Miyob

Getting Started Tutorial

Welcome2

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 timtutorial. You dont need to complete allHowever, keep in mind that most exercon the ones before them, and thereforesequentially. For example, you need to (Receive Money) before completing Exebank account). You can stop the tutoriato it later. The changes you make to thesaved 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.

g 200% as the zoom in

our settings determine

e viewed on screen, to fit two tutorial pages ur printer has this e to complete this the exercises in one go. ises in this tutorial build must be completed complete Exercise 1 rcise 3 (Reconcile your l at any time and return company file will be

If the screenshots are not clear, try selectinthe toolbar.

Your monitors screen resolution and colhow the screenshots will appear.

Printing this tutorial

While this tutorial has been designed to byou can also print it. You should be able on an A4 page (portrait orientation) if yofeature.

The Company File3

The Company File

Introduction

The 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 yourrecords and transactions are stored in y

Protecting your company file

As your company file contains your iminformation, it is vital that you protect Unfortunately, hard disk failure, data coand does happen.

Use the tools in your MYOB software tofile is protected and that it is running in

Back up your company file Use MYOBs Backup command to regularly make copies of your company file to a floppy 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

to run the Verify pen your company file

e, your company file er transactions, then unused areas that once ed areas can affect the re works with the

istant to remove the eep your software hard drive), the actual our company file.

portant accounting it accordingly. rruption and theft can

ensure your company peak form.

preference setting, you will be promptedCompany File command each time you oand also before backing up data.

Optimise your company file Over timwill grow considerably in size. As you entremove or purge them, the file will have contained these transactions; these unusefficiency with which your MYOB softwacompany file. Use the Optimisation Assunused areas in your company file and krunning in top form.

The Company File4

The 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, tutorial.pls or tutorial.prm (depending on the MYOB product you are using).

To open the tutorial company file, go to MYOBs File menu and choose Open, or click the Open button in MYOBs Welcome window. Open the Tutorial folder and dClearwater tutorial company file (see sc

When you open your company file, youenter a User ID. This will identify you, ayou enter in the company file with youallow you to view the User ID of the petransaction. Enter your name and thenSign-on window and the confirmation

Click Yes to the data verification messagclick OK. The command centre is displaouble-click the reenshot).

will be prompted to nd tag the transactions r User ID. Some reports rson who entered the click OK to close the message that appears.

e that appears, and then yed.

The Company File5

The Company File

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 clicSales command centre is shown here.

Notice when you click an icon, the funcommand centre appear in the flowcha

The command centre also gives you quList, reports, and analysis and transactiking these icons. The

ctions of that particular rt below the icons.

ick access to the To Do on locating tools.

The Company File6

The Company File

Navigating your MYOB software

Using your MYOB software is easy, but you should be familiar with the icons and keyboard commands used in MYOB accounting programs that can help you complete tasks quickly.

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

Enter key You can customise the wayyour MYOB software in the PreferenceSetup menu, choose Preferences and thtab).

Shortcut keys There are shortcut keyyour MYOB software. For example, to acCTRL+F on your keyboard.

The zoom arrow and search icon are unique to MYOB software.

Zoom arrows These are displayed next to various fields throughout MYOB, 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 arrow indicates that either it is not possible to edit the details, or

nce recorded. (You can f the Preferences

a search list window ntered in MYOB, such an then select a record

search iconB will move you back a

you use the ENTER key in s window (go to the

en click the Windows

s for most windows in cess the Cards List, press

you do not allow editing of transactions ochange this option in the Security view owindow.)

Search icons These allow you to open that contains records youve previously eas customers or shipping methods. You cfrom the search list.

zoom arrow

Your Company File7

Your Company File

The Accounts List

Your company file contains the Accounts List, 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 tlists provided. You can then customise adding the accounts you need and delelikely to use.

