How to use MYOB Premier Cue Cards

Cue cards display step-by-step instructions that remain visible as you perform your advanced MYOB Premier tasks. Click the illustration below to learn about the parts of a typical cue card.


Hi!
Hello!

Welcome to MYOB Premier Cue Cards! My name’s Brad, and I’ll be your guide on your visits to cue cards. Whenever you see me on a cue card, feel free to click the word I’m saying, “More?” for important background information about the task described by the cue card.

To find a cue card for a specific task, click the Contents button that appears at the top of each cue card. A list will appear, showing all the available cue card tasks. Double-click the task you’re interested in, and the cue card will be displayed on your computer screen. You can also use the Search button at the top of each cue card to find a particular cue card.

Enjoy your visit to MYOB Premier’s cue cards!


Jump to more information

Green text with a line underneath it indicates that you can get more information about the text. Click the text to display the additional information.


Contents button

Click the Contents button to display a list of all MYOB Premier cue cards, organised in groups of similar tasks.


Search button

Click the Search button to display an alphabetical list of all MYOB Premier cue cards.


Back button

Click the Back button to return to the previous cue card.


Print button

Click the Print button to print the current cue card.


Detail job

A job in MYOB Premier to which you can allocate transactions. Detail jobs can be any level in the Jobs List window.


Job item

An item record created in MYOB Premier to be used only when you’re creating an item invoice that includes reimbursements for job expenses. A job item isn’t a physical item at all; it merely exists so you can place any of your reimbursable expenses on item invoices.


customer credit

A sale with a negative balance due.


vendor debit

A purchase with a negative balance due.


MYOB Premier Cue Cards

Welcome to MYOB Premier’s cue cards! Cue cards are a special type of on-screen help that remain “on top” of MYOB Premier as you perform tasks in MYOB Premier. Most cue card topics discuss MYOB Premier tasks that only advanced users of MYOB Premier will need; however, new users of MYOB Premier may also find useful information here.

To see a list of all the available cue cards, click the Contents button or Search button at the top of this window. If you’d like to learn more about cue cards before you begin, choose How to Use Cue Cards from the Help menu at the top of this window.


MYOB Premier Cue Cards

Welcome to MYOB Premier’s cue cards! Cue cards are a special type of on-screen help that remain “on top” of MYOB Premier as you perform tasks in MYOB Premier. Most cue card topics discuss MYOB tasks that only advanced users of MYOB Premier will need; however, new users of MYOB Premier may also find useful information here.

To see a list of all the available cue cards, click the Contents button or Search button at the top of this window. If you’d like to learn more about cue cards before you begin, choose How to Use Cue Cards from the Help menu at the top of this window.


Create a recurring cheque
1.	In the Chequebook Command Centre, click Write Cheques to open the Write Cheques window.

2.	Use the Write Cheques window to enter the transaction’s information as you normally do.

3.	Click the Save Recurring button. The Save Recurring Transaction window appears. Enter the necessary information about the transaction, then click Record.

4.	Whenever you want to use the recurring transaction, follow the steps in the Use a recurring cheque cue card.


Creating a recurring cheque

If you plan to record the same cheque on a regular basis, you may want to consider creating a recurring cheque. When you create a recurring cheque, the cheque information is saved in a separate “holding area” where you can retrieve the cheque as many times as you want in the future.

When you create a recurring cheque, you can choose how often you want to record the cheque in the future; this is known as setting the frequency of the recurring transaction. When you set a frequency for the cheque, the cheque will appear as an item on your To Do List during the time period determined by the frequency you chose.

Use the steps in this cue card to set up a recurring cheque.


Use a recurring cheque
1.	In the Chequebook Command Centre, click Write Cheques to open the Write Cheques window.

2.	Click the Use Recurring button. A window appears, displaying all recurring transactions you’ve set up. Double-click the transaction you want; the transaction’s information will appear in the Write Cheques window.

3.	Click Record.


Using a recurring cheque

After you’ve created a recurring cheque, you can use it as often as you want. (See the Create a recurring cheque cue card to learn how to create a recurring cheque.) In this cue card, you’ll record a recurring cheque as an actual cheque transaction. After you record the actual cheque transaction, the recurring cheque will remain in the MYOB Premier system so you can use it again in the future.


Change a recurring cheque
To change a recurring cheque’s name or frequency:

1.	In the Chequebook Command Centre, click Write Cheques to open the Write Cheques window.

2.	Click the Use Recurring button. A list appears, containing all recurring transactions you’ve set up.

3.	From the list, select the recurring transaction you want to change and click Edit. The Save Recurring Transaction window appears, where you can change the name and frequency of the transaction.

To change the transaction’s detail (for example, cheque amounts and allocation accounts):

1.	Wait until the next time you need to record the transaction. When it’s displayed in the Write Cheques window, change the transaction before you click Record.

2.	The next time you use the transaction, the new detail will be displayed.


Changing a recurring cheque

Use this cue card to change the name, frequency and transaction detail of a recurring cheque.


Remove a recurring cheque
1.	In the Chequebook Command Centre, click Write Cheques to open the Write Cheques window.

2.	Click the Use Recurring button. A list appears, containing all recurring transactions you’ve set up.

3.	Select the transaction you want to remove and click Delete.


Removing a recurring cheque

Use this cue card to remove a recurring cheque from the MYOB Premier system. Removing a recurring cheque deletes it only from your list of recurring transactions. All actual cheque transactions previously recorded using this recurring cheque won’t be affected.


Reconcile an account with a bank statement
  Note: You can edit or reverse entries in the Reconcile Accounts window

1.	In the Chequebook Command Centre, click Reconcile Accounts to open the Reconcile Accounts window.

2.	In the Account field, enter or select the account you want to reconcile, and press TAB.

3.	In the New Statement Balance field, enter the ending balance that appears on your bank statement.

  Note: Be sure to enter the ending balance!

4.	In the Bank Statement Date field, enter the closing date that appears on your bank statement. Only unreconciled transactions dated on or before that date will appear in the scrolling list.

5.	Mark each transaction in the scrolling list that appears on your bank statement.

6.	If your bank statement includes either service charges or interest paid to you by the bank, click the Bank Entry button to open the Record Service Charges and Interest Earned window.

If the bank statement includes a service charge, enter information about the charge in the top half of the window. If the account you're reconciling is a cheque account (it has been assigned chequing privileges in the Edit Accounts window), the amount you enter in the Service Charge field will be deducted from your cheque account, and a credit entry will appear in the Reconcile Accounts window to reflect the amount that's been deducted. (If the account you're reconciling is not a cheque account, a General Journal entry will be recorded for the charge.)

If the bank statement includes an interest payment to you, enter information about the payment in the bottom half of the Record Service Charges and Interest Earned window. If the account you're reconciling is a cheque account, the amount you enter in the Interest Earned field will be added to your cheque account, and a debit entry will appear in the Reconcile Accounts to reflect the amount that's been added to the account. (If the account you're reconciling is not a cheque account, a General Journal entry will be recorded for the income.)

After you've made your entries in the Record Service Charges and Interest Earned window, click the Record button to return to the Reconcile Accounts window. If you need to record additional bank charges or fees, click the Bank Entry button again and repeat step 6.

7.	When you’ve marked all the transactions that appear on your statement, click the Reconcile button in the Reconcile Accounts window. Another window appears, indicating whether your account is reconciled or is out of balance.

8.	If your account is reconciled, you can either reconcile the account or print the Reconciliation Report.

To reconcile, click the Reconcile button; the transactions you marked are considered “cleared,” and won’t show up in the Reconcile Accounts window the next time you open it. To print the report, click Print Report; if you print the report, be sure to click Reconcile again to complete the reconciliation process after the report's been printed.

  Note: You must finish reconciling after you print the Reconciliation Report!

If your account is out of balance, the window will indicate the amount by which your account is out of balance, and will provide you with a few ideas of how the out-of-balance situation might have occurred. Here are some additional things you might want to verify:

Are all the cheques and deposits that appear on your bank statement marked in the Reconcile Accounts window?

Did you mistakenly mark a transaction that doesn’t appear on your bank statement?

Did you make the correct entry in the New Statement Balance field? (Be sure you entered the ending balance from your statement, not your beginning balance.)

Are all deposits accounted for? If the bank statement shows a higher balance than the balance calculated by MYOB Premier, a previously cleared deposit may have been deleted and not reentered, or reentered but not marked as cleared.

If you decide to exit the Reconcile Accounts window without successfully reconciling a cheque account, the transactions marked as cleared remain marked. You can pick up where you left off at any time.


Note: Be sure to enter the ending balance!

Many bank statements have more than one balance on them. Be sure to enter the balance of your account at the end of the period.


Note: You must finish reconciling after you print the Reconciliation Report!

If you choose to print the Reconciliation Report, be sure to click the Reconcile button again in the Reconcile Accounts window. When you choose to print the report, the reconciling process is stopped, and you must click Reconcile again to complete the process.


Note: You can edit or reverse entries in the Reconcile Accounts window

If  the transaction information displayed in the Reconcile Accounts window is incorrect, you can click the zoom arrow to display the transaction as it was entered in the original transaction entry window.

If your records are changeable (the "Transactions CAN'T Be Changed, They Must Be Reversed" option in the Security view of the Preferences window isn't marked), you can edit the transaction. When you click OK in the transaction entry window, the updated information will appear in the Reconcile Accounts window.

If your records are unchangeable (the "Transactions CAN'T Be Changed, They Must Be Reversed" option is marked), you can reverse the transaction by choosing Reverse Transaction from the Edit menu. After a few moments, a new transaction containing amounts exactly opposite to the original transaction will be displayed. When you click Record, the reverse transaction will be added to the Reconcile Accounts window. If you don’t want the original entry and the reverse transaction to appear the next time you reconcile, mark both entries to indicate they are cleared.


Reconciling an account with a bank statement

To ensure the accuracy of your business records, you should keep your MYOB Premier records of your cheque accounts’ balances matched up with your bank’s records. This task, called reconciling accounts, can be performed with any detail cheque account or detail credit card account.


Work with a cash drawer account
To use a cash drawer account, you’ll need to perform more than one task. Click on the tasks below to learn more about them.

First do this:

  Set up a cash drawer account

Then do this:

  Use a cash drawer account


Working with a cash drawer account

If you conduct business in a point-of-sale system or if you group your receipts on a daily basis for a single deposit, you may want to consider using a cash drawer account. A cash drawer account is an asset account that tracks cash that hasn’t been deposited in your bank yet. This type of account provides a way to track undeposited cash and streamline your bank deposits for easier reconciliation.

If you don’t use a cash drawer account, a separate deposit transaction is recorded in MYOB Premier each time you record a customer payment. On the other hand, if you do use a cash drawer account, you can record a single deposit transaction at the time you actually put the money in the bank.

These cue cards will help you set up and use a cash drawer account.


Set up a cash drawer account
1.	In the General Ledger Command Centre, click Chart of Accounts to open the Accounts List window.

2.	Be sure the Asset tab is selected.

3.	Click the New button. The Edit Accounts window appears.

4.	Mark the Detail Cheque Account selection at the top of the window.

5.	In the Account Number field, enter a number for the account.

6.	In the Account Name field, enter Cash Drawer.

7.	Click OK.

8.	From the Setup menu, choose Linked Accounts/Receivable Accounts to open the Accounts Receivable Linked Accounts window.

9.	In the Cheque Account for Customer Receipts field, enter the number of your new Cash Drawer account. (This is the number you entered in step 5.)

10.	Click OK. You can now use this account to track undeposited cash.


Setting up a cash drawer account

Use this cue card to create an asset account that tracks cash receipts that you haven’t deposited in the bank yet.


Use a cash drawer account
1.	If you haven’t done so already, set up your cash drawer account. Use the Set up a cash drawer account cue card for help.

2.	Enter sales transactions and customer payment transactions as you normally do. Whenever you record a transaction that includes the receipt of money from a customer, the payment amounts will be automatically assigned to your cash drawer account.

3.	When you’re ready to make a deposit at the bank, click Make a Deposit in the Chequebook Command Centre. The Make a Deposit window appears.

4.	In the list in the top left of the window, select the account into which you’ll make the deposit.

5.	In the Amount field, enter the amount of the deposit.

6.	In the Allocation Account column of the first line item in the scrolling list, enter your cash drawer account.

7.	In the Amount column of the first line item, enter the amount of the deposit.

8.	Click Record. The amount of the transaction is subtracted from the balance of your cash drawer account and is added to the balance of the cheque account you selected in step 4.


Using a cash drawer account

Use this cue card to move the amounts in your cash drawer account into your cheque account.


Set up a default cheque account for bill payments
Set up a default cheque account for vendor payments
1.	From the Setup menu, choose Linked Accounts/Payable Accounts to open the Accounts Payable Linked Accounts window.

2.	In the Cheque Account for Paying Bills field, enter the number of the cheque account you wish to use to pay vendors' bills. When you’re finished, click OK.


Setting up a default cheque account for vendor payments

Each time you use the Vendor Payments window to pay a bill, you have the opportunity to specify the cheque account that will be affected by the transaction. Many businesses usually use a single cheque account to pay their bills, but you can use more than one cheque account if you wish. If you use more than one cheque account to make vendor payments, you should set up the account you use most often as your default cheque account for vendor payments. Setting up a default cheque account for vendor payments simply means that the name of the account you choose will automatically appear at the top of the Vendor Payments window when you begin to enter a vendor payment. No changes will be made to the account itself.


