Setting Up Your
Company
Table of Contents
Chapter 1: Upgrading Your Company File
4
To prepare to upgrade your current company file for use on your peer to
peer network
To upgrade your current company file for use with Premier 2003
To use the Templates Upgrade Assistant
Chapter 2: Creating a New Company File
5
7
11
15
To prepare to use the New Company File Assistant
To start the New Company File Assistant
To use the New Company File Assistant
16
16
17
Chapter 3: Using the Easy Setup Assistant
23
To prepare to use the Easy Setup Assistant
To start the Easy Setup Assistant
To use the Easy Setup Assistant
23
24
24
Chapter 4: Personalising Your Company
27
Entering information about your company
Using the Preferences window
Choosing changeable or unchangeable transactions
Using tax codes
Creating and using passwords
27
28
30
36
38
Chapter 5: Entering information about your company
41
To enter general information about your company
To enter your company’s payroll information
To set up your business calendar
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41
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MYOB Help
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Chapter 6: Customising MYOB Premier
To set up Premier to conform to the way you work
To set up Premier to help you preserve the accuracy of accounting entries
To automatically create business contacts
To automatically print/email/fax transactions when recording
To customise the way you work with forms and reports
To create identifiers
To assign identifiers to a card
To label a pricing level
To assign a pricing level to a customer card
To enter a label for a custom list
To create list entries on a custom list
To change a list entry on a custom list
To delete a list entry on a custom list
Chapter 7: Using tax codes
To create tax codes
To change tax codes
To delete tax codes
To change tax amounts for a single transaction
Chapter 8: Securing your company’s data
To create the master password
To create a sub-password
To change a password
To change a sub-password’s access rights
To delete a password
To print a report showing entries identified by user IDs
To print a report showing your entries for the session
To automatically print a report showing entries for the session
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47
48
48
48
49
49
49
50
50
51
51
52
52
54
54
54
56
56
56
58
58
59
60
60
61
Chapter 9: Using shortcut keys
62
Chapter 10: Managing transactions
65
Seeing how the transaction you’re viewing affects your financial records
To find a transaction
To change a transaction
To reverse a transaction
To delete a transaction
To erase a transaction
Chapter 11: Using recurring transactions
To create a recurring template
To find a recurring template
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73
76
77
79
81
82
83
84
To record a recurring transaction
To change a recurring template
To delete a recurring template
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87
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MYOB Help
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Chapter 1
Upgrading Your
Company File
Upgrading Your Company File Overview;overview:Upgrading Your Company File
If you’ve used an MYOB product in the past, thank you for upgrading to
MYOB Premier! We’re sure you’ll enjoy Premier’s ease of use, coupled with
the power and flexibility of network computing.
company files:defined
Note:
A refresher course on company files
If you’ve been using MYOB products for some time now, you should
be familiar with the concept of the Premier company file. Just in
case you need to refresh your memory, though, here’s a short
definition:
The Premier company file is an element (file) inside a computer that
stores all the information about your company that you’ve entered
into Premier, including basic company information, transactions,
accounts, customer information and so on. If you plan to take
advantage of Premier’s multiuser capabilities, you can store your
company file anywhere on your company’s network that can be
accessed by all the workstations used to run Premier.
For detailed information about working with your company file on a
network, see “Working with your Company File on a Network” on
page 141.
upgrading:defined
Before you begin using Premier with your existing company file, you need to
perform a simple procedure on your company files called upgrading.
Upgrading creates a new file using the information in your existing
company file, which was created and maintained with your previous MYOB
product, so it can be used with the most recent version of Premier. The
upgrade process usually takes only a few minutes; large company files,
however, may take an hour or more.
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Chapter 1 Upgrading Your Company File
When you upgrade your file to Premier 2003, your original company
file remains in your system in its original location. The upgraded file -which can be used with Premier 2003 -- will be in a location you
specify during the upgrading process.
If you’re using Premier on a peer-to-peer network, your company file is in a
location that can be accessed by all workstations. Since all users are
accessing the same company file, you’ll need to upgrade the company file
(and any other company files you may have created) only once. We
recommend that the Conversion Assistant be run on the workstation where
the company file is located.
After your company file is upgraded, you can also upgrade your custom
forms, custom reports, letters, BASlink setup information and spreadsheets
to your Premier 2003 folders using the new Templates Upgrade Assistant.
The Template Upgrade Assistant appears as an icon named MYOB Premier
Template Upgrade Assistant within the MYOB Premier folder that appears
in the Programs folder on your Start menu.
Step by step
“To prepare to upgrade your current company file for use on your peer to
peer network” on page 5
“To upgrade your current company file for use with Premier Version 7” on
page 7
“To use the Templates Upgrade Assistant” on page 11
4
To prepare to upgrade your current company
file for use on your peer to peer network
upgrading:company files in preparation for networking;networking:upgrading company files:preparation;company files:preparing to upgrade for networking
Before you begin the upgrading process, you should be sure that the
following conditions exist:
1.
If you haven’t already done so, install MYOB Premier 2003 on each
workstation that will be used to run Premier. Use the instructions in your
Getting Started manual to learn how to do this.
When you’re installing the product, keep in mind that it must be installed
on the computer you plan to use to upgrade your company file.
2.
After you’ve installed Premier on all your workstations, be sure you know
on which workstation your company file is currently located.
MYOB Help
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3.
Next, choose the workstation where your Premier 2003 company file
should be located. The workstation you choose will need to be accessible
to all Premier users after you’ve upgraded the file.
To help you decide which workstation will be used to store your company
file, ask yourself the following questions about how your company plans to
use Premier:
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•
Which workstation on your network is the most powerful? As is the
case with most computer programs, Premier can be used most
efficiently on workstations that have higher amounts of free hard disk
space and random access memory (RAM). You may want to consider
placing the upgraded company file on your company’s most powerful
computer.
•
Which workstation will use Premier the most? If one employee at your
company will use Premier more than anyone else, you might want to
consider placing the upgraded company file on that employee’s
workstation. Doing this will increase the speed with which that
employee can perform his or her accounting tasks.
•
What are the job functions of each person who will use Premier? For
example, a data-entry clerk who enters and changes information in
Premier throughout the workday will require more computer
“horsepower” than a manager who merely views the company’s
financial data from time to time. Placing the company file on the
clerk’s workstation and ensuring that the clerk’s workstation is a more
powerful machine than the manager’s will increase the efficiency of
your company’s Premier activities.
4.
If your current company file isn’t located on the workstation you chose in
the previous step, copy the company file to that workstation.
5.
Once the company file is at the proper workstation, be sure you know the
exact location of the company file on the workstation (for example,
C:\MYOBPremier) so you can find it easily during the upgrade process.
Use Windows Explorer to see the exact location of the company file.
6.
Finally, you may want to check to see that all workstations have full (read/
write) access to the location you choose; in other words, be sure that all
workstations are allowed to make changes to files within the location you
select.
Chapter 1 Upgrading Your Company File
4
To upgrade your current company file for use
with Premier 2003
upgrading:company file;company files:upgrading;Upgrade Assistant:using;Upgrade Assistant:finding;versions:upgrading to current one;upgrading:to current version
Your Premier software includes a program, called the Conversion
Assistant, that automatically upgrades your company file so it can be used
by Premier. Follow these steps to use the Conversion Assistant to upgrade
your company file.
1.
Locate the Conversion Assistant.
The Conversion Assistant appears as an icon named MYOB Premier
Conversion Assistant within the MYOB Premier folder that appears in the
Programs folder on your Start menu:
After you locate this icon, select it to start the Conversion Assistant.
2.
The first window of the Conversion Assistant appears; this window
introduces the Conversion Assistant. Read the text in the window, then
click Next to continue to the next step.
3.
The next step in the Conversion Assistant, titled Find File to Convert,
appears. In this step, you’ll perform two tasks.
a. Choose the company file you wish to upgrade
In the field at the top of the Find File to Convert step, choose the
location and name of the company file you want to upgrade.
To choose your company file, click the Find File button; the Select
Company File to Convert window will appear. The Select Company
File to Convert window is a standard “find file” dialog box; browse
through the window to find the company file you want to upgrade in
its current location -- before it’s been upgraded.
If you are having difficulty locating your company file, refer to You
can’t find your company file.
After you select your company file, it will be displayed below the Find
File button.
b. Choose the upgraded company file’s new location and name
In the field at the bottom of the Find File to Convert step, the name
and location of the company file after it’s been upgraded should be
MYOB Help
7
displayed.
If you want to change the name and location that was automatically
displayed, click the Save As button; a window will appear, allowing
you to enter a new name for your company file and choose the
location where you want the company file to be located when the
upgrade process is complete.
We recommend that you choose a name for the company file that’s
different than the current name of the company file. By doing this, it
will be easier for you to find the correct company file when you want
to open it later using Premier.
Warning:
Two VERY important points about this step
The choices you make here are extremely important. Please consider
the following points before you choose a name and location for the
upgraded company file:
1. When you enter a name for the new file, use the three-character
extension .PRM.
2. Keep in mind that all your MYOB Premier workstations must
have access to the location you specify here. When you choose a
location, be sure you’re choosing a location that all workstations can
access.
4.
After you’ve made your entries in the Find File to Convert step, click Next
to continue to the next step.
5.
In the next step of the Conversion Assistant, titled Confirm, you can
double-check that the entries you made in the previous step are correct. If
the entries aren’t correct, click the Back button to return to the Find File to
Convert window to change your entries.
Once you’re certain the entries you’ve made are correct, click Next to begin
upgrading your company file.
Note:
Upgrading may take awhile
The amount of time needed to upgrade a company file for use with
Premier depends upon the size of the file and the capabilities of the
workstation you’re using. If you have a very large company file and a
slower computer with little memory, be prepared for the upgrade
process to take some time.
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Chapter 1 Upgrading Your Company File
6.
When your company file is upgraded, the last window in the Conversion
Assistant will appear. At this point, you can do one of two things:
If you have additional company files to upgrade, click Next. The Find File
to Convert window of the Conversion Assistant will appear again. Follow
steps 3 to 5 in these instructions for each company file until you’ve
upgraded all your company files.
If you’ve finished upgrading company files: Click Finish to exit the
Conversion Assistant.
When you’re finished using the Conversion Assistant, you may need to
register your Premier product, and if you use Premier’s payroll features,
you’ll also need to load the most recent payroll tax tables. The next steps
describe these tasks.
7.
Your next steps depend upon whether you use Premier’s payroll features.
If you don’t use Premier’s payroll features: Skip to step 11.
If you use Premier’s payroll feature: You’ll need to load the latest payroll
tax tables to ensure your upgraded company file is using the proper payroll
tax information. To do this, follow steps 8 to 10.
8.
Start Premier and open the company file you’ve just upgraded. The Premier
Command Centre window will appear.
9.
From the Setup menu at the top of your computer screen, choose Load
Payroll Tax Tables.
10. Follow the instructions that appear on your computer screen. When you’ve
finished loading your payroll tax tables, close the company file and go on
to step 11.
(Note: If you’ve upgraded multiple company files, repeat steps 9 and 10 for
each file.)
11. We recommend that you now use the Optimisation Assistant and the Verify
Company File utility to ensure that your company file is in “healthy”
working condition before you begin making your day-to-day accounting
entries using Premier.
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When you installed Premier, the Optimisation Assistant also was installed.
Locate the Optimisation Assistant icon. The Optimisation Assistant
appears as an icon named Optimisation Assistant within the MYOB
Premier folder that appears in the Programs folder on your Start menu.
After you locate this icon, select it to start the Optimisation Assistant.
Note:
Optimising and verifying may take awhile
The amount of time needed to optimise and verify a company file for
use with Premier depends upon the size of the file and the
capabilities of the workstation you’re using. If you have a very large
company file and a slower computer with little memory, be prepared
for optimisation and verification to take some time.
After optimisation is complete, open your company file and choose Verify
Company File from the File menu within Premier.
For more information on optimisation and verification, see “To optimise a
company file from the File menu” on page 176 and “To verify your
company file” on page 174.
12. If you’ve created custom forms, custom reports, letters, BASlink setup
information and spreadsheets in a previous version of MYOB software you
may be able to upgrade those files to your Premier 2003 folders using the new
Templates Upgrade Assistant.
The Templates Upgrade Assistant appears as an icon within the MYOB
Premier folder that appears in the Programs folder on your Start menu.
Select the icon to start the assistant.
Follow the instructions that appear. If you need additional information,
click the Help button that appears on each window.
Note:
If you were unable to copy your forms using the
Templates Upgrade Assistant
If, for any reason, you were unable to copy your forms using the
MYOB Templates Upgrade Assistant, you will need to copy them
manually. See “To copy your templates manually to MYOB Premier”
in the Installation and Upgrade instructions that were included with
your MYOB software.
Note:
Important multiuser information
Custom reports, forms, letters,BASlink Setup information and
spreadsheets must be upgraded on every workstation that uses them,
not just the workstation where the company file is located.
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Chapter 1 Upgrading Your Company File
13. Congratulations! The upgrade process is complete!
4
To use the Templates Upgrade Assistant
upgrading:templates;Templates Upgrade Assistant:finding;versions:upgrading templates
Your Premier software includes a program, called the Templates Upgrade
Assistant, that automatically upgrades your custom forms, custom reports,
letters, BASlink setup information and spreadsheets so that they can be
used by Premier. Follow these steps to use the Conversion Assistant to
upgrade your templates:
1.
Locate the Templates Upgrade Assistant: The Conversion Assistant
appears as an icon named MYOB Premier Conversion Assistant within the
MYOB Premier folder that appears in the Programs folder on your Start
menu.
2.
Step 1: The Welcome window opens. Click the Help button for complete
information about which types of files will be upgraded. When you’re
ready, click Next.
3.
Step 2: The copying Files window opens.
In the Source field, the path to your previous MYOB software is displayed
in the Source field.
If your previous MYOB software was not installed in the default location, a
message may be displayed stating that the previous version could not be
found. You'll need to manually locate it. To do this, click the Browse
button and locate the program folder of your previous MYOB software.
Click the .exe file (for example, myob.exe) and then click Open. The
correct path should now be displayed in the Source field.
In the Destination field, the path to your current MYOB software is
displayed.
4.
Click Start.
5.
Step 3: When the forms are copied, the Finished window appears. Click
the Finish button to close the MYOB Templates Upgrade Assistant.
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11
Note:
If you were unable to copy your forms using the
Templates Upgrade Assistant
If for any reason you were unable to copy your forms using the
MYOB Templates Upgrade Assistant, you will need to copy them
manually. See “To copy your templates manually to MYOB Premier”
in the Installation and Upgrade instructions that were included with
your MYOB software.
To upgrade your current company file for use with Premier Version 7
4
Reinstalling MYOB Premier
reinstalling;installing:reinstalling
MYOB Premier may need to be installed again after your initial installation.