You can access the Accounts List of yourgoing to the Accounts command centrList.he many preset accounts it to fit your business, ting the ones you are not

tutorial company file by e and clicking Accounts

Your Company File8

Your Company File

Accounts

Your Accounts List is divided into eight categories: Asset (1-), Liability (2-), Equity (3-), Income (4-), Cost of Sales (5-), Expense (6-), Other Income (8-) and Other Expense (9-).

Each category consists of a number of accounts. The Cheque Account (1-1110) is one such account. The Cheque Account is where your company keeps its operatinowned by the company and, in accounaccount is classified as an asset. Notice 1-1110. The prefix 1- indicates it is an adetermines the position of this account

Click the zoom arrow next to the Cheqsimilar to the one shown here will be doptions available in the Edit Accounts button in this window to learn more abbudgets and linked accounts.g money. This money is ting terms, this type of the account number sset, and 1110 in your Accounts List.

ue Account. A window isplayed. There are a few window. Click the Help out account levels,

Spending and Receiving Money9

Spending and Receiving Money

Introduction

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

You can use the Spend Money windowpurchases or expenses you wont be ent(using the Purchases command centre)and owner drawings.

To ensure you have accurately entered ycan reconcile MYOBs accounts with yothe Reconcile Accounts function also fcommand centre..

to record cheques for ering purchase orders for , such as postage, rent

our transactions, you ur bank statement using ound in the Banking



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 company.

To record the entry:

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

2 Click the Deposit to Account radiocheque account number, which is 1

3 Enter 7/7/2002 in the Date field anNote: You may receive a warning if tutorial before July 7, 2002. Click O

4 Tab to the Amount Received field aenter 30000 and the amount will beThe Payor field is where you can recheque. We will leave it blank in ou

5 Tab to the Payment Method field a button and enter the 1110.

d press TAB. you are completing this K to ignore the message.

nd enter $30,000 (simply formatted correctly).

cord the writer of the r example.

nd type Cash.



Exercise 1Receive money

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

7 Tab to the Account # 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 theyou, the owner, into the business. Iare increasing the equity or your shtherefore, the appropriate account tPartner A Capital account.

8 If you cant recall the account numthe Account # field, press TAB to diswindow. Double-click the Equity acCapital, which is account number 3Money window is updated. increase as a deposit by n accounting terms, you are of the business; o use would be the

ber you need to enter in play the Select from List count named Partner A -1110. The Receive



Exercise 1Receive money

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.

Lets see how this transaction affects yo

The Cheque Account has increa The Partner A Capital account h

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

e company (Partner A this double-entry ur Accounts List:

sed by $30,000.as increased by $30,000.

Cheque Account balance, my share of thCapital) has increased. Accountants call accounting.



Exercise 2Spend money

We now have money to buy furniture and equipment. We buy desks, chairs and a photocopier 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, well use the Spend Money window instead.

To record the purchase:

1 Go to the Banking command centrMoney.

2 Enter 7/7/2002 in the Date field an

3 Enter 5,500 in the Amount field ane and click Spend

d press TAB.

d press TAB.




4 Type Acme Business Supplies in the Card field and press TAB. Since you dont have a record for Acme Business Supplies, the Select from List window is displayed.

5 Click the New button. The Card Information window is displayed.

6 Complete the Profile view of the Caas shown here. Make sure the card tBy creating a card for Acme Businespayments made to them, and easilyfor them in the future.

7 Click the Buying Details tab and enABN field, which is Acme Business

8 Click OK to close this window and Spend Money window. Note that tdisplays the name and address of Acrd Information window ype is set to Supplier.s Supplies, we can track enter another payment

ter 12345678000 in the Supplies ABN.

then press TAB in the he Payee field now me Business Supplies.




9 Tab to the Memo field and enter a description of the transaction.

10 Tab to the Account # field and press TAB once more. Since an account is required in this field, the Select from List window is displayed. Double-click the Office Equipment at Cost account (1-3110). You will return towindow.