Set up a default cheque account for customer payments
1.	From the Setup menu, choose Linked Accounts/Receivable Accounts to open the Accounts Receivable Linked Accounts window.

2.	In the Cheque Account for Customer Receipts field, enter the number of the cheque account you wish to deposit customer payments into. When you’re finished, click OK.


Setting up a default cheque account for customer payments

Each time you use the Customer Payments window to record the receipt of money from a customer, you have the opportunity to specify the cheque account that will be affected by the transaction. Many businesses usually use a single cheque account for their customer payments, but you can use more than one cheque account if you wish. If you use more than one cheque account to receive money from customers, you should set up the account you use most often as your default cheque account for customer payments. Setting up a default cheque account for customer payments simply means that the name of the account you choose will automatically appear at the top of the Customer Payments window when you begin to enter a customer payment. No changes will be made to the account itself.


Void a cheque number
1.	In the Chequebook Command Centre, click Write Cheques to open the Write Cheques window.

2.	In the Cheque No. field, enter the number of the cheque you want to void.

3.	In the Date field, enter the date you want to display on the voided cheque. (The date, however, isn’t crucial, since no actual transaction will be recorded.)

4.	Don’t make any more entries in the window.

5.	Click Record. A dialog box appears, asking whether you wish to void the cheque number. Click OK.


Voiding a cheque number

If you want to record a cheque with no dollar amount, you should consider voiding a cheque number. When you void a cheque number, you record an actual cheque transaction, but no amounts are assigned to the cheque. Instead, the word VOID is used as the cheque’s amount.

Don’t confuse this task with that of removing a cheque transaction; when cheques are removed from the MYOB Premier system, their cheque numbers still exist, and can be used again. (You may want to consider voiding a cheque number after its cheque has been removed.)


Delete business contacts
1.	Print all the reports that you wish to keep that show the business contacts you’ll be purging. You might consider printing a copy of the Contact Log Report, which contains detailed information about all business contacts.

2.	Make a backup of your data file.

3.	Open the Card File Command Centre.

4.	From the File menu, choose Purge Contact Logs to open the first Purge Contact Logs window.

5.	From the list, enter the first month from which you don’t want to remove business contacts. All business contacts dated prior to the month you select will be marked for purging.

6.	Choose to purge business contacts for customers, vendors, employees or personal contacts only, or to purge business contacts for all people and companies in the Card File.

7.	If you’ve assigned identifiers to people and companies in the Card File and wish to purge business contacts for contacts with the same identifier(s), enter the identifier(s). We suggest you assign a common identifier (P for “purge” may be fitting) to each person or company whose business contacts you routinely purge, so you can enter that identifier in this window.

8.	If you don’t want to remove business contacts that have recontact dates assigned to them, indicate this in this window, as well.

9.	Click the Continue button. Another Purge Contact Logs window will appear, listing all the people and companies in the Card File that match the criteria you entered in the first Purge Contact Logs window.

10.	From the list, select the people and companies whose business contacts you want to purge.

11.	Click the Purge Contact Logs button. The business contacts for the time frame you specified and for the people and companies you selected in this window are purged.


Deleting business contacts

Business contacts are the records of meetings and transactions you’ve had with customers, vendors, employees and personal contacts. If you make contact with many people, deleting (also known as purging) business contacts may significantly reduce the size of your data file.

Business contacts don’t affect other accounting records, so you can purge as many contact records as you want without worrying about your accounting information.


Track billable hours using the Contact Log
If you bill your time at a single rate, use the Contact Log Entry window to keep track of elapsed time with each of your clients. When it’s time to send an invoice to the client, print a Contact Log Report for the date range you want to include on the invoice. On the report, the elapsed time is totaled for the date range. You can then create a service invoice in the Sales window for the billable amount.

If you’re on retainer, print a Contact Log Report to report your activities to your clients.

Many service businesses use MYOB Premier’s pending invoices for time billing. Every new billing period, set up a pending invoice for each of your clients. Each time you perform a billable task, open the Sales window and enter the client’s name. The pending invoice will appear in a search list; double-click it to display it in the Sales window. In the scrolling list, enter a new line item for the services you just performed. When you’re finished, click the Pending button. When the billing period ends, record the pending invoice as an actual invoice, print it and send it to your client.

Many people use MYOB Premier service invoices for time billing. However, if you enter your services (for example, one hour of tax consulting) as items in the Item Information window, you can create item invoices in the Sales window to bill your time.


Tracking billable hours using the Contact Log

There are a few ways you can use MYOB Premier for time billing, even if you don’t want to create formal time billing invoices using the Time Billing Command Centre. This cue card contains a few ideas - you decide which is best for you.


Create a cheque account
1.	In the General Ledger Command Centre, click Chart of Accounts to open the Accounts List window.

2.	Click the Asset tab at the top of the window, then click the New button. The Edit Accounts window appears.

3.	In the top section of the Edit Accounts window, choose the Detail Cheque Account selection.

4.	Enter the rest of the information about the account in the bottom section of the window.

5.	When you’re finished, click OK to add the account to your chart of accounts.


Creating a cheque account

If you plan to write cheques in MYOB Premier, you’ll need to designate at least one account in your chart of accounts as a cheque account. If you set up multiple cheque accounts, you’ll be able to choose which account you want to use when you write a cheque.


Change an account's level
Change an account’s level
1.	In the General Ledger Command Centre, click Chart of Accounts to open the Accounts List window.

2.	Highlight the account you want to change.

3.	Click either the Up button or the Down button.


Changing an account's level

Account levels are used to organise the accounts in your chart of accounts.

You can assign Level 2, Level 3 or Level 4 to detail accounts. Header accounts can be assigned either Level 2 or Level 3.

Level 1 is permanently assigned to each of the eight account categories in MYOB Premier, and can’t be assigned to any other account.

You can change an account’s level, but it depends upon what type of account it is. For example, if the account is a Level 2 header account with detail accounts under it, you won’t be able to change its level. Similarly, if the account is a Level 3 detail account with a Level 2 header account above it, you won’t be able to change its level up to Level 2.


Remove an account
1.	Make a backup of your data file.

2.	In the General Ledger Command Centre, click Chart of Accounts to open the Accounts List window.

3.	Highlight the account you want to remove, then click the Edit button. The Edit Accounts window appears, containing information about the account.

4.	Choose Delete Account from the Edit menu to remove the account.


Removing an account

You can remove an account from the MYOB Premier system if the account fits the following criteria:

The account isn’t a Level 1 account.

The account has a zero balance.

No journal entries are assigned to the account.

None of your recurring transactions use the account.

The account isn’t linked to any transaction types.

The account isn’t linked to any of the items you’ve entered in the Item Information window.


Enter transactions in your 13th accounting period
Enter transactions in the 13th accounting period
1.	Transactions for your 13th accounting period can be entered in the General Journal Entry window. Open this window.

2.	In the Date field, enter an asterisk (*) before you enter the transaction’s date.

Example of how to perform step 2

3.	Enter the remainder of the transaction’s information as you normally do.

4.	Click Record to save the transaction.


Entering transactions in the 13th accounting period

If you chose to use 13 accounting periods in your fiscal year, MYOB Premier still divides your financial year into 12 calendar months. The 13th period doesn’t chronologically follow the 12 months; instead, you can use any date you want to enter transactions in the 13th period. To do so, however, you must enter transaction dates a little differently than you are accustomed to. This cue card will help you enter 13th-period transaction dates correctly.

Transactions for the 13th period can be entered in the General Journal window only.


Example - How to make a 13th-period entry in the Date field

If you want to place a transaction in the 13th accounting period and want to indicate that the transaction is an adjustment for a transaction you originally entered on the 12 June 1999, you’d enter *12/6/99. (If you simply want to place a transaction in the 13th period and the actual date doesn’t matter, you can enter whatever date you want following the asterisk). Regardless of the date you enter after the asterisk, the accounting records of that month (in this example, June 1999) won’t be affected by the entry.


Track depreciation
1.	Create a new asset account called Accumulated Depreciation for each of the accounts you depreciate. Give the new accounts names and numbers that are easy to compare with their corresponding asset accounts. (For example, if you have an asset account named “Company Van,” create another asset account named “Company Van - Accumulated Depreciation.”)

2.	Create a new expense account called Depreciation Expense.

3.	Determine your depreciation amounts for the items you depreciate.

4.	In the General Ledger Command Centre, click General Journal Entry to open the General Journal Entry window.

5.	Enter information in the fields at the top of the window the same way as you normally do.

6.	In the first line item of the scrolling list, enter one of the Accumulated Depreciation account numbers you created in step 1 in the Acct# column. In the Credit column of the first line item, enter the depreciation amount you calculated for the item in step 3.

7.	In the second line item of the scrolling list, enter the Depreciation Expense account number you created in step 2. In the Debit column of the second line item, enter the same amount you entered in the Credit column in step 6.

8.	For each Accumulated Depreciation account you created in step 1, continue following steps 6 and 7, making entries in the other line items in the scrolling list.

9.	When you’re finished making entries in the General Journal Entry window, click Record.


Tracking depreciation

Your company’s vehicles and equipment deteriorate and lose value each year. Part of the cost of vehicles and equipment can be allocated as an expense to your company each year you benefit from its use. The allocation of the cost of a piece of equipment over its useful life is called depreciation. There are several methods of depreciation; consult your accountant to see whether you should be depreciating vehicles and equipment and, if you should, which method is best for you.

MYOB Premier doesn’t calculate depreciation automatically, but you can easily record your depreciation amounts using a few steps, as described in this cue card.


Create a job
1.	In the General Ledger Command Centre, click Jobs List to open the Jobs List window.

2.	Click the New button to open the New Job window.

3.	Make entries in the fields of the New Job window. When you’re finished, click OK to save the new job.

4.	Now you can enter the job’s opening balances. See the Enter a job’s opening balances cue card for help.

5.	When you’re finished entering the job’s opening balances, you can enter budgets for the job. See the Enter a job’s budgets cue card for help with that task.


Creating a job

Setting up a job in MYOB Premier is a simple process. First, you’ll enter basic information about the job, and then you’ll use the Job Opening Balances window and Job Budgets by Account window to enter opening balances and budgets for the job. Use the instructions in this cue card to guide you through these tasks.


Enter a job's opening balances
Enter a job’s opening balances
1.	From the Setup menu, choose Balances/Job Opening Balances to open the Job Opening Balances window.. Income, cost of sales, expense, other income and other expense accounts appear in the list in the middle of the window.

2.	In the Job Number field, enter the number of the detail job whose opening balances you want to enter, or click the search icon and select the job from the search list that appears.

3.	Enter any opening balances for the job in each account’s Opening Balance field. You can also change any opening balances you’ve entered previously for this job, if you wish.

4.	Click OK to save the entries you made.


Entering a job's opening balances

If you started using MYOB Premier after your business began working on a particular job, you can use the Job Opening Balances window to enter all the account activity that’s already occurred for the job. Use this cue card to help you perform this task.


Enter a job's budgets
Enter a job’s budgets
1.	In the General Ledger Command Centre, click Jobs List to open the Jobs List window.

2.	Highlight the detail job whose budgets you want to enter and click the Budgets button. The Job Budgets by Account window appears. Income, cost of sales, expense, other income and other expense accounts appear in the list in the middle of the window, and the number of the job you selected in the Jobs List window appears in the Job Number field.

3.	Enter budget amounts in each account’s Budgets field.

4.	Click OK to save your entries.


Entering a job's budgets

You can create budgets for each of your jobs in MYOB Premier to help you assess your progress on a particular job and to determine the job’s effect on the state of your business. For each job, you can create a budget for each account that’s used in the job.

Use the instructions in this cue card to enter budgets for a job.


Bill a customer for reimbursable job expenses
1.	In the Sales Command Centre, click Sales to open the Sales window.

2.	In the Customer field of the Sales window,  enter the name of the customer you want to bill for job expenses.

3.	Click the Reimburse button to open the Customer Reimbursable Expenses window.

4.	Click the To Be Reimbursed tab at the top of the window to display the expenses that have yet to be billed to this customer.

5.	Click the Action column for each expense you want to bill the customer. A mark will appear in the Action column for the expense when you click the column; the mark indicates that you intend to bill the customer for this expense.

6.	At the top of the Customer Reimbursable Expenses window is a field whose name depends upon the type of sale you’re currently creating in the Sales window. The field, named either Reimbursement Item or Reimbursement Account, is used to properly track your reimbursements. Refer to the information below that applies to the field that’s displayed on your computer screen.

If the Reimbursement Item field is displayed  This field name is displayed if you’re currently in the process of creating an item invoice in the Sales window. Enter the item number you use to track reimbursements on item invoices.

If the Reimbursement Account field is displayed  This field name appears if you’re currently in the process of creating a service invoice, professional invoice or miscellaneous sale. Enter the account number you use to track reimbursements on these types of sales.

7.	If you want to mark up the cost of the reimbursement to the customer, click the Markup button at the bottom of the window. The Markup Information window appears. Make entries in this window to indicate the amount or percentage by which you wan to mark up the expenses, then click either the Markup All Items button or the Markup X Items Only button, depending upon how you want to mark up the cost of the expenses. The Customer Reimbursable Expenses window will appear again.

