Modul, Soal, dan Software Komputer Akuntansi (MYOB, Zahir, Accurate) | Accounting and Economic UserGuide

Prem ier

User Guide

Account ing

M YOB Asia Sdn. Bhd.

Website: http:/ / www.m yob.com .m y/

M YOB Singapore Pte Ltd

Website: http:/ / www.m yob.com .m y/ © M YOB Technology Pty Ltd 2005 All rights reserved.

Disclaimer

Information supplied by the member companies of the M YOB group (w hether in user documentation and other literature, video or audio m aterial, training courses, w ebsites, advice given by staff, or provided by other m eans) is intended only to illustrate general principles, and m ay not be com plete, accurate or free of error. As accounting standards, taxation requirements, legislation and the circumstances of individual businesses vary w idely, this information cannot be considered authoritative and may not apply to your specific situation. You should obtain com petent advice from a qualified accounting, taxation, information-technology or legal professional before acting on such information. To the extent perm itted by law, member com panies of the M YOB group are not liable for any special, consequential, direct or indirect dam ages arising from loss of function, profits or data resulting from your application of such inform ation. In the event that any of the above lim itations are found to be unenforceable, the M YOB member company's liability is limited to the return of any fees or monies paid for the purchase of the product or service.

Trademarks

M YOB®_{, M YOB Accounting}™_{, M YOB BusinessBasics}™_{, M YOB ODBC DeveloperPack}™_{, M YOB ODBC Direct}™_,

M YOB Prem ier™, BusinessBasics™, ODBC DeveloperPack™ and ODBC Direct™ are tradem arks or registered trademarks of M YOB Technology Pty Ltd and their use is prohibited w ithout prior consent.

Adobe®_{, Acrobat}®_{, Acrobat Reader}®_{, Adobe Reader}®_{, PDF}™_{, and PostScript}® _{are tradem arks or registered}

trademarks of Adobe System s Incorporated.

QuickTime® and the QuickTim e logo are registered tradem arks of Apple Computer, Inc.

Brio Intelligence and Hyperion Intelligence are trademarks or registered tradem arks of Hyperion Solutions Corporation.

Crystal Reports® _{is a registered trademark of Crystal Decisions, Inc. in the United States or other countries.}

M asterCard® is a registered trademark of M asterCard International Inc.

M icrosoft, Access, Excel, Internet Explorer, Office, Smart Tags, Windows and Word are registered trademarks or trademarks of M icrosoft Corporation in the United States or other countries.

Quicken® _{and QuickBooks}® _{are registered tradem arks of Intuit Inc.}

VISA® is a registered trademark of Visa International Service Association.

Other products mentioned m ay be service marks, trademarks or registered trademarks of their respective owners.

Writers

M arcia Bascombe, Hedley Finger, Suchitra Govindarajan, Sheetal Laviena, Neil M cRobinson, Julian M adsen, Rushana Raheem an, M irjana Sicevic, Lisa Sinclair, John Wilson, Joe Zolin.

3

User Guide

M YOB Licence Agr eem ent

IM PORTAN T–READ THIS CAREFULLY BEFORE USE. This is t he Software Licence Agreement (Agreem ent). As you have purchased the Product (consisting of the User Docum entation and the inst allat ion CD or other media containing t he Software), follow ing notification of the Licence you are now legally bound by its conditions. HOWEVER, if the Licence Agreem ent contains anything of which you were not aware prior to purchasing the Product or do not agree to be bound by, DO N OT IN STALL THE SOFTWARE but return t he Product to the reseller in its entirety and a full refund of the purchase price will be made. By installing the Software and keeping the Product you are confirming that you have purchased t he Product subject to this Licence and are bound by its provisions.

TRIAL VERSION SOFTWARE LIM ITATION. If you use t his Softw are on a trial basis prior t o purchase, then additional restrict ions govern its use. The Trial Version is intended to be used only for evaluat ion purposes and whilst you may creat e your own company data files (“ Company Files” ) you w ill have access to your Com pany Files only for a period of 30 days from the date of creation of each Company File. Thereafter, you will be able to access the Company Files created by you only upon your purchase of the full version of the Software product licence. Upon your purchase of the full version of t he Software product licence, the restrict ions in this paragraph (Trial Version Software Limitation) shall no longer apply, but you acknowledge that your use of t he full version of the Software product licence will be conditioned on your agreeing to the t erm s of the Software Licence Agreem ent accompanying the full version of t he Software product licence.

1 Scope of Licence

M YOB Technology Pty Lt d (the Publisher), through it s local publishers and dist ribut ion agents, hereby grants to you, the original purchaser, a paid-up, personal, non-exclusive and non-t ransferable Licence t o use t he Software and the User Docum entation only in the region, t erritory or count ry specified on t he packaging, or in all count ries in Asia except Hong Kong and China, subject t o t he terms and conditions of t his Agreem ent .

a Activation You m ust regist er the Soft ware and activat e t he com pany files you creat e w it h M YOB. You may only access each com pany file you create for 30 days w ithout regist ering t he Softw are and act ivating t he file. After 30 days the com

-pany file will becom e read-only until you regist er and act ivate the com -pany file. You are ent itled t o act ivate up t o five (5) com pany files. If required, you can obtain addit ional act ivations by contacting M YOB Asia Sdn. Bhd..

b Number of Users If you have purchased:

i) a Single User Software Licence then you m ay use the Software on only one com put er that you ow n or operat e at a single physical location in respect of com pany files you have act ivated. You m ay transfer the Softw are from one such com put er to another that you ow n or operate provided that you do not use or perm it t he usage of t he Soft ware on m ore t han one com puter or com -puter term inal at a tim e. In the eventt of an upgrade or Product exchange the Licence hereby granted is autom atically transferred t o t he new version or Products.

ii)a M ulti-User Software Licence then you m ay use t he Softw are on only one com put er net w ork that you ow n or operat e at a single physical location and only then in respect of com pany files creat ed and act ivated by you or by another licensed user. You m ay transfer t he Software from one com puter t o another that you ow n or operate on t his net w ork provided t hat you do not use or perm it the usage of the Software on m ore than the licensed num ber of com put ers or com puter term inals at a tim e, nor perm it the usage of the Soft-w are on m ore t han one net Soft-w ork at any one t im e, nor perm it t he Soft Soft-w are t o be used in respect of com pany files t hat you have not act ivated or have not been creat ed by you or by another licensed user.

c Upda tes and Upgrades In the event of an upgrade, updat e or product exchange, the Licence hereby grant ed is aut om at ically t ransferred to t he new version or product. All right s in respect of t he original Product shall lapse and no furt her use of these shall be perm itt ed.

d Portable or Home Computer a nd Archive Copies You may m ake a copy of the Soft ware and inst all it on eit her a portable com put er or a com put er locat ed in your hom e provided that t he copy is for your own exclusive use and is not oper-ated sim ult aneously with t he original of t he Soft ware. Ot herw ise, you m ay not copy or duplicate the Soft ware, except as necessary solely for archival purposes, Soft w are error verification, or to replace defective storage m edia, provided you keep t he original and t he copies. You m ay not alter, decom pile or disassem ble

the Soft w are. You m ay m ake copies of the User Docum entation up to but not exceeding t he num ber of mult i-user Licences you have purchased.

e Tra nsfers You may not sub-license, lease, rent or lend t he Software or t he User Docum entation or otherwise transfer any of your right s under this Agreem ent . Subject to the prior writt en consent of t he Publisher and t he agreem ent of the transferee to be bound by the t erm s of t his Agreem ent, you m ay perm anently transfer t he Software (t ogether wit h any backup copies you have m ade) and t he User Docum ent ation. However, you m ay not ret ain any copies of either the Soft-ware or the User Docum ent at ion.

f Term The Licence granted in this Agreem ent is effect ive until term inated. You may term inate it at any time by dest roying the Softw are and User Docum ent a-tion, t ogether wit h all copies, or by returning them t o t he Publisher. If you fail t o com ply wit h any t erm or condition of t his Agreem ent , this Licence will t erm inat e and, upon any such term ination, you agree to destroy the Softw are and User Docum entation, together w ith all copies, or t o return them to t he Publisher. Ter-mination of this Licence shall be in addition t o and not in lieu of any other rem e-dies available t o t he Publisher.

g Protection and Security You agree to use your best endeavours and t o t ake all reasonable st eps to safeguard the Softw are to ensure that no unauthorised per-son has access t o the Product and t hat t here is no unaut horised copying or dist ri-bution of the Soft w are or User Documentation.