11 Tab to the Tax column. As the cheqincludes GST, we need to replace thwith GST. Type GST in the Tax colucheque details will now show that 1

12 Click Record. The cheque is saved i

13 Click Cancel to close the Spend Mo the Spend Money

ue amount of $5,500 e default N-T tax code mn and press TAB. The 0% has been paid in GST.

n your company file.

ney window.



Exercise 3Reconcile your bank account

It is good business practice to reconcile your bank statement with your MYOB accounts 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 software match reconciling can help you pick up any erbank or by the person entering the data

Display the Reconcile Accounts windoBanking command centre and click Re

NOTE: In this tutorial, we will assume that thebank account is zero, and that there are no undeposits that havent been credited. If this werhave to complete the Initial Bank Reconciliatiocompleting the first months reconciliation.the bank statement; rors made either by the in your MYOB software.

w. To do this, go to the concile Accounts.

opening balance of the presented cheques or

e not the case, we would n procedure before




Lets reconcile the cheque account used so far in this tutorial. Although we have entered only two transactions, this will serve as an example of how spending and receiving cash relate to account reconciliation. To make the example more realistic, we will also add a bank charge to the bank statement.

Lets assume we received a bank statemclosing balance appearing on the statemThe statement shows three transactions

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

To reconcile your cheque account:

1 Select the Cheque Account by typinfield.

2 Tab to the New Statement Balance

3 Enter 8/8/02 in the Bank Statement Date field. Press TAB.Notice that the out of balance amount is $24,495, and that the two transactions we have entered appear in the scrolling list. (Only transactions dated on or before the Bank Statement Date will appear.)ent dated 8/8/2002. The ent is $24,495. :

g 1-1110 in the Account

field and enter $24,495.




Now we need to match the transactions appearing on the bank statement with those listed in the Reconcile Accounts window.

4 Click in the column to the left of the transactions, and a cross will appear. The Out of Balance figure should reduce to $5.The $5 out of balance amount suggdifference of $5 between the bank saccount in your company file. In ou$5 is due to the bank charge not becompany file.

5 Click the Bank Entry button. The Rand Interest Earned window is dis

6 Enter the service charge of $5, and sexpense account (6-1900). Type Banand click Record. ests that there is a tatement and the cheque r case, the difference of

ing entered in the

ecord Service Charges played.

elect the Bank Charges k Fee in the Memo field




The Out of Balance amount should now be $0. This means that MYOBs records match the banks records. We can be confident that the Cheque Account transactions entered in your MYOB software are accurate.

7 Click Reconcile. A dialog appears. You can print the Reconciliation report for your recoragain to finish. (If we didnt reconchave missed the bank charge and oshow the incorrect balance.)

8 Click Cancel to return to the Bank

NOTE A debit in your bank statement is showMYOB accounts. This is because your bank stathe banks perspective, who consider your bankowe you), while you consider it to be an asset basic accounting principle is that a debit incredecreases a liability; a credit decreases an asseds or just click Reconcile ile the account, we may ur chequebook would

ing command centre.

n as a credit in your tement is shown from account a liability (they

(if its not overdrawn!). A ases an asset or t or increases a liability.

Purchasing Items and Services20

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 crexpiry dates, and the ageing of your ou

The Purchases Register is located in thcentre, and gives you quick access to alltransactions, including closed bills and have received for returned or damaged editors, your discount tstanding purchases.

e Purchases command your purchase any debit notes you may goods and refunds.



Purchase statuses

When you click the Enter Purchases function in the Purchases command centre, a new Purchases window is displayed, 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 on

Then, when you are ready to make the pchange the quote to an order with a clic

The order can then as easily be changedreceived the items or services you orderpay the supplier. e of your suppliers.

urchase, you can simply k of a button.

to a bill when you have ed and are required to



Purchase layouts

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

ItemUse 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 MYOB track the quantity on hand and the average cpurchase.