8.	Click the Reimburse button to close the Customer Reimbursable Expenses window. All the expenses whose Action column you marked in step 5 appear in the line item area of the Sales window automatically. These expenses are now considered reimbursed; the next time you open the Customer Reimbursable Expenses window or the Job Reimbursable Expenses window, you’ll notice that the expenses have been moved to the Reimbursed/Removed list.

**Important note! If you make a mistake when you bill for job expenses**


If you make a mistake when you bill for job expenses

At this point, you should be viewing one or more expenses listed in the line item area of the Sales window. These expenses are already considered reimbursed by the MYOB Premier system. If you inadvertently placed an expense in the line item area, you must follow the steps below to remove the expense from this invoice and restore the “to be reimbursed” status back to the expense. You cannot merely click the Cancel button in the Sales window to undo this error!

1.	In the line item area of the Sales window, clear the line item that contains information about the expense that you don’t want to include in the sale. (You can simply highlight each field in the line item and press the DELETE key on your keyboard to do this.)

2.	When you’ve finished clearing the line item, click the Reimburse button to open the Customer Reimbursable Expenses window.

3.	Click the Reimbursed/Removed tab to display a list of all expenses you’ve already billed to this customer. Locate the expense whose status needs to be restored to “to be reimbursed.”

4.	When you’ve found the expense, click the zoom arrow in the expense’s Job column; the Edit Job window appears.

5.	Click the Reimburse button to open the Job Reimbursable Expenses window.

6.	Click the Reimbursed/Removed tab in the Job Reimbursable Expenses window; the same list you viewed in step 3 appears. Locate the expense whose status needs to be restored to “to be reimbursed,” then click the expense’s Remove column. A mark will appear in the column.

7.	Click the Remove From List button at the bottom of the window. The expense you marked will disappear from the list. Click the To Be Reimbursed tab; the expense you marked now appears in this list again.

8.	Click OK in the Job Reimbursable Expenses window, and in the Edit Job window. The Customer Reimbursable Expenses window appears again, with the expense back in the To Be Reimbursed list.

9.	Click OK to return to the Sales window. The expense is removed from the sale and is no longer considered reimbursed.


Billing a customer for reimbursable job expenses

Use this cue card to bill a customer for expenses you’ve incurred during the course of a job. After you’ve completed this task, the line item area of the Sales window will contain a list of the expenses for which you intend to bill the customer. You can then either record the invoice or enter additional information on the invoice.

Keep in mind that a job must already exist in your MYOB Premier system before you perform this task.


Save a customised form
1.	Open the Customise window for the form you want to customise and make your changes to the form.

2.	When you’re finished customising the form, click Save Form.

If you’ve made changes to a standard MYOB Premier form layout, the Save As window appears. Enter a name and description for your new custom form layout and click OK.

If you've made changes to a custom form layout you created and saved previously, your changes will be saved as part of the existing custom form layout; no new form layout will be created.

3.	Whenever you want to print the customised form, open the form’s Forms Selection window and choose your form layout from the Selected Form list at the bottom of the window before you print the form.


Saving a customised form

Use this cue card to save the changes you’ve made to a form, such as an invoice, cheque or purchase order.

Any number of customised form layouts can be created for each MYOB Premier form. The pre-printed and plain paper form layouts aren’t changed when you save a customised form.


Print the primary vendor's item numbers on an item purchase order
Print the primary vendor’s item numbers on an item purchase order
To ensure the primary vendor’s item numbers are printed on your item purchase order, the following conditions must exist:

A primary vendor must be assigned to the item. Primary vendors are assigned to individual items in the Primary Vendor for Reorders field on the Buying Details tab of the Item Information window.

An item number must be assigned to the item for the primary vendor. This number is entered in the Vendor Item Number field on the Buying Details tab of the Item Information window.

The primary vendor for the item must be entered in the Vendor field of the Purchases window.

If these conditions don’t exist, no item numbers will be printed on the default item purchase order.


Printing the primary vendor's item number on an item purchase order

When you begin to use MYOB Premier, item purchase orders are set up so the item numbers that are printed on the document are the primary vendor’s item numbers, not the item numbers you assigned in the Item Information window. This cue card contains information about how to ensure the primary vendor’s item numbers are printed on your item purchase orders.


Print my item numbers on an item purchase order
1.	In the Purchases Command Centre, click Print Purchases. The Forms Selection window appears.

2.	From the Order Type list, choose Item.

3.	In the Selected Form for P.O. list, select the item purchase order form you use.

4.	Click the Customise button at the bottom of the window to open the Customise window.

5.	Scroll through the window until you locate the field labeled [Vendor’s Item #]. (The field is usually located in the bottom half of the form.) When you find it, double-click it. The Field Information window appears, displaying information about the Vendor’s Item # field.

6.	Unmark the Field is Active selection (Windows) or mark the Inactive selection (Macintosh). Click OK. The Vendor’s Item # field is now inactive on the item purchase order.

7.	Scroll through the Customise window again until you locate the field labeled [My Item #]. (This field is usually located on the far right edge of the Customise window, and may be partially obscured by another field.) When you find the field, double-click it. The Field Information window appears, displaying information about the My Item # field.

8.	Mark the Field is Active selection (Windows) or the Active selection (Macintosh). Click OK. The My Item # field is now active on the item purchase order.

9.	Drag the My Item # field to the location on the form where you want your item numbers to print. (You may want to place the field in the same location where the inactive Vendor’s Item # field is located.)

10.	Click Save Form.

If you’ve made changes to a standard MYOB Premier form layout, the Save As window appears. Enter a name and description for your new custom form layout and click OK.

If you've made changes to a custom form layout you created and saved previously, your changes will be saved as part of the existing custom form layout; no new form layout will be created.

11.	Each time you want to print item purchase orders with your item numbers, be sure to select the appropriate custom form layout from the Selected Form for P.O. list in the Forms Selection window.


Printing your item numbers on an item purchase order

If you want to print your item numbers on MYOB Premier item purchase orders (in other words, if you want to print the item numbers you assigned to items in the Item Information window), you must customise the item purchase order form first. Follow the steps in this cue card to do this.


Customise a cheque or paycheque
1.	In the Chequebook Command Centre, click Print Cheques to open the Forms Selection window.

2.	Make entries and selections in the Forms Selection window. In the Selected Form for Cheques list, choose the form layout that you wish to customise. Then click the Customise button to open the Customise window for cheques.

3.	In the Customise window, you’ll notice that only the fields for the cheque - not the stub - appear in the window. (In the Form menu, you’ll notice that the Cheque Layout command is selected. This indicates that you’re currently viewing the layout for the cheque form only.)

4.	Customising the cheque form is the same process as customising any other form: you can move, activate and inactivate data fields and add, remove and change the characteristics of text fields, lines, rectangles and pictures.

5.	When you’re finished customising the cheque form, see the Customise a cheque stub cue card to learn how to make changes to the cheque’s stub.


Customising a cheque or paycheque

This cue card explains how to customise a cheque or a paycheque form. To learn how to customise a cheque stub or paycheque stub, see the Customise a cheque stub cue card.

Remember that you can preview the changes you make at any time by clicking the Preview button in the Customise window.


Customise a cheque stub
1.	If you also want to customise the cheque form and you haven’t already done so, customise the cheque form first. See the Customise a cheque or paycheque cue card to learn how to do this. This cue card also gives instructions for opening the Customise window for the cheque form layout you want to customise.

2.	The cheque form layout whose stub you want to modify should be displayed in the Customise Cheques window. To customise a specific cheque stub, choose the type of stub you want to customise from the Form menu. When you select a stub type, the cheque form’s fields will be dimmed, and the appropriate stub form’s fields will appear at the bottom of the Customise window. (You may need to use the scroll bar on the right side of the Customise window to view the stub’s fields.)

When a stub form is displayed in the Customise window, the fields and other items that make up the cheque form aren’t accessible. If you need to make changes to the cheque form again, you’ll need to choose Cheque Layout from the Form menu.

3.	After you’ve selected the stub you want, customising the stub form is the same process as customising any other form: you can move, activate and inactivate data fields and add, remove and change the characteristics of text fields, lines, rectangles and pictures.

You can make changes to all four available cheque stubs; however, changes you make to one stub won’t be made to the other stubs. You’ll have to change each stub individually if you want one change to apply to all four stubs.

4.	When you’re finished making changes to the cheque form and stub forms, click Save Form.

If you’ve made changes to a standard MYOB Premier form layout, the Save As window appears. Enter a name and description for your new custom form layout and click OK.

If you've made changes to a custom form layout you created and saved previously, your changes will be saved as part of the existing custom form layout; no new form layout will be created.

5.	Each time you print cheques, be sure to select the appropriate custom form layout from the Selected Form for Cheques list in the Forms Selection window.


Customising a cheque stub

Cheques and paycheques differ slightly from other MYOB Premier forms because cheque stubs are attached to them. Cheque stubs typically contain data fields that summarise the information that appears on the main part of the cheque. In MYOB Premier, four types of cheque stubs exist:

The Regular Stub layout is automatically assigned to cheques that are written using the Write Cheques window.

The Payable Stub layout is automatically assigned to cheques that are written using the Vendor Payments window.

The Refund Cheque Stub layout is automatically assigned to cheques that are written using the Settle Returns & Credits window.

The Paycheque Stub layout is automatically assigned to paycheques that are written in the Write Paycheques window.

This cue card explains how to customise a cheque stub or a paycheque stub. To learn how to customise the main cheque or paycheque form, see the Customise a cheque or paycheque cue card.

Remember that you can preview the changes you make at any time by clicking the Preview button in the Customise window.


Filter a report
1.	From the Reports menu, choose Index to Reports to open the Index to Reports window.

2.	In the scrolling list of the window, highlight the name of the report you want to filter, then click the Filters button. The Report Filters window for the report appears.

3	The Report Filters window varies, depending upon the report you’re filtering. Make entries and selections in the Report Filters window, then click OK. The Index to Reports window appears again.

4.	To print the report, click the Print button. To display the report on your computer screen, click the Display button. The report will contain information filtered the way you set it up in the Report Filters window.


Filtering a report

You can control the amount of information that appears on your reports by using MYOB Premier’s filters. Filters allow you to choose specific pieces or ranges of data that can be included on a single report. For example, if you want to print a Customer Payment History Report for customer Eileen Kartoffel for the months of May through July, you can use MYOB Premier’s filters to select those criteria only.

You can use filters for reports you print on your printer, as well as reports you display on your computer screen. This cue card describes how to use MYOB Premier filters.


Design a report
1.	From the Reports menu, choose Index to Reports to open the Index to Reports window.

2.	In the scrolling list of the window, highlight the name of the report you want to design, then click the Design button. The Report Design window for the report appears.

3.	If you want to include a specific field on the report, click the field’s Display column. A mark will appear in the Display column. If you don’t want a specific field on the report, click the field’s Display column again to remove the mark.

4.	With certain lists, you can also determine the order in which information is printed on the report. To change the order in which a field is printed on the report, drag the field to the location you want. (To drag a field, click the field name and hold down the mouse button, then move the pointer to the location you want the field to appear. When the field is in the proper location, release the mouse button.)

5.	When you’re finished using the Report Design window, click OK. The Index to Reports window appears again.

6.	To print the report, click the Print button. To display the report on your computer screen, click the Display button.


Designing a report

Using MYOB Premier’s report designer, you can choose which types of information you want to include on reports. With the report designer, you simply choose the fields you want to print on specific reports. For example, if you want to print tax amounts on a sales report, you can choose to do so when you design the report. You can also choose the order in which information is printed on your reports. Use this cue card to design a report.


Format a report
1.	From the Reports menu, choose Index to Reports to open the Index to Reports window.

2.	In the scrolling list of the window, highlight the name of the report you want to format, then click the Format button. The Customise Reports window for the report appears.

3.	To make changes to a section of a report, click the section in the left side of the window to highlight the section, then make selections from the lists and boxes in the top half of the right side of the window. Depending upon the type of computer you’re using, you can set a variety of font styles, sizes, colours, alignments and effects.

4.	If you want to include the name of your company and the current date on the report, mark the Company Name and the Report Date selections.

5.	If you wish to change the printed area of your report, make changes to the Left Margin and Top Margin fields in the bottom right corner of the Customise Reports window.

6.	When you’re finished using the Customise Reports window, click OK. The Index to Reports window appears again.

7.	To print the report, click the Print button. To display the report on your computer screen, click the Display button.


Formatting a report

Use this cue card to modify the look of individual reports by using different font styles, sizes, colours, alignments and effects, and by changing the reports’ page margins.


Save a custom report
1.	Customise your report using the Report Design and Customise Reports windows. Use the Design a report and Format a report cue cards if you need help.

2.	When you’re finished customising the report, choose Index to Reports from the Reports menu to open the Index to Reports window.

3.	Click the Display button. The Screen Reports window appears, displaying your report with your changes. Take a look at the report to be sure it includes the changes you want; if you’d like to make more changes, click either the Design or Format button at the bottom of the window. (These buttons perform exactly the same actions as the Design and Format buttons in the Index to Reports window.)

4.	When you’re satisfied with the customised report, click the Save As button in the Screen Reports window. The Save As window appears.

5.	In the Save As window, enter a name and a brief description of the custom report. The name you provide will eventually appear in the Custom section of the Index to Reports window, so you may want to enter a name that’s easy for you to recognise in the future. If you’re using MYOB Premier for Windows, the report name can be a maximum length of eight characters only.