For example, perhaps you originally installed the Compact version of
Premier and you’ve decided that you’d like access to help files not included
in the Compact installation. You can reinstall or remove files using the
Premier Setup Maintenance program.
The CD included in your Premier package includes software that installs
Premier onto your computer’s hard disk. You should be familiar with this
process from the first time you installed Premier.
Step by step
“To reinstall MYOB Premier” on page 12
4
To reinstall MYOB Premier
reinstalling MYOB Premier;MYOB Premier:reinstalling
Follow the steps in this section to reinstall Premier on your computer(s):
1.
If you haven’t done so already, turn on your computer.
2.
Start the installation program. Insert the Premier CD into your computer’s
CD drive. The installation window should appear after a few moments. (If
it doesn’t, you may have disabled your computer’s AutoPlay feature. From
the Start menu, choose Run; in the Run dialog box enter d:\setup,
assuming that your CD drive is named d:. Then click OK.)
When you are ready to being updating Premier click the selection labeled
“Install MYOB Premier 2003.”
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3.
The Welcome window appears after a few moments. This window will look
a bit different from the Welcome window you saw when you originally
installed Premier.
4.
Choose one of the following options in the window:
Chapter 1 Upgrading Your Company File
reinstalling:modifying;modifying:when reinstalling
•
Choose Modify if you want to add components or remove certain
program components that are currently installed.
reinstalling:restoring;Restore, when reinstalling
•
Choose Restore if you want to reinstall all the program components
you specified during the original install process. You won’t have the
opportunity to add or remove specific program components.
reinstalling:removing;Remove, when reinstalling;removing MYOB Premier
•
Choose Remove if you want to remove ALL of the program
components you specified during the original process. Your company
files and backup company files won’t be deleted when you choose this
option.
Click Next when you are finished.
5.
If you chose Modify in Step 4, continue to step 6. If you chose Repair, skip
to step 8. If you chose Remove, skip to step 7.
6.
If you selected Modify in Step 4, the Select Components window appears
on your screen. It will look a bit different from the Select Components
window you saw when you originally installed Premier.
In the Select Components window, you can choose individual Premier
components by clicking the box next to each component you want; check
marks will appear next to the options you selected when you first installed
Premier. Mark or unmark the files you wish to add or remove from your
hard drive.
When you’re finished making your selections, click the Next button. Skip
to step 8.
7.
If you chose Remove in step 4, a window will appear asking you if you are
sure you want to remove the selected application and its components. If
you still want to remove these files, click OK.
8.
During the installation process, you’ll notice the Install Status window
displaying a coloured bar. The bar shows you how much of the installation
(or deletion) process has occurred so far.
While this window is displayed on your computer screen, you don’t need
to do anything.
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9.
The Maintenance Complete window will appear.
Before you begin using Premier, you may have to restart your computer. If
this is the case, a message in the Maintenance Complete window will
inform you of this and give you the option to restart your computer now or
wait until later to do so.
If no other applications are running on your computer, mark the "Yes, I
want to restart my computer now" option. If other applications are running
on your computer, mark the "No, I will restart my computer later" option
instead. Exit the other applications, then restart your computer manually.
10. Next, click Finish. If you indicated that your computer should restart, it
will restart now.
If you indicated that you'll restart your computer later, the update
installation program will close.
11. That’s it! Premier has been reinstalled (or deleted). Be sure to store your
Premier CD in a safe place.
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Chapter 2 Creating a New Company File
Chapter 2
Creating a New
Company File
New Company File Overview;overview:New Company File Overview;New Company File Assistant:using;creating:company files;company files:creating:using New Company File Assistant;company files:New Company File Assistant
MYOB Premier’s New Company File Assistant simplifies the process of
creating the company file you’ll use to track your company’s transactions
and other important business records. All the accounting information that’s
entered in MYOB Premier for a single company is stored in one company
file; an MYOB Premier company file name ends with.PRM.
The New Company File Assistant consists of a number of windows in
which you can enter information about your company. The information you
enter when you create your company file will determine the manner in
which your financial records are stored and maintained in Premier, so it’s
important that you enter this information correctly.
Note:
Who is responsible for creating your company’s
company file?
Since your company’s company file will be the most vital source of
information about your company’s finances, it’s important that the
proper person create and set up your company file. Many larger
companies assign this duty to an accounting manager or system
administrator, since the information entered in this procedure may
be confidential and the process requires familiarity with your
company’s accounting procedures and network.
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4
To prepare to use the New Company File
Assistant
New Company File Assistant:preparing to use;company files:creating:preparing to use New Company File Assistant;company files:New Company File Assistant
Before you start the New Company File Assistant, it’s a good idea to know
the following information about your company, because you’ll need to enter
it while you use the assistant. (If you have an accountant who tracks the
details of your company’s business, he or she will know the answers to these
questions.)
•
What are your company’s name, address, phone and fax numbers, and
email address?
•
What year is your current financial year?
•
What month does your financial year end?
•
How many accounting periods are in your financial year?
•
In which month do you want to begin using Premier to record your
accounting information?
Related topics
“Creating a New Company File” on page 15.
4
To start the New Company File Assistant
New Company File Assistant:starting;company files:creating:starting the New Company File Assistant;company files:New Company File Assistant
There are two ways to start the New Company File Assistant.
•
To start the New Company File Assistant if MYOB Premier isn’t already
running, start Premier, then choose Create a new company file in the
Welcome window.
•
To start the New Company File Assistant when Premier is already running,
choose New from the File menu at the top of your computer screen.
Depending upon the preferences you’ve chosen for the company file you’re
working with, you might be asked whether you want to back up the
company file. As soon as you answer this question, the New Company File
Assistant will appear.
Related topics
“Creating a New Company File” on page 15.
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Chapter 2 Creating a New Company File
4
To use the New Company File Assistant
New Company File Assistant:using;company files:creating:using the New Company File Assistant;company files:New Company File Assistant
1.
Introduction. Once the New Company File Assistant is displayed on your
computer screen, it might help you to become familiar with the
components of the assistant. Read the Introduction window of the
assistant, then click the Next button at the bottom of the window to
display the Company Information step of the assistant.
2.
Company Information. In the Company Information step of the New
Company File Assistant, you can enter some basic information that should
be easy to provide -- your company’s name, address, fax and phone
number, and email address. The company's name, address and phone
number will appear in many places throughout the MYOB Premier system.
Your company's name will appear at the top of all Premier Command
Centres, and, if you wish, you can also print your company name on your
Premier reports. The mailing address, phone number, fax number and
email address you enter here can be printed on your Premier sales,
purchases and other documents, as well.
These entries are optional, and you can change them at a later time using
Premier’s Company Information window.
When you’re finished with this step, click the Next button at the bottom of
the window to continue.
•
Accounting Information. In the Accounting Information step, you
need to enter some important information about the structure of your
company’s financial year.
3.
financial year:entering for new company file;company files:creating:entering financial year
•
In the Current Financial Year field, enter the financial year that you
want to start recording your day-to-day accounting entries. The year
you enter here isn’t necessarily the current calendar year. In
Premier, and according to the standard used by most accountants,
financial years take the name of the calendar year in which they end.
For example, your financial year might run from May 2002 to the end
of April 2003. Since the end of the financial year falls in 2003, the
financial year is referred to as “financial year 2003". Be sure you enter
the correct current financial year.
•
From the Last Month of Financial Year list, select the last month in
your financial year. Most businesses’ financial years end in June, but if
your company has a different financial year, you’ll need to select
another month.
financial year:entering for new company file;company files:creating:entering financial year
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17
Note:
If you’re setting up your company file for use in a
financial year that is not your current financial year
If you’re setting up your company file so that you can start using
Premier to record your day-to-day accounting information at the
beginning of the next financial year, be sure to enter that financial
year in the Current Financial Year field.
If, on the other hand, you want to start recording accounting entries
as of a previous financial year, be sure to enter that year in the
Current Financial Year field.
•
From the Conversion Month list, select the month you want to start
making day-to-day entries in Premier. This month will be used as the
starting point for all your financial activity in Premier. The month you
choose here doesn’t have to be the current month. If you want, you
can start recording your day-to-day information as of the first month
of the financial year or any other month in the financial year you
entered in the Current Financial Year field.
company files:creating:selecting the number of accounting periods;accounting periods:12 or 13?;13th period:selecting when creating company files;company files:accounting periods, 12 or 13?;<$nopage>13 accounting periods, <Emphasis>See<Default Para Font> 13th period
•
Next, you need to answer another question about the structure of your
financial year: How many accounting periods do you plan to use in
your financial year?
In Premier, you can have either 12 or 13 accounting periods in your
financial year. If you select 12 periods, one period will be used for
each month of the year. If you select 13 periods, you will still have 12
months in your financial year -- one period will be used for each
month of the year, and you will have one extra period which can be
used for year-end adjustments (adjustments that aren’t meant to affect
any particular month’s accounting figures).
Note:
Choose 13 periods if you’re not sure
If you choose 13 periods, you won’t be required to use the 13th
period if you don’t want to. However, if you choose 12 periods and
later decide you wanted 13 periods, you won’t be able to add the
13th period until the next time you start a new financial year in
Premier.
When you’re finished with this step, click Next to continue.
4.
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Please Confirm Your Accounting Information. You get another
opportunity to review -- and change, if necessary -- the entries you’ve made
in the past few windows before making any new ones.
Chapter 2 Creating a New Company File
The entries you made in the Accounting Information window -- Current
Financial Year, Periods per Year and Conversion Month -- are displayed in
the window. Review these selections carefully, and make any necessary
changes.
Warning:
These entries MUST be correct!
Once you create your company file, these entries can’t be changed,
and your company’s accounting information won’t be structured the
way you want it if your entries here aren’t correct. Be especially
careful when you review the answers you’ve provided here before
you continue.
When you’re certain that the answers you’ve given are correct, click Next
to continue.
company files:creating:building your accounts list;accounts list:building when creating new company files
5.
Build Your Accounts List. Now you need to select the accounts list upon
which you’ll base your own company’s accounts list. You can choose
among three ways you can accomplish this:
•
I would like to start with one of the lists provided by MYOB
Premier.
You can select a list for your company from over 100 typical accounts
list.
Mark this selection and click the Next button to open the Select Your
Accounts List window where you can select one of the accounts lists
provided by MYOB Premier.
•
I would like to import a list of accounts provided by my accountant
after I'm done creating my company file
Mark this selection if your accountant will provide you with an
MYOB Accountants Office Accounts List. After you’ve created your
company file, you’ll import the complete accounts list that your
accountant provides you using the step-by-step procedure To import
an MYOB Accountants Office Accounts List.
•
I would like to build my own accounts list once I begin using
Premier
If none of the business types in the list seems acceptable for your
company, mark this selection. When you make this choice, MYOB
Premier will provide you with only a few required accounts; you'll
MYOB Help
19
need to add all of the other accounts you need to track your business
at a later time. Because this option requires additional work, we
suggest that you choose to build your own accounts list only as a last
resort.
Note:
You can change these lists
Keep in mind that the accounts list you select in this window can be
modified when you begin using Premier. Choose the accounts list
that most closely matches your business; you can add, change and
remove accounts later.
When you’ve made your selection, click the Next button. If you selected
the first option (use a list provided by MYOB Premier), the Select Your
Accounts List window opens. If you selected either of the other two
options, the Company File window is next.
6.
Select Your Accounts List. You can select a list for your company from
over 100 typical accounts lists.
a.
Select from the Industry Classification list the general category
(Agriculture, Manufacturing, Retail, Service or Other) that most
closely fits your company. This selection determines the list available
in the Type of Business field. If you want to see every type of business,
select All.
b.
Select from the Type of Business list the type that most closely matches
your company.
c.
The sample accounts list is based on the selection you make in the
Type of Business field. Scroll through the list to preview the accounts
that will be included in your accounts list. You can also click the Print
button to print the sample accounts list that is displayed.
d.
If you don't find your exact business type in the list, try to find a
similar business type. You'll be able to add, edit and change the
accounts in the list to suit your business's specific needs after your
company file is created.
e.
If you don't find a suitable accounts list, click the Back button to
return to the Build Your Accounts List window where you can make
one of the other two selections.
When you’re satisfied with the selection you made, click Next to continue
to the Company File window.
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Chapter 2 Creating a New Company File
7.
Company File. The name and location of your company file are very
important. Each time you start MYOB Premier, you'll need to know the
name and location of your company file so you can open it and enter
information in it.
Your new company file will automatically be named the same as the
company name you entered in the Company Information window of this
Assistant. The file will be saved in the same location as your Premier
program. The location and name are displayed here.
If you have little experience with computers, or even if you're
knowledgeable about computers, we recommend that you accept the
suggested name and location. By doing so, you'll ensure that finding your
company file will be much easier when you need it.
If you would like to change the name of your new Premier company file, its
location, or both, click the Change button. Your computer's Save dialog
window appears; make your changes here and then click the Save button.
Note:
For those who plan to keep books for more than one
company
You can't use the suggested name more than once. Enter a different
name for your additional companies' company files. If you use the
suggested name a second time, all the information for the first
company you set up will be lost.
Click the Next button. The New Company File Assistant takes a few
moments to create your company file.
8.
Conclusion. Once your company file is created, the final window in the
New Company File Assistant appears. At this point, the new company file
doesn't contain much information about your company. Your next task
should be to set up and customise the company file so it contains all your
company's existing business information. To help you with this important
task, MYOB Premier provides another assistant, the Easy Setup Assistant,
which can be started by clicking the Setup Assistant button.
If you prefer to get right to work and begin entering transactions, click the
Command Centre button to open your MYOB Premier programme. You
can open the Setup Assistant from the programme at another time to
complete the setup and customisation.
To quit the assistant and Premier: Click the Cancel button. The Welcome
to MYOB Premier window will appear; click Exit MYOB Premier.
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21
Congratulations! You’ve created a new company file!
Note:
If you plan to import an Accountants Office accounts
list
If you plan to import an Accountants Office accounts list, click the
Command Centre button in the final window of the New Company
File Assistant. When you’re at the MYOB Premier Command Centre,
you’ll use the instructions “To import an MYOB Accountants Office
Accounts List” on page 1165 to import the accounts list provided by
your accountant.
Make sure your accountant has given you the accounts list as a text
file (a file with an extension of .txt). The default name of the file is
MYOB _SET.TXT; however, your accountant may have renamed the
file.
Related topics
“Creating a New Company File” on page 15
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Chapter 3 Using the Easy Setup Assistant
Chapter 3
Using the Easy Setup
Assistant
Easy Setup Assistant Overview;overview:Easy Setup Assistant
After you’ve used the New Company File Assistant to create your company
file, we recommend that you spend some time setting up the company file
so the information you store and the transactions you record appear the
way you want them to. You can complete many of the setup tasks using
MYOB Premier’s Easy Setup Assistant. You can also perform these tasks
manually using windows throughout Premier, but the Easy Setup Assistant
makes the process much simpler.