ServiceUse this layout to purchasfor which you dont have a record isoftware. Examples of such servicesinsurance and consultation.

ProfessionalUse this layout for setrack over a certain period. You can individual service was provided, all

MiscellaneousUse this format fodont need to print, for example adnotes you receive.

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

e services (or items) n your MYOB include repairs,

rvices you want to include the date each on one purchase.r purchases that you justments and debit



Exercise 4Order 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 itstock item we purchase regularly. You ditem record before you enter the purchawhile entering details in the Purchases

1 Go to the Purchases command cenIf the selected layout is not Item (asLayout button and select Item.em record for Widgets, a ont need to create the se; you can create it

window.

tre and click Purchases. shown here), click the




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 tab in the upper left corner of the window and choose Order. (Notice the colour of the window change to yellow.)

3 Type World of Gadgets Pty Ltdpress TAB. The name will be matchethis supplier in the Cards List.

4 Press TAB twice to move to the Tax Imark it (if it is not marked already).field and type 8/8/02.

5 Tab to the Received column and typurchasing 100 widgets. Press TAB.

6 Type 100-101A5 in the Item Numbitem code we want to use for Widge in the Supplier field and d with the card set up for

nclusive checkbox, and Then tab to the Date

pe 100 because we are

er column. This is the ts.




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

8 Click New. The Item Information window is displayed 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 ThThis Item checkboxes.

11 Continue to complete the Profile, BSelling Details views as shown here

We recommend that you read the InMYOB User Guide before you set upown company file. (If you are usingout your advanced inventory optiois Item and I Inventory

uying Details and .

ventory chapter of your item records in your MYOB Premier, check ns.)




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 towarehouse. In the Promised Date date we expect to receive the goodsAs we are only placing an order, ournot changed. When we receive the exercise), we can convert the order

15 Click Record to record the order.

16 Click Cancel to return to the Purchfield, type 20/8/02 (the ). inventory levels have goods (in the next to a bill.

ases command centre.



Exercise 5Receive the item

Lets 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 Gadgets Pty Ltd. Enter 8/8/02 ipress TAB. Any orders made to this sappear in the scrolling list.

4 Highlight the order and click the ChPurchases window is displayed.

5 Change the date to 20/8/02. Enter 8invoice 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).list and type World ofn the Date fields and upplier on this date will

ange to Bill button. The

8943 as the suppliers



Exercise 6Pay 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 cen

2 Press TAB to display the Select fromclick World of Gadgets. The supplieoutstanding payables for the suppli

3 Enter 27/8/02 as the date and $550

4 Tab to the Amount Applied columnto the bill and then press TAB. (It is imin the Amount field and the Amou

5 Click Record. The bill is settled in faccount selected in the Pay Bills witre and click Pay Bills.

List window and double-r details appear and the er are listed.

as the amount.

to allocate the payment portant that the figures

nt Applied fields match.)

ull, and the cheque ndow is reduced by $550.

Entering Sales and Payments29

Entering Sales and Payments

Introduction

MYOBs 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 usilayout. Time Billing is appropriate for sthat bill for time (and materials) and mprovided to clients.

As with purchases, you can enter a sale invoice. This way, you can send a quoteto an order when the customer decides the order to an invoice when the goodsclicks 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.ng the Time Billing ervice based businesses iscellaneous services

as a quote, order or to a customer, change it to buy, and then change are sentall with a few



Exercise 7Make 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 is displayed.

2 Click the tab in the upper left cornechoose Invoice.

3 Type Widget Eaters Limited in the CTAB. The Select from List window. Adoes not exist and we need to creat

4 Click the New button. The Card Indisplayed. Complete the fields in th

5 Click OK to return to the Sales winr of the window and

ustomer field and press record for this customer

e one.

formation window is e Profile view as shown.

dow.