6.	When you’re finished in the Save As window, click the OK button to save the custom report. The Screen Reports window appears again. Click Close to close this window. The Index to Reports window appears again.

7.	To view a list of all your custom reports, click the Custom tab at the top of the window. You can perform the same tasks with custom reports as you do with any other MYOB Premier reports, such as printing, displaying on your computer screen, and saving as a file on your hard disk.


Saving a custom report

If you plan to use a specific report’s design and format many times in the future, you can customise the report once and save the changes so you can use the modified report whenever you want. When you save a report’s changes, you create a custom report. Custom reports appear in the Custom section of the Index to Reports window, and can be printed, displayed and saved as files, just like any other MYOB Premier reports. To save a custom report, use the steps in this cue card.


Create a recurring paycheque
1.	In the Payroll Command Centre, click Write Paycheques to open the Write Paycheques window.

2.	Use the Write Paycheques window to enter the transaction’s information as you normally do.

3.	Click the Save Recurring button. The Save Recurring Transaction window appears. Enter the necessary information about the transaction, then click Record.

4.	Whenever you want to use the recurring transaction, follow the steps in the Use a recurring paycheque cue card.


Creating a recurring paycheque

If you plan to record the same paycheque on a regular basis, you may want to consider creating a recurring paycheque. When you create a recurring paycheque, the paycheque information is saved in a separate “holding area” where you can retrieve the paycheque as many times as you want in the future.

When you create a recurring paycheque, you can choose how often you want to record the paycheque in the future; this is known as setting the frequency of the recurring transaction. When you set a frequency for the paycheque, the paycheque will appear as an item on your To Do List during the time period determined by the frequency you chose.

Use the steps in this cue card to set up a recurring paycheque.


Use a recurring paycheque
1.	In the Payroll Command Centre, click Write Paycheques to open the Write Paycheques window.

2.	Click the Use Recurring button. A window appears, displaying all recurring transactions you’ve set up. Double-click the transaction you want; the transaction’s information will appear in the Write Paycheques window.

3.	Click Record.


Using a recurring paycheque

After you’ve created a recurring paycheque, you can use it as often as you want. (See the Create a recurring paycheque cue card to learn how to create a recurring paycheque.) In this cue card, you’ll record a recurring paycheque as an actual paycheque transaction. After you record the actual paycheque transaction, the recurring paycheque will remain in the MYOB Premier system so you can use it again in the future.


Use a recurring paycheque from the To Do List
1.	In any command centre, click the To Do List button to open the To Do List window.

2.	Click the Recurring Transactions tab. A list of all your recurring transactions appears.

3.	Click the Action column next to the recurring paycheques you want to use. A mark appears in the Action column for the paycheques you select. If you don’t want to use a paycheque you’ve marked, click its Action column again to remove the mark.

4.	Click Record. The current date is assigned to the transactions.


Using a recurring paycheque from the To Do List

When you create a recurring paycheque, it will appear in the Recurring Transaction section of the To Do List. Recurring transactions appear in the To Do List according to the frequency you assign to them in the Save Recurring Transaction window. Use this cue card to learn how to record a recurring paycheque from the To Do List.


Change a recurring paycheque
To change a recurring paycheque’s name or frequency:

1.	In the Payroll Command Centre, click Write Paycheques to open the Write Paycheques window.

2.	Click the Use Recurring button. A list appears, containing all recurring transactions you’ve set up.

3.	From the list, select the recurring transaction you want to change and click Edit. The Save Recurring Transaction window appears, where you can change the name and frequency of the transaction.

To change the transaction’s detail (for example, pay amounts and job numbers):

1.	Wait until the next time you need to record the transaction. When it’s displayed in the Write Paycheques window, change the transaction before you click Record.

2.	The next time you use the transaction, the new detail will be displayed.

Click here for important information about changing recurring paycheques


Changing a recurring paycheque

Use this cue card to change the name, frequency and transaction detail of a recurring paycheque.


Changing information on recurring paycheques

Depending upon which information you change on a recurring paycheque, your changes might not be automatically saved for the next time you want to record the paycheque. Read the information below to learn more about how changes affect your recurring paycheques.

WAGES

Salaried employees:  If you change the base salary amount on a recurring paycheque, the new amount will be saved in the recurring transaction when you record the paycheque.

Hourly employees:  If you change the number of hours on a recurring paycheque, the new hours are saved in the recurring transaction when you record the paycheque. However, if you change the pay amount, that amount won’t be saved; you’ll need to change the amount each time you want to record the paycheque.

ENTITLEMENTS

If you change an entitlement that was assigned the User-Entered per Pay Period type in the Entitlement Information window, the change you make will be saved in the recurring transaction when you record the paycheque.

If you change an entitlement that was assigned either the Percent Of type or the Hours Per type in the Entitlement Information window, the change you make will be recorded in the paycheque you’re recording, but the change will not be saved in the recurring transaction.

DEDUCTIONS AND EMPLOYER EXPENSES

Any deductions and employer expenses you change on a recurring paycheque will be saved in the recurring transaction when you record the paycheque.

PAYROLL TAX AMOUNTS

Any payroll tax amounts you change on a recurring paycheque will not be saved in the recurring transaction when you record the paycheque. MYOB Premier will recalculate the payroll tax amounts each time you use the recurring paycheque; you’ll need to change the amount each time you want to record the paycheque.

JOB NUMBERS

If you change job numbers assigned to wage categories on a recurring paycheque, the job numbers will be saved in the recurring transaction when you record the paycheque. However, changed job numbers assigned to employer expense categories are not saved.


Remove a recurring paycheque
1.	In the Payroll Command Centre, click the Write Paycheques button to open the Write Paycheques window.

2.	Click the Use Recurring button. A list appears, containing all recurring transactions you’ve set up.

3.	Select the transaction you want to remove and click Delete.


Removing a recurring paycheque

Use this cue card to remove a recurring paycheque from the MYOB Premier system. Removing a recurring paycheque deletes it only from your list of recurring transactions. All actual paycheque transactions previously recorded using this recurring paycheque won’t be affected.


Change a payroll tax's linked account
Change a payroll tax’s linked account
1.	In the Payroll Command Centre, click the Payroll Categories button to open the Payroll Category List window.

2.	Select the Taxes tab.

3.	In the scrolling list, double-click the tax whose linked account you want to change. The Tax Table Information window appears.

4.	Enter the new account in the Linked Payables Account field at the top of the window.

5.	Click the OK button.


Changing a payroll tax's linked account

Accounts are linked to payroll categories so all payroll-related amounts can be tracked properly. Default payroll linked accounts are assigned automatically when you set up Payroll, so you may not need to change them. If you want to change an individual payroll category’s linked account, however, use the instructions in these cue cards to do so.

Use this cue card to change the linked account assigned to a particular payroll tax.


Change a deduction's linked account
Change a deduction’s linked account
1.	In the Payroll Command Centre, click the Payroll Categories button to open the Payroll Category List window.

2.	Select the Deductions tab.

3.	In the scrolling list, double-click the deduction whose linked account you want to change. The Deduction Information window appears.

4.	Enter the new account in the Linked Payable Account field.

5.	Click the OK button.


Changing a deduction's linked account

Accounts are linked to payroll categories so all payroll-related amounts can be tracked properly. Default payroll linked accounts are assigned automatically when you set up Payroll, so you may not need to change them. If you want to change an individual payroll category’s linked account, however, use the instructions in these cue cards to do so.

Use this cue card to change the linked account assigned to a particular deduction.


Change an employer expense's linked accounts
Change an employer expense’s linked accounts
1.	In the Payroll Command Centre, click the Payroll Categories button to open the Payroll Category List window.

2.	Select the Expenses tab.

3.	In the scrolling list, double-click the employer expense whose linked account you want to change. The Employer Expense Information window appears.

4.	If you want to change the linked expense account for an employer expense, enter the new account number in the Linked Expense Account field. If you want to change the linked account used for withholdings from employee wages, enter the new account number in the Linked Payable Account field.

5.	Click the OK button.


Changing an employer expense's linked accounts

Accounts are linked to payroll categories so all payroll-related amounts can be tracked properly. Default payroll linked accounts are assigned automatically when you set up Payroll, so you may not need to change them. If you want to change an individual payroll category’s linked account, however, use the instructions in these cue cards to do so.

Use this cue card to change the linked accounts assigned to a particular employer expense.


Change a wage's linked account
Change a wage’s linked account
1.	In the Card File Command Centre, click the Cards button to open the View Card File window.

2.	Double-click the name of the employee whose wage expense account you want to change. The Card File Entry window for that employee appears.

3.	Click the Info button. The Employee Payroll Information window appears.

4.	Enter the new account number in the Wages Expense Acct field.

5.	Click the OK button.


Changing a wage's linked account

Accounts are linked to payroll categories so all payroll-related amounts can be tracked properly. Default payroll linked accounts are assigned automatically when you set up Payroll, so you may not need to change them. If you want to change an individual payroll category’s linked account, however, use the instructions in these cue cards to do so.

You can have only one wage expense account for each employee. However, it can be changed in the Employee Payroll Information window for that employee. Use this cue card to change the linked wage expense account assigned to a particular employee.


Change an entitlement's linked hourly wage
Change an entitlement’s linked hourly wage
1.	In the Payroll Command Centre, click the Payroll Categories button to open the Payroll Category List window.

2.	Select the Entitlements tab.

3.	In the scrolling list, double-click the entitlement whose linked account you want to change. The Entitlement Information window appears.

4.	Enter the new account in the Linked Wages Category field.

5.	Click the OK button.


Changing an entitlement's linked hourly wage

Use this cue card to change the linked hourly wage assigned to a particular entitlement.


Remove a paycheque
1.	In the Payroll Command Centre, click the Transaction Journal button to open the Transaction Journal window.

2.	Select the Disbursements tab.

3.	In the Dated From/To fields, enter the date range in which the paycheque was recorded.

4.	Take a look at the zoom arrows on the left edge of the scrolling list. If the arrows are gray, continue to step 5. If the arrow is white, skip to step 6.

5.	If the arrow is gray, choose Preferences from the Setup menu to open the Preferences window. In the Preferences window, click the Security tab, then unmark the selection labeled Transactions CAN’T be Changed; They Must be Reversed. When you’re finished in the Preferences window, click OK. The Transaction Journal window reappears.

6.	Click the zoom arrow next to the transaction at the top of the list. The Write Paycheques window, displaying the original transaction, appears.

7.	Choose Delete Transaction from the Edit menu to remove the paycheque’s wage, deduction and payroll tax information. A message appears, reminding you to delete the corresponding transaction (with employer expense information) in the General Journal. Click OK. The Transaction Journal window reappears.

8.	Next, you’ll remove the journal entry that was made for employer expenses that were included on the paycheque. Select the General tab in the Transaction Journal window.

9.	In the Dated From/To fields, enter the date range in which the paycheque was recorded.

10.	In the list of transactions that appear, locate the transaction that corresponds to the paycheque you’re deleting. When you find it, click the zoom arrow next to it. The employer expense information for the paycheque appears in the Write Paycheques window.

11.	Choose Delete Transaction from the Edit menu. A message appears, reminding you to delete the corresponding transaction in the Cash Disbursements Journal (you already performed this task). Click OK.

12.	The paycheque is removed. If you used the Preferences window in step 5, be sure to open that window and mark the Transactions CAN’T be Changed; They Must be Reversed selection again.


Removing a paycheque

Deleting a paycheque is a two-step process. When a paycheque is recorded, two journal entries are made:

Wage, deduction, and payroll tax amounts are recorded in the Cash Disbursements Journal.

Employer expense amounts are recorded in the General Journal, and must be deleted separately.

Follow the steps in this cue card to remove both journal entries.


Record commission and bonus amounts on a paycheque
1.	Be sure that you’ve assigned a commission or bonus wage to the employee in the Employee Payroll Information window.

2.	In the Payroll Command Centre, click Write Paycheques to open the Write Paycheques window.

3.	Create a paycheque for the employee the same way you normally do. The amounts normally paid the employee for a regular pay period appear in the scrolling list in the bottom of the window.

4.	Change the amounts in the scrolling list so they properly reflect the amount of the commission or bonus. You can change any of the amounts that appear in the scrolling list.

5.	Click Record.


Recording commission and bonus amounts on a paycheque

If you write a one-time commission or bonus paycheque in the Write Paycheques window, it’s important that you withhold the proper amounts on the cheque. If your employee gets paid every week, then the taxes withheld on the commission or bonus will be automatically based on the assumption that your employee gets paid that amount every week - which is obviously something you don’t want! Follow the steps in this cue card to record a commission or bonus paycheque and withhold the proper amounts.


Record an expense reimbursement on a paycheque
1.	In the Payroll Command Centre, click Payroll Categories to open the Payroll Category List window.

2.	Click the Deductions tab, then click New to open the Deduction Information window.

3.	In the Deduction Name field, enter Employee Expense Reimbursement.

4.	Click the search icon next to the Linked Payable Account field. In the search list that appears, enter the number of a new expense account in the Look For field. (Expense accounts begin with the prefix 6.) When you’re finished, click the Easy-Add button. A message appears, informing you that the account for deductions is usually a liability account. Click OK.