Unlike the New Company File Assistant, the Easy Setup Assistant can be
used at any time, and as many times as you want with the same company
file. You can also stop the setup process at any time and return to the
Assistant when it’s most convenient for you.
4
To prepare to use the Easy Setup Assistant
Easy Setup Assistant:preparing to use;creating:company files:preparing to use Easy Setup Assistant;<$nopage>assistants:<Emphasis>See <Default Para Font> Easy Setup Assistant and New Company File Assistant;wizards:<Emphasis>See <Default Para Font> Easy Setup Assistant and New Company File Assistant
Before you start the Easy Setup Assistant, it’s a good idea to know the
following information about your company, because you’ll need to enter it
while you use the assistant. (If you have an accountant who tracks the
details of your company’s business, he or she will know the answers to these
questions.)
•
What accounts make up your business’s accounts list?
•
What are the balances of the accounts in your accounts list, as of the first
day of your conversion month?
•
Who are your customers, suppliers, employees and the personal contacts
that you’d like to track using Premier? (You’ll probably be best served if
you make up a list of these people and companies before you start the
setup process.)
MYOB Help
23
•
What are the current balances of your customers’ and suppliers’ accounts?
(In other words, how much do your customers owe you, and how much do
you owe your suppliers, as of the first day of your conversion month?)
•
What are the typical credit terms that you assign to your customers? What
are the typical credit terms assigned to your company by your suppliers?
Related topics
“Using the Easy Setup Assistant” on page 23
4
To start the Easy Setup Assistant
Easy Setup Assistant:starting;company files:creating:starting the Easy Setup Assistant;company files:Easy Setup Assistant
You can start the Easy Setup Assistant in the final step of the New Company
File Assistant after you’ve created your company file. If you’ve created your
company file already, you can start the assistant from Premier after you’ve
opened the company file.
•
To begin setting up your company file immediately after you’ve created it,
click the Setup Assistant button in the final step of the New Company File
Assistant.
•
If you want to set up a company file you created earlier, open the company
file in Premier, then choose Easy Setup Assistant from the Setup menu at
the top of your computer screen.
Related topics
“Using the Easy Setup Assistant” on page 23
4
To use the Easy Setup Assistant
Easy Setup Assistant:using;company files:creating:using the Easy Setup Assistant;company files:Easy Setup Assistant
If you haven’t already read the Easy Setup Assistant Overview, see “To
prepare to use the Easy Setup Assistant” on page 23 and “To start the Easy
Setup Assistant” on page 24 for more information.
When you open the Easy Setup Assistant, the main assistant window will
appear. This window is the “launchpad” for your setup tasks. You’ll start
each part of the Assistant using this window.
To begin setting up a particular section of the Assistant, click the button
that’s associated with the section you want to set up. The Assistant will walk
you through the section in a step-by-step manner, like the process you went
through to create a new company file in the New Company File Assistant.
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Chapter 3 Using the Easy Setup Assistant
If you need to know more about a particular step in the Assistant, be sure to
click the Help button at the bottom of the Assistant window.
The Customise button
Easy Setup Assistant:using Customise button;company files:creating:using Customise button in Easy Setup Assistant;customizing:company files;company files:Easy Setup Assistant
The entries you make in the Customise portion of the Easy Setup Assistant
will appear in Premier’s Preferences window. With a few exceptions, the
entries you make here can be changed anytime you like using either the
Easy Setup Assistant or the Preferences window. Default selections have
been chosen for you so it’s not essential that you complete this part of the
Easy Setup Assistant, but it’s wise to review the default selections to be sure
they match the way you do business.
If you conduct business in currencies other than your local currency, use
this section to select the “I Deal in Multiple Currencies” selection; Premier’s
Multicurrency feature is available only if this selection is marked.
systemwide:preferences;preferences:systemwide;User IDs:user preferences
Some options are marked system-wide; these options apply to everyone
who uses Premier. Any option without this label is specific to you (based on
the user ID you entered when you opened the company file), and you might
choose different options than those chosen by your coworkers.
If any options are unclear to you, click the Help button in the lower left
corner of the Easy Setup Assistant; MYOB Help will appear with
information about the options displayed.
Related topics
“Using the Easy Setup Assistant” on page 23
The Accounts button
Easy Setup Assistant:using Accounts button;company files:creating:using Accounts button in Easy Setup Assistant;accounts:setting up;company files:Easy Setup Assistant
When you created your company file, you chose an accounts list for your
company. Chances are that the accounts list includes most of the accounts
you’ll need to track your transactions and print important financial
statements, but a few changes may be needed to ensure the accounts list you
chose is complete and accurate for your business. You can use the Accounts
section of the Easy Setup Assistant to tailor your accounts list to your
company’s specific needs.
The steps in this part of the Easy Setup Assistant will walk you through
adding, changing and deleting accounts. When your accounts list is
complete, you’ll enter beginning balances for the accounts -- these are the
accounts’ balances on the first day of your conversion month (the month
that you begin entering transactions in Premier).
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25
You’ll also review the accounts that have been selected for undeposited
funds. The undeposited funds account is used for the money you receive
from customers (and other sources) until you deposit the funds in a cheque
account or some other bank or financial account.
As with the Customise section of the Easy Setup Assistant, you can click the
Help button anytime you like to learn more about the task you’re
completing or the window that’s displayed.
The Sales and Purchases buttons
Easy Setup Assistant:using Sales and Purchases buttons;company files:creating:using Sales and Purchase button in Easy Setup Assistant;sales:setting up in company file;purchases:setting up in company file;company files:Easy Setup Assistant
In the Sales and Purchases sections of the Easy Setup Assistant, you’ll enter
the names of your customers and suppliers, along with other important
information about them. You’ll also choose the credit terms you most often
extend to your customers and receive from your suppliers; these selections
can be changed for individual customers and suppliers who have other
terms. You’ll also enter historical sales and purchases; these are the sales
and purchases that were made before the start of your conversion month
but haven’t been fully paid yet.
You’ll have the chance to review the accounts that are being used to track
your sales and purchases. Premier provides default entries for you to use,
but you’re free to select other accounts if you like.
In the Sales section, you’ll also select a form layout that matches the type of
invoices you issue most often -- service, item, professional, time billing or
miscellaneous. You’ll also review the account that’s been selected for
undeposited funds. The undeposited funds account is used for the money
you receive from customers (and other sources) until you deposit the funds
in a cheque account or some other bank or financial account.
The Payroll button
Easy Setup Assistant:using Payroll button;company files:creating:using Payroll button in Easy Setup Assistant;payroll:setting up:in company file;company files:Easy Setup Assistant
If you plan to use Premier’s Payroll features to record paycheques for your
employees, use the Payroll section of the Easy Setup Assistant to set up your
company’s tax information, the payroll categories (wages, deductions and
employer expenses) your company uses and similar information, along with
employee records for each employee for the current year. As in other areas
of the Easy Setup Assistant, you also can review the default accounts that
have been selected for your payroll transactions and change them if
necessary.
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Chapter 4 Personalising Your Company
Chapter 4
Personalising Your
Company
Personalising Your Company Overview;overview:Personalising Your Company
You can personalise your MYOB Premier system in a number of ways. By
entering information about the unique aspects of your company, your
Premier experience will be more closely tailored to your needs.
In addition, everyone has their own way of doing their books and working
with computer programs. Use the following topics to learn how to achieve
the flexibility you want when you’re doing your daily accounting tasks.
Entering information about your company
You can personalise your MYOB Premier company file by entering
descriptive information about your company, such as its name,
identification numbers and business calendar. In many cases, the company
information you enter can be printed on your reports and forms.
Note:
Some information about your company can’t be
changed
When you first created your company file using the New Company
File Assistant, you specified a few important details about your
company, such as the name of your current financial year and payroll
year, the number of periods in your financial year and your
conversion month. This information is the foundation of your
company file and can’t be changed.
If you’ve created a company file with incorrect information that can’t
be changed, you’ll need to create a new company file with correct
information to fix the error.
Where to enter information about your company
In the Company Information window, you can make entries that describe
your company. You can make changes to the information you enter in this
window at any time, as well.
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Using the General Payroll Information window, you can enter basic
information about your company’s payroll administration. You can make
changes to most of the payroll information you entered in the past, as well.
Using the Business Calendar window, you can specify which days make up
your company’s work week, as well as the days of the year on which
holidays and important business events occur.
The business calendar is a three-year calendar, made up of the current
calendar year, the previous calendar year and the next calendar year.
The business calendar affects the To Do list, which reminds you to perform
your tasks on business days only. The work week that you set up in the
Business Calendar is the basis for the To Do List’s reminders. If a reminder
is due to fall on a non-business day, the To Do List will remind you to
perform the task on the first business day before the actual day the task is
due. For example, if your business is closed on Saturdays but a reminder is
scheduled to appear on Saturday, the reminder will appear in your To Do
List on Friday instead.
You can display the Banking Information window using either the
Company Information window or the General Payroll Information window.
The procedure To update your company’s bank information describes how
to open the Banking Information window using the Company Information
window. Regardless of how you open the window, the information that
appears in it will be used for both employees and suppliers.
Step by step
“To enter general information about your company” on page 41
“To enter your company’s payroll information” on page 41
“To set up your business calendar” on page 42
“To update your company’s bank information” on page 42
Using the Preferences window
customising:preferences for your Premier system;preferences:using the Preferences window
Everyone has their own way of doing their books and working with
computer programs. The Preferences window provides many options that
you can choose from to achieve the flexibility you want when you’re doing
your daily accounting tasks. In the Preferences window, click the tabs to
view the preferences available for each section.
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Chapter 4 Personalising Your Company
Choosing work preferences
customising:your Premier system;customising:preferences for your Premier system;preferences:customising your Premier system;User IDs:user preferences;preferences:User IDs
Using the Preferences window, you can choose how you access, view and
make entries in the MYOB Premier system. The preferences you choose will
be assigned to your User ID. When you open a company file using your
User ID, the preferences you chose for the company files will be
implemented. We encourage you to review all the options in the Preferences
window and experiment with the possibilities they offer.
systemwide:preferences;preferences:systemwide
Some of the preferences you can choose in Premier’s Preferences window
can affect everyone who works with your company file. Since these
preferences, known as systemwide preferences, may affect other people, it’s
a good idea to be aware of the effects of each choice you make in the
Preferences window. Each system-wide preference is marked with the word
System-wide in the Preferences window.
Premier provides many methods to keep your accounting records as
accurate as possible. The system will be as vigilant as you want it to be; for
example, you can set up Premier so it warns you when you make an entry
that might be incorrect. You can even set up Premier so it prevents you
altogether from making changes to transactions you’ve already entered.
You can choose to create a business contact in the Contact Log each time
you create a cheque, deposit, sale or purchase transaction. The business
contacts will be created for the card whose name appears on the
transactions you enter.
You can also set up Premier so sales and purchases are printed, faxed or
emailed immediately when you record them.
Step by step
“To set up Premier to conform to the way you work” on page 44
“To set up Premier to help you preserve the accuracy of accounting
entries” on page 45
“To automatically create business contacts” on page 47
“To automatically print/email/fax transactions when recording” on
page 48
MYOB Help
29
Choosing changeable or unchangeable transactions
changeable transactions:defined;unchangeable transactions:defined;transactions:changeable;transactions:unchangeable;preferences:changeable transactions;preferences:unchangeable transactions;Setup menu:preferences:Transactions CAN’T be
Changed...;transactions:reversing;transactions:deleting;transactions:deleting;transactions:changing;company files:changeable;company files:unchangeable
In MYOB Premier you can record transactions which are changeable or
unchangeable. That is, you can choose to edit and delete transactions in
your company file or you can choose to maintain a comprehensive history
of all transactions you enter in your company -- in other words, you can
keep a strict audit trail.
MYOB provides a security preference which you can use to set your
transactions as changeable or unchangeable.
Changeable transactions are transactions that can be edited and deleted. If
you notice a problem with a transaction, the transaction can be changed or
completely removed from your company file if your transactions are
changeable.
If your accountant has advised you to make necessary changes to your
transactions, you’ll turn the security preference off.
Unchangeable transactions are transactions that, after recording, can only
be reversed; unchangeable transactions can’t be edited or deleted after
they’ve been recorded. If you notice a problem with a transaction, you’ll
record a reversal of the transaction that removes the effects of the original
transaction from your records and then, if you want, create and record a
new transaction.
If your accountant requires that you maintain a strict audit trail of your
accounting records, you should consider turning on this preference.
To learn if your transactions are changeable or unchangeable, choose
Preferences from the Setup menu, then click the Security tab.
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•
If the selection “Transactions CAN’T be Changed; They Must be Reversed”
is unmarked, your transactions are changeable. Recorded transactions may
be changed or deleted. If you wish to make your transactions
unchangeable at any time, simply mark the selection.
•
If the selection “Transactions CAN’T be Changed; They Must be Reversed”
is marked, your transactions are unchangeable. Recorded transactions
must be reversed; they can’t be changed or deleted. If you wish to make
your transactions changeable at any time, simply unmark the selection.
Chapter 4 Personalising Your Company
Customising printed documents
preferences:customising:printed documents
Since your business is unique, you probably want your printed documents
to reflect your unique business needs. MYOB Premier’s reports and forms
give you the flexibility you need to produce high-quality, professionallooking documents that show exactly what you want.
Using the Preferences window, you can make a few settings that will make
working with all of your forms and reports easier. You can choose to display
currency symbols on your documents, to display the Report Customisation
window before you print reports, and to automatically use a particular font
on your forms. In addition, you can specify the ageing periods that will be
used on reports.
Premier provides you with a great deal of flexibility as you work with forms
and reports. You can choose which information you want to print, as well
as customise the look of the documents so they use the text styles you
prefer. You can also print reports in groups--called report batches--so you
can save valuable time when you print your favorite reports individually.
See Customizing forms for information about customizing individual forms
and Choosing settings for a specific report for more information.
Step by step
“To customise the way you work with forms and reports” on page 48
Related topic
“Choosing preference settings for reports and forms” on page 712
Assigning numbers to transactions
auto-numbering:defined;transactions:auto-numbering;transactions:numbering;numbering:transactions
Keeping your company’s financial records organised efficiently is a task that
relies heavily on the numbers that are assigned to your transactions, such as
cheques, sales and purchases. If your company wishes to be careful about
tracking transaction numbers, you can use MYOB Premier’s autonumbering feature to keep your financial records in the proper order.