6 Press TAB to fill in the customers 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 its not already marked.

9 Enter 9/9/02 in the Date field.

10 Tab to the Ship field and enter 65 (tare selling).

11 Tab to the Item Number field and pthe only item on our Items List, it isThe Price, Total and Tax fields are c

12 To move out of the body of the invokey on your keyboard. (We wont cofields below the body of the invoiceif you need to show this information

13 We have all the information we neeRecord.he number of widgets we

ress TAB. As Widgets is selected automatically. ompleted for you.

ice, press the down arrow mplete the optional , but these can be useful on the printed invoice.)

d on the invoice, so click




Lets have a quick look at the entries MYOB has made for this sale.

Go to the Sales command centre and click Transaction Journal. Enter 9/9/02 in both Date fields and press TAB. The debits and credits of the sale we just entered will be displayed.

The first two lines debit the Trade Debtand GST amounts. This account keeps tto you by your customers.

The next entry reflects the proceeds of t

The fourth entry is a credit to the accoucollected on sales, that is now payable toOffice.

The final two entries reflect the purchasWidgets x the purchase price of $5.50 = transferred from our Inventory account

account (which keeps track of costs incurred in making sales). The Profit and Loss statement will be updated at this point.ors account for the sale rack of the money owed

he sale, exclusive of GST.

nt used to track GST the Australian Taxation

e value of the widgets (65 $325.00). This amount is to the Cost of Sales



Credit notes

Lets 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 samesale, except that the values in the invoinegative (-) amounts.

If goods are returned and placed back inreselling, we would need to use the Iteminventory is readjusted for the returns.

In this case, the goods were damaged, which means we wont 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 procedure as making a ce are entered as

our inventory for layout so that our

Profit & Loss Statement.



Exercise 8Create 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 15/9/02.

5 Tab to the Description field and typfive damaged Widgets.

6 Tab to the Account # column and pAccounts List. Select the Sales Returreturn to the Sales window.

7 Type -55 in the Amount column anGST.You have just created a credit note. Acan choose how to settle itby appcustomers existing account or refunwill apply this credit against Widgebalance in the next exercise.e Credit note for

ress TAB to display your ns income account and

d change the tax code to

fter clicking Record you lying it against the ding the amount. We

t Eaters outstanding



Exercise 9Settle 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 Aapply this credit to the customers aSettle Returns and Credits windowcustomers unpaid invoice.

5 Enter the date as 15/9/02. Press TAB amount appears in the Amount Appress TAB again.This tells MYOB that the outstandininvoice needs to be reduced by the

6 Click Record to apply the credit. Threduced by $55.00.pply to Sale button to ccount balance. The is displayed with the

until the $55.00 credit plied column and then

g balance for that credit amount applied.

e invoice balance is



Exercise 10Receive 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 is displayed.

2 Enter Widget Eaters Limited in the Customer field and press TAB. The customers unpaid invoice

3 Make sure the Deposit to Account and that account 1-1110 appears inwant to deposit the payment to our

4 Enter 20/9/02 as the date.

5 Enter the amount of $670 in the Am

6 Enter Cheque in the Payment MethDetails button. You can record detawindow. Complete these fields if yo

appears.

radio button is selected the adjacent field. We cheque account.

ount Received field.

od field and click the ils of the payment in this u want and click OK.



Exercise 10Receive customer payment

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 field of the invoice. The amount $660.00 appears against it.

8 To handle the overpayment, simply delete the $660 appearing in the Amount Applied amount received ($670) and press Tfield at the bottom of the window s

9 Click Record. Your MYOB software been an overpayment for this invoicthe invoice is greater than the amounote will be created for the custome

10 Click OK to close the message. A creWe decide to refund the $10 to the field and enter the full AB. (The Out of Balance hould now display $0.)

recognises that there has e (the amount applied to nt outstanding). A credit r.

dit note of $10 is created. customer.



Exercise 11Pay 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 doesnt 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 Pay

3 Change the date of the cheque to 2

4 Click Record. Refund.

0/09/02.

Working with Jobs39

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.