5.	In the Type of Deduction section of the Deduction Information window, select User-Entered Amount per Pay Period.

6.	In the Deduction Limit section of the window, select No Limit.

7.	Click OK.

8.	Use the Employee Payroll Information window to assign the deduction to all your employees who receive reimbursements.

9.	When you use the Write Paycheques window to write a paycheque that includes an expense reimbursement, the deduction will appear in the scrolling list. Enter the amount of the expense reimbursement as a POSITIVE amount, even though the other deductions will appear as negative amounts.

10.	When you’re finished making changes in the scrolling list of the Write Paycheques window, click the Record button. The reimbursement amount will be applied as a credit to the cheque account you selected in the Write Paycheques window and as a debit to the expense account you created in step 4.


Recording an expense reimbursement on a paycheque

If you include reimbursements on your employees’ regular paycheques, you can use a special deduction to track the reimbursement amounts. Follow the steps in this cue card to do this.


Load payroll tax tables
1.	From the Setup menu, choose Load Payroll Tax Tables.

2.	Read the on-screen information, then click Load Tax Tables. MYOB Premier takes a few moments to load the tables. You won’t need to load tax tables again until MYOB Australia updates them and sends them to you.


Loading payroll tax tables

In MYOB Premier, tax tables are detailed tax information used for calculating employee withholding amounts. Tax tables are updated periodically by MYOB Australia.

Follow the instructions in this cue card to learn how to load Payroll tax tables.


Track credit card purchases
To track the purchases you make with a credit card, you’ll need to perform more than one task. Click on the tasks below to learn more about them.

First do this:

Create an account to track credit card purchases

Then do this:

Enter a purchase I made with a credit card

And then do this:

Enter a payment I made on my credit card bill


Tracking credit card purchases

Tracking the purchases you make with your credit cards begins with setting up accounts for each of your credit cards. After the accounts are set up, you’ll then use the Write Cheques window in the Chequebook Command Centre to record transactions that represent the credit card purchases you make. When it’s time to pay your credit card bill, you’ll use the Write Cheques window again. Use the steps in these cue cards to accomplish all of these procedures.


Create an account to track credit card purchases
1.	In the General Ledger Command Centre, click Chart of Accounts to open the Accounts List window.

2.	Click the Liability tab, then click the New button. The Edit Accounts window appears.

3.	Choose the Detail Credit Card Account selection, then enter an account number and an account name.

4.	Click OK.


Creating an account to track credit card purchases

This cue card describes how to set up an account that tracks the purchases you make with a credit card. This account will work the same as a normal cheque account; in other words, you can reconcile the account’s balance in the Reconcile Accounts window in the same way you reconcile your cheque accounts. After you set up this account, you’ll use it to track your credit card purchases, using the Enter a purchase I made with a credit card cue card.


Enter a purchase I made with a credit card
1.	In the Chequebook Command Centre, click Write Cheques to open the Write Cheques window.

2.	From the list in the top left corner of the window, choose your credit card account. If you need help creating this account, use the Create an account to track credit card purchases cue card.

3.	Make entries in the Date, Amount, Payee and Memo fields.

4.	In the Allocation Account columns of the first line item of the scrolling list, enter the account you want to use to track the amount of the credit card purchase. (This account is usually an expense account.)

5.	In the Amount column of the first line item of the scrolling list, enter the amount of the credit card purchase.

6.	Click Record.


Entering a purchase you've made with a credit card

This cue card describes how to record a purchase you’ve made with a credit card.

If you don’t have time to record each credit card purchase as you make them, you can record all your purchases in one big transaction when you receive your credit card statement instead.


Enter a payment I made on my credit card bill
1.	In the Chequebook Command Centre, click Write Cheques to open the Write Cheques window.

2.	From the list in the top left corner of the window, choose the account you want to use to make the credit card payment.

3.	Make entries in the Date, Amount, Payee and Memo fields.

4.	In the Allocation Account columns of the first line item of the scrolling list, enter your credit card account. If you need help creating this account, use the Create an account to track credit card purchases cue card.

5.	In the Amount column of the first line item of the scrolling list, enter the principal amount you want to pay to the credit card company. (If you don’t want to track finance charges separately, you can enter the entire amount you paid in this line item.)

6.	If you want to track the payment of finance charges, be sure the amount you entered in the previous step doesn’t include the finance charge amount, then move the highlight to the next line item in the scrolling list. In the Allocation Account columns, enter the account you use to track finance charges. In the Amount column, enter the finance charge amount you want to pay.

7.	Click Record.


Entering a payment you've made on your credit card bill

You’ll use the Write Cheques window to record a payment on a credit card bill.


Track money a vendor owes me
There are a number of ways a vendor can end up owing money to your company. Choose the situation below that best applies to you.

Pay a vendor more than I owe

Return items to a vendor

Record an amount a vendor owes me (for no specific reason)


Tracking money a vendor owes you

When a vendor owes you money, you need to create a credit balance with the vendor in MYOB Premier. In MYOB Premier accounting terms, this credit balance is known as a debit purchase. Think of a debit purchase as a purchase order with a negative amount, or as a transaction that simply indicates that someone owes you money. Debit purchases remain in the MYOB Premier system until you apply their amounts to open purchases or deposit them as refund cheques into one of your cheque accounts.

There are a number of ways you can end up with a credit balance with a vendor, and a number of ways you can enter a debit purchase in MYOB Premier. Use the instructions in these cue cards to enter a debit purchase that applies to your situation.


Pay a vendor more than I owe
1.	In the Purchases Command Centre, click the Vendor payments button to open the Vendor Payments window.

2.	From the list in the top left corner of the window, choose the account you want to use to make the payment.

3.	Make entries in the Date, Amount, Vendor and Memo fields. When you make an entry in the Vendor field, the scrolling list at the bottom of the window will automatically fill with the transactions you’ve had with that vendor.

4.	If you’re not applying the payment to the first purchase order in the scrolling list, delete the amount that appears in the Amount Applied column for the first purchase, then click the Amount Applied column in the scrolling list for the purchase you’re applying the payment to. The amount of the purchase will appear.

5.	Change the amount that appears in the Amount Applied column to match the amount of the cheque.

6.	Click Record.

7.	A message will appear, explaining that a debit purchase will be created as a result of the transaction. Click OK.

8.	To work with the debit purchase that you created, use the Settle Returns & Debits window.


Paying a vendor more than you owe

This cue card helps you enter a transaction in which you pay a vendor more than you owe that vendor.


Return items to a vendor
1.	In the Purchases Command Centre, click Purchases to open the Purchases window.

2.	Click the Type button, choose Item, then click OK.

3.	Enter transaction information in the top of the Purchases window as you normally do.

4.	In the Received column of the first line item in the scrolling list, enter the quantity of the first item you returned to the vendor. Enter this quantity as a negative quantity; in other words, use a minus symbol (-) before you enter the quantity.

5.	In the Item Number column of the first line item, enter the item number of the first item you returned to the vendor.

6.	If you returned more than one particular item, repeat steps 4 and 5 for each item you returned to the vendor.

7.	Click Record. A debit purchase is recorded for the vendor, and your quantity levels are changed to reflect your correct levels.

8.	To work with the debit purchase that you created, use the Settle Returns & Debits window.


Returning items to a vendor

This cue card helps you enter a transaction that returns the items on an item purchase order back to the items’ vendor and credits your balance with that vendor.


Record an amount that a vendor owes me (for no specific reason)
1.	If you don’t already have an account designated for tracking returns and allowances, use the Accounts List window and Edit Accounts window windows in the General Ledger Command Centre to create one. Be sure the new account is an expense account.

2.	In the Purchases Command Centre, click the Purchases button to open the Purchases window.

3.	Click the Type button, choose either Service or Professional, then click OK.

4.	Enter transaction information in the top of the Purchases window as you normally do.

5.	In the Description column of the first line item of the scrolling list, enter whatever text you’d like to use to describe the transaction.

6.	In the Acct# column of the first line item, enter the account described in step 1.

7.	In the Amount column of the first line item, enter the amount the vendor owes you. Enter this amount as a negative amount; in other words, use a minus symbol (-) before you enter the dollar amount.

8.	Click Record. A debit purchase is created.

9.	To work with the debit purchase that you created, use the Settle Returns & Debits window.


Recording an amount a vendor owes you (for no specific reason)

This cue card helps you enter a transaction that tracks money a vendor owes you for no specific reason.


Create a pending purchase order
There are two ways to create a pending purchase order. Click the method below you want to use.

Place an entire purchase order in the Pending File

Place a backordered quantity in the Pending File


Creating a pending purchase order

If there are times when you want to record a purchase order that hasn’t occurred yet - for example, if you want to create an estimate of how much a transaction will cost you - you can create a purchase order and place it in MYOB Premier’s Pending File. The Pending File is a “storage area” where pending transactions are contained until you convert them into actual transactions. Until you convert a pending purchase order into an actual purchase order, the pending purchase order won’t change your financial records at all, unless you enter a deposit on the transaction.

These cue cards describe how to place purchase orders in the Pending File.


Place an entire purchase order in the Pending File
1.	In the Purchases Command Centre, click Purchases to open the Purchases window.

2.	Click the Type button, choose either Item, Service or Professional, then click OK.

3.	Make entries in the Purchases window the same way as you normally do to create a regular purchase order. Enter quantities and amounts the same way, as well. (You can include backordered quantities on the purchase order, too.)

4.	If you made a deposit on the pending purchase order, enter that amount in the Paid Today field.

5.	When you’re done entering the purchase order information, click the Pending button; the purchase order will be added to the Pending File.

If you made an entry in the Paid Today field in step 4, your vendor deposits account is increased by the amount of the deposit, and your payables cheque account is decreased by the same amount. Otherwise, none of your financial records are changed.


Placing an entire purchase order in the Pending File

Creating a pending purchase order is almost the same process as creating a regular purchase order. Item purchase orders, professional purchase orders and service purchase orders can be placed in the Pending File. Follow the steps in this cue card to place an entire purchase order in the Pending File.


Place a backordered quantity in the Pending File
1.	In the Purchases Command Centre, click Purchases to open the Purchases window.

2.	Click the Type button, choose Item, then click OK.

3.	Make entries in the Purchases window the same way as you normally do to create a regular purchase order. For each item you wish to place in the Pending File, enter a quantity in the Backorder column. (If you wish, you can include quantities in the Received column, too.)

4.	If you made a deposit on the pending purchase order, enter that amount in the Paid Today field.

5.	When you’re done entering the purchase order information, click the Record button. A purchase order is created in the Pending File, containing each item for which you entered a quantity in the Backorder column in step 3. If you entered a quantity in the Received column for any items, an actual purchase order is created for those items.


Placing a backordered quantity in the Pending File

Creating a pending purchase order for a backordered quantity is almost the same process as creating a regular purchase order. Follow the steps in this cue card to place a backordered quantity in the Pending File.


Enter a volume discount on an item purchase order
1.	If you haven’t done so already, set up credit terms for the vendor for whom you’re creating the item purchase order. (To do this, make an entry in the Volume Vendor Discount % field of the Credit Terms window for the vendor.)

2.	In the Purchases Command Centre, click Purchases to open the Purchases window.

3.	Click the Type button, choose Item, then click OK.

4.	Enter transaction information in the Purchases window as you normally do. If you set up a volume discount for the vendor in step 1, the discount percentage will appear in the Disc% column of the scrolling list when you make an entry in the Received column. The discount amount will be calculated automatically.

5.	If you wish, you can change the Disc% column for any line item in the purchase order. If you do, the amount of the discount will change to reflect the change you made.

6.	When you’re finished entering the item purchase order, click Record.


Entering a volume discount on an item purchase order

You can easily assign volume discounts on item purchase orders in MYOB Premier. Volume discounts - price breaks provided by vendors when you order a substantial quantity of items - are entered when other purchase order information is entered.


Adjust the balance of my Accounts Payable account
Two situations can cause a discrepancy in the balance of your Accounts Payable account. Click each of the scenarios below for information about researching and solving possible problems with the balance of this account.

Scenario 1

Scenario 2


Adjusting the balance of your Accounts Payable account

The balance of your Accounts Payable account (sometimes known as your “linked payables account”) appears in a couple locations in MYOB Premier: in the Accounts List window, and in the Totals field at the bottom of the Analyse Payables window when the Summary selection is marked. At times, you may notice that the balances shown in these two locations aren’t the same. These balances are calculated differently:

The balance in the Accounts List window reflects all transactions that have been applied to your Accounts Payable account.

The balance in the Analyse Payables window is the balance due on open purchases (unpaid purchasing transactions) only.

Although these amounts are calculated in different ways, the amounts should be the same at all times. If they’re not, review the situations in these cue cards to correct the difference in the amounts.


Adjust the balance of my Accounts Payable account - Scenario 1
1.	To find out whether a transaction was applied to your Accounts Payable account, click the Inquiry Registers button in any command centre to open the Inquiry Register window. Select the Account tab.

2.	In the Account field, enter your Accounts Payable account number. In the Dated From/To fields, enter a date range that includes all possible transactions (for example, 1/1/90 to 31/12/99).

3.	All transactions appear in the scrolling list. If any of them show anything other than PJ (for example, GJ or SJ) in the Src column, you must delete those entries (unless they were adjustments to the balance of your Accounts Payable account), and then reenter them using the Purchases window. These tasks are explained in the following steps.