2 Limited Warranty & Disclaimer

The Publisher w arrants that the m edia on w hich the Soft w are is recorded and the User Docum ent at ion provided with it are free from defect s in materials and w orkm anship under norm al use for a period of 30 days from the date of your original purchase. Except for t he lim it ed warrant y described above, t he Software is sold ‘as is’, and you are assuming t he entire risk as t o its quality and performance. It is your responsibilit y to verify the result s obt ained from t he use of the Soft ware. If during the 30-day lim ited warranty period, you discover physical defects in the m edia on which the Soft ware was recorded or in the User Documentation, t he Publisher will replace t hem at no charge t o you, provided you ret urn the item to be replaced w ith proof of purchase t o the Publisher. THIS IS YOUR SOLE REM EDY. IN N O EVEN T WILL THE PUBLISHER BE LIABLE TO AN Y PERSON FOR AN Y DIRECT,

IN DIRECT, SPECIAL, IN CIDEN TAL, CON SEQUEN TIAL OR SIM ILAR DAM AGES, EVEN IF THE PUBLISHER HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAM AGES. Som e jurisdict ions do not allow t he exclusion or lim itation of im plied warranties or of liability for incident al or consequent ial dam ages, so t he above lim itations or exclusions may not apply t o you. This warranty gives you specific legal rights and you may also have ot her right s t hat vary from jurisdict ion to jurisdict ion. In t he event t hat any of the above lim it at ions or exclusions are held to be unenforceable, t he Publisher’s tot al liability shall not exceed t he am ount of t he Licence fee you paid. 3 Entire Agreement

This Licence const itut es t he ent ire agreem ent bet w een the Publisher and the Licensee and any prior represent at ions, statem ent or undert aking howsoever m ade are expressly cancelled. No am endm ent or m odificat ion t o t his Licence shall be valid unless it shall be in writing and signed by an authorised representative of the Publisher

.

5

Contents

1:

Introduction

9

Learning t ools . . . 9

W here t o st art . . . 11

Navigat ing your M YOB account ing sof t w ar e . . . . 12

2:

Creat ing and act ivat ing company files

15 Cr eat ing a com pany f ile . . . 15

Act ivat ing a com pany file . . . 18

3:

Set t ing up your company file

23 Overview . . . 23

Set t ing up pref erences . . . 24

Set t ing up account s . . . 25

Set t ing up sales det ails . . . 29

Set t ing up purchase det ails . . . 31

Set t ing up t ax codes . . . 33

Set t ing up it em s . . . 34

Set t ing up bank account s . . . 37

Set t ing up cat egories and jobs . . . 39

4:

Receiving and spending money

43 Receiving m oney . . . 43

Preparing a bank deposit . . . 45

Spending m oney . . . 46

Ent er ing t r ansact ions in t he Bank Regist er . . . . 48

Tr ansf er ring m oney bet w een account s . . . 49

Im port ing st at em ent s . . . 50

Tr acking pet t y cash expenses . . . 51

Credit card pur chases and paym ent s t o credit card pr oviders . . . 52

Recor ding m iscellaneous t ransact ions . . . 53

5:

Sales and payments

55 Ent er ing sales . . . 55

Changing t he st at us of a sale . . . 59

Review ing your sales inf orm at ion . . . 60

Receiving paym ent s . . . 61

Print ing paym ent receipt s . . . 63

Credit cont rol . . . 64

Creat ing cust om er cr edit s . . . 67

Dealing w it h a cust om er w ho is also a supplier . 69 Account ing f or bad debt s . . . 70

6:

Purchases

71

Ent er ing pur chases . . . 71

Changing t he st at us of a purchase . . . 74

Review ing your pur chase inf or m at ion . . . 76

Paying bills . . . 77

Creat ing supplier debit s . . . 79

Adding f inance charges paid . . . 81

7:

Managing your invent ory

83 Basic invent ory t asks . . . 83

M aking adjust m ent s . . . 83

Tr ansf erring invent ory . . . 85

Building it em s . . . 85

Recor d invent ory . . . 87

Review ing your invent or y inf orm at ion . . . 88

Set t ing it em prices . . . 90

Cust om ising invent or y . . . 91

8:

List s

95 Adding a record . . . 95

Finding a recor d . . . 98

Changing a r ecord . . . 98

Inact ivat ing or react ivat ing a r ecor d . . . 99

Delet ing a record . . . 99

9:

Transact ions

101 Finding a t r ansact ion . . . 101

Changing or delet ing a t ransact ion . . . 104

Reversing a t r ansact ion . . . 105

Recurr ing t ransact ions . . . 106

10: Billing for t ime

111 Set t ing t im e billing pref erences . . . 111

Set t ing billing r at es . . . 112

Cr eat ing act ivit ies . . . 113

Cr eat ing act ivit y slips . . . 115

W orking w it h act ivit y slips . . . 117

Cr eat ing t im e billing invoices . . . 117

W ork in pr ogr ess . . . 119

11: Int ernat ional t ransact ions

121 Set t ing up m ult iple currencies . . . 121

Exchange rat es . . . 124

Tracking cur rency gains and losses . . . 124

M iscellaneous t r ansact ions . . . 126

12: Print ing and cust omising report s

129 Quick St art . . . 129

Pr oducing report s . . . 130

Pr int ing report bat ches . . . 131

Content s

7

User Guide

13: Forms

137

Finding f orm s . . . 137

Sending f orm s . . . 138

Cust om ising f orm s . . . 141

Adding and edit ing elem ent s . . . 143

14: End-of-period procedures

147 M ont h-end t asks . . . 147

Year-end procedures . . . 154

15: Managing user account s and

company files

159 M anaging user account s . . . 159

Backing up and rest oring com pany f iles . . . 161

Conf irm ing act ivat ed com pany f iles . . . 163

Servicing your com pany f ile . . . 165

Special considerat ions f or net w orked com pany f iles . . . 167

A: Import ing and export ing dat a

171 Expor t ing dat a . . . 171

Im port ing dat a . . . 172

B:

M ore t ools

175 M or e t ools f or m anaging your business . . . 175

C:

Set t ing up a company file f or m ult iple

users on W indow s

177 Preparing com pany f iles f or m ult iple user s . . . . 177

Set t ing up t he net w or k hardw are . . . 178

Set t ing up a com pany-f ile f older on a W indow s host . . . 178

Accessing t he shared com pany f ile f rom W indow s w orkst at ions . . . 182

Glossary

185

9

1

Introduction

Before you begin, invest some time in finding out about the many inform ation resources available to you. You w ill also benefit from learning about the many aids to navigation and transaction entry that are built into the software.

Learning tools

M YOB is com mitted to developing accounting softw are that is easy to use. To that end, you have com prehensive information resources to help you learn the softw are, and support you as you set up your records and enter transactions.

Print ed m anuals

New users receive two printed m anuals: a Gett ing Start ed guide and a User Guide (this publication).

M anuals available as PDF files Each printed m anual is also available as a PDF file1 on the installation CD. This enables you to print extra copies of the manuals. It also gives users upgrading a copy of the up-to-date User Guide.

To access PDF m anuals:

1 Insert the installation CD into the CD drive.

2 When the Flash w indow appears, navigate through the pages until you see the Library option.

3 Click Library.

4 Click the nam e of the m anual you want.

User Guide

This User Guide introduces the principal features, functions and capabilities of your M YOB accounting software. It is designed to be used as a reference for everyday transaction entry and periodic tasks, such as issuing invoices, making payments and end-of-period processing.

This guide is intended for use with M YOB Accounting and M YOB Prem ier on the Window s operating systems. If you purchased M YOB Accounting, som e of the features in M YOB Prem ier that are described in this guide—for example, Tim e Billing—will not be available to you. In this case, you can simply skip these sections.