Lets assume that Clearwater Pty Ltd, our tutorial company, is part way through installing fifty water filters at the Island Way Hotel. This job has already been set up in our company file.

The Edit Job window shown here displthe job, such as the start date, percentagand so on.

You can use the Jobs feature to simply kjobs or to perform advanced functions account for each job, track job expensereimbursables, analyse profit and loss foays information about e completed, finish date

eep track of your various such as set budgets by s for customer r jobs, and much more.

Working with Jobs40

Working with Jobs

Exercise 12Record an expense for reimbursement

Lets assume that in order to install the water filters in Island Way Hotel, we had to purchase fifty 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

2 Enter the suppliers name and date

3 Enter 50 in the Received column.

4 Enter 200-897B5 in the Item NumbPrice field.

5 Tab to the Job column and click the

6 Double-click job 4980. The purchasjob.

7 Complete the rest of the purchase aRecord. is displayed.

as shown.

er field and $4 in the

search icon.

e is now allocated to this

s normal and click

Working with Jobs41

Working with Jobs

Exercise 13Analyse job activity

An important part of managing your job activity revolves around reviewing the data that youve 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 companys future revenues. The Analyse Jobs window will help you perform this ilists of your job activity.

1 Display the Analyse Jobs windocommand centre, click the AnalyJobs.

2 Enter 4980 in the Job Number fiinformation about this job appeawindow.

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.mportant task by providing

w. To do this, from any sis down arrow and choose

eld and press TAB. Detailed rs in the Analyse Job

Customising and Printing Forms42

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 introductiocustomised and printed. For complewe recommend that you refer to youMYOB Learning Centre.n to how forms can be te customising information r MYOB User Guide or



Accessing forms

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

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

You can access the templates from the Pcommand centres. For example, to accetemplates, click Print Invoices in the Sathe Forms Selection window is display

Lets assume customer Widget Eaters Liinvoice for their records showing that tbeen paid in full.

In the following exercises, we will be cuform and then printing a closed invoice

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 MYOBs Plain Paper Invoice and click Use Form. This template has been pre-customised to fit on plain A4 paper.rint functions in the ss your Invoice form les command centre and ed.

mited has requested an heir previous sale has

stomising the invoice for Widget Eaters.



Exercise 14Customise a form

Click the Customise button in the Forms Selection window. The Customise Item Sales window is displayed.

We will customise the form by doing the following:

Resize, move and format the Comp Inactivate the Company Name fiel

appears on the invoice. Add the Clearwater logo.any Address field.d that currently




Text fieldsThese are fields that you can create using the Text tool in the Tool palette, or edit directly by double-clicking 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 winame. You can change the font, size anddouble-clicking them.

Active and inactive fieldsActive fieldsinactive fields are not printed and appeCustomise window. Data fields can be Text fields cannot be made inactiveth

Form SizeYou can change how manyper page and set the page size using the Form menu that appears in the menu b

Data field Text fieldActive fieldth brackets and the field position of the fields by

are printed on the form; ar in dim text in the made active or inactive. ey can only be deleted.

forms you want printed Forms Info option in the ar during customisation.

Tool palette Inactive field




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. Click and drag the handle up to reduce the height of the field by approximately half its original size.

2 Now click the [Company Address] dmouse button down. The pointer chthe mouse down and release the mofield is just above the ABN field.The Customise window should nowscreenshot shown here.

TIP Another, more precise way to change theis to double-click it and change its coordinateswindow.

ata field and hold the anges to a hand. Drag use button when the

look like the second

size and location of the field in the Field Information




Change the Font of the Company Address field

Double-click the [Company Address] data field. The Field Information window is displayed. Change the font size and styles to those shown in this screenshot, and then click OK.

Make the Company Name field inact

Double-click the [Company Name] Field Information window. Clear tcheckbox and click OK.