4.	In the Inquiry Register window, take a look at the zoom arrows next to the Src column. If the arrows are gray, continue to step 5. If the arrows are white, skip to step 6.

5.	If the arrows are gray, choose Preferences from the Setup menu to open the Preferences window. In the Preferences window, click the Security tab, then unmark the selection labeled Transactions CAN’T Be Changed; They Must be Reversed. When you’re finished in the Preferences window, click OK.

6.	Click the zoom arrow next to a transaction that displays something other than PJ in the Src column. The window in which the transaction was originally entered appears.

7.	Choose Delete from the Edit menu (the word “Delete” will be followed by the type of transaction you are viewing). The transaction is removed, and the Inquiry Register window reappears.

8.	Follow steps 6 and 7 until all transactions that display something other than PJ in the Src column of the Inquiry Register window are removed.

9.	Using the Purchases window, reenter all the transactions you removed, using accounts other than your Accounts Payable account. Service purchase orders, professional purchase orders and miscellaneous purchases typically are assigned cost of sales accounts or expense accounts. (Your Accounts Payable account is a liability account.)

10.	The balance of your Accounts Payable account should now be the same in both the Accounts List window and in the Totals field of the Analyse Payables window when the Summary selection is marked.

11.	If you used the Preferences window in step 5, be sure to open that window and mark the Transactions CAN’T Be Changed; They Must be Reversed selection again.


Adjusting the balance of your Accounts Payable account - Scenario 1

If you’ve used your Accounts Payable account as an allocation account in any transaction other than a purchase (such as a cheque, deposit or General Journal entry), the balance of your Accounts Payable account shown in the Accounts List window will reflect the transaction’s amount, but the balance shown in Totals field of the Analyse Payables window won’t reflect the transaction’s amount because a purchase wasn’t recorded.


Adjust the balance of my Accounts Payable account - Scenario 2
1.	To find out whether you’ve assigned your Accounts Payable account to any purchasing transactions, choose Index to Reports from the Reports menu to open the Index to Reports window, then click the Purchases tab.

2.	Choose Purchases Journal from the scrolling list, then click the Filters button. The Report Filters window appears.

3.	In the Dated From/To fields, enter a date range that includes all possible transactions (for example, 1/1/90 to 31/12/99). When you’re finished, click OK. The Index to Reports window reappears.

4.	Be sure Purchases Journal is still displayed in the scrolling list, then click the Display button.

5.	All purchases appear in the Screen Reports window, an on-screen version of the Purchases Journal. If any of the transactions are service purchase orders, professional purchase orders or miscellaneous purchases, and the transactions both debit and credit your Accounts Payable account, you must delete those transactions (unless they are historical purchases entered in the Historical Purchase window, or if they are transactions used to settle a vendor’s debit purchase), and then reenter the transactions in the Purchases window using accounts other than your Accounts Payable account. These tasks are explained beginning with step 6.

If none of the purchases in the Purchases Journal use your Accounts Payable account, you shouldn’t use these instructions to adjust the balance of your Accounts Payable account. Consider using the Scenario 1 cue card for help.

6.	To begin the process of deleting transactions that debit and credit your Accounts Payable account, write down the ID number(s) of the transaction(s) you need to remove (these numbers are displayed in the ID# column of the Purchases Journal). You’ll need to keep these numbers in mind so you know which transactions to delete.

7.	Click Close to close the Screen Reports window, then click Close to close the Index to Reports window.

8.	Click the Inquiry Registers button in any command centre to open the Inquiry Register window, then click the Purchases tab.

9.	In the Purchase field, enter the number of the first purchase you need to delete. You can also click the search icon next to the Purchase field to display a list of purchases to choose from. After you enter a transaction number in the Purchase field, the scrolling list will display all information about the purchase, including the original transaction and any payments that have been applied to the original transaction.

10.	Take a look at the zoom arrow next to the ID# column in the scrolling list. If the arrow is gray, continue to step 11. If the arrow is white, skip to step 12.

11.	If the arrow is gray, choose Preferences from the Setup menu to open the Preferences window. In the Preferences window, click the Security tab, then unmark the selection labeled Transactions CAN’T Be Changed; They Must be Reversed. When you’re finished in the Preferences window, click OK. The Inquiry Register window reappears.

12.	Click the zoom arrow next to the transaction at the top of the list. The Purchases window, displaying the original transaction, appears.

13.	Choose Delete Purchase from the Edit menu. The transaction and any payments applied to it is removed, and the Inquiry Register window reappears.

14.	Continue deleting all transactions that you wrote down in step 6 until they’re all removed.

15.	Using the Purchases window, reenter all the transactions you removed, using accounts other than your Accounts Payable account. Service purchase orders, professional purchase orders and miscellaneous purchases typically are assigned cost of sales accounts or expense accounts. (Your Accounts Payable account should be a liability account.)

16.	The balance of your Accounts Payable account should be the same in both the Accounts List window and in the Totals field of the Analyse Payables window when the Summary selection is marked.

17.	If you used the Preferences window in step 11, be sure to open that window and mark the Transactions CAN’T Be Changed; They Must be Reversed selection again.


Adjusting the balance of your Accounts Payable account - Scenario 2

If you’ve used your Accounts Payable account as the allocation account in a purchase in the Purchases window, the balance of your Accounts Payable account shown in the Accounts List window will remain unchanged because your Accounts Payable account is both debited and credited by the transaction. However, the amount shown in the Totals field of the Analyse Payables window will include the amount of the transaction if there’s a balance due on the purchase.


Track business I do with a customer who is also a vendor
1.	Use the Card File Entry window to create two separate cards - one customer card and one vendor card - for the company with which you conduct both sales and purchasing transactions.

2.	Use the Sales window to record sales with the customer card, and use the Purchases window to record purchases with the vendor card. (You don’t need to do anything different when you enter these transactions.)

3.	When both you and the company you’re doing business with owe each other money, use customer credits and vendor debits to reduce each other’s outstanding balances. If you’d like to see an example of how these types of transactions should be entered, use this example cue card.


Tracking business you do with a customer who is also a vendor

Some businesses conduct both sales and purchasing transactions with the same company. In effect, a company like this is both a customer and a vendor. If you have this type of relationship with a particular company, use the instructions in this cue card for information about how to properly track your buying and selling with that company.


Track business I do with a customer who is also a vendor (example)
You’ve created a customer card and a vendor card for ABC Company. Let’s say ABC Company buys $100 worth of merchandise from you, and you record an invoice for $100. The next day, you purchase $20 worth of services from ABC, and you record a purchase order for $20. For the sake of convenience, you don’t pay ABC the $20; instead, you reduce their balance with you to $80. To record this properly in MYOB Premier, you’ll need to work with both a customer credit and a vendor debit, following these steps:

1.	In the Sales Command Centre, click Sales to open the Sales window.

2.	Click the Type button, choose Miscellaneous Sales, then click OK.

3.	Make entries in the fields in the Sales window. In the first line item of the scrolling list, enter a transaction for -$20 (don’t forget the minus sign). Make note of the account you enter in the Allocation Account columns; you’ll need to enter this account number later in this process. When you’re finished making entries in the window, click Record. The transaction you created is called a customer credit.

4.	In the Sales Command Centre, click the Settle Returns & Credits button to open a search list of customer credits. Double-click the customer credit you created in step 3; the Settle Returns & Credits window  appears, listing all the company’s sales, including the $100 invoice you recorded. The amount of the customer credit ($20.00) appears in the Credit Amount field.

5.	In the scrolling list, click the Amount Applied column for the $100 invoice. $20.00 appears in the Amount Applied column.

6.	Click Record. The balance the company owes you is reduced to $80.

7.	Next, you’ll remove the $20 balance you owe the company. In the Purchases Command Centre, click Purchases to open the Purchases window.

8.	Click the Type button, choose Miscellaneous Purchase, then click OK.

9.	Make entries in the fields in the Purchases window. In the first line item of the scrolling list, enter a transaction for -$20 (don’t forget the minus sign). In the Allocation Account columns of the first line item, be sure to use the same account that you used in the Allocation Account columns of the Sales window in step 3. When you’re finished making entries in the window, click Record and choose Save from the File menu. The transaction you created is called a vendor debit.

10.	In the Purchases Command Centre, click the Settle Returns & Debits button to open a search list of vendor debits. Double-click the vendor debit you created in step 9; the Settle Returns & Debits window appears, listing all the company’s purchases, including the $20 purchase order you recorded. The amount of the vendor debit ($20.00) appears in the Debit Amount field.

11.	In the scrolling list, click the Amount Applied column for the $20 purchase order. $20.00 appears in the Amount Applied column.

12.	Click Record. The balance you owe the company is reduced to $0.


Tracking business you do with a customer who is also a vendor (example)

This cue card provides a detailed example of how to conduct business with a company with whom you conduct both sales and purchases.

In two of the steps in this cue card, you’ll need to enter an account number before you can record transactions. If you plan to frequently conduct both sales and purchases with the same company, you may want to consider creating an account designed specifically to track this type of business activity.


Track finance charges
Track a customer’s finance charges
To track finance charges for one of your customers, you can do one of three things:

1.	When you’re entering a customer payment in the Customer Payments window, enter a finance charge payment in the Finance Charge field in the Customer Payments window

OR

2.	Create an entire sale only for the finance charges in the Sales window, then use the Customer Payments window to enter payments against the sale

OR

3.	Add the finance charge amount to the outstanding balance of the open sale, then use the Customer Payments window to enter payments against that open sale.

Click here for more information about finance charges


Tracking finance charges

Finance charges are calculated when you print customer statements. Finance charge amounts can be printed on customer statements, if you wish. However, finance charge amounts are not automatically tracked by MYOB Premier; they’re merely printed on statements. This gives you the freedom to decide how you want to deal with finance charges.

You can, however, track finance charges yourself using a few options in MYOB Premier. This cue card explains these options.


How finance charges are calculated in MYOB Premier

If you assign finance charges to balances that aren’t paid by their due date, finance charges will be assessed beginning the day after the due date. Due dates and finance charge amounts are determined by the selections you make for each of your customers in the % Monthly Charge for Late Payment field of the Credit Terms window. (To open the Credit Terms window for a customer, display the customer’s card in the Card File Entry window, then click the Terms button.)

A finance charge amount is calculated in MYOB Premier by multiplying the customer’s overdue balance by 1/30th of the monthly finance charge rate for each day the balance is overdue. For example, if a customer’s overdue balance is $100 and their monthly finance charge rate is 1.5%, their daily finance charge rate is .05% (1/30th of 1.5%), and their finance charge amount for each day their payment is overdue is $0.05 ($100 multiplied by .05%).

If a customer pays part of an overdue balance during the overdue period - and you use the Customer Payments window to apply the payment - the finance charge amount that’s calculated will be based upon the remaining overdue balance.


Enter consignment sales
To enter sales you conduct on consignment, you’ll need to perform more than one task. Click on the tasks below to learn more about them.

First do this:

Create a consignment item

Then do this:

Sell a consignment item

And then do this:

Pay a vendor after selling a consignment item

Finally, do this:

Analyse the sales of consignment items


Entering consignment sales

Use these cue cards to set up and sell an item that you sell on consignment, as well as pay a vendor for the sales you make on consignment and review the results of your consignment sales. A consignment item is an item that you sell for another person or company, but that you don’t store in your inventory. When most companies sell items on consignment, they receive payment for the items when they’re sold, and then they write a cheque for a percentage of the selling price to the person or company for whom they sold the item.


Create a consignment item
1.	In the Inventory Command Centre, click Items List to open the Items List window. Click New to open the Item Information window.

2.	In the Item Number field, don’t enter an item number in the same manner as you normally enter an item number in this field; instead, enter the name of the company for whom you’re selling the item. For example, if you’re selling an item for the Lee Corporation, enter LEE in the Item Number field.

3.	In the Name field, enter the name you use to describe the item. (You may want to use the word “consignment” in this name to help you remember the purpose of this item.)

4.	Mark the I Sell This Item selection and enter or select an account number in the Income Account for Tracking Sales field.

5.	Click the Selling Details tab on the Item Information window, then enter sales-related information about the item.

6.	When you’re finished, click OK.


Creating a consignment item

Use this cue card to set up a consignment item - an item that you sell for another person or company, but that you don’t store in your inventory.


Sell a consignment item
1.	In the Sales Command Centre, click the Sales button to open the Sales window.

2.	Click the Type button, choose Item, then click OK.

3.	Enter information in the top half of the Sales window as you normally do.

4.	In the first line item of the scrolling list, enter the quantity of the consignment item that you sold in the Ship column, then enter the consignment item’s item number in the Item Number column. (If you haven’t created the consignment item yet, use the Create a consignment item cue card to do so.)

5.	Make entries in the remaining fields of the Sales window as you normally do.

6.	When you’re finished making entries in the Sales window, click Record.


Selling a consignment item

Use this cue card to record the sale of a consignment item - an item that you sell for another person or company, but that you don’t store in your inventory.


Pay a vendor after selling a consignment item
1.	If you haven’t done so already, use the Card File Entry window to create a card for the vendor you intend to pay for the consignment sale.

2.	In the Chequebook Command Centre, click Write Cheques to open the Write Cheques window.

3.	Create a cheque transaction in the Write Cheques window to pay the vendor. Be sure to enter the vendor’s name in the Card field and the amount you intend to pay the vendor in the Amount field. When you enter a line item in the scrolling list to allocate the transaction to an account, be sure to enter either a cost of sales account or expense account in the Allocation Account columns.