This guide covers use of the software in the Asia region, including M alaysia, the Philippines and Singapore, but excluding Hong Kong. It em ploys British English, for example, cheque rather than check, and financial not fiscal. You can view a list of often used and technical terms and their definitions in the glossary starting on page 185.

1 _{You need a PDF reader t o view a PDF file. You can install Adobe Reader} from t he installation CD.

This guide is not intended to be exhaustive and is complemented by the online help, which covers all the functions, including those infrequently used.

M YOB Help

M YOB Help is a comprehensive online resource that com plements the User Guide by addressing all functions and features, including those used infrequently. It also includes troubleshooting information for comm on book-keeping problems.

To display M YOB Help:

z In any window, press the F1 key, or click the Help button ( ) and choose Help for This Window, or

z choose M YOB Help from the Help menu.

The help menu bar in the topic that appears always includes these menus: Topics, Site Tools and Search.

Topics menu Here you will find the procedures for setting up the program , m anaging com pany files and user accounts, doing daily and end-of-period tasks, generating reports and form s, and importing and exporting data.

Site Tools menu Select this to learn how to use M YOB Help m ore effectively or locate overviews of all the functions of the software. Search menu Select this menu to locate topics by keywords. Searches can be as widely or as narrow ly defined as you like. The Search window contains full instructions.

W indow s help

Opening M YOB Help from a w indow accesses descriptive or procedural topics relevant to that window. Click the Help button ( ) at the bottom -left corner and choose Help for This Window, Tell M e How, Tips &

Troubleshooting or Search the Help. (Instead of choosing Help for This

Window, you can press the F1 key or go to the Help menu and choose

M YOB Help.)

Help for This Window This option displays a description of the window in the Overview tab, which includes links to m ore detailed descriptive and procedural topics. The Fields tab displays a description of each field and control in the window. The Tips tab displays links to topics that give you tips, that describe solutions to comm on problems or that direct you to other sources of help.

Tell M e How This option displays a list of procedural topics that tell you how to perform various tasks in the window, or other related tasks.

Tips & Troubleshooting This option displays the Tips page for the help relating to the window.

Search the Help This option opens the Search w indow. It is an

alternative to going to the Help menu and choosing Search the Help, or clicking the Search menu in the m enu bar of any help topic.

Com m and cent res help

The content of a Command Centre window changes as you click an option in the top panel. A help icon appears in the top right corner of each

Command Centre w indow. For m ore inform ation about com mand

Where to start

1 1

User Guide

When you click the help icon ( ), M YOB Help displays a description of the com mand centre you are in and its various functions.

Get t ing St art ed guide

The Gett ing St art ed Guide provides information on how to install the software and how to register your ownership of the software; it also details the various technical support options available.

Ot her resources

There are various web-based resources available at

http:/ / www.m yob.com .m y/ For example, you can check for product updates, access a database of frequently asked questions or find the location of your nearest M YOB Certified Consultant. You can also access these resources from the M YOB com mand centre by choosing Additional

Resources on the Web fromthe Help m enu.

Where to start

When you start your M YOB accounting software, a welcom e w indow displays the follow ing options:

z Open your company file—use this option to open your com pany file

once it has been created.

z Create new company file—create a company file for your business. See

Chapter 2, ’Creating and activating company files’, starting on page 15.

z Explore the sample company—experim ent w ith a sample company’s

data and learn how to use your M YOB accounting software.

z What’s New in this version—learn about the new features in this

version of M YOB accounting software.

z Exit M YOB accounting software—close your M YOB accounting

software.

Experiment w it h a sam ple company’s dat a

Before you create a new com pany file, w e recomm end that you experim ent w ith a sample com pany’s data.

To explore t he Clearw at er com pany f ile

™ Start M YOB accounting softw are and, in the w elcome window that appears, click Explore the sample company. A Command Centre

window appears.

A Command Centre window is alw ays displayed on your computer screen

when a com pany file is open. N otice that the nam e of the sam ple com pany, Clearw ater, appears at the top of the window.

N ow that the Clearwater company file is open, you can browse the program, explore the transactions that have already been entered and enter som e transactions yourself.

Navigating your M YOB accounting software

You should becom e fam iliar with the following aids to using M YOB accounting software:

z ‘Com mand centres’ below

z ‘Calendar’ below

z ‘Calculator’ on page 13

z ‘Zoom arrow s’ on page 13

z ‘Search icons’ on page 13

z ‘Select columns’ on page 13

z ‘M ouse shortcuts’ on page 13

Comm and cent res

There are seven com mand centres in M YOB Prem ier and six in M YOB Accounting. The following is an illustration of the Sales comm and centre.

Each comm and centre contains a row of icons in the top section of the w indow. These icons allow you to quickly switch betw een command centres.

The highlighted icon represents the current command centre, and the flowchart displayed below the icons illustrates the major tasks associated w ith that comm and centre. (For example, when the Sales icon is

highlighted, tasks such as Enter Sales and Print/ Email

Statements—typical tasks you would complete in relation to

sales—appear in the comm and centre’s flowchart.)

The following m enus appear at the bottom of all com mand centres:

z To Do List You can use To Do List to view the tasks that you have recorded as needing to be done.

z Find Transactions You can use Find Transactions to view sum mary

inform ation about your accounts, sales, purchases, cards and jobs.

z Reports You can use Reports to view a list of the available reports.

z Analysis You can use Analysis to analyse a number of key aspects of your business.

There are two w ays of selecting an option:

z Click the name of the menu to display the window relevant to the com mand centre you are in.

z Click the down arrow ( ) to the right of the name and select from a list of the available options for all comm and centres (not just the comm and centre you are currently in).

Calendar

The calendar sim plifies date entry. For example, you’re entering an invoice and have prom ised to deliver goods to the custom er on the last Friday of the month. Rather than figuring out the date and entering it manually, display the calendar in the Promised Date field and click the date. To display the calendar, place the cursor in the date field and press either = (equals) or the SPACEBAR on your keyboard. Select a date by clicking it, or by using the arrow keys on your keyboard, and then pressing ENTER. The

Navigating your M YOB accounting software

1 3

User Guide

selected date appears in the date field. Press ESC to close the calendar without selecting a date.

Calculat or

A pop-up calculator is available to simplify calculating and entering numeric data, including m oney am ounts, item quantities and units. The calculator is available from every window where you enter numeric data. Pressing the SPACEBARwhen the cursor is in a num eric data field displays the calculator. In the calculator, enter your calculation and then press ENTER. The result appears in the num eric data field. Press ESC to close the calculator w ithout entering numeric data.

Zoom arrow s

Zoom arrows, displayed next to various fields, allow you to display m ore detailed information about a specific entry such as a transaction or customer record.

A white zoom arrow ( ) indicates that you can display more detailed inform ation about a transaction and m ake changes to or delete the transaction.

A greyzoom arrow( ) allows you to display more detailed inform ation about a transaction, but the inform ation is read-only. If you want to change the information, you need to reverse the transaction and re-enter it (see ‘Reversing a transaction’ on page 105). Alternatively, you can change your security preference selection to make all transactions changeable (see ‘Setting up preferences’ on page 24).

Search icons

Search icons ( ) displayed next to various fields allow you to open selection lists containing records that you have previously entered, such as customers and delivery m ethods, or records provided by default.

Select colum ns

Select columns allow you to select item s from a list. Select columns are indicated by a select icon ( ) located at the top of the column. You select a required item by clicking in the select column next to it. You can select all listed items by clicking the select icon at the top of the column and clear all selected items by clicking the select icon again.

M ouse short cut s

You can right-click in a window to open a shortcut menu with options relevant to the window and to the location of the pointer.

The current date appears in red. You can use the arrow keys next t o the m ont h to display a different m onth.

1 5

2

Creating and activating company files

M YOB accounting software stores your financial data in a com pany file. You m ust create this file before you begin recording transactions. When you create a company file, you initially specify the business nam e, registration details, company or business num ber, address and contact details, and the accounts to be included in your accounts list (also known as a chart of accounts). You must specify the month in w hich you intend to begin using the software and the current financial year.

Finally, you must activate your company file so that it is identified as belonging uniquely to the installation of M YOB accounting software running on your com puter.