When you create a transaction in any of the windows listed below, the field
that displays the transaction's number (for example, Cheque #) will display
Auto # when the highlight rests on that field. This text indicates that the
transaction will be automatically given an actual transaction number when
it's recorded into the company file. If you wish, you can override the Auto #
text by entering the number you want to be assigned to the transaction.
auto-numbering:list of windows where used
The windows in which auto-numbering is used include:
MYOB Help
31
•
Pay Bills
•
Purchases
•
Receive Payments
•
Sales
•
Record Journal Entry
•
Settle Returns & Credits
•
Historical Purchase
•
Settle Returns & Debits
•
Historical Sale
•
Spend Money
•
Adjust Inventory
•
Receive Money
•
Transfer Inventory
•
Bank Register
•
Pay Employees
Using identifiers
identifiers:defined;cards:identifiers:using;identifiers:using
Identifiers are one-letter labels you can assign to cards in MYOB Premier to
help you organise your cards into groups more specific than just Employee,
Customer, Supplier or Personal. When you create reports or view
information about cards throughout the Premier system, you can limit the
information you view to that of a specific group of cards by indicating the
identifiers you’ve assigned to the cards in that group.
Identifiers can be used in a variety of ways -- to separate existing customers
from prospects, to group customers by type or region, and the like. If you
assign multiple identifiers to your cards, you can limit the information
displayed on reports to those individuals or companies that have been
assigned all the identifiers you list.
For example, say you assign the identifier W to your wholesale customers,
and you assign G to government agencies. When you print the Analyse
Sales [Customer] Report, you can indicate in the Report Customisation
window that you want to include only the customers who have been
assigned the identifiers G and W. The report you print will include only
government agencies who are wholesale customers.
Depending upon the way you use identifiers and the number of identifiers
you assign to each card, you’ll be able to print reports for very specific
groups of customers, suppliers and employees.
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Chapter 4 Personalising Your Company
Step by step
“To create identifiers” on page 48
“To assign identifiers to a card” on page 49
Using the pop-up calendar and calculator
calculator:using;calendar:using
The pop-up calendar can speed entry of dates in MYOB Premier. When you
press the + or - keys or the spacebar while in an empty date field, the popup calendar will display.
Click a date in the calendar to automatically format and enter that date in
the date field. You can change the displayed date to a date before or after
the displayed date by pressing the + or - keys. You can also change the date
by typing in the field, as you normally do.
The pop-up calculator can speed entry of numeric data including money
amounts, item quantities and units. The calculator is available through
every window where you enter numeric data. Pressing the Enter, +, *, / or =
keys or the space bar when the cursor is in a numeric data field will display
the calculator.
Use your mouse to select the numbers on the keypad as you would with any
calculator. The number in the = field of the calculator is the number that
will appear in the window where you’re entering data; click the = key of the
calculator when you’re ready to display the number.
Using pricing levels
pricing levels:defined;items:pricing levels:using;pricing levels:using;sales:pricing levels;pricing levels:Credit Terms window;discounts:when using pricing levels;pricing levels:accounting for volume discounts;items:pricing levels;customers:volume discounts;terms:volume discounts;volume discounts:when using pricing levels
If you have different kinds of customers to whom you sell an item at
different prices, you can arrange the prices of the item in pricing levels.
Pricing levels in the Item Information window allow you to set the selling
price of an item according to the kind of customer you’re doing business
with. Pricing levels allow you to set an item’s selling prices for up to six
kinds of customers. If you adjust your selling prices for items sold in larger
quantities, you can enter up to five quantity ranges in the Over fields of the
Item Information window and still maintain pricing levels.
For example, some of your customers may do business with you as a
wholesaler. Others may buy the same item from you at a retail price. You
may set a special price for wholesale customers who buy in bulk. Using
pricing levels in the Item Information window, you can set the selling price
of an item for each kind of customer and for five quantity ranges. Then you
can designate a corresponding pricing level for each of your customers in
the Credit Terms window.
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33
Assume you’ve assigned the “wholesale” pricing level to a customer card
and you’ve entered that card on an item sale. When you enter an item on
the sale, the price that appears automatically will be the item’s price at the
“wholesale” level for the quantity you’ve entered.
If you enter pricing levels for your customers in the Credit Terms window,
be sure to take into account their volume discounts so you don’t
inadvertently undercharge for some items. If you assign the “wholesale”
pricing level to a customer so prices at that level only will appear on item
sales for that customer, don’t enter your company’s wholesale discount in
the customer’s Volume Customer Discount field. Any volume discount you
enter for the customer will be subtracted from the item’s “wholesale” price.
To set different selling prices for different types of customers and for sales of
greater quantities of an item, you can set up pricing levels for the item using
the Item Information window.
Step by step
“To label a pricing level” on page 49
“To assign a pricing level to a customer card” on page 49
Using custom lists and fields
items:custom lists and fields;cards:custom lists and fields
If you need to record additional information about your cards and items
that may be specific to your business, you can use the custom lists and fields
in the Card Details and Item Information windows to do so. MYOB
Premier contains three custom lists and three custom fields for each card
type and for items. You can label them according to your needs. You’ll find
the Custom Lists & Field Names window by selecting Custom Lists & Field
Names from the Lists menu. You’ll make entries to the custom lists using
the Custom Lists window found by choosing Custom Lists from the Lists
menu.
Custom Fields
custom fields:defined;custom fields:printing on forms;custom fields:using on reports
You might want to use a custom field, for example, if you wish to display
and print the weight of your items. You could label one of the custom fields
“Weight". Then, every time you create an item record, you’d enter the
weight of the item in your “Weight” field in the Item Information window.
You then use the report design feature to display the weight of the item on
sales (Item) reports, purchases (item) reports and most inventory reports.
See Using the Report Design feature for more information.
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Chapter 4 Personalising Your Company
You may also want to use a custom field, for example, to show the date of
an employee’s last performance review and print a Card File report showing
that information.
You can print your card custom lists and fields entries on forms. The cards
custom lists and fields are available on the form, and in order for the fields
to print, you must perform an additional step. See To activate a data field on
a form for more information.
You can also print item custom lists and fields entries on item sales, item
packing slips and item purchases. See To activate a data field on a form for
more information.
Custom Lists
custom lists:defined;custom lists:using with reports;custom lists:printing on forms
Custom lists can be used to sort your cards and items. You might want to
use a custom list to sort your items according to their location in the
warehouse. You could label one of the custom lists “Bin” and create an
entry in that list for each bin in your warehouse. Then, every time you create
an item record, you’ll choose the name of the bin where you store the item
from your custom “Bin” list. You can then use Premier’s report
Customisation feature to choose which bin list you wish to display.
You can also use custom lists to print a list of customers who are assigned to
each of your sales territories, for instance, or a list of each salesperson’s
customers. See Using the Report Customisation feature for more
information.
You can print your card custom lists and fields entries on forms. The cards
custom lists and fields are available on the form, and in order for the fields
to print, you must perform an additional step. See To activate a data field on
a form for more information.
You can also print item custom lists and fields entries on item sales, item
packing slips and item purchases. See To activate a data field on a form for
more information.
Step by step
“To enter a label for a custom list” on page 50
“To create list entries on a custom list” on page 50
“To change a list entry on a custom list” on page 51
“To delete a list entry on a custom list” on page 51
MYOB Help
35
Using tax codes
tax codes:using;sales:tax codes;purchases:tax codes;transactions:tax codes;tax codes:defined;tax types
If your business makes sales and purchases, you’re probably very familiar
with the concept of including tax on the transactions you conduct with your
customers and suppliers, and you know how important it is to track these
amounts carefully.
To help you keep on top of taxes, MYOB Premier uses tax codes. Each tax
code represents a particular tax rate, which is used to calculate tax on your
transactions. You’ll set up taxes using the Tax Code List window which can
be found by choosing Tax Codes from the Lists menu. Whenever you enter a
transaction that should be taxed, you’ll assign a specific code to each line
item in the transaction. The tax code’s tax rate then will be multiplied by the
amount of the line item to determine your tax amount.
In Premier, you can choose from eight tax types:
Consolidated
Consolidated tax type;tax types:Consolidated
This tax type is used for taxes that are made up of two or more tax codes or
sub-taxes.
Import Duty
Consolidated tax type;tax types:consolidated
This tax type should be used by importers bringing goods into Australia
from other countries. Tax codes with this tax type are used to record the
import duty payable on a purchase order without changing the total amount
of the purchase order.
Sales Tax
Sales Tax tax type;tax types:Sales Tax
This tax type is associated with the Wholesale Sales Tax that was in effect
through 30 June 2000, as well as Wine Equalisation Tax.
GST
GST tax type;tax types:GST
This tax type is associated with the GST assigned to sales and purchases.
This tax type also is used for GST free goods and GST on Wine Equalisation
Tax.
Input Taxed tax type
Input Taxed tax type;tax types:Input Taxed
This tax type should be used by organisations such as suppliers of financial
services that must pay GST on the purchases they make but don’t collect
GST from their clients or customers. The Input Taxed tax type also should
be used by businesses that haven’t registered for GST (businesses with
turnover of less than $50,000 annually).
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Chapter 4 Personalising Your Company
Luxury Car Tax
Luxury Car tax type;tax types:Luxury Car Tax
This tax type is used by the Automotive industry to handle the luxury car
tax.
Voluntary withholdings
Voluntary withholdings tax type;tax types:Voluntary withholdings
This tax type should be used for the PAYG voluntary withholdings scheme.
No ABN/TFN
No ABN/TFN tax type;tax types:No ABN/TFN
This tax type should be used where suppliers have not quoted an ABN on
their invoice, or where amounts are withheld from investment income
because no tax file number was quoted. This type indicates that the tax code
is a PAYG Withholding tax type and will always be rounded down to the
nearest dollar.
You should use a No ABN/TFN tax code of 48.5% where suppliers have
not quoted an ABN on their invoice (over $50 tax exclusive), or where
amounts are withheld from investment income because no tax file number
was quoted. If both these situations apply to your company, you will need to
create two tax codes to handle the situations separately.
See “Multicurrency and Tax Codes” on page 37 if you use Premier’s
Multicurrency feature.
Step by step
“To create tax codes” on page 52
“To change tax codes” on page 54
“To delete tax codes” on page 54
Multicurrency and Tax Codes
multicurrency:tax codes;tax codes:multicurrency
If you use the Premier Multicurrency feature, the tax code used on all types
of sales and purchases for customers and suppliers who are assigned a
foreign currency will be the tax code assigned to the customer or supplier.
The tax code used for freight amounts is the code assigned to the customer
or supplier. If you use the Multicurrency feature, no tax code will be
assigned to freight.
As with other automatic entries in Premier, you can choose other tax codes
if the tax codes automatically entered aren't the correct ones for a
transaction you're recording.
MYOB Help
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Creating and using passwords
security:company files;passwords:security for company files
Maintaining your data’s integrity may require that you set up a password
security system so your sensitive financial records are protected from others.
You can safeguard your company’s accounting data by setting up passwords
that prevent people from using parts of the company file that they don’t
need to use. This ensures that your confidential information will be seen by
only authorised personnel.
Lists and reports are affected by password security
passwords:how lists and reports are affected
When you use the Password Access window to restrict access to specific
windows in MYOB Premier, you also restrict access to information shown
in lists and reports throughout the entire Premier system.
For example, if you set up a password so Person A can’t use the Purchases
window, Person A will also be restricted from seeing any entries created in
that window in Premier, such as those that normally appear in the
Purchases and Payables Journal report or the Find Transactions window.
This ensures that Person A has no opportunity to view your company’s
purchasing records. Any information that doesn’t apply to purchases,
however, would still be displayed.
If you’ve restricted access to any of the following windows, you’ve also
limited some access to the information in at least one corresponding list or
report in Premier. Users will still be able to view or print such lists and
reports, but the lists and reports may not contain complete information.
Keep this in mind if someone who is assigned a particular password is
viewing lists or printing reports in Premier.
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•
Record Journal Entry
•
Historical Purchase
•
Historical Sale
•
Adjust Inventory
•
Transfer Inventory
•
Receive Money
•
Purchases
Chapter 4 Personalising Your Company
•
Sales
•
Spend Money
•
Write Paycheques
Using master passwords and sub-passwords
security:master passwords:using;security:sub-passwords:using;passwords:master passwords:using;passwords:sub-passwords:using;sub-passwords;master passwords
In MYOB Premier, you can use a security system based on a master
password and several sub-passwords. The master password is used to
control access to the entire Premier system; this password is used to create
sub-passwords, and it allows access to every area of Premier. You can have
only one master password in a single company file.
Sub-passwords are used to control access to various sections of the Premier
system, such as individual command centres. If your system uses passwords,
you’ll enter the password when you start Premier or switch from one
company file to another; Users will be able to access those areas for which
their password has been assigned access privileges. You can set up any
combination of sub-passwords in your security system.
After you’ve created a master password, you’ll need to use the master
password or a sub-password each time you want to access this company
file, and you’ll need to enter the master password each time you want to
open the Password Access window. Don’t forget the master password!
Step by step
“To create the master password” on page 56
“To create a sub-password” on page 56
“To change a password” on page 58
“To change a sub-password’s access rights” on page 58
“To delete a password” on page 59
Viewing and printing user-activity reports
reports:user-activity reports;user name:reports sorted by user name;User IDs:reports sorted by user name
Some MYOB Premier reports allow you to view the entries made by a
specific user during a specific time period. Premier tracks activity using the
User ID; a User ID is the ID each user enters in the Sign-on window during
the process of opening a company file. You can use these reports to
determine who made a particular entry. You can also review your own
entries during a certain time period.
•
You can print a General Journal, Sales Journal, Purchases Journal,
Disbursements Journal, Cash Receipts Journal and Inventory Journal that
lists all the activity of a single user, or all users, for a range of transaction
MYOB Help
39
dates and/or session dates.
•
When you’re finished using a company file at the end of the day, you can
review your entries by printing a Session Report. The Session Report will
show only the entries that you made during the time you had the company
file open. (If you want the Session Report to be printed automatically
whenever you close a company file, open the Preferences window and
mark the Prompt for Session Report Upon Closing box.)
Step by step
“To print a report showing entries identified by user IDs” on page 60
“To print a report showing your entries for the session” on page 60
“To automatically print a report showing entries for the session” on
page 61
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Chapter 5 Entering information about your company
Chapter 5
Entering information
about your company
Entering general information about your
company
company information:entering;entering:company information
4
To enter general information about your
company
The Company Information window should be displayed.
1.
Enter or change the information you want.
2.
Click OK.
Related topics
“Entering information about your company” on page 27
Entering your company’s payroll information
payroll:entering:your company’s payroll information;entering:payroll information
4
To enter your company’s payroll information
The General Payroll Information window should be displayed.
1.
Enter or change the information you want.
2.
Click OK.
Related topics
“Entering information about your company” on page 27
MYOB Help
41
Setting up your business calendar
business calendar:setting up;setting up:business calendar
4
To set up your business calendar
The Business Calendar window should be displayed.
1.
The current month is displayed in the calendar at the top of the window.
Days that appear in grey are marked as days when your business is closed.
If you want to change the setting for any specific days in the month, click
those days in the calendar.
If your business is always opened or closed on a specific day of the week,
click that day in the middle part of the window, labeled Shortcut for
setting average business week. A message will appear, confirming that you
are changing the day’s status. You’ll be changing the status of the day for all
three years in the Business Calendar’s three-year calendar.