4.	When you’re finished making entries in the Write Cheques window, click Record.


Paying a vendor after selling a consignment item

Use this cue card to write a cheque to a company for whom you’ve sold a consignment item. The typical type of company you’d write such a cheque to is usually considered a vendor, since they provide you with an item that you sell.


Analyse the sales of consignment items
1.	Click the MYOB Analyst button in the Sales Command Centre to open the Analyse Sales window.

2.	All your items are listed in the Analyse Sales window, along with sales information about each of the items. Your consignment item also appears in the list.

3.	Use the buttons in the Analyse Sales window to view information about your consignment item in different ways.


Analysing the sales of consignment items

Follow the instructions in this cue card to review the sales figures for the items that you’ve sold on consignment.


Enter an employee's sales commissions
Enter an employee’s sales commissions
1.	If you haven’t done so already, create an employee card for the employee using the Card File Entry window. To track commission for the employee, mark the Track Sales History selection in the Card File Entry window. (You can also enter previous months’ sales history for the employee by clicking the History button in this window.)

2.	If you don’t already have a wage set up for commission wages in MYOB Premier, create one in the Wages Information window.

3.	Assign the commission wage to the employee in the Employee Payroll Information window.

4.	Enter sales in the Sales window as you normally do. Be sure to enter employee’s name in the Salesperson field when you want to track commission for the employee for a particular transaction.

5.	When you want to distribute commission wages on the employee’s paycheque, use the Index to Reports window to print the Sales (Salesperson Summary) Report or Sales (Salesperson Detail) Report. Be sure to enter the dates of the pay period in the Dated From and To fields of the Report Filters window. On the report, find the employee’s sales total at the bottom of the Sale Amount column.

6.	Calculate the employee’s commission wages by multiplying the employee’s commission percentage by the sales total for the pay period from step 5.

7.	When you use the Write Paycheques window to write a paycheque for the employee, enter the commission amount you calculated in step 6 in the Amount field of the commission wage that you assigned to the employee in step 3.


Entering an employee's sales commissions

You can track sales commissions in MYOB Premier by entering the names of your sales personnel in the Sales window when you enter sales. You can then pay the commission amounts using on the employee’s regular paycheque. Follow the steps in this cue card to track and pay an employee’s sales commission.


Track money that I owe to a customer
There are a number of ways that you can end up owing money to one of your customers. Choose the situation below that best applies to you.

Receive a payment for more money that what is owed to me

Receive items returned by a customer

Record an amount that I owe to a customer (for no specific reason)


Tracking the money that you owe to a customer

When you owe a customer money, you need to create a credit balance with the customer in MYOB Premier. In MYOB Premier accounting terms, this credit balance is known as a customer credit. Think of a customer credit as a sale with a negative amount, or as a transaction that simply indicates that you owe someone money. Customer credits remain in the MYOB Premier system until you apply their amounts to open (unpaid) sales or write refund cheques for them.

There are a number of ways a customer may have a credit balance with your business, and a number of ways you can enter a customer credit in MYOB Premier. Use the instructions in these cue cards to enter a customer credit that applies to your situation.


Receive a payment for more money that what is owed to me
1.	In the Sales Command Centre, click the Customer Payments button to open the Customer Payments window.

2.	From the list in the top left corner of the window, choose the account into which you want to deposit the payment.

3.	Make entries in the Customer, Date, Amount Received and Memo fields. When you make an entry in the Customer field, the scrolling list at the bottom of the window will automatically fill with the customer’s transactions.

4.	If you’re not applying the payment to the first sale in the scrolling list, delete the amount that appears in the Amount Applied column for the first sale, then click the Amount Applied column in the scrolling list for the sale you’re applying the payment to. The amount of the sale will appear.

5.	Change the amount that appears in the Amount Applied column to match the amount of the payment.

6.	Click Record.

7.	A message will appear, explaining that a customer credit will be created as a result of the transaction. Click OK.

8.	To work with the customer credit that you created, use the Settle Returns & Credits window.


Receiving a payment for more money than what is owed to you

This cue card helps you enter a transaction in which a customer pays you more than they owe you.


Receive items returned by a customer
1.	In the Sales Command Centre, click Sales to open the Sales window.

2.	Click the Type button, choose Item, then click OK.

3.	Enter transaction information in the top of the Sales window as you normally do.

4.	In the Ship column of the first line item in the scrolling list, enter the quantity of the first item the customer returned to you. Enter this quantity as a negative quantity; in other words, use a minus symbol (-) before you enter the quantity.

5.	In the Item Number column for the first line item, enter the item number for the first item that was returned to you.

6.	If the customer returned more than one type of item, repeat steps 4 and 5 for each item that was returned to you.

7.	Click Record. A customer credit is recorded for the customer, and your quantity levels are changed to reflect your correct levels.

8.	To work with the customer credit that you created, use the Settle Returns & Credits window.


Receiving items returned by a customer

This cue card helps you enter a transaction that returns the items on an item invoice back to your inventory and credits the customer who returned the items.


Record an amount that I owe to a customer (for no specific reason)
1.	If you don’t already have an account designated for tracking returns and allowances, use the Accounts List and Edit Accounts windows in the General Ledger Command Centre to create one. Be sure the new account is an expense account.

2.	In the Sales Command Centre, click the Sales button to open the Sales window.

3.	Click the Type button, choose either Service or Professional, then click OK.

4.	Enter transaction information in the top of the Sales window as you normally do.

5.	In the Description column of the first line item of the scrolling list, enter whatever text you’d like to use to describe the transaction.

6.	In the Acct# column for the first line item, enter the account described in step 1.

7.	In the Amount column of the first line item, enter the amount you owe the customer. Enter this amount as a negative amount; in other words, use a minus symbol (-) before you enter the dollar amount.

8.	Click Record. A customer credit is created.

9.	To work with the customer credit that you created, use the Settle Returns & Credits window.


Recording an amount that you owe a customer (for no specific reason)

This cue card helps you enter a transaction that tracks money you owe to a customer for no specific reason.


Enter a volume discount on an item invoice
1.	If you haven’t done so already, set up credit terms for the customer for whom you’re creating the item invoice. (To do this, make an entry in the Volume Customer Discount % field of the Credit Terms window for the customer.)

2.	In the Sales Command Centre, click Sales to open the Sales window.

3.	Click the Type button, choose Item, then click OK.

4.	Enter transaction information in the Sales window as you normally do. If you set up a volume discount for the customer in step 1, the discount percentage will appear in the Disc% column of the scrolling list when you make an entry in the Ship column. The discount amount will be calculated automatically.

5.	If you wish, you can change the Disc% column for any line item on the invoice. If you do, the amount of the discount will change to reflect the change you made.

6.	When you’re finished entering the item invoice, click Record.


Entering a volume discount on an item invoice

You can easily assign volume discounts on item invoices in MYOB Premier. Volume discounts - price breaks provided by you when customers order a substantial quantity of items - are entered at the same time as when other invoice information is entered.


Track sales on retainer
There are two ways to track sales on retainer. Click the method you want to use.

Use a customer credit to track sales on retainer

OR

Use a pending sale to track sales on retainer


Tracking sales on retainer

You can use MYOB Premier to easily track sales on retainer. When you conduct business on retainer, two things usually happen:

1.	You receive a retainer amount.  The customer pays you in advance for services you’ll perform in the future. The amount the customer pays you, usually called a retainer amount, indicates that the customer has a credit balance with your business.

2.	You reduce the customer’s credit balance.  As you perform services for the customer, you reduce the credit balance the customer has with your business.

There are a couple of ways you can perform these tasks in MYOB Premier. Use these cue cards to follow the method you want to use.


Use a customer credit to track sales on retainer
Recording the retainer amount

1.	In the Sales Command Centre, click Sales to open the Sales window.

2.	In the Sales window, create a blank sale of any type.

3.	In the Paid Today field of the sale, enter the retainer amount paid to you by the customer.

4.	Click Record. The amount is deposited into your linked receivables cheque account, and a customer credit is created for the customer.

Recording charges to the customer’s balance

5.	When you perform a service for the customer, use the Sales window to record a sale for the service.

6.	Click Settle Returns & Credits in the Sales Command Centre.

7.	In the Select From List window that appears, choose the customer credit you created in step 4, then click Apply to Invoice. The Settle Returns & Credits window appears, listing all the customer’s transactions, including the sale you created in step 5.

8.	In the Credit Amount field, enter the amount you are charging for the services you rendered. Most likely, the amount you enter in this field will be the same as the total amount of the sale you recorded in step 5.

Click here for an example of this step

9.	In the scrolling list, click the Amount Applied column for the sales transaction you created in step 5. The amount displayed in the Credit Amount field appears.

10.	Click Record. The services you performed are paid for, and the customer’s customer credit is reduced. If you didn’t use the entire amount of the customer credit, the remaining amount will continue to be stored in the same customer credit.

11.	If the customer credit still exists, follow steps 5 through 10 each time you perform services for the customer.


Using a customer credit to track sales on retainer

Use the instructions in this cue card to track sales on retainer by creating a credit balance for the customer. When you’re ready to charge the customer for services you’ve rendered, you’ll reduce the credit balance by using the Settle Credits & Returns window.

Use this method of tracking sales by retainer if you plan to perform many services over an extended period of time, or if you wish to record the income from services only when they’re rendered.


Example: Entering amounts in the Credit Amount field

Say, for instance, that the amount of the customer credit is $200. Although $200.00 automatically appeared in the Credit Amount field when you chose the customer credit and opened the Settle Credits & Returns window in step 7, you can change this amount. For example, if the total amount of the sales transaction you entered in step 5 was $150, enter $150 in the Credit Amount field. When you record this transaction in step 10, the additional $50 will remain in the customer credit, which can be used the next time you perform services for the customer.


Use a pending sale to track sales on retainer
1.	In the Sales Command Centre, click Sales to open the Sales window.

2.	Click the Type button, choose either Service or Professional, then click OK.

3.	Enter information in the Sales window as you normally do. In the Amount column of the first line item in the scrolling list, enter the retainer amount.

4.	When you’ve entered all the transaction information, click the Pending button to save the transaction as a pending sale.

5.	When you’re ready to bill the customer for services you’ve performed, open the Sales window and enter the customer’s name in the Customer field. The pending sale will appear in a list; double-click it to display it in the Sales window.

6.	If you wish, you can change any information that appears in the window. When you’re finished, click Record.

7.	In the Sales Command Centre, click Customer Payments to open the Customer Payments window.

8.	Enter the customer’s name in the Customer field. All the customer’s transactions appear in the scrolling list, including the sale you recorded in step 6.

9.	Enter the customer’s payment to the sale in the same way as you normally enter customer payments. When you’re finished, click Record.


Using a pending sale to track sales on retainer

Use the instructions in this cue card to track sales on retainer by creating a pending sale for the customer. When you’re ready to charge the customer for services you’ve rendered, you’ll convert the pending sale into an actual sale.

Use this method of tracking sales by retainer if you plan to perform only one service for the entire retainer amount, or if you wish to record the entire retainer amount all at once.


Remove a pending sale with a deposit applied to it
There are two ways to remove a pending sale and its deposit. Click the method you want to use.

Write a refund cheque to a customer for a deposit amount

OR

Remove a deposit made on a pending sale


Removing a pending sale with a deposit applied to it

If you want to remove a pending sale that included a deposit when you recorded it, you must remove the deposit amount before you can remove the pending sale. You can choose between two methods for how to remove the deposit amount.


Write a refund cheque to a customer for a deposit amount
1.	In the Sales Command Centre, click Sales to open the Sales window.

2.	In the Customer field, enter the customer’s name. A search list appears, listing all the customer’s pending sales. Double-click the pending sale you want to remove to display the pending sale in the Sales window.

3.	Delete any items and amounts that appear in the window, including tax and freight amounts. When you’re finished removing this information, the Balance Due field will display the deposit amount as a negative number.

4.	Click Record. A message appears, asking whether you wish to record the sale. Click OK. The transaction you’ve just recorded is called a customer credit.

5.	In the Sales Command Centre, click the Settle Returns & Credits button to open a search list containing customer credits. Highlight the customer credit you created in step 4, then click the Refund button; the Settle Returns & Credits window appears, displaying the amount of the customer credit in the Amount field.

6.	Click Record. Your records are no longer affected by the pending sale and the deposit.


Writing a refund cheque to a customer for a deposit amount

Follow the steps in this cue card to remove a pending sale and write a refund cheque for the amount of a deposit that was placed on the pending sale.


Remove a deposit made on a pending sale
1.	In the Sales Command Centre, click Transaction Journal to open the Transaction Journal window. Click the Receipts tab to display all the transactions that are in the Cash Receipts Journal. The deposit you want to remove is included in this list of transactions.

2.	Locate the deposit you want to remove in the list of transactions. When you find it, take a look at the zoom arrow on the left side of the transaction. If the arrow is gray, continue to step 3. If the arrow is white, skip to step 4.

3.	If the arrow is gray, choose Preferences from the Setup menu to open the Preferences window. In the Preferences window, click the Security tab, then unmark the selection labeled Transactions CAN’T Be Changed; They Must be Reversed. When you’re finished in the Preferences window, click OK.