Creating a company file

When you m ake entries using the software, that information is stored in one file called a company file. If you are setting up your business for the first time, we strongly recom mend that you consult your accountant or an M YOB Certified Consultant to help set up your software correctly.

Before you begin

NOTE:Simultaneous access to company files If you are using M YOB Premier and m ore than one user needs t o sim ultaneously access a com pany file, set up a shared folder for t he com pany file on a host com put er that all w orkstations can access—see Appendix C, ‘Sett ing up a company file for mult iple users on Windows’, starting on page 177.

Before you create a new company file, you need the following inform ation: the last m onth in your financial year, the current financial year and your conversion month.

What is your current financial year? In M YOB accounting software, and according to the standard used by m ost accountants, your current

financial year takes the name of the calendar year in w hich your financial year ends. For example, your financial year might run from July 2005 to the end of June 2006. Since the end of the financial year falls in 2006, the financial year is referred to as the 20 06 financial year. M ake sure you choose the correct financial year. If you are unsure, check with your accountant.

W hat is the last month of your financial year? The financial year of m any businesses ends in Decem ber, but if your com pany has a financial year like in the example above, you’ll need to select another m onth, such as June.

W hat is your conversion month? The conversion m onth is the earliest m onth in the financial year for which transactions are to be recorded. For example, suppose you purchase M YOB accounting software in October but want to record transactions dated from Septem ber 1. In this case, your conversion m onth is September. The conversion month

determines the opening balances you will enter when you set up your company file.

Using t he New Company File Assist ant

The New Company File Assistant is a series of w indows that guide you through the process of creating a new com pany file.

When using the New Company File Assistant, remem ber that, in m ost instances, you can return to previous w indows to review (and som etimes change) the entries you have m ade. You can also quit the New Company File Assistant while you are in any window that has a Cancel button. If you quit the New Company File Assistant, you will need to start from the beginning again.

To creat e a new company file

1 Start your M YOB accounting software and click Create new company file

in thewelcome window that appears. The New Company File Assistant

w indow appears.

2 Click Next. Complete the fields in this window using the following table as a guide.

A Serial N umber Type the 12-digit serial num ber found on the M YOB accounting software CD envelope.

B Company Name Type the official name of your business.(a)

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

C Tax and company numbers

Type your tax inform ation and com pany registration num bers, if required.(a)

D Address Type your office or m ail address.(a)

E Phone and Fax Number

Type your office phone and fax num bers.(a)

F E-mail Address Type your office em ail address.(a) A

B C D

F E

Creating a company file

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User Guide

3 Click Next. Enter information about your financial year and conversion month.

z Current Financial Year Rem ember that the current financial year is

not necessarily the same as the current calendar year.

z Last M onth of Financial Year Choose the last month of the financial

year.

z Conversion M onth Choose the earliest m onth in the financial year for which transactions are to be recorded.

CAUTI ON :Choose the conversion month carefully You will not be able to enter t ransactions t hat occurred before the conversion m onth.

z Number of Accounting Periods Choose the preferred num ber of

accounting periods: 12 or 13. A 13th month is a notional period in which you can make end-of-year adjustm ents. If in doubt, choose 13 periods.

NOT E:Thirteen accounting periods When entering end-of-year adjust m ent s, you m ust include an ast erisk before the date t o signify t hat it is an ent ry in the 13t h account ing period. For exam ple, the dat e you enter m ay be *31/ 12/ 05.

4 Click Next.

5 On the Please confirm your accounting information page, check the financial year and conversion month. Then click Next to continue or Back

to revise these values.

6 Specify how you would like to build your accounts list and click N ext.

If you selected:

z I would like to start with one of the lists provided by M YOB

accounting software, go to step 7.

z I would like to import a list of accounts provided by my

accountant…, go to step 9. Your com pany file is created with a minim al default accounts list that allows you to import the accounts list (chart of accounts) that your accountant prefers you to use.

z I would like to build my own accounts list…, go to step 9. Your com pany file is created w ith a default accounts list.

7 If you chose I would like to start with one of the lists provided by M YOB accounting software in step 6, choose an already defined accounts list.

a On the Select your accounts list page, select the type of industry that best m atches your business from the Industry Classification list.

b Select the type of business that best m atches your business from the

Type of Business list. For example, if you offer cleaning services, your business would be in the Service classification and the nearest similar business would be Dry Cleaners.

A suitable accounts list appears. Later you will be able to tailor this list to meet the exact needs of your business.

c If you w ant to print your accounts list, click Print.

8 Click N ext. The Create your company file page appears.

9 Accept the defaults or change the nam e or location of your com pany file and click N ext.

HINT : Storing the company file on a shared public folder If you are using M YOB Prem ier and mult iple users will be accessing t he new com pany file sim ult aneously, you should save it to a shared public folder on a host com put er t hat is accessible to everyone who will be using M YOB accounting soft w are. For instructions on how t o create a shared public folder, see Appendix C, ‘Set ting up a com pany file for m ultiple users on Windows’, st art ing on page 177.

a If you w ant to change the nam e or location of the company file, click

Change.

b In the New window, navigate to a new location, type in a new file nam e if necessary, and click Save. M YOB accounting software creates a new com pany file.

10On the Congratulations! page, choose one of the following options:

z Click the Setup Assistant button—this is the recomm ended

option—to display the Easy Setup Assistant. At this point, the new com pany file doesn’t contain m uch inform ation about your com pany. Continue w ith Chapter 3, ’Setting up your company file’, starting on page 23.

z Click the Command Centre button.The Command Centre window

appears. You can begin entering transactions right aw ay. See ‘Com mand centres’ on page 12 for m ore inform ation.

11If you chose to import an accounts list in step 6 on page 17, contact your accountant to obtain an accounts list file and then continue with ‘To im port data’ on page 172.

NOTE: Trial mode and activation The new com pany file can be used for 30 days before it needs t o be act ivated. During t his period, you can ent er transactions and perform all other tasks. When t he 30-day period ends, you must act ivate the com pany file t o continue entering data int o it —see ‘Act ivating a com pany file’ on page 18.

Activating a company file

After creating a com pany file, you can open it to enter transactions and perform any other tasks for 30 days in trial m ode. After the trial period expires, the company file becomes read-only. You will be able to view transactions, print reports and export data, but you will not be able to enter data until you act ivat e the company file.

Activation is a process that verifies that you have a legal installation of M YOB accounting softw are and allows you to continue entering transactions into the company file. After activation, M YOB accounting

softw are reminds you once or twice a year to confirm the company file—that is, extend its activation—throughout its working life. You can initially activate up to five company files. If you need to create m ore than five company files (for example, yours is a book-keeping business looking after m any clients), you can obtain, for a fee, licence extensions to activate as many additional com pany files as required by contacting M YOB Customer Care at (+65) 6479 2409 (Singapore) or (+603) 8991 0166 (all other countries including M alaysia and the

Act ivating a company file

1 9

User Guide

Philippines). Each additional licence extension allows you to activate a further five files.

NOT E:Activating after purchasing additional workstation licences

When you purchase M YOB Prem ier, the licence allows one user t o access a com pany file during t he trial period. If you extend your licence to support additional sim ultaneous users, you m ust activate your company file again. See also ‘To obt ain additional workstation licenses (M YOB Premier only)’ on page 161.

NOT E:Frequent requests to confirm Under norm al circum stances, confirm at ion occurs once or tw ice a year. If after activat ing a com pany file, you are asked w ithin a short tim e to confirm it, cont act Technical Support . Som e reasons why t his m ight happen are explained in ‘Troubleshoot ing activat ed com pany files’ on page 165.

When files do not have to be activated You only need to activate or confirm com pany files which are still in use, that is, you enter transactions into them . Any files you are no longer entering transactions into do not need to be activated. This applies to copies and closed files from previous financial years.

Since you should not be adding new transactions to historical com pany files anyway, you do not need to activate them . Rem ember that you can alw ays open any file, w hether it has been activated or not, in read-only mode. Unactivated files still allow you to view transactions, print reports and export data—which for historical files is usually sufficient.

If you are using M YOB Premier and m ultiple users will be accessing a com pany file simultaneously, you only have to activate the com pany file from one w orkstation.

