MYOB\Forms).

Click Save Form Asin 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 Testas the name and Tutorial Exerciseas the description.

The name will appear in the Selected Form for Salefield in the

Forms Selectionwindow and will become the default form for

printing service invoices (unless you have specified the form to

use for each customer in the Selling Detailsview of their card

file).

Click OK, and then click Cancelto close the Customisewindow

and to return to the Forms Selectionwindow.

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

Formsfolder) to avoid accidentally replacing it or losing it.

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

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Customising and P

Lets print the service invoice you created earlier in the tutorial

using the form template you customised.

1 In the Forms Selectionwindow, select Service from the

Form Layoutdrop-down list and select Closed from the SaleStatusdrop-down list.

2 Make sure the Selected Form for Sale field shows thetemplate name you customised, which in your case is Test.

3 Click OK. The Review Sales Before Printing window

appears, with the Widget Eatersinvoice listed. Notice thatyou can select how many copies of the invoice you want to

print from this window.

4 Click Printto choose your printer options and pr

invoice using the customised form.

Youll notice that the form you customised is still

looking, so experiment with the other customisat

available in theCustomise Saleswindow to get th

want.


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Viewing, Printing and Sending Reports

Reports in MYOB BusinessBasics are easy to read and easy to

customise. From the simple Bank Register report to the moreadvanced GST reports, MYOB BusinessBasics reports are able to

provide you with the information you need in the format you

need it.

Now that youve 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

December 2002.

Exercise 8Preparing and sending a report

1 Go to the Reportsmenu and chooseIndex to ReIndex to Reportswindow appears.

2 Click theBankingtab to view a list of the bank-rereports.

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Viewing, Printing and Se

3 Highlight the Bank Register report and clickCustomise. TheReport Customisationwindow appears.

4 Enter Cheque Accountin the Selectedfield.

5 Enter 1/12/02 and 31/12/02in theDatefields.

6 ClickFormat. The Report Formatwindow appears. Thiswindow allows you to change the look of the report. Set the

report names font style to italic. Make sure Reportis selectedin the Report Linedrop-down list and then set the style toItalic. Click OK.

7 Click Design. The Report Designwindow appear

window allows you to add or remove columns fro

report and to also change the position of the colu

8 Click in the Displaycolumn next to the Srcrow t

this row.

9 Click and drag the Payeerow up in the list to posi

the ID#row.

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Click OK.

10 Click Displayand the report will appear on screen. The

report should display all transactions that affected thecheque account for the month of December. Notice that the

report name has the italic style, and the Payeecolumn

appears after the IDcolumn.

Tip You can view the original transactions behind the re

lines, by clicking on a transaction row. The original window

the transaction appears.



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11 The accountant wants you to send the report via e-mail.Click Send Toin theScreen Reportwindow and chooseE-mailfrom the list that appears.

12 TheE-mailwindow appears, into which you can enter your

accountants e-mail address, the subject and message.

When you clickSend, 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 Outboxfolder of your e-mail software, ready to be sent

the next time youre online.

For the purposes of this tutorial, press Cancelinstead of

Send.

13 Click Closeto return to the Index to Reportswinclick Closeagain to return to the command centr

Tip To save any report customisation that you do, click S

in the Screen Reportwindow. Give the customised report

name and description. To re-use the customised report, ac

from the Customview of the Index to Reports window.


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Congratulations!

You have now completed this tutorial. By now you should be

able to find your way around the command centres and knowwhere to enter your daily transactions.

Where do you go from here? Well, start by having a look at

yourMYOB BusinessBasicsUser Guide, which contains the basic

information you need to set up and run MYOB BusinessBasics on

a day to day basis.

For detailed information about every task you can perform using

MYOB BusinessBasics, use MYOB Help, the comprehensive

online help system. You can access MYOB Help from the Helpmenu.

If you need further assistance, call MYOBs expert Tec

Support team. See your Getting Startedguide for moreinformation on getting technical support.

Sometimes you may need assistance that cannot be re

completed on the phone with a support representativ

Remember that you can contact an MYOB Certified C

to help you onsite. We have included a Certified Con

directory with your softwarecontact them and find

about how they can help you Mind Your Own Busine

BusinessBasics Tutorial.pdf

Documents

Transcript of BusinessBasics Tutorial.pdf