4.	Click the zoom arrow next to the deposit transaction. The Customer Payments window appears, displaying the deposit.

5.	Choose Delete Payment from the Edit menu to remove the deposit.

6.	Next, you’ll remove the pending sale from your records. In the Sales Command Centre, click Sales to open the Sales window.

7.	In the Customer field, enter the name of the customer for whom you originally recorded the pending sale. A search list appears, listing all pending sales for that customer. Double-click the pending sale you want to remove; the pending sale’s information appears in the Sales window.

8.	Choose Delete Pending Sale from the Edit menu. The pending sale is removed from your records.

9.	If you used the Preferences window in step 3, be sure to open that window and mark the Transactions CAN’T Be Changed; They Must be Reversed selection again.


Removing a deposit made on a pending sale

Follow the steps in this cue card to remove a pending sale and the deposit that was placed on the pending sale.


Track a customer's bounced cheque
Track a customer’s bounced cheque
1.	In the Sales Command Centre, click Transaction Journal to open the Transaction Journal window. Click the Receipts tab to display all the transactions that are in the Cash Receipts Journal. The payment you want to remove is included in this list of transactions.

2.	Locate the payment you want to remove in the list of transactions. When you find it, take a look at the zoom arrow on the left side of the transaction. If the arrow is gray, continue to step 3. If the arrow is white, skip to step 4.

3.	If the arrow is gray, choose Preferences from the Setup menu to open the Preferences window. In the Preferences window, click the Security tab, then unmark the selection labeled Transactions CAN’T Be Changed; They Must be Reversed. When you’re finished in the Preferences window, click OK.

4.	Click the zoom arrow next to the payment transaction. The Customer Payments window appears, displaying the payment.

5.	Choose Delete Payment from the Edit menu to remove the payment. If you used the Preferences window in step 3, be sure to open that window and mark Transactions CAN’T Be Changed; They Must be Reversed selection again.

6.	If you don’t want to charge a penalty for the bounced cheque, you’re done. If you do want to charge a penalty, continue to the next step.

7.	In the Sales Command Centre, click the Sales button to open the Sales window.

8.	Click the Type button. If you intend to send the customer a bill for the penalty, choose Service. If you don’t intend to send the customer a bill for the penalty, choose Miscellaneous Sales. After you make your selection, click OK.

9.	Make entries in the fields of the Sales window as you normally do, entering the amount of the penalty in the Amount column of the first line item of the scrolling list. (You may want to consult an accountant to determine which account you should use in the transaction.)

10.	When you’re finished making entries in the Sales window, click Record.

11.	When the customer pays the penalty amount, use the Customer Payments window to apply the payment to the sale you recorded in step 10.


Tracking a customer's bounced cheque

If a customer’s cheque bounces after you record it in the Customer Payments window, follow the steps in this cue card to remove the bounced payment and, if you wish, charge a penalty for the transaction.


Close a customer's account due to bad debt
Close a customer’s account due to bad debt
1.	Using the Accounts List and Edit Accounts windows, create a new expense account named Bad Debts.

2.	In the Sales Command Centre, click Sales to open the Sales window.

3.	Click the Type button, choose Miscellaneous, then click OK.

4.	Make entries in the fields of the Sales window. In the scrolling list, enter one line item for each of the customer’s outstanding amounts. Be sure to enter negative amounts. In the Allocation Account column of each line item, enter the Bad Debt account you created in step 1.

5.	When you’re finished making entries in the Sales window, click Record. The transaction you created is called a customer credit.

6.	In the Sales Command Centre, click the Settle Returns & Credits button to open a search list containing customer credits. Double-click the customer credit you recorded in the previous step; the Settle Returns & Credits window appears, displaying all the customer’s sales. The amount of the customer credit you selected appears in the Credit Amount field.

7.	Click the Amount Applied column in the first line item of the scrolling list. The exact amount that’s owed by the customer for the transaction appears in the Amount Applied column. (If only one transaction appears in the scrolling list, the amount will automatically appear in the Amount Applied column.) Continue clicking the Amount Applied column for each of the transactions in the scrolling list.

8.	When you’re finished making entries in the Amount Applied column for all transactions in the scrolling list, click Record. All the customer’s outstanding balances are cleared from your records.


Closing a customer's account due to bad debt

Follow the steps in this cue card if you no longer expect payments from a delinquent customer. These instructions will help you close the customer’s account.


Adjust the balance of my Accounts Receivable account
Two situations can cause a discrepancy in the balance of your Accounts Receivable account. Click each of the scenarios below for information about researching and solving possible problems with the balance of this account.

Scenario 1

Scenario 2


Adjusting the balance of your Accounts Receivable account

The balance of your Accounts Receivable account (sometimes known as your “linked receivables account”) appears in a couple locations in MYOB Premier: in the Accounts List window and in the Totals field at the bottom of the Analyse Receivables window when the Summary selection is marked. At times, you may notice that the balances shown in these two locations aren’t the same. These balances are calculated differently:

The balance in the Accounts List window reflects all transactions that have been applied to the Accounts Receivable account.

The balance in the Analyse Receivables window is the balance due on open sales (unpaid sales transactions) only.

Although these amounts are calculated in different ways, the amounts should be the same at all times. If they’re not, review the situations in these cue cards to correct the difference in the amounts.


Adjust the balance of my Accounts Receivable account - Scenario 1
1.	To find out whether a transaction was applied to your Accounts Receivable account, click the Inquiry Registers button in any command centre to open the Inquiry Register window. Select the Account tab.

2.	In the Account field, enter your Accounts Receivable account number. In the Dated From/To fields, enter a date range that includes all possible transactions (for example, 1/1/90 to 31/12/99).

3.	All transactions appear in the scrolling list. If any of them show something other than SJ (for example, GJ or PJ) in the Src column, you must delete those entries (unless they were adjustments to the balance of your Accounts Receivable account), and then reenter them using the Sales window. These tasks are explained in the following steps.

4.	In the Inquiry Register window, take a look at the zoom arrows next to the Src column. If the arrows are gray, continue to step 5. If the arrows are white, skip to step 6.

5.	If the arrows are gray, choose Preferences from the Setup menu to open the Preferences window. In the Preferences window, click the Security tab, then unmark the selection labeled Transactions CAN’T Be Changed; They Must be Reversed. When you’re finished in the Preferences window, click OK.

6.	Click the zoom arrow next to a transaction that displays something other than SJ in the Src column. The window in which the transaction was originally entered appears.

7.	Choose Delete from the Edit menu (the word “Delete” will be followed by the type of transaction you are viewing). The transaction is removed, and the Inquiry Register window reappears.

8.	Follow steps 6 and 7 until all transactions that display something other than SJ in the Src column of the Inquiry Register window are removed.

9.	Using the Sales window, reenter all the transactions you removed, using accounts other than your Accounts Receivable account. Service invoices, professional invoices and miscellaneous sales typically are assigned income accounts. (Your Accounts Receivable account should be an asset account.)

10.	The balance of your Accounts Receivable account should now be the same in both the Accounts List window and in the Totals field of the Analyse Receivables window when the Summary selection is marked.

11.	If you used the Preferences window in step 5, be sure to open that window and mark the Transactions CAN’T Be Changed; They Must be Reversed selection again.


Adjusting the balance of your Accounts Receivable account - Scenario 1

If you’ve used your Accounts Receivable account as an allocation account in any transaction other than a sale (such as a cheque, deposit or General Journal entry), the balance of your Accounts Receivable account shown in the Accounts List window will reflect the transaction’s amount, but the balance shown in Totals field of the Analyse Receivables window won’t reflect the transaction’s amount because a sale wasn’t recorded.


Adjust the balance of my Accounts Receivable account - Scenario 2
1.	To find out whether you’ve assigned your Accounts Receivable account to any sales, choose Index to Reports from the Reports menu to open the Index to Reports window, then click the Sales tab.

2.	Choose Sales Journal from the scrolling list, then click the Filters button. The Report Filters window appears.

3.	In the Dated From/To fields, enter a date range that includes all possible transactions (for example, 1/1/90 to 31/12/99). When you’re finished, click OK. The Index to Reports window reappears.

4.	Be sure Sales Journal is still displayed in the scrolling list, then click the Display button.

5.	All sales appear in the Screen Reports window, an on-screen version of the Sales Journal. If any of the transactions are service invoices, professional invoices or miscellaneous sales and both debit and credit your Accounts Receivable account, you must delete those transactions (unless they are historical sales entered in the Historical Sale window, or if they are transactions used to settle a customer’s customer credit), and then reenter the transactions in the Sales window using accounts other than your Accounts Receivable account. These tasks are explained beginning with step 6.

If none of the sales in the Sales Journal use your Accounts Receivable account, you shouldn’t use these instructions to adjust the balance of your Accounts Receivable account. Consider using the Scenario 1 cue card for help.

6.	To begin the process of deleting transactions that debit and credit your Accounts Receivable account, write down the ID number(s) of the transaction(s) you need to remove (these numbers are displayed in the ID# column of the Sales Journal). You’ll need to keep these numbers in mind so you know which transactions to delete.

7.	Click Close to close the Screen Reports window, then click Close to close the Index to Reports window.

8.	Click the Inquiry Registers button in any command centre to open the Inquiry Register window, then click the Sales tab.

9.	In the Invoice field, enter the number of the first sale you need to delete. You can also click the search icon next to the Invoice field to display a list of sales to choose from. After you enter a transaction number in the Invoice field, the scrolling list will display all information about the sale, including the original transaction and any payments that have been applied to the original transaction.

10.	Take a look at the zoom arrow next to the ID# column in the scrolling list. If the arrow is gray, continue to step 11. If the arrow is white, skip to step 12.

11.	If the arrow is gray, choose Preferences from the Setup menu to open the Preferences window. In the Preferences window, click the Security tab, then unmark the selection labeled Transactions CAN’T Be Changed; They Must be Reversed. When you’re finished in the Preferences window, click OK. The Inquiry Register window reappears.

12.	Click the zoom arrow next to the transaction at the top of the list. The Sales window, displaying the original transaction, appears.

13.	Choose Delete Sale from the Edit menu. The transaction and any payments applied to it is removed, and the Inquiry Register window reappears.

14.	Continue deleting all transactions that you wrote down in step 6 until they’re all removed.

15.	Using the Sales window, reenter all the transactions you removed, using accounts other than your Accounts Receivable account. Service invoices, professional invoices and miscellaneous sales typically are assigned income accounts. (Your Accounts Receivable account should be an asset account.)

16.	The balance of your Accounts Receivable account should be the same in both the Accounts List window and in the Totals field of the Analyse Receivables window when the Summary selection is marked.

17.	If you used the Preferences window in step 11, be sure to open that window and mark the Transactions CAN’T Be Changed; They Must be Reversed selection again.


Adjusting the balance of your Accounts Receivable account - Scenario 2

If you’ve used your Accounts Receivable account as the allocation account in a sale in the Sales window, the balance of your Accounts Receivable account shown in the Accounts List window will remain unchanged because your Accounts Receivable account is both debited and credited by the transaction. However, the amount shown in the Totals field of the Analyse Receivables window will include the amount of the transaction if there’s a balance due on the sale.


Create a pending sale
There are two ways to create a pending sale. Click the method below you want to use.

Place an entire sale in the Pending File

Place a backordered quantity in the Pending File


Creating a pending sale

If there are times when you want to record a sale that hasn’t occurred yet, or if you want to create an estimate for a customer, you can create a sale and place it in MYOB Premier‘s Pending File. The Pending File is a “storage area” where pending transactions are contained until you convert them into actual transactions. Until you convert a pending sale into an actual sale, a sale in the Pending File doesn’t change your financial records at all.

These cue cards describe how to place sales in the Pending File.


Place an entire sale in the Pending File
1.	In the Sales Command Centre, click Sales to open the Sales window.

2.	Click the Type button, choose either Item, Service or Professional, then click OK.

3.	Make entries in the Sales window the same way as you normally do. Enter quantities and amounts the same way, as well. (You can include backordered quantities on the sale, too.)

4.	If the customer made a deposit on the pending sale, enter that amount in the Paid Today field.

5.	When you’re done entering the sale information, click the Pending button. The sale is added to the Pending File.

If you made an entry in the Paid Today field in step 4, your customer deposits account is increased by the amount of the deposit, and your receivables cheque account is increased. Otherwise, none of your financial records are changed.


Placing an entire sale in the Pending File

Creating a pending sale is almost the same process as creating a regular sale. Item invoices, professional invoices and service invoices can be placed in the Pending File. Follow the steps in this cue card to place an entire sale in the Pending File.


Place a backordered quantity in the Pending File
1.	In the Sales Command Centre, click Sales to open the Sales window.

2.	Click the Type button, choose Item, then click OK.

3.	Make entries in the Sales window the same way as you normally do to create a regular sale. For each item you wish to place in the Pending File, enter a quantity in the Backorder column. (If you wish, you can include quantities in the Ship column, too.)

4.	If the customer made a deposit on the pending invoice, enter that amount in the Paid Today field.

5.	When you’re done entering the sale information, click the Record button. A sale is created in the Pending File, containing each item for which you entered a quantity in the Backorder column in step 3. If you entered a quantity in the Received column for any items, an actual item invoice is created for those items.


Placing a backordered quantity in the Pending File

Creating a pending sale for a backordered quantity is almost the same process as creating a regular sale. Follow the steps in this cue card to place a backordered quantity in the Pending File.