If you restore a currently activated file from a backup file which is also activated, the file does not need to be activated again. If the backup file was not activated, you w ill have to activate after restoring it if you w ant to be able to add transactions to it.

Activation and confirmation options You can activate and confirm your com pany file m anually—either online via the Internet or over thephone. You can also set up autom atic confirm ation.

z To activate a com pany file online, below

z To activate a com pany file by telephone, page 20

z Confirming activated com pany files, page 163

To act ivat e a company file online

NOTE:Not registered yet? You need t o regist er your softw are before you can act ivate your company file. To regist er, refer t o your Get ting Start ed guide.

1 Ensure you are connected to the Internet.

2 Start M YOB accounting software and click Open your company file in the welcom e window that appears.

3 In the Open window, select the com pany file to be activated and click

Open.

4 In the Sign-on window, complete the User ID and Password fields (or leave the latter blank if you do not have a password) and click OK.

The Company File Activation window appears.

5 Click I want to activate my company file online and click Continue. The

Company File Activation – Online window appears.

6 In the Company File Activation – Online window, type the serial number in the Serial N umber field if it is not already displayed, and press TAB. The code in the Company File Code field is generated autom atically.

7 Click Continue. The serial number and the company file code are sent to the M YOB activation server, which returns a confirm ation code and activates the com pany file.

8 In the Company File Activation – Activated w indow, click OK.

9 Respond to subsequent windows as you wish until the Command Centre

window appears. You can now set up the company file and enter transactions.

10If you want to activate another company file:

a Go to the File m enu and choose Open. The Open window appears.

b Select the company file to be activated and click Open.

c Continue from step 4.

To act ivat e a com pany file by t elephone

NOTE: Not registered yet? You need to register your soft w are before you can act ivat e your com pany file. To register, refer to your Get ting St arted guide.

1 Start M YOB accounting software and click Open your company file in the welcomewindow that appears.

2 In the Open w indow, select the com pany file to be activated and click

Open.

3 In the Sign-on window, complete the User ID and Password fields (or leave the latter blank if you do not have a password) and click OK.

Act ivating a company file

2 1

User Guide

The Company File Activation w indow appears.

4 In the Company File Activation window, click I want to activate my

company file by phone and click Continue. The Company File

Activation – By Phone window appears.

5 In the Company File Activation – By Phone w indow, type the serial number in the Serial Number field if it is not already displayed, and press TAB. The code in the Company File Code field is generated autom atically.

6 Call M YOB on the telephone num ber displayed under the Company File Code field and follow the instructions to receive your confirm ation code.

7 Type the confirm ation code in the Confirmation Code field and click

Continue.

NOT E:Confirmation code used only once After you act ivate your com pany file, the confirm ation code cannot be used to activat e or confirm this or any other company file again. You must get a new confirm ation code from M YOB each tim e confirm (unless you set up autom atic confirm ation).

8 In the Company File Activation – Activated window, click OK.

9 Respond to subsequent w indows as you wish until the Command Centre

window appears. You can now set up the com pany file and enter transactions.

10If you w ant to activate another com pany file:

a Go to the File menu and choose Open. The Open window appears.

b Select the company file to be activated and click Open.

2 3

3

Setting up your company file

This chapter show s you how to set up your preferences, accounts, sales, purchases, items, tax codes and jobs. You don’t need to set up all the features at once; if you prefer, you can just set up the m inim um for your business and set up the other areas later.

The m ore accounting inform ation you have when you set up, the easier your transition will be. Ideally, you should have the following inform ation on hand:

z a list of your accounts with their balances

z a detailed list of your receivables

z a detailed list of your payables

z a bank account balance and list of uncleared cheques and undeposited receipts as at your conversion date

z a list of the inventory you sell, their selling price, and if they attract tax or are tax-free

z an inventory valuation.

Think carefully about what accounting transactions you want to track. For exam ple, if you sell books, you m ay want separate incom e and cost of sales accounts for your fiction and non-fiction book sales. If you run a petrol station, you may want to track petrol sales separately from oil and consum ables. If you need a m ore com plex accounts list, you can alw ays add accounts later to track transactions in greater detail.

Overview

Before you start entering transactions, you need to set up your com pany file. The following checklist distinguishes the setup tasks you can complete with the Easy Setup Assistant from those you must perform in windows outside the assistant.

Easy Setup Assistant for guided setup tasks From the Easy Setup Assistant you can start these assistants:

z Custom ise Easy Setup Assistant for program preferences—see ‘Setting up preferences’ on page 24.

z Accounts Easy Setup Assistant for creating accounts and entering opening balances—see ‘Setting up accounts’ on page 25.

z Sales Easy Setup Assistant—see ‘Setting up sales details’ on page 29.

z Purchases Easy Setup Assistant—see ‘Setting up purchase details’ on page 31.

Other setup tasks These tasks are performed by selecting options from the comm and centre windows:

z Setting up tax codes, page 33

z Setting up items, page 34 (optional)

z Setting up bank accounts, page 37

z Setting up categories and jobs, page 39 (optional)

To st art t he Easy Set up Assist ant

1 In the final step of the N ew Company File Assistant (see page 18), click

Setup Assistant, or

Go to the Setup m enu and choose Easy Setup Assistant. The Easy Setup Assistant w indow appears.

2 Continue with ‘Setting up preferences’ on page 24.

Setting up preferences

There are num erous preferences that you can set to customise the way the program operates. The Easy Setup Assistant will guide you through setting up some of them.

Click Customise in the Easy Setup Assistant window. The

Customise Easy Setup Assistant appears. Each window in the

assistant contains a list of preferences that you can set by m arking the checkbox next to the preference.

Click N ext to m ove through the w indows and click Close w hen you have finished. Then continue with ‘Setting up accounts’ on page 25.

The following are some of the preferences you can set with the Easy Setup Assistant.

z Use Easy-Fill When Selecting From a List. You can use the Easy-Fill feature to quickly enter account names or numbers, item nam es or num bers and card names that you enter frequently. Easy-Fill will recognise the entry you are making and automatically fill in the rest of it.

z Use Expanda ble Data Entry Fields in Windows. If you enter long descriptions on invoices and purchases, you can view those descriptions in their entirety w henever a Description field is active.

z Select and Display Account Na me, Not Account Number. If you find it easier to find your accounts by their names rather than by their numbers, you can set up the program so you can enter account names. With this preference set, accounts are sorted alphabetically based on nam e.

z I Deal in M ultiple Currencies (M YOB Premier only). Set this preference if you w ant to enable multi-currency accounting. By selecting this option you can enter transactions in a number of currencies in addition to your local currency.

Setting up accounts

2 5

User Guide

Set t ing ot her preferences

You can set the preferences not covered by the Easy Setup Assistant (and change those that are) in the Preferences w indow. To display the

Preferences window, choose Preferences from the Setup menu.

Some of the preferences include:

z Use Audit Trail Tra cking. Set this preference to activate a tracking system to record and report details of transactional, tax, account and system changes m ade in your com pany file.

z Wa rn if Customer has a n Outstanding Credit Before Applying a Payment. You can set this preference if you’d like to be notified that a custom er has an existing credit whenever you apply one of the custom er’s payments to a sale.

z Tra nsactions CAN’T be Changed; They M ust be Reversed. Set this preference if you want to keep a comprehensive history of the transactions you’ve entered. You w ill not be able to edit or delete incorrect transactions, but will have to cancel them with reversing transactions.

z Wa rn Before Recording Post-Da ted Tra nsactions. Set this preference if you want to be notified whenever you enter a future date as a transaction date.

z Prompt for Backup When Closing. Set this preference if you w ant to be reminded to back up your com pany file w hen you close it.

Setting up accounts

The second step in setting up your com pany file is to set up your accounts. This includes:

z reviewing and, if necessary, modifying your accounts list

z entering your account opening balances.

The Easy Setup Assistant will help you complete these tasks quickly. Click Accountsin the Easy Setup Assistantw indow. The Accounts Easy Setup Assistant appears.

Review your account s list

In the Accounts Easy Setup Assistant, click Next to go to the Set up the

Accounts List to meet your business needs w indow. This w indow

displays the list of accounts you selected when you created your company file with the N ew Com pany File Assistant (see page 16).