2.
Click OK.
3.
Add any important events that occur during the month in the Important
Dates section of the window.
4.
If you wish to change other months in the Business Calendar, use the
arrows at the top of the calendar to move from month to month.
5.
Click OK.
Related topics
“Entering information about your company” on page 27
4
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To update your company’s bank information
bank information:updating your company’s information;entering:company’s bank information;updating:company’s bank information
The Company Information window should be displayed.
1.
Click the Bank Info button. The Banking Information window will appear.
2.
Enter information about your bank and bank account;
3.
If your bank requires that electronic payments be accompanied by a selfbalancing transaction, mark the Self Balancing Transaction option.
(Consult with your bank if you're unsure about the bank's requirements for
electronic payments.)
4.
When you're satisfied with your entries, click OK.
Chapter 5 Entering information about your company
Related topics
“Entering information about your company” on page 27
MYOB Help
43
Chapter 6
Customising MYOB
Premier
Customising your work using preferences
4
To set up Premier to conform to the way you
work
customising:preferences for your Premier system;preferences:customising:your Premier system;Easy-Fill
There are a number of ways you can set up Premier to help you make your
accounting tasks more efficient.
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•
You can use the Easy-Fill feature to quickly enter account names or
numbers, item names or numbers and card names that you enter
frequently. When you enter an existing account number or card name,
Easy-Fill will “recognise” the entry you’re making and automatically fill in
the rest of the entry for you. If you want to use Easy-Fill, click the
Windows tab in the Preferences window, then mark the box labeled “Use
Easy-Fill When Selecting From a List".
•
If you find it easier to recognise your accounts by their names rather than
by their numbers, you can set up Premier so that you can enter accounts
and sort your account search lists alphabetically by the accounts’ names
instead of by the accounts’ numbers. To use this option, click the Windows
tab in the Preferences window, then mark the box labeled “Select and
Display Account Name, Not Account Number".
•
If your company has many items in stock, your list of items is probably
long. If you’d like to sort your item search lists alphabetically by the items’
names instead of by the items’ numbers, click the Windows tab in the
Preferences window, then mark the box labeled “Select Items by Item
Name, Not Item Number".
•
Pressing the ENTER key will click the default button (the button with a dark
border around it). If you’d rather press the ENTER key to move between
fields in the windows, click the Windows tab in the Preferences window,
Chapter 6 Customising MYOB Premier
then mark the box labeled “The Enter Key Works Just Like the Tab Key
When Entering Data". (If you mark this selection, you can still use the TAB
key to move between fields, as well.)
There are a few areas in Premier where the ENTER key and the TAB key
work differently, regardless of your selection here: In text boxes that allow
you to enter multiple lines of information (such as address fields), the
ENTER key moves the insertion point to the next line in the text box, while
the TAB key moves the insertion point out of the text box and into the next
field in the window. Also when you’re entering line items for sales,
purchases and other transactions, the TAB key moves the insertion point to
the next column but remains on the same line; the ENTER key moves the
insertion point to the next line, where you can begin entering a new line
item.
•
If you enter long descriptions on sales and purchases, and you want to
view those descriptions in their entirety whenever the Description field is
active, click the Windows tab in the Preferences window, then mark the
box labeled “Use Expandable Data Entry Fields in Windows".
•
If you want the To Do List to appear immediately when you start Premier,
click the Windows tab in the Preferences window, then mark the box
labeled “Display To Do List When Starting Premier".
•
If you send account information to your accountant for use in accountant
software, you have the option of assigning an AccountantLink code to the
accounts in your accounts list. To display the field, select the preference
Display AccountantLink Code in Edit Accounts. For more information
about using a code, see “AccountantLink Code (optional)” on page 199.
Related topics
“Choosing work preferences” on page 29
4
To set up Premier to help you preserve the
accuracy of accounting entries
customising:preferences for your Premier system:accuracy of transactions;preferences:customising:your Premier system
The following options are a few of the preferences you can set up to help
preserve the accuracy of your accounting records.
customising:preferences:unchangeable transactions;audit trail
•
If you wish to maintain a comprehensive history of all transactions you
enter in the MYOB system–in other words, if you want to keep a strict
audit trail–click the Security tab in the Preferences window, then mark
the box labeled “Transactions CAN’T be Changed; They Must be
MYOB Help
45
Reversed".
customising:preferences:post-dated transactions
•
If you wish to be notified whenever you enter a future date as a transaction
date -- for example, if you mistakenly enter a date two months from now -click the Security tab in the Preferences window, then mark the box
labeled “Warn Before Recording Post-Dated Transactions".
customising:preferences:duplicate transaction numbers
•
If you want to be warned whenever you enter a transaction number that’s
already been used on a cheque, sale or purchase, click the Banking, Sales
or Purchases tab in the Preferences window, then mark the box whose
label begins with, “Warn for Duplicate…".
If you mark any of the “Warn for Duplicate” boxes in the Preferences
window, keep in mind that Premier must search your entire company file
for duplicate transaction numbers each time you record a new transaction
in the Spend Money, Sales or Purchases window. As a result, it will take a
little more time for Premier to complete the process of recording those
types of transactions.
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•
If you’d like to be notified that a customer has an existing customer credit
whenever you apply one of the customer’s payments to a sale, click the
Sales tab in the Preferences window, then mark the box labeled “Warn if
Customer has an Outstanding Credit Before Applying a Payment".
•
If you’d like to be notified that your company has an existing supplier debit
whenever you apply one of your bill payments to a purchase, click the
Purchases tab in the Preferences window, then mark the box labeled “Warn
if Supplier Owes Me Money Before Making a Supplier Payment".
•
If you’d like Premier to automatically suggest that payments from customer
and bill payments should be applied to the oldest outstanding sales and
purchases first, click either the Sales or Purchases tab in the Preferences
window, then mark either the box labeled “Apply Receive Payments
Automatically to Oldest Invoice First” or the box labeled “Apply Supplier
Payments Automatically to Oldest Bill First".
•
The ATO requires you to withhold 48.5% of the purchase amount where
the supplier has not provided an ABN on an invoice (over $50 tax
exclusive). In Premier, you will be warned if a supplier you are entering a
purchase for does not have an ABN. By clicking Yes to the warning dialog
box, you will be able to change the tax codes you have selected to a No
ABN/TFN type tax code. You will not see the warning if you have selected
a No ABN/TFN type tax code for each line on the purchase.
Chapter 6 Customising MYOB Premier
If you don’t want to be warned, click the Purchases tab in the Preferences
window, then unmark the box labeled “Warn if Supplier Does Not Have an
ABN for Purchases Greater Than $50 Tax Exclusive”.
Simplified Tax System (STS)
•
The Simplified Tax System (STS) is an optional, alternative method of
determining taxable income for eligible small businesses which began on 1
July 2001. The main elements of STS are simplified depreciation rules,
simplified stock rules, and most importantly, a cash accounting method
that recognises most business income and expenses only when they are
received and paid.
If you use the STS method, click the Reports & Forms tab of the
Preferences window and mark the I Use the Simplified Tax System
selection; then enter the financial year to which this method applies. STS
applies to whole financial years only, not parts of a year, so the day and
month is read-only (it is the first day of the first month of your financial
year, as you defined it when you set up your company file).
If the financial year is a past year or has already begun, when you mark this
selection Premier filters out any income you already declared or
deductions you already reported from your cash-based reports.
•
Profit & Loss [Cash] report - used for your Tax Lodgement
•
Account Transactions [Cash] report - used to audit the Profit & Loss
[Cash] report’s figures.
Related topics
“Choosing work preferences” on page 29
4
To automatically create business contacts
customising:preferences for your Premier system:business contacts;preferences:automatically creating business contacts
To automatically create a business contact each time you create a cheque,
deposit, sale or purchase, click the Banking, Sales or Purchases tab in the
Preferences window, then mark the box whose label begins with, “Make a
Contact Log Entry for Every…".
Over time, business contact information can cause your company file to
grow considerably in size. If you choose to create business contacts
automatically, we recommend that you periodically purge old contacts that
you no longer need. See Purging information that’s no longer needed for
more information.
MYOB Help
47
Related topics
“Choosing work preferences” on page 29
4
To automatically print/email/fax transactions
when recording
customising:preferences for your Premier system:transactions;preferences:recording transactions
To print/email/fax transactions immediately when you record them, click
the Sales and Purchases tabs in the Preferences window, then mark the box
labeled “Automatically Print Sales/Purchases When They’re Recorded".
Choose which method you wish to use automatically -- Print, Fax or Email.
If you choose to print sales and if you want to print packing slips and
shipping or mailing labels to accompany your sales, consider marking the
boxes labeled “Print Packing Slips (or Labels) When Invoices are Printed".
Related topics
“Choosing work preferences” on page 29
Customising your printed documents
4
To customise the way you work with forms and
reports
customising:preferences for your Premier system:reports and forms;preferences:customising:working with forms and reports
The Preferences window should be displayed.
1.
Select the Reports & Forms tab, if it isn’t already selected.
2.
Mark the boxes next to the options you want to use.
Related topics
“Customising printed documents” on page 31
Organising your cards by using identifiers
4
To create identifiers
creating:identifiers;identifiers:creating;cards:creating:identifiers;cards:identifiers:creating
The Identifiers window should be displayed.
1.
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The Identifiers window provides a field for each of the 26 letters of the
alphabet. Enter a description for as many of the identifiers as you want.
Chapter 6 Customising MYOB Premier
2.
Click OK.
Related topics
“Using identifiers” on page 32
4
To assign identifiers to a card
assigning:identifiers;identifiers:assigning;cards:assigning:identifiers;cards:identifiers:assigning
The Cards List window should be displayed.
1.
Highlight the card to which you wish to assign identifiers and then click
Edit.
2.
Click the Card Details tab; click the Identifiers button that appears in this
view.
3.
Click the box next to each identifier you want to assign to the card. You
can assign up to 10 identifiers to a card.
4.
Click OK.
Related topics
“Using identifiers” on page 32
Using MYOB Premier pricing levels
4
To label a pricing level
labeling:pricing levels;pricing levels:labeling;items:pricing levels:lableing;cards:pricing levels:labeling;cards:pricing levels:labeling
The Custom List and Field Names window should be displayed.
1.
Enter a name for each pricing level you want to use.
2.
Click OK.
Related topics
“Using pricing levels” on page 33
4
To assign a pricing level to a customer card
assigning:pricing levels;pricing levels:assigning;items:assigning:pricing levels;cards:assigning:pricing levels;cards:pricing levels:assigning
Be sure the customer card is displayed in the Card Information window.
1.
Click the Selling Details tab.
MYOB Help
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2.
Choose the customer’s price level from the Item Price Level list.
3.
Click OK.
Related topics
“Using pricing levels” on page 33
Using custom lists and fields
4
To enter a label for a custom list
entering:labels for custom lists;custom lists:labeling;items:custom lists:labeling;cards:labeling:custom lists;labeling:custom lists
The Custom List and Field Names window should be displayed.
1.
Click the Item, Customer, Supplier, Employee or Personal tab.
2.
Enter a name for your custom list in one of the Name of Custom List fields.
You can use up to three custom lists for items and for each card type in
Premier.
3.
Click OK.
Related topics
“Using custom lists and fields” on page 34
4
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To create list entries on a custom list
creating:custom lists entries;custom lists:creating entries;items:custom list entries:creating;cards:custom list entries:creating
The Custom Lists window should be displayed.
1.
Click the Item, Customer, Supplier, Employee or Personal tab.
2.
In the Custom List field, choose the custom list for which you want to
create list entries.
3.
Click the New button. The Edit Custom List window appears.
4.
Enter the name of the list entry you want to create.
5.
Click OK.
6.
Repeat steps 4 and 5 until you’ve entered all the list entries you want to
include in the custom list, then click Close in the Custom Lists window.
Chapter 6 Customising MYOB Premier
Related topics
“Using custom lists and fields” on page 34
4
4
To change a list entry on a custom list
changing:custom list entries;custom lists:changing entries;items:custom list entries:changing;cards:custom list entries:changing
The Custom Lists window should be displayed.
1.
Click the Item, Customer, Supplier, Employee or Personal tab.
2.
Choose the custom list in the Custom List field for which you want to
change list entries.
3.
Select the list entry you want to change and click Edit.
4.
Change the name of the list entry.
5.
Click OK.
To delete a list entry on a custom list
deleting:custom list entries;custom lists:deleting entries;items:custom list entries:deleting;cards:custom list entries:deleting
The Custom Lists window should be displayed.
1.
Click the Item, Customer, Supplier, Employee or Personal tab.
2.
Choose the custom list in the Custom List window for which you want to
delete list entries.
3.
Highlight the list entry you want to delete and choose Delete List Entry
from the Edit menu.
4.
Click Close.
Related topics
“Using custom lists and fields” on page 34
MYOB Help
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Chapter 7
Using tax codes
Creating tax codes
4
To create tax codes
creating:tax codes;tax codes:creating;sales:creating tax codes;purchases:creating:tax codes;cards:creating:tax codes;tax types:selecting for a tax code;items:creating tax codes
The Tax Code List window should be displayed.
1.
Click the New button.
2.
In the Tax Code Information window, enter a descriptive code for the new
tax code using up to three characters, along with a description. This code
will appear in transaction entry windows, on sales and purchases and
elsewhere throughout the system. We recommend that you make the code
as descriptive as possible so that it'll be easy to recognise when you're
entering transactions.
3.
From the Tax Type list, select the option that describes the tax code you're
creating.
After you've made your selection, a number of additional fields will appear.
The fields that appear, will depend upon the tax type you've chosen.
4.
The next step depends on the tax type you’ve chosen:
Consolidated tax type: This tax type is used for tax codes that are made up
of two or more other tax codes. For example, wine wholesalers might use a
consolidated tax code that contains both the GST and Wine Equalisation
Tax codes, since both taxes apply to the products they buy and sell.
Import Duty tax type: This tax type should be used by importers bringing
goods into Australia from other countries. Tax codes with this tax type are
used to record the import duty payable on a purchase order without
changing the total amount of the purchase order. (The import duty is
treated as a separate transaction since the duty is payable to the ATO, not
to the company supplying the goods.)
Sales Tax tax type: This tax type is associated with the Wholesale Sales Tax
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Chapter 7 Using tax codes
that was in effect through 30 June 2000, as well as Wine Equalisation Tax.
Goods & Services Tax tax type: This tax type is associated with the GST
that went into effect on the 1 July 2000. This tax type also is used for GST
free goods and GST on Wine Equalisation Tax.
Input Taxed tax type: This tax type should be used by organisations such
as suppliers of financial services that must pay GST on the purchases they
make but don’t collect GST from their clients or customers. The Input
Taxed tax type also should be used by businesses that haven’t registered for
GST (businesses with turnover of less than $50,000 annually).
Luxury Car Tax: This tax type is used by the Automotive industry to handle
the luxury car tax.