The form should now look like the

ny Address field and make the e.ive

data field to display the he Field is Active

screenshot on the right:

Change the font and paragraph properties of the CompaCompany Name field inactiv




Add the company logo

We will now place the company logo in the space above the Company Address field.

1 Click the Picture tool in the Tool palette once.

2 Click once anywhere on the form. Aa picture frame as the default graphgraphic.We will be importing a graphic into would be to copy the logo to the cliprogram and then paste it in your foPicture button in this window.)

3 Click the Load Picture button, andlocated in the MYOB folder on your

4 Select the clear.bmp file and click O new field is created with ic. Double-click the

the form. (An alternative pboard using a graphics rm using the Paste

go to the Tutorial folder hard drive.

pen.




Add the company logo

When you return to the File Information window, you should see a preview of the image we are importing.

5 Change the Field Size to approximately 2.15 cm high by 6.45 cm wide (the graphics size), and set the Field Location to 0.50 cm from the top and 3.50 cm fcomputer is set up to use inches, ushere in the first screenshot). Click OThe form should now appear as shocustomised a form, and should nowCustomise window, and how to woelements on a form.

Selected Form for Sale list in the rom the left. (If your e the dimensions shown K. wn. Thats it! You have be familiar with the rk with the various

Save the form to your hard drive. It will now appear in theForms Selection window.



Saving the form

We can now save this form to our Forms folder on the hard drive (located within the program folder, eg c:\MYOB\Forms). Click the Save Form As button in the Customise window.

You will be prompted to give the form tdescription. Choose names that make sused Test as the name and Tutorial ExThe name will appear in the Selected Fwill become the default form for printin

Click OK, and then click Cancel to clos

NOTE: When you make a change to a form teup or make a copy of the template file (storedavoid accidentally replacing it or losing it. If yoneed to copy the forms to each workstation if emplate a name and ense to you. We have ercise as the description. orm for Sale field and g Item invoices.

e the Customise window.

mplate, you should back in the Forms folder) to u use Premier, you would you need to use them.



Printing the form

Lets print the Item invoice we created earlier in the tutorial using the form template we customised.

1 Go the Sales command centre and click Print Invoices. Make sure the Layout selected is Item, and that the Status is Closed (the invoice was fully paid).

2 Make sure the Selected Form for Saof the form template we customisedOK.The Review Sales Before Printing wWidget Eaters invoice. Notice that copies of the invoice we want to pri

3 Click Print to print the invoice usincustomised.le field shows the name , which is Test. Click

indow is displayed, with we can select how many nt from this window.

g the form template we

Congratulations!52

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?

Well, start by having a look at your MYOB User Guide, which contains the basic information you need to set up and run your MYOB system on a day to day basis.

For detailed information about every tayour MYOB software, use the MYOB Lecomprehensive online help system. YouCentre from the Help menu.

If you need further assistance, call MYOBs 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

em and find out more Own Business!sk you can perform using arning Centre, the can access the Learning

directory with your softwarecontact thabout how they can help you Mind Your

TutorialWelcomeWorking through this tutorialViewing this tutorialPrinting this tutorial

The Company FileIntroductionProtecting your company fileThe tutorial company fileThe command centreNavigating your MYOB softwareThe Accounts ListAccounts

Spending and Receiving MoneyIntroductionExercise 1 Receive moneyExercise 2Spend moneyExercise 3Reconcile your bank account

Purchasing Items and ServicesIntroductionPurchase statusesPurchase layoutsExercise 4Order an itemExercise 5Receive the itemExercise 6Pay the bill

Entering Sales and PaymentsIntroductionExercise 7Make a saleCredit notesExercise 8Create a credit noteExercise 9Settle a credit noteExercise 10Receive customer paymentExercise 11Pay refund

Working with JobsIntroductionExercise 12Record an expense for reimbursementExercise 13Analyse job activity

Customising and Printing FormsAccessing formsExercise 14Customise a formSaving the formPrinting the form

Congratulations!Where do you go from here?

Miyob

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