There are eight account classifications in the accounts list—Assets, Liabilities, Equity, Income, Cost of Sales, Expenses, Other Income and Other Expenses.

All accounts are assigned a level, which indicates their location in your accounts list hierarchy. The eight classifications listed above, are the only accounts that can be Level 1. Other accounts can be assigned Levels 2, 3 or 4.

You can review an account’s details by clicking the zoom arrow ( ) next to the account. As you review an account, you can:

z change its type (if it is an asset or liability account)

z change its number

z change its name

z give it a description

z add bank details (if it is a bank or credit card account).

As you review your accounts, you m ay realise that you need additional accounts, or that you can delete som e accounts you’ll never use.

You can also import accounts if you’ve been using another com puterised accounting system . For detailed instructions on how to im port accounts, see ‘To im port data’ on page 172.

To creat e a new account

1 Click N ew. The Edit Accounts window appears.

2 In the Profile tab, specify whether the account is a header account or detail account.

If you are creating your accounts list from the beginning, it m ay be easier to enter all your header accounts before entering your detail accounts.

z Header a ccountsgroup related detail accounts. The balance of the account is the sum of the balances of the grouped detail accounts. Header accounts appear in bold type. You cannot post a transaction to a header account.

z Detail accounts are accounts you can post transactions to. They are the accounts that appear in the accounts selection list in transaction window s.

3 Select the account type from the Account Type list. The Account Classification field changes according to the selection you m ake, as sum marised in this table.

Account

Classification Account Type Description

Asset Bank M oney in the bank, for exam ple, in a cheque or savings account. Accounts

Receivable

M oney owed to you by others.

Other Current Asset

Assets that can be turned into cash within a year. These m ay include your term deposits and petty cash. Current assets usually do not significantly lose their value in the short term . Fixed Asset Assets which have a long life, for

exam ple, buildings, cars and com puters. Fixed assets are usually depreciated; that is, they lose som e of their value with age and use.

Other Asset Any other assets that are tangible or physical item s, such as loans m ade to others, and intangibles, such as goodwill.

Liability Credit Card Repayments required to service credit card debt.

Accounts Payable M oney you ow e to others. Other Current

Liability

M oney owed by you that is due in less than a year, for exam ple, tax.

Long Term Liability M oney owed by you that is due in m ore than one year, for example, an outstanding m ortgage. Other Liability Other m oney you owe.

Setting up accounts

2 7

User Guide

4 Enter a num ber for the account in the Account Number field. You can enter any four digit number you like. N ote that the prefix to the account number is determined by the account classification: 1- for asset accounts, 2- for liability accounts, 3- for equity accounts and so on.

5 Press TAB and type a name for the account. You can give an account any nam e you like.

NOT E:Account opening balances When creating or edit ing an account , you are not required to ent er opening balances. This is done later in t he setup—see ‘Ent er your account opening balances’ on page 28.

6 Click the Details tab.

7 If you w ant, type a brief description of the account in the Description

field.

8 In the Tax Code field, select the tax code that you use m ost often w ith transactions that will be posted to this account. For more information on tax codes and how to assign them to accounts, see ‘Setting up tax codes’ on page 33.

9 If you are creating a detail balance sheet account, select an option from the Classification for Statement of Cash Flows list.

Classifying the accounts allows you to generate a statement of cash flows. This report shows how your cash position has changed over time, profit earned, where you received additional cash, and where your cash was spent. Once accounts are classified, they are displayed in the section of the report you specified. If you’re unsure about which classification to use, consult your accountant or an M YOB Certified Consultant.

10If you enter transactions in m ultiple currencies (M YOB Premier only), type or select the currency for transactions that w ill be posted to this account in the Currency field. You will need to have indicated that you deal in multiple currencies in your preferences. See ‘Setting up preferences’ on page 24.

Equity Equity The business’s net worth, that is, its assets m inus its liabilities. Com m on equity accounts are current year earnings, retained earnings and shareholders’ equity.

Income Income Revenue from the sale of goods or services.

Cost of Sales Cost of Sales Represents the cost of buying raw m aterial and producing finished goods. This includes the raw materials, and labour inputs and business overhead related solely to the production and storage of the goods. The cost of sales is subtracted from your incom e to calculate gross profit. Your expenses are subtracted from your gross profit to produce net profit.

Expense Expense The day-to-day expenses of running your business, for exam ple, utility bills, em ployee wages and cleaning.

Other Income Other Incom e Other revenues, for exam ple, interest earned on savings and dividends paid from shares.

Other Expense

Other Expense Other expenses, for exam ple, interest charged.

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printing 1 3 8

sending at m onth-end 1 5 2 customers

assigning a price level to 9 2 creating cards for 3 0 credit holds6 5 credit lim its6 4 credit terms2 95 6

discount for early paym ents6 3 setting billing rates for 1 1 2 who are also suppliers6 9

See also receiving paym ents

D dat a

exporting

to accountants1 5 5 to other applications1 7 1 im porting

from accountants1 5 6 from other applications1 7 2 from Quicken 1 72 from RetailM anager 1 7 3 lim iting access to. See user accounts purging 1 6 6

rem oving when no longer needed 1 6 6 dat a fields

adding to form 1 4 3

changing font characteristics1 4 4 changing the size of 14 6 dat a files. See com pany files dat es, entry with calendar 1 2 deleting, t ransactions1 0 5 deposits

recording 45

in the Bank Register window 4 8 recurring 4 5

depreciation accounts for 1 5 3 recording 15 3 detail accounts2 696 discounts

early paym ent discounts giving 6 3

receiving 7 8

expiring alert 17 5

reversing custom er paym ents with 10 6 volum e discounts

giving 5 7 receiving 7 3

E

Easy Set up Assistant 2 4 Easy-Fill 2 4

Edit Accounts window 2 6

Edit Recurring Schedule window 1 0 7 emailing

invoices5 8 purchases7 4 reports1 3 1 statem ents1 5 3 employees

cards9 5

setting billing rates for1 1 3 viewing sales history for6 1 end-of-month. See m onth-end tasks end-of-year. See year-end tasks

errors, checking for in company file1 6 5 Excel, viewing M YOB reports in 1 3 1 exchange accounts for t racking foreign

transactions1 2 2 expiring discounts alert 1 7 5 Export Data window 1 7 1 export ing data

to accountants1 5 5 to other applications1 7 1

F faxing

purchases7 4 reports1 3 1 sales5 8 file locking

m ulti-user m ode1 6 8 single-user m ode1 6 8 to protect your data1 6 7

finance charges calculating 66 charging 6 6 deleting 6 66 78 1 paying 81 setting up 6 681 financial year

closing 1 5 4

current financial year 1 51 7 determ ining 1 5

end-of-year tasks1 5 4 entering 1 7

entering last m onth of 1 5 starting a new year 1 57 tasks at end of 1 5 4

Find Transactions menu ( command centres) 1 2

Find Transactions window 1 0 11 0 2 finished item, defined 8 5

fiscal year. See financial year fonts

changing on form s1 44 changing on reports1 35 default 1 4 3

foreign currency

adding a new currency 1 22 changing 98

deleting 1 0 0

See also m ultiple currencies

foreign purchases. See m ultiple currencies foreign sales. See m ultiple currencies forms

batch 1 3 8

customising. See custom form s em ailing 1 3 8

faxing 1 3 8 finding 1 3 7 printing 1 3 8

G

general ledger. See accounts Getting Started guide 9

graphics

adding to form s1 4 4 changing size of on form s1 4 6

H

header accounts2 69 6

headers, using t o group line items in transactions5 87 4 help, reference resource 1 0 historical

balances, entering 2 8 purchases, entering 3 2 sales, entering 3 0 host computer

saving new com pany files on 1 8 setting up 1 7 8

system requirem ents17 8

See also workstations

HTM L format, saving reports in 1 3 0

I

I Deal in M ultiple Currencies2 4 Identifiers, using to group cards17 5 import file formats, for importing

statements5 0 import log file 1 7 2 importing data

from accountants1 5 6 from other applications1 7 2 from Quicken 1 7 2 from RetailM anager 1 7 3 importing stat ements