Voluntary Withholdings tax type: This tax type should be used for the
PAYG voluntary withholdings scheme.
No ABN/TFN tax type: This tax type is taxed at 48.5% and should be used
where suppliers have not quoted an ABN on their invoice, or where
amounts are withheld from investment income because no tax file number
was quoted. If both these situations apply to your company, you will need
to create two tax codes to handle the situations separately.
5.
Click OK.
The next time you enter a transaction in the Sales window or Purchases
window, the tax codes you just set up will be available for you to assign to
the transaction. Tax codes also can be entered in the Spend Money window
and the Receive Money windows.
Note:
Tax codes can be entered automatically in
transaction entry windows
The tax codes you set up can be assigned to items, customers and
suppliers to make your data entry faster and easier when you create
sales and purchases in the future. You can indicate an item is taxable
using the Buying Details and Selling Details tabs in the Item
Information window. Tax codes can be assigned to customers and
suppliers using the Selling Details and Buying Details tabs in the
Card Information window.
A tax code for freight can be assigned using the Selling Details and
Buying Details tabs in the Card Information window.
MYOB Help
53
As with other automatic entries, you can choose other tax codes if
the tax codes automatically entered aren’t the correct ones.
Related topics
“Using tax codes” on page 36
4
To change tax codes
changing:tax code information;tax codes:changing information
The Tax Code List window should be displayed.
1.
Click on the zoom arrow next to the tax code you want to change.
2.
The Tax Code Information window appears. Make the changes you wish.
3.
Click OK.
Related topics
“Using tax codes” on page 36
4
To delete tax codes
deleting:tax codes;tax codes:deleting
The Tax Code List window should be displayed.
1.
Highlight the tax code you want to delete.
2.
Choose Delete Tax Code from the Edit menu.
Related topics
“Using tax codes” on page 36
4
To change tax amounts for a single transaction
Setup > Setting up your company > “Using tax codes” on page 36 > To change tax amounts
tax:changing amounts;changing:tax amounts for a single transaction
The Sales window, Purchases window, Record Journal Entry window, or the
Record Service Charges and Interest Earned window should be displayed.
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help.myob.com.au
1.
Click the zoom arrow next to the Tax field to open the Tax Information
window.
2.
Enter the new tax amounts in the Tax column.
Chapter 7 Using tax codes
3.
Click OK. The total tax amount displayed in the Tax field will change to
reflect the change you made.
Click the Recalculate button if you want the tax amount to be restored to
an amount that’s based on the tax codes assigned to the transaction.
Warning:
Tax amounts change automatically
The amount in the Tax field will change whenever you change an
amount in the line item area or the Freight field, regardless of
whether you’ve changed the tax amount manually. If you change a
transaction’s information after manually changing its tax amount, be
sure to review the amount in the Tax field again to ensure that the
amount is still the amount you want.
If, at a later time, you realise the original tax amount was correct,
open the Tax Information window again and click the Recalculate
button. The tax amount will be restored to an amount that’s based on
the tax codes assigned to the transaction.
Related topics
“Completing the sale” on page 309
“Completing the purchase” on page 451
“Creating General Journal entries” on page 181
“Reconciling bank accounts” on page 1019
MYOB Help
55
Chapter 8
Securing your
company’s data
Creating a master password
4
To create the master password
security:company files;passwords:security for company files;security:master passwords:creating;passwords:master passwords:creating
Please note that this task requires single-user access. See “Single-user file
locking” on page 145 for more information.
The Preferences window should be displayed.
1.
Click the Passwords button. The Set Up Passwords window appears.
2.
Enter the master password you wish to use in the New Master Password
field, then click the Record New Password button. Passwords aren’t casesensitive; that is, it doesn’t matter whether you type lowercase or uppercase
letters in your password.
3.
An alert message appears, allowing you to review the entry you made.
Review the password you typed, then click OK; the master password is
created, and the Password Access window appears. You can now either
exit the password windows by clicking the OK button, or you can begin
setting up sub-passwords in the Password Access window.
Related topics
“Creating and using passwords” on page 38
Creating sub-passwords
4
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To create a sub-password
security:sub-passwords:creating;passwords:sub-passwords:creating;creating:sub-passwords;sub-passwords:creating
Please note that this task requires single-user access. See “Single-user file
locking” on page 145 for more information.
Chapter 8 Securing your company’s data
The Preferences window should be displayed.
1.
Click the Passwords button. A window appears, requesting that you enter
the master password.
2.
Enter the master password.
3.
Click OK.
4.
The Password Access window contains two lists. On the left side of the
window, a list of all existing passwords is displayed. If you’ve just begun
working with passwords, only **MASTER** will appear in this list. On the
right side of the window, a list of all the command centres and their
accompanying windows is displayed.
To create a sub-password, click the New button; the Set Up Passwords
window appears.
5.
Enter a sub-password in the New Sub-Password field. It doesn’t matter
whether you type lowercase or uppercase letters in your password.
6.
Click the Record New Password button. The Password Access window
reappears, with the new sub-password appearing in the list on the left side
of the window.
7.
Be sure the new sub-password is highlighted in the Sub-Password list.
8.
Select the command centres and windows which users with this password
won’t have access to by clicking on the appropriate names. When you
select a command centre or window, an X will appear in the Not Allowed
column next to the label you selected. If you select a command centre or a
window that opens other windows, an X will appear next to the names of
the other windows, as well.
9.
Click OK. The new sub-password you’ve created will become active.
Related topics
“Creating and using passwords” on page 38
MYOB Help
57
Changing passwords
4
To change a password
security:changing:passwords;passwords:changing;changing:passwords;security:passwords:changing
Please note that this task requires single-user access. See “Single-user file
locking” on page 145 for more information.
The Preferences window should be displayed.
1.
Click the Passwords button. A window appears, requesting that you enter
the master password.
2.
Enter the master password.
3.
Click OK. The Password Access window appears.
4.
Highlight the password you want to change in the list on the left side of the
window.
5.
Click Edit.
6.
The Set Up Passwords window appears, displaying the password. Change
the password.
7.
Click Record Changes. If you changed the master password, an alert
message will appear, allowing you to review the new password.
8.
Click OK.
Related topics
“Creating and using passwords” on page 38
4
To change a sub-password’s access rights
security:changing:password access rights;passwords:sub-passwords:changing access rights;changing:sub-passwords’ access rights;sub-passwords:changing access rights;security:sub-passwords:changing access rights
Please note that this task requires single-user access. See “Single-user file
locking” on page 145 for more information.
The Preferences window should be displayed.
1.
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Click the Passwords button. A window appears, requesting that you enter
the master password.
Chapter 8 Securing your company’s data
2.
Enter the master password. When you type an existing master password,
an asterisk (*) appears for each character you type, ensuring others can’t
read the password on the computer screen as you type it.
3.
Click OK. The Password Access window appears.
4.
Highlight the password you want to change in the list on the left side of the
window, and then make the changes you want on the right side of the
window.
5.
Click OK.
Related topics
“Creating and using passwords” on page 38
Deleting passwords
4
To delete a password
security:passwords:deleting;passwords:deleting;deleting:passwords
Please note that this task requires single-user access. See Single-user file
locking for more information.
The Preferences window should be displayed.
1.
Click the Passwords button. A window appears, requesting that you enter
the master password.
2.
Enter the master password. When you type an existing master password,
an asterisk (*) appears for each character you type, ensuring others can’t
read the password on the computer screen as you type it.
3.
Click OK. The Password Access window appears.
4.
Locate the password in the list on the left side of the window, highlight it,
and then click the Delete button. If you want to delete your master
password, you must delete all your sub-passwords first. If you chose to
delete a sub-password, the password will be deleted immediately.
If you chose to delete the master password, an alert message will appear,
informing you that all password protection will be deleted for this
company’s file when you delete the master password. Click OK; the
message All passwords have been deleted will appear.
MYOB Help
59
5.
Click OK.
Related topics
“Creating and using passwords” on page 38
Printing user-activity reports
4
To print a report showing entries identified by
user IDs
reports:user-activity reports;user name:reports sorted by user name;User IDs:reports sorted by user name
1.
Open the Index to Reports and choose one of the following reports:
•
General Journal
•
Disbursements Journal
•
Sales Journal
•
Cash Receipts Journal
•
Purchases Journal
•
Inventory Journal
2.
Click Customise and choose All User IDs or choose Selected and enter an
individual user ID.
3.
Complete other fields in the Report Customisation window if you wish and
then click OK.
Related topics
“Viewing and printing user-activity reports” on page 39
4
To print a report showing your entries for the
session
reports:session reports:printing;session reports:printing
1.
Choose Index to Reports from the Reports menu.
2.
Choose Session Report from the Accounts tab.
Related topics
“Viewing and printing user-activity reports” on page 39
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Chapter 8 Securing your company’s data
4
To automatically print a report showing entries
for the session
reports:session reports:print automatically;session reports:printing automatically
1.
Choose Preferences from the Setup menu.
2.
Click the Security tab.
3.
Mark the Prompt for Session Report When Closing box.
Related topics
“Viewing and printing user-activity reports” on page 39
Loading your payroll tax tables
reports:session reports:printing;session reports:printing
Note:
If you’ve received a tax update
If you’re loading your tax tables because you received a tax update
from MYOB Australia, you must install the update before you can
load the new tax tables.
To install the update, please refer to the printed documentation you
received with the update.
1.
Start Premier and open your company file. The Premier Command Centre
window will appear.
2.
From the Setup menu at the top of your computer screen, choose Load
Payroll Tax Tables.
3.
Follow the instructions that appear on your computer screen.
4.
If you keep records using more than one Premier company file, repeat
Steps 1-3 for each of your company files. (Network users, please note that
this step needs to be performed only once for each company file; it doesn't
need to be performed on every workstation.)
MYOB Help
61
Chapter 9
Using shortcut keys
4
Using shortcut keys
shortcut keys:list of menu commands and keys;keys:list of menu commands and shortcut keys;menu commands:shortcut keys;Windows:shortcut keys<$nopage>hot keys:<Emphasis> See <Default Para Font> shortcut keys;accelerator keys:<Emphasis> See <Default Para Font> shortcut keys
You can use shortcut keys to speed data entry in Premier. All the shortcut
keys correspond to Premier menu commands. Here’s a list of Premier
shortcuts and the menu commands they’re associated with.
Menu command
Shortcut key
File Menu
New
CTRL+N
Open
CTRL+O
Close Window
Esc
Print
CTRL+P
Edit Menu
Undo
CTRL+Z or
ALT+BACKSPACE
Cut
CTRL+X or SHIFT+DELETE
Copy
CTRL+C or CTRL+INSERT
Paste
CTRL+V or SHIFT+INSERT
Select All
CTRL+A
Select from List
CTRL+L
Recap Transaction
CTRL+R
Command Centre shortcuts
(All Command Centres)
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To Do List
CTRL+T
Find Transactions
CTRL+Y
Chapter 9 Using shortcut keys
Accounts
Command Centre
CTRL+1
Record Journal Entry
CTRL+G
Banking
Command Centre
CTRL+2
Spend Money
CTRL+H
Receive Money
CTRL+D
Sales
Command Centre
CTRL+3
Enter Invoices
CTRL+J
Receive Payments
CTRL+B
Time Billing
Command Centre
CTRL+4
Purchases
Command Centre
CTRL+5
Enter Purchases
CTRL+E
Pay Bills
CTRL+M
Payroll
Command Centre
CTRL+6
Inventory
Command Centre
CTRL+7
Card File
Command Centre
CTRL+8
Cards List
CTRL+F
Reports Menu
Index to Reports
CTRL+I
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63
Window Menu
Refresh All
P5
Help Menu
MYOB Help
F1
In addition, we support the following Microsoft shortcut key combinations:
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Close Window
CTRL+F4
Next Window
CTRL+F6 or CTRL+TAB
Cycle Task
ALT+TAB or ALT+ESC
Display Start Menu or Task
List
CTRL+ESC
Chapter 10 Managing transactions
Chapter 10
Managing transactions
Managing transactions Overview;overview:Managing transactions
Occasionally, you may need to locate and review a cheque, sale or other
type of transaction you’ve entered in MYOB Premier. Premier provides
search tools that make it easy to locate a transaction. You can simply look
for transactions over a given date range or you can set up advanced
searches.
Once you’ve found the transaction you need, you can use the zoom arrow
to view it in detail in the window in which you originally entered it. Here
you can change the details of the transaction or delete it altogether.
Changing and deleting transactions bring with it auditing and security
questions, and so, many businesses prefer to reverse transactions. MYOB
Premier gives you the option of reversing transactions; reversing
transactions keeps your audit trail complete.
Because businesses have many repetitive transactions that occur weekly,
monthly or yearly, Premier allows you to set up recurring template that you
can use over and over. For example, you want to set up recurring journal
entries to record monthly depreciation of your assets.
Note: You can erase a transacation before you record it
Before you record a transaction you can erase the entire transaction
from the window.
You can erase transactions before you record whether your
transactions are changeable or unchangeable. (“Choosing
changeable or unchangeable transactions” on page 30)
“Finding transactions” on page 66
“Changing transactions” on page 69
“Reversing transactions” on page 70
“Deleting transactions” on page 71
MYOB Help
65
“Erasing transactions” on page 72
“Using recurring transactions” on page 82
Finding transactions
finding:transactions;transactions:finding;Bank Register:finding: transactions;Find Transactions:finding:transactions;Sales Register:finding:transactions;Inventory Register:finding:transactions;Purchases Register:finding:transactions;Transaction Journal:finding:transactions
After you record a transaction, you might want to view the transaction
sometime in the future. Transactions that you’ve recorded can be found
using several features of MYOB Premier. You’re sure to find one that best
suits your needs. For example, orders and quotes are easy to find using the
Sales and Purchases registers while the Find Transactions window offers an
advanced search capability. Choose from the following features:
•
“Find Transactions” on page 67
•
“Sales Register” on page 67
•
“Purchases Register” on page 67
•
“Bank Register” on page 68
•
“Inventory Register” on page 67
•
“Transaction Journal” on page 68
Each of these features provides one or more search options to narrow or
widen your search for the transaction. All provide fields to enter a date
range. (In our Step by step procedure, the Find Transactions feature is the
search method we use.)
When you find the transaction you’re looking for, click the zoom arrow next
to the transaction to view the transaction in the window in which it was
created.
Note:
Finding a transaction in the13th period
If you’ve entered a transaction into the 13th period by entering an
asterisk (*) in the Date field before you entered the transaction, to
find the transaction, place an asterisk before the date when you
search for the transaction.
For example, if you’re searching for a bank deposit using the
Account view of the Find Transactions window, be sure to enter an
asterisk before the date in the Dated From and To fields.
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Chapter 10 Managing transactions
For more information about entering transactions in the 13th period,
see “Entering transactions in the 13th period” on page 181.
Find Transactions
finding:transactions:Find Transactions;transactions:finding:Find Transactions
Use Find Transactions to search for transactions that can be sorted by
account, card, item, invoice, bill, category, payroll category or job.
