Online Procedures Guide

Welcome to MYOB Premier’s Online Procedures Guide! This online guide contains all the tasks you can perform using MYOB Premier, including helpful tips, notes and warnings to assist you as you track your business.

Click here to view the Online Procedures Guide Contents, or click Search or Contents at the top of this window to locate the topic you want.


Online Procedures Guide Contents

Click a topic below, or click Search or Find at the top of the window to find the topic you’re looking for.

Part 1. Cards	