Get Statem ent button 5 0 im port file form ats5 0 matching transactions5 1 online banking 5 0

inactivating records not used frequently 9 9

international transactions. See m ultiple currencies

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auto-building item s85 average cost of an item 9 0 changing prices of 9 0 custom fields9 2

custom lists and reports9 394 custom price levels9 1

opening cost values, entering 3 6 opening quantity values, entering 3 6 prices, setting 90

quantity breaks92 transferring 8 5

See also item s

Inventory Count Sheet 8 7 invoices

em ailing 5 81 3 8 entering line item s on 5 6 faxing 5 8

inserting blank lines in 5 8 overdue6 0

printing 5 81 3 8

printing custom lists on 9 4 showing subtotal of line item s on 5 8 time billing invoices, creating 1 1 7 using headers to group line item s on 5 8 It em Information window 3 41 7 6 items

asset account for tracking value of 3 5 assigning tax codes to 3 3

auto-building 85 average cost 9 0 base selling price9 0 changing prices of 9 0

cost of sales account for tracking 3 5 counting 8 7

creating item records3 4 custom lists to group 9 3 default supplier num ber 3 5 deleting 1 00

entering opening quantities and value 3 6

expense account for tracking 3 5 exporting 1 7 1

finding 9 8

finished item , defined 8 5 I Buy this Item checkbox 3 5

I Sell this Item checkbox 3 5 im porting 1 7 2

including on tim e billing invoices1 1 2 last cost 9 0

linking picture to 1 7 6 num ber per selling unit 3 6 price levels, setting custom 9 1 purchase history, view ing 7 79 0 sales history, view ing 61 setting up 3 4

using custom fields for recording details of 9 2

Items List Summary report 9 0 Items Regist er window 1 0 1

finding transactions using 1 0 3

J jobs

assigning to purchases7 3

Receive M oney transactions4 4 sales5 7

Spend M oney transactions4 7 budget am ounts, entering 4 2 changing 98

deleting 1 0 0 detail jobs4 1 exporting 1 7 1 finding 9 8 header jobs414 2 im porting 1 7 2

opening balances, entering 4 2 setting up 3 9

journal entries exporting 1 7 1 im porting 1 7 2

from accountants1 5 6 recording 1 5 6

L

last cost of an item 9 0 layout

purchases7 2 sales5 6

learning t ools9

licenses, obtaining extra workstation seats1 6 1

line items

entering in the Purchases w indow 7 2 entering in the Sales window 5 6 inserting blank lines between 5 87 4 showing subtotal of7 4

using headers to group 5 87 4 lines

change the width on form s1 4 5 drawing on form s1 4 5 linked accounts, setting up

purchase accounts3 1 sales accounts2 9 lists

adding records to9 5 deleting records from 9 9 inactivating records in 9 9 lock file problems1 6 7 lock periods1 4 8 logos

adding to form s1 4 4 changing size on form s1 4 6

M

M ail M erge button 6 0 mailing labels, print ing 1 3 8 mailouts1 7 5

master password. See adm inistrator account

M atch Transact ion window 5 1 money

See receive money

See spend m oney month-end tasks

lock periods1 5 4

reconcile bank accounts15 0 record depreciation 1 5 3 review reports1 5 1

run the Com pany Data Auditor 1 4 8 send custom er statem ents1 5 2 mouse short cuts1 3

multiple currencies

’I deal in m ultiple currencies’ preference1 2 2 accounts for tracking foreign

purchases12 2

accounts for tracking foreign sales1 2 2 adding a new foreign currency1 2 2 currency calculator1 2 4

exchange accounts1 2 2 reports1 2 7

setting up1 2 1

tracking realised currency gains/ losses1 2 5 transferring funds to foreign

account 12 6 multi-user mode

com pany file sharing 1 77 file locking 1 6 8

problem s 16 8

im proving perform ance1 7 0 obtaining additional licenses1 6 1 refreshing displayed data1 7 0

See also single-user m ode M YOB Help 1 0

N

navigation short cuts1 2 network

com pany file located in a shared public folder 1 7 7

file locking

m ulti-user m ode 1 6 8 single-user m ode 1 6 8 how preferences work on 1 6 7 im proving perform ance1 7 0 required hardw are1 78 shared public folder

accessing from workstations1 8 2 saving new com pany files to 1 8 setting up 18 2

sharing com pany files on special considerations1 6 7 storing custom reports on 1 6 9 system requirem ents1 7 8

See also shared public folder New Company File Assistant 1 6

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year 1 5 7 nominal journal

entries1 5 6

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collection letters, creating 6 0 creating personalised letters1 7 5 online banking, importing

statements5 0 online help 1 0 opening balances

accounts2 8 item s3 6 jobs4 2

optimising your company file 1 6 6 orders

converting

an order to a purchase 7 5 an order to an invoice5 9

several orders to invoices at once 6 0 several orders to purchases at once 7 5 purchase orders, entering 7 1

receiving 5 5

sales orders, entering 5 5 sending 7 1

See also credit term s overdue invoices

creating collection letters using OfficeLink 6 0

view ing list of 6 0

See also credit term s

P

passwords. See adm inistrator account; user accounts

Pay Blls window 7 8 payables, analysing 7 6 payables, reconciling 1 4 9

payment met hod, set ting up default 2 9

PDF. See Portable Docum ent Form at (PDF) file

pending purchases. See purchases pending sales. See sales

periods closing 1 54 locking 1 4 81 5 4 num ber of 1 7 personalised lett ers

creating 1 7 5 printing 1 3 8 pet ty cash account

allocating expenses to5 2 replenishing 5 1

pet ty cash expenses, tracking 5 1 pictures

adding to form s14 4 linking to card records1 7 6 linking to item records1 7 6 rem oving from records1 7 6 replacing in records1 7 6

Portable Document Format ( PDF) file saving purchases as7 4

saving sales as5 8 preferences

how they work on a netw ork1 6 7 Prevent Data Changes During Report

Generation 1 6 9

Select and Display Account N am e, Not Account N um ber 2 4

setting up2 4

system -wide preferences1 6 7 tim e billing1 1 1

Transactions CAN’T be Changed; They M ust be Reversed 2 51 0 5 Prepare Bank Deposit window 4 51 05 price levels

assigning to custom er9 2 creating custom 9 1 prices

average cost of an inventory item 9 0 last cost 9 0

quantity breaks92

printing cheques4 8 form s13 8 invoices5 8 purchases7 3 receipts6 3 reports13 1 statem ents13 11 5 2 year-end reports1 5 1 problems, troubleshoot ing 1 0 purchase activity, viewing 1 0 2 purchase debits, creat ing7 9 purchases

applying a supplier debit to an unpaid purchase8 0

assigning a tax code to a purchase7 3 assigning job to 7 3

changing credit term s when recording 7 2 changing status of 7 4 choosing type of 7 2 credit card 5 2 credit term s3 17 2 deleting 1 0 5 em ailing 7 4 entering 7 1

entering additional inform ation about 73

exporting 1 7 1 faxing 7 4

from overseas suppliers. See m ultiple cur-rencies

historical purchases, entering 3 2 history, view ing 7 7

im porting 1 7 2

inserting blank lines in 74 line item s on, entering 7 2 linked accounts for 3 1 paying 77

using the Bank Register window 4 8 printing 7 3

custom lists of 9 4 form s1 3 8

purchase activity, view ing 10 2 recording 7 17 3

in the Bank Register w indow 4 8 recurring 7 4

reports7 7 reversing 7 9

reviewing purchase inform ation 7 6 saving as a PDF file 7 4

sending 1 3 8

viewing list of unpaid purchases7 689 Purchases Easy Setup Assistant 3 1 Purchases Register window 1 0 1

finding transactions using 1 0 2 viewing and editing purchases7 6 purging information 1 6 6

Q

quantity breaks, inventory 9 2 Quicken, data import 17 2 quotes

converting to orders or invoices5 9 converting to orders or purchases7 5 recording a supplier’s quote 71