Find Transactions offers an advanced search tool which allows you to
locate a transaction using a number of filters, including the transaction ID,
amount, memo and source journal. You can also choose to sort the list of
transactions by date or ID number.
You’ll find this feature on every command centre.
Sales Register
finding:transactions:Sales Register;transactions:finding:Sales Register;sales:quotes:finding;sales:orders:finding;sales:credits:finding;credits:finding
Use the Sales Register to quickly access transactions relating to Sales such
as open, closed and recurring invoices, quotes, orders, credits and returns.
This search method is most useful if you know the transaction date or ID
number.
You’ll find this feature on the Sales Command Centre. You can also display
the Sales Register by clicking the Register button in Sales windows.
Purchases Register
finding:transactions:Purchases Register;transactions:finding:Purchases Register;purchases:quotes:finding;purchases:orders:finding;purchases:debits:finding;debits:finding
Use the Purchases Register to find transactions relating to Purchases such
as quotes, orders, open closed and recurring purchases, debits and returns.
This search method is most useful if you know the transaction’s date or
supplier’s name.
You’ll find this feature on the Purchases Command Centre. You can also
display the Purchases Register by clicking the Register button in Purchases
windows.
Inventory Register
finding:transactions:Inventory Register;transactions:finding:Inventory Register;inventory:movement;inventory:audit trail;audit trail:inventory
Use the Inventory register to search for transactions created using
inventoried items. (Inventoried items are items for which you marked I
Inventory This Item in the Item Information window.)
You’ll find this feature on the Inventory Command Centre.
Keyword: inventory audit trail, inventory movement
MYOB Help
67
Transaction Journal
finding:transactions:Transaction Journal;transactions:finding:Transaction Journal
Use this method to search for any transaction by its source journal. The
following list shows then name of each journal with the identifying ID
letters that are assigned to transactions:
Cash Receipts Journal = CR
Cash Disbursements Journal = CD
General Journal = GJ
Inventory Journal = IJ
Purchases Journal = PJ
Sales Journal = SJ
You’ll find this feature on every command centre (except Cards). You can
also display the Transaction Journal window by clicking the Journal button
in transaction windows.
Bank Register
finding:transactions:Bank Register;transactions:finding:Bank Register
Use the Bank Register to find transactions related to asset accounts with
cheque privileges or liability accounts with credit card privileges.
Some of the window where transactions that appear in the Bank Register
may have been recorded are the Spend Money, Receive Money, Pay
Employees, Receive Payments or Pay Bills windows.
You’ll find this feature on the Banking Command Centre. You can also
display the Bank Register by clicking the Register button in banking
windows.
Seeing how the transaction you’re viewing affects
your financial records
transactions:how they affect your financial records;financial records:how transactions affect
You can view the accounting entries that will be made to your financial
records when you record an Enter Sales, Customer Payment, Enter
Purchases, Bill Payment, Spend Money or Receive Money transaction by
displaying the Recap Transactions window.
Do this by choosing Recap Transaction from the Edit menu when any of
these transaction windows is displayed.
This quick summary of the transaction includes the name of the journal the
transaction will be saved in - a helpful tool, if the journal isn’t apparent by
the type of transaction you’re entering.
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Chapter 10 Managing transactions
This information is useful both before or after you record the transaction.
Related topics
"Spending money using the Spend Money window" on page 234
“Receiving money using the Receive Money window” on page 273
“Entering sales” on page 303
“Entering Receive Payment transactions” on page 359
“Entering purchases” on page 447
“Entering bill payments” on page 489
“Finding transactions” on page 66
Seeing how transactions affects your financial records
Changing transactions
changing:transactions;transactions:changing;transactions:some can’t be changed
After you record a transaction in MYOB Premier, you may want to change
the information you’ve entered on the transaction or you may want to
completely remove the transaction from your accounting records.
The method you use to change your accounting records is different
depending upon the type of security you’ve chosen for your transactions.
(“Choosing changeable or unchangeable transactions” on page 30)
•
If your transactions are changeable, you can change the information on a
transaction or delete a transaction.
•
If your transactions are unchangeable, in order to change your accounting
records you must reverse transactions.
Note:
Some transactions can’t be changed
Regardless of your security preference setting, there are some types
of transactions that can’t be changed. They are customer payments,
paycheques, refund cheques and bank deposits of undeposited
funds. To remove the effects of these transactions from your
company file, you can either delete them or reverse them.
Information for upgraders: If you’ve upgraded your company file
from an MYOB product previous to Premier 2003, item invoices and
purchases recorded in the previous version which contain inventory
items can’t be changed; they can only be reversed.
MYOB Help
69
Note:
Changing time billing invoices won’t update activity
slips
If you used the Prepare Time Billing Invoice window to create the
time billing invoice you want to change, be aware that any changes
you make won’t be reflected in any activity slips. Also be aware that
time billing reports based upon activity slip records may be
inaccurate.
Reversing transactions
reversing:transactions;transactions:reversing;audit trail;transactions:unchangeable:reversing
After you record a transaction in MYOB Premier, you may want to change
the information you’ve entered on the transaction or you may want to
completely remove the transaction from your accounting records.
If your accountant requires that you maintain an audit trail of all your
accounting entries, you should reverse a transaction rather than change or
delete it.
In order to reverse a transaction, your transactions must be unchangeable.
That is, the security preference “Transactions CAN’T be Changed; They
Must be Reversed” should be marked. An unchangeable transaction is
distinguished in lists by a grey arrow next to it. (“Choosing changeable or
unchangeable transactions” on page 30)
When you reverse a transaction, a new transaction is created that reverses
the effects of the original transaction. After you create a reversal, you have
two transactions -- the original and the reversal, but the current account
balances appear as if the original transaction never happened.
When you reverse a transaction, you can’t change the accounts or amounts.
Also be aware of the date when you reverse a transaction. If you use the
current date when you reverse a transaction from a prior month, the monthend financials for the prior month won’t reflect the reversed transaction. If
you use the original date for the reversed transaction, your prior month
financials should be reprinted as they would have changed.
Note:
When reversing sales and purchases
Be aware that if an early payment discount was applied to a sale or
purchase to which you originally applied the payment, you also need
to reverse the discount. Find the discount by using Find Transactions
- Invoice.
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Chapter 10 Managing transactions
Deleting transactions
deleting:transactions;transactions:deleting;audit trail;transactions:some can’t be deleted
After you record a transaction in MYOB Premier, you may want to change
the information you’ve entered on the transaction or you may want to
completely remove the transaction from your accounting records.
If your accountant requires that you maintain an audit trail of all your
accounting entries, you should reverse a transaction rather than change or
delete it.
If, on the other hand, your account has advised you to make necessary
changes, you can change and delete transactions. In order to change and
delete transactions, your transactions must be changeable. That is, the
security preference “Transactions CAN’T be Changed; They Must be
Reversed” should be unmarked. (“Choosing changeable or unchangeable
transactions” on page 30)
When you delete a transaction, it is permanently removed from your
company file.
transactions:deleting:criteria;deleting:transactions:criteria
Some transactions must meet certain criteria before they can be deleted. See
“Criteria for deleting transactions” on page 71 for more information.
Note:
Deleting versus voiding
The process of deleting a Spend Money transaction shouldn’t be
confused with the process of voiding a Spend Money transaction.
When you delete a Spend Money transaction, a transaction is
deleted from your records. When you void a Spend Money
transaction a transaction is added to your records, but no amounts
are assigned to the transaction; instead, VOID appears as the
transactions’s amount in the Cash Disbursements Journal.
For example, if you’ve printed a cheque that you no longer want in
your MYOB Premier records, you must delete the cheque
transaction; you may, in addition, choose to void the cheque
number.
Criteria for deleting transactions
transactions:deleting:criteria;deleting:transactions:criteria
•
Sales and Purchases
You can only delete a sale or purchase that doesn’t have a payment applied
to it. If you’ve recorded a customer payment for a sale or a vendor payment
for a purchase, you must first delete the payment before you can delete the
sale/purchase.
MYOB Help
71
Also, if you applied a customer credit to a sale, the customer credit must be
deleted before you can delete the sale.
In the same manner, if you applied a vendor debit to a purchase, the
vendor debit must be deleted before you can delete the purchase.
Information for upgraders: If you’ve upgraded your company file from an
MYOB product previous to Premier 2003, item invoices and purchases
recorded in the previous version which contain inventory items can’t be
deleted; they can only be reversed.
•
Receipts grouped in the Undeposited Funds account
If you want to delete an individual receipt that was included in a bank
deposit transaction, you must first delete the bank deposit. When you
delete a bank deposit transaction, all receipts included in the bank deposit
are returned to the Prepare a Bank Deposit window. You can then delete
the receipt from the Prepare a Bank Deposit window.
•
Reconciled transactions
Keep in mind that if you delete a reconciled transaction, your bank
reconciliation will be out of balance.
Managing transactions - Deleting transactions - Criteria for deleting transactions
Erasing transactions
transactions:erasing;erasing:transactions
Before you record a transaction, you can erase the entire transaction from
the window.
You can erase transactions before you record them whether your
transactions are changeable or unchangeable. (“Choosing changeable or
unchangeable transactions” on page 30)
When you choose to erase a transaction, all of the entries in the transaction
window are removed from the window; the window remains open. You can
then enter the transaction information that you want. (This is different from
clicking the Cancel button in a window of a transaction that has not yet
been recorded; when you click the Cancel button, all of the entries are
removed and the window closes.)
Related topics
“To erase a transaction” on page 81
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Chapter 10 Managing transactions
4
To find a transaction
finding:transactions;transactions:finding
Note:
This is one of several features in MYOB Premier for
finding transactions
This is one of several features MYOB Premier provides to find
transactions. If you wish to learn about other ways to search, see a
Related Topic below.
1.
Click Find Transactions in any command centre and then select the tab
that best fits the category of transaction you’re trying to find.
2.
Narrow or widen your search:
•
Use the Search By selection box to choose another way to search -- All
selections or one selection.
•
Enter a different date range.
•
Click the Advanced button to search using additional criteria, such as
the ID Number, Source Journal, Date, Amount or Memo.
Note:
Finding a transaction in the13th period
If you’ve entered a transaction into the 13th period by entering an
asterisk (*) in the Date field before you entered the transaction, to
find the transaction, place an asterisk before the date when you
search for the transaction.
For example, if you’re searching for a bank deposit using the
Account view of the Find Transactions window, be sure to enter an
asterisk before the date in the Dated From and To fields.
For more information about entering transactions in the 13th period,
see “Entering transactions in the 13th period” on page 181.
3.
The transaction you’re looking for should appear in the scrolling list.
4.
Click the zoom arrow to open the transaction in the window in which is
was created.
Note:
You may need to perform additional steps
Under certain circumstances, you may need to perform additional
steps before you can find a transaction. If this is the case, please
choose from the topics below to find more specific information.
MYOB Help
73
Customer Credits
“To find a customer credit before it’s settled” on page 392
“To find a customer credit after it’s applied” on page 392
“To find a customer credit after writing a refund cheque for it” on
page 393
Customer Payments
“To find a payment from a customer” on page 370
Sales
“To find a quote” on page 348
Bill Payments
“To find a bill payment” on page 500
Supplier Debits
“To find a supplier debit before it’s settled” on page 520
“To find a supplier debit after it’s applied” on page 520
“To find a supplier debit after you’ve received a refund for it” on page 521
Spend Money
"To find a Prepare Electronic Payments transaction" on page 271
Related topics
“Finding transactions” on page 66
“To find a transaction using the Transaction Journal” on page 74
“To find a transaction using Registers” on page 75
“To change a transaction” on page 76
“To reverse a transaction” on page 77
“To delete a transaction” on page 79
“Why do some transactions have no zoom arrow?” on page 80
4
To find a transaction using the Transaction
Journal
finding:transactions:Transaction Journal;transactions:finding:Transaction Journal
1.
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Click Transaction Journal in any command centre except the Card File
Command Centre and then select the journal tab of the journal entry
you’re trying to find.
Chapter 10 Managing transactions
2.
Narrow or widen your search:
•
Enter a different date range.
•
Click the All tab to see a list of transactions from all journals.
Note:
Finding a transaction in the13th period
If you’ve entered a transaction into the 13th period by entering an
asterisk (*) in the Date field before you entered the transaction, to
find the transaction, place an asterisk before the date when you
search for the transaction.
For example, if you’re searching for a bank deposit using the
Account view of the Find Transactions window, be sure to enter an
asterisk before the date in the Dated From and To fields.
For more information about entering transactions in the 13th period,
see “Entering transactions in the 13th period” on page 181.
3.
The transaction you’re looking for should appear in the scrolling list.
4.
Click the zoom arrow to open the transaction in the window in which is
was created.
Related topics
“Finding transactions” on page 66
“To find a transaction using Registers” on page 75
“To change a transaction” on page 76
“To reverse a transaction” on page 77
“To delete a transaction” on page 79
“Why do some transactions have no zoom arrow?” on page 80
4
To find a transaction using Registers
finding:transactions:Registers;transactions:finding;Registers
1.
Click one of the following registers in the corresponding command centre:
Bank Register in the Banking Command Centre.
Items Register in the Inventory Command Centre.
Sales Register in the Sales Command Centre and then click the tab of the
transaction type you’re trying to find.
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Purchases Register in the Purchases Command Centre and then click the
tab of the transaction type you’re trying to find.
2.
Narrow or widen your search:
•
For the Banking Register, select an account from the Account list.
For all other Registers, use the Search By selection box to choose
another way to search -- All selections or one selection.
•
Enter a different date range.
Note:
Finding a transaction in the13th period
If you’ve entered a transaction into the 13th period by entering an
asterisk (*) in the Date field before you entered the transaction, to
find the transaction, place an asterisk before the date when you
search for the transaction.
For example, if you’re searching for a bank deposit using the
Account view of the Find Transactions window, be sure to enter an
asterisk before the date in the Dated From and To fields.
For more information about entering transactions in the 13th period,
see “Entering transactions in the 13th period” on page 181.
3.
The transaction you’re looking for should appear in the scrolling list.
4.
Click the zoom arrow to open the transaction in the window in which is
was created.
Related topics
“Finding transactions” on page 66
“To find a transaction using the Transaction Journal” on page 74
“To change a transaction” on page 76
“To reverse a transaction” on page 77
“To delete a transaction” on page 79
“Why do some transactions have no zoom arrow?” on page 80
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To change a transaction
changing:transactions;transactions:changing
Use these instructions only if your transactions are changeable. (“Choosing
changeable or unchangeable transactions” on page 30)
Chapter 10 Managing transactions
The transaction you want to change should be displayed. If you need help
doing this, see “To find a transaction” on page 73.
1.
Change the information in the window in the same way you normally enter
information.
2.
Click OK.
Note:
You may need to perform additional steps
Under certain circumstances, you may need to perform additional
steps before you can change a transaction. If this is the case, please
choose from the topics below to find more specific information.
“To change, reverse or delete an inventory transaction that was recorded
in MYOB software previous to Premier 2003” on page 585
“To change a time billing invoice” on page 349
Related topics
“To find a transaction” on page 73
“To reverse a transaction” on page 77
“To delete a transaction” on page 79
“Changing transactions” on page 69
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To reverse a transaction
reversing:transactions;transactions:reversing
Use this procedure only if your transactions are unchangeable. (“Choosing
changeable or unchangeable transactions” on page 30)
The transaction you want to reverse should be displayed. If you need help
doing this, see “To find a transaction” on page 73.
1.
Choose Reverse from the Edit menu. After a few moments, a new
transaction, containing amounts exactly opposite of the amount in the
original transaction will be displayed in the window.
If you want, you can make a few changes to the new transaction (such as
the date and the memo), but you can’t change the accounts and amounts
that are associated with it.
2.
Click Record to save the reversed transaction.
3.
(Optional) Create and record a new transaction to replace the reversed
one.
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Note:
Reversing a transaction may require additional steps
Under certain circumstances, you may need to perform additional
steps before you can reverse a transaction. If this is the case, please
choose from the topics below to find more specific information.
Customer Credits
“To reverse an applied customer credit” on page 396
“To reverse a customer’s refund cheque” on page 397
Customer Payments
“To reverse a payment from a customer” on page 373
“To reverse a payment from a customer that was recorded on a bank
deposit for undeposited funds” on page 375
“To reverse a bounced payment from a customer that was recorded on a
bank deposit of grouped undeposited funds” on page 377
“To track a bounced payment from a customer” on page 376
Inventory transactions
“To change, reverse or delete an inventory transaction that was recorded
in MYOB software previous to Premier 2003” on page 585
Paycheques
“To reverse a paycheque” on page 624
“To reverse a paycheque recorded on a Prepare Electronic Payments” on
page 625
Sales and Purchases
“To reverse an invoice” on page 356
“To reverse a bill” on page 486
Supplier Debits
“To reverse a supplier’s refund” on page 524
“To reverse an applied supplier debit” on page 523
“To reverse a supplier’s refund that was recorded on a bank deposit
for undeposited funds” on page 525
Bill Payments
“To reverse a bill payment” on page 503
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Chapter 10 Managing transactions
Banking
“To reverse a bank deposit for undeposited funds transactions” on
page 297
Related topics
“Reversing transactions” on page 70
“To find a transaction” on page 73
“To delete a transaction” on page 79
“To reverse a transaction” on page 77
“To change a transaction” on page 76
4
To delete a transaction
transactions:deleting;deleting:transactions
Use these instructions only if your transactions are changeable. (“Choosing
changeable or unchangeable transactions” on page 30)
1.
Display the transaction you want to delete. If you need help doing this, see
“To find a transaction” on page 73.
2.
Choose Delete Transaction from the Edit menu.
Note:
Deleting a transaction may require additional steps
Under certain circumstances, you may need to perform additional
steps before you can delete a transaction. If this is the case, please
choose from the topics below to find more specific information.
Customer Credits
“To delete applied customer credits or customers’ refund cheques” on
page 395
“To use a customer credit to remove a customer’s bad debt” on page 399
Customer Payments
“To delete a payment from a customer” on page 371
“To track a bounced payment from a customer” on page 376
Inventory transactions
“To change, reverse or delete an inventory transaction that was recorded
in MYOB software previous to Premier 2003” on page 585
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Paycheques
“To delete a paycheque” on page 623
Sales
“To delete an order with a payment applied to it” on page 353
“To delete an order with a deposit applied to it and write a refund cheque
for the deposit amount” on page 353
“To delete an invoice with a payment applied to it” on page 354
Purchases
“To delete an order with a payment applied to it” on page 483
“To delete an order with a deposit applied to it and enter a refund from
the supplier for the deposit amount” on page 483
“To delete a bill with a payment applied to it” on page 484
Banking
“To delete a bank deposit for undeposited funds transactions” on
page 297
Supplier Debits
“To delete an applied supplier debit or a supplier’s refund” on page 522
Related topics
“Deleting transactions” on page 71
“To find a transaction” on page 73
“To change a transaction” on page 76
“To reverse a transaction” on page 77
4
Why do some transactions have no zoom arrow?
transactions:zoom arrow missing;items:transactions:zoom arrow missing
When you click on a zoom arrow next to a transaction, you’re able to view
the transaction in the window in which it was created. Some transactions,
though, have no zoom arrow because the original transaction can’t be
displayed.
Here are reasons why a transaction would have no zoom arrow:
•
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The date of the transaction is before the first day of your conversion
month.
Chapter 10 Managing transactions
•
The date of the transaction is before the first day of your financial year (if
you’ve used the Start a New Financial Year feature in your company file).
•
The date of the transaction is within a purged period (if you’ve purged
transactions from your company file).
That is, a zoom arrow won’t appear if the date entered in the Dated From
field is a pre-conversion, pre-financial year or pre-purge date.
In addition, for inventory journal transactions only:
In order for a zoom arrow to appear next to an inventory journal
transaction, the transaction must have been entered using Premier 2003.
(Inventory transactions are those that are assigned an IJ journal number.)
In MYOB software previous to Premier 2003, inventory transactions could only
be viewed in the Transaction Journal window. Zoom arrows aren’t available
for those inventory journal transactions.
4
To erase a transaction
transactions:erasing;erasing:transactions
Use this procedure while you are creating a new transaction and before you
click the Record button:
Choose Erase Transaction from the Edit menu.
Related topics
“Erasing transactions” on page 72
“To find a transaction” on page 73
“To change a transaction” on page 76
“To reverse a transaction” on page 77
“To delete a transaction” on page 79
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Chapter 11
Using recurring
transactions
Using recurring transactions
recurring:transactions;transactions:recurring
If you have a transaction that must be written time and time again, for
example, a rent cheque or depreciation expenses, they can be saved as
recurring transactions.
Recurring transactions can be created using the following windows:
•
Record Journal Entry window (Accounts Command Centre)
•
Spend Money window (Banking Command Centre)
•
Receive Money window (Banking Command Centre)
•
Bank Register window (Banking Command Centre)
•
Sales window (Sales Command Centre)
•
Purchases window (Purchases Command Centre)
•
Pay Employees window (Payroll Command Centre)
When you save a transaction as recurring, MYOB Premier puts a copy of it - called a template -- in a separate “holding area” where you can retrieve the
template as many times as you want in the future. Any time you need to use
one, all you need to do is click the Use Recurring button, select the
appropriate template, verify the details and record it.
Until you record them as actual transactions, recurring templates have no
effect on your financial records.
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Chapter 11 Using recurring transactions
When you create a recurring template, you'll enter information in the Save
Recurring Template window and click Save Template. Be aware that you
haven't recorded the transaction yet; you've merely stored the recurring
information. When you want to record the transaction, you'll click Record
in the transaction.
When you set up the recurring transaction, you’ll be asked to specify a
frequency and reminder date. (When you choose the frequency “Other” no
reminder date is required.) MYOB Premier will then post a reminder in your
To Do List.
If a recurring transaction is created in the Banking, Payroll or General
Ledger command centres, the transaction will be included in your Cash
Flow Worksheet. Note that any recurring transaction with a frequency of
“Other” is not included in your Cash Flow Worksheet.
You can use a recurring templates from a transaction window, such as the
Spend Money window, or from a Register, such as, the Purchases Register
or from the To Do List. An advantage of using the To Do List is that you can
process several recurring transactions at once.
Note:
What happens when you delete a recurring
template?
When you delete a recurring template, the template is removed from
your list of recurring templates only. Any transactions you recorded
using a recurring template won’t be affected.
4
To create a recurring template
recurring:transactions:creating templates;transactions:recurring templates:creating
1.
Enter the details of the transaction in the transaction window as you
normally do.
2.
Then, instead of clicking the Record button, click the Save Recurring
button. The Save Recurring Template window is displayed.
3.
Enter a name to identify the recurring template.
4.
Specify the frequency of the transaction and a reminder date. (If you
choose a frequency of Other, no reminder date is required.)
5.
Click the Save Template button. The template is saved, and you’re returned
to the transaction window.
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6.
4
If you wish to record the transaction at this time, click Record. If not, click
Cancel.
To find a recurring template
recurring:transactions:finding templates;transactions:recurring templates:finding
1.
You can view a list of recurring templates in several windows. Choose the
window or register that is appropriate for the type of recurring template
you’re trying to locate:
•
Open the transaction window in which you originally created the
recurring template: Enter Sales, Enter Purchases, Pay Employees,
Record Journal Entries, Spend Money or Receive Money windows.
Then click the Use Recurring button.
•
Open the Bank Register window. Then select the account that appears
on the recurring template, then click the Use Recurring button.
•
Open the Sales Register or Purchases Register. Then click the
Recurring Templates tab (if it isn’t already selected).
If you don’t see the template you want, enter its name in the Search for
Recurring Template field.
•
2.
4
Open the To Do List window. Then click the tab marked Recurring
Purchases, Recurring Sales or Recurring Transactions (cheques,
deposits and general journal entries).
Double-click a template to open it in the window in which it was originally
created.
To record a recurring transaction
recurring:transactions:recording;transactions:recurring:recording
Recurring transactions can be recorded using several windows; choose the
window for the type of recurring transaction you wish to record from the list
below.
Note:
Choose the To Do List to record several transactions
Choose the To Do List to record several recurring transactions at one
time.)
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•
From the Enter Sale, Enter Purchases, Pay Employees or Record Journal
Entries windows
•
From the Pay Employees or Record Journal Entries windows
Chapter 11 Using recurring transactions
•
From the Sales or Purchases Register windows
•
From the Bank Register window
•
From the To Do List (all types of recurring transactions)
The Enter Sales or Enter Purchases windows
recurring:transactions:recording;transactions:recurring:recording
1.
Open the appropriate transaction window in which you created the
recurring template.
2.
Click the Use Recurring button.
3.
Select the required template and then click the Use Recurring button.
4.
Verify the date, amount, account and other details and make any necessary
changes in the transaction window.
5.
Click Record. The recurring template will be recorded as an actual
transaction, and will also remain in the recurring template “holding area”
for future use.
The Pay Employees or Record Journal Entries
windows
recurring:transactions:recording;transactions:recurring:recording
1.
Open the appropriate transaction window in which you created the
recurring template.
2.
Click the Use Recurring button; a list of recurring templates you’ve created
is displayed.
3.
Select the required template and then click the OK button.
4.
Verify the date, amount, account and other details and make any necessary
changes in the transaction window.
5.
Click Record. The recurring template will be recorded as an actual
transaction, and will also remain in the recurring template “holding area”
for future use.
The Sales or Purchases Register windows
recurring:transactions:recording;transactions:recurring:recording
1.
Open the appropriate register window in which you created the recurring
template.
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2.
Click the Recurring Templates tab, if it isn’t already selected.
3.
Select the required template and then click the Use Recurring button.
4.
Verify the date, amount, account and other details and make any necessary
changes in the transaction window.
5.
Click Record. The recurring template will be recorded as an actual
transaction, and will also remain in the recurring template “holding area”
for future use.
The Bank Register window
recurring:transactions:recording;transactions:recurring:recording
1.
Click Bank Register in the Banking Command Centre.
2.
Select the account you want to use for the transaction.
3.
Click the Use Recurring button to view the list of recurring templates
you’ve created.
4.
Select the required template and then click the OK button.
5.
Verify the date, amount, account and other details and make any necessary
changes in the transaction window.
6.
Click Record. The recurring template will be recorded as an actual
transaction, and will also remain in the recurring template “holding area”
for future use.
The To Do List
recurring:transactions:recording;transactions:recurring:recording
Warning: Using the To Do List to record recurring
transactions
If you choose to record recurring transactions using the To Do List
window, keep in mind that the transactions will be recorded
automatically. If you need to review or change any parts of the
transactions before they’re recorded, click the zoom arrow to open
the transaction in the transaction window.
If you’re not sure you want to record a particular transaction using
the To Do List, we suggest you use the original transaction window
to manually enter the transaction so you have better control over the
transaction than you would if you used the To Do List.
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Chapter 11 Using recurring transactions
4
4
1.
Click the To Do List on any command centre.
2.
Click the appropriate tab:
•
Recurring Sales
•
Recurring Purchases
•
Recurring Transactions -- cheques, deposits and general journal
entries
3.
Use the right most column to indicate which transaction(s) you wish to
record.
(Note: Click the box at the top of the column if you want to select All/
None of the transactions.)
4.
Click Record. The recurring template will be recorded as an actual
transaction, and will also remain in the recurring template “holding area”
for future use.
To change a recurring template
recurring:transactions:changing templates;transactions:recurring templates:changing
Select which part of the recurring template you wish to change:
•
“To change a recurring template -- Details” on page 87 (accounts, amounts,
memo, etc.)
•
“To change a recurring template -- Name and/or frequency” on page 88
To change a recurring template -- Details
recurring:transactions:changing templates;transactions:recurring templates:changing
1.
Wait until the next time you’re ready to record the recurring transaction,
then, open the appropriate transaction window -- Enter Sales, Enter
Purchases, Spend Money, Receive Money, Pay Employees or Record
Journal Entries.
2.
Click the Use Recurring button.
3.
A list of recurring templates you’ve created is displayed.
4.
Double-click the template you wish to change.
5.
Edit the transaction.
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Note:
If you change payroll tax amounts on a recurring
paycheque template
If you make changes to the payroll tax amounts that appear on a
recurring paycheque, the changes you make won’t be stored for the
next time you want to record the paycheque.
4
6.
Click Record.
7.
The next time you use the recurring template, the new detail will be
displayed.
To change a recurring template -- Name and/or
frequency
recurring:transactions:changing templates;transactions:recurring templates:changing name;transactions:recurring templates:changing frequency
4
1.
Open the appropriate transaction window -- Enter Sales, Enter Purchases,
Spend Money, Receive Money, Pay Employees or Record Journal Entries.
2.
Click the Use Recurring button; a list of recurring templates you’ve created
is displayed.
3.
Select the required template and then click the Edit button (or the Edit
Frequency button if you’re changing sales or purchases).
4.
Enter your changes and then click Save Template.
To delete a recurring template
recurring:transactions:deleteing templates;transactions:recurring templates:deleting
Note:
What happens when you delete a recurring
template?
When you delete a recurring template, the template is deleted from
your list of recurring templates only. Any transactions you recorded
using a recurring template you delete won’t be affected.
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1.
Open the appropriate transaction window by clicking Enter Sales, Enter
Purchases, Spend Money, Receive Money, Pay Employees or Record
Journal Entries.
2.
Click the Use Recurring button; a list of recurring templates you’ve created
is displayed.
3.
Select the template you want to delete and then click the Delete button.
Chapter 11 Using recurring transactions
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