R

rat es, sett ing billing rates1 1 2 realised gains and losses

tracking on sales and purchases12 5 tracking on transfers1 2 6

receipts, printing 63 receivables, reconciling 1 4 9 Receive M oney window 4 4 Receive Payment s window 6 2 receiving money

cash paym ents4 3 cheque paym ents4 3 credit card paym ents4 3 definition of 4 3

exporting transactions1 7 1 im porting transactions1 7 2 invoice paym ents6 1 receiving payments6 1

custom er paym ents6 1

grouping with undeposited funds cash transactions4 46 2 invoice paym ents6 1

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recording in the Bank Register window 4 8

reconciled transactions, deleting 1 0 5 reconciling accounts5 115 0 Record Journal Entry window

entering adjustm ents1 5 6 records

active 9 9 adding 9 7

adding using Easy-Add 9 7 changing 9 8

creating 9 5

inactivating or reactivating 99 inactive 9 9

rem oving 1 0 5

rect angles, drawing on forms1 4 5 recurring transactions

accessing 1 0 8

autom atic recording 1 0 7 changing 1 0 8

cheques4 8 copying a1 0 8 creating 1 0 7

creating a copy of an existing tem plate 1 0 8 deleting 1 08 deposits4 5 editing 1 0 8 purchases7 4 recording 1 0 6 recording m ultiple 1 0 9 rem inders1 07 reschedule 10 8 sales5 8

scheduling paym ents1 0 7

using from a transaction window 1 0 7 refreshing lists in a multi-user

environment 1 7 0 refund cheque, receiving 8 0

refunds. See custom er credits; supplier deb-its

registration. See activation of com pany files; licenses

report s batches

changing 1 3 2 creating 1 3 1 deleting 1 3 2 printing 1 3 1

colum ns, m oving and resizing 1 3 0 custom reports1 3 5

custom reports, storing on a network1 6 9 custom ising 1 3 2 designing 1 3 4 em ailing 1 3 1 faxing 1 3 1

filtering inform ation appearing on 1 3 3 printing when several users active1 6 9 purchase reports7 7

review ing at m onth-end 1 5 1 sales reports6 1

sam ple 1 2 9 saving as

com m a-separated value (CSV) files1 3 0

HTM L files1 3 0 PDF files1 3 0 sim ple text files1 3 0 tab-delim ited value files1 3 0 storing custom reports on netw ork 1 6 9 using custom lists as filters9 4 viewing in M icrosoft Excel 1 3 1 rest oring a backup 16 1

RetailM anager, importing data from 1 7 3 returns. See custom er credits; supplier

deb-its

Review Sales Before Print ing window 1 3 9

rounding time, in time billing 1 12

S

sale layout, sett ing default 2 9 sales

analysing sales activity 6 1 assigning a tax code to a sale 57 batch printing 1 3 8

changing status of 5 9 choosing type of 5 6 custom er paym ents6 1

deleting 1 0 5 em ailing 5 8 entering 5 5 exporting 1 7 1 faxing 58

historical sales, entering 3 0 im porting 1 7 2

incom e account for tracking sales3 5 invoice5 5

layout 5 6

linked accounts, setting up 2 9 order 5 5

printing 5 8 quote5 5

recording in the Bank Register window 4 8

recurring 5 8 reports6 1

reviewing inform ation about 6 0 saving as a PDF file 5 8 setting up sales details2 9

to overseas custom ers. See m ultiple cur-rencies

viewing list of unpaid sales6 0 Sales Easy Setup Assistant 2 9 Sales Regist er window 1 0 1

finding transactions using 1 0 2 viewing and editing sales in 1 0 2 Sales window 5 6

search icons1 3

seats, obtaining extra licenses1 6 1 select columns1 3

selling details, set ting up default entries2 9

serial number

entering into com pany files1 6 while activating by telephone 2 1 while activating over the Internet 2 0 location of 1 6

Set Item Prices window 9 0 Settle Ret urns & Credits window 6 8 Settle Ret urns & Debits window 8 1 shared public folder

See com pany file; host com puter; net-work

shortcuts to the company file 1 8 3 Sign-on Window 1 6 0

single-user mode file locking 1 6 8 w hen required 1 6 8

See also m ulti-user m ode Spend M oney window 47 spending money 4 6

exporting transactions1 7 1 im porting transactions1 7 2 Split but ton 49

starting a new financial year 1 5 4 statements

custom ising 1 4 1 im porting 5 0 printing 1 3 11 5 2 stock re-order alert 1 7 5 stock. See inventory; item s sub-jobs, setting up 4 1 subpasswords. See user accounts supplier debits

creating 7 9 suppliers

cards, creating 3 2

credit term s, changing when recording purchase7 2

debits creating 7 9 recording 7 9 settling 80 orders, recording 7 1 paying 4 67 7

purchases, recording 7 1 quotes, recording 7 1

receiving early paym ent discount from 7 8

setting billing rates for1 1 3 w ho are also custom ers6 9 system requirements

host com puter1 78 network1 7 8

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tabs, using to find records in lists9 8 tax

change am ount assigned to receive m oney transaction 4 5 sale 5 77 3

spend m oney transaction 4 7 tax codes

assigning to accounts3 3 cards3 3 item s3 3 purchases7 3 sales5 7 creating 3 3 im porting 1 7 2

setting up default for purchases3 1 setting up default for sales2 9 telephone banking, recording

transfers5 4 text fields

changing font characteristics of 1 4 4 description of 1 4 1

thirteen account ing periods1 7 time billing

activities creating 1 1 3 defining 1 1 3 deleting 1 0 0 finding 9 8

activity slips, creating 1 1 5

adjusting accounts to reflect w ork in progress1 1 9

changing a record 9 8 creating invoices1 1 7

in the Sales window 1 1 8

entering a start tim e before current sys-tem tim e 1 16

including item s on invoices1 1 2 resetting tim er1 1 6

rounding tim e1 1 2

setting billing rates for activities11 2 setting preferences1 1 1

special billing units1 1 2 tim er1 1 5

w ork in progress1 1 9 To Do List

m aking supplier paym ents from 7 6 setting up rem inders1 7 5

To Do List menu ( command cent res) 1 2 tool palette 1 4 114 3

Transaction Journal window 1 0 4 transactions

accessing recurring transactions1 0 7 adding from bank or credit card

statem ent 5 1 changing 1 0 41 05 deleting 1 041 0 5 exporting 1 7 1

finding 1 21 0 11 0 21 0 31 04 using Item s Register 1 0 3 identifying user who entered 1 5 9 im porting 1 72

m aking changes to 1 0 5 m atching during statem ent

im porting 5 1

recurring. See recurring transactions reversing 1 0 5

types that can be im ported 1 7 2 unchangeable1 0 5

Transactions CAN’T be Changed; They M ust be Reversed

preference 1 0 5

Transfer M oney window 49 Transfer Stock window 8 5 t ransferring

inventory 8 5

m oney betw een accounts4 9 t roubleshooting problems1 0

U

unchangeable transactions1 0 5 uncleared t ransactions, matching 5 1 undeposited funds

deleting transactions1 0 5 grouping cash transactions with 6 2 preparing bank deposit of 4 5 unpaid invoices, sending reminders to

customers with 1 7 5 Use Audit Trail Tracking2 5 Use Expandable Data Entry Fields in

Windows2 4 Use Recurring button 1 0 7 user accounts

creating 1 6 0 listing active users 1 6 8 m anaging 1 5 9

m axim um licensed num ber reached 1 6 9 passw ords1 6 0

purpose of 1 5 9

restricting access to windows and functions1 6 1

See also Adm inistrator account user IDs. See user accounts

V

vendors. See suppliers

verify company file 1 4 81 6 5 Verify Company File command 1 6 5

single-user m ode required 1 6 8 View Contact Log window 1 7 5 voiding a cheque 5 3

W

Warn Before Recording Post-Dat ed Transactions2 5

Warn if Customer has an Out standing Credit Before Applying a Payment 2 5

work in progress, adjusting accounts t o reflect 1 19

workstations

obtaining extra licenses1 6 1

See also host computer

Y year

financial 1 5 4

starting new financial year 1 5 7 year-end tasks

adjustm ents in 13th period 1 7 end of financial year tasks1 5 4 entering end-of-year adjustm ents15 6 providing inform ation to your

accountant 15 5 reconciling inventory 1 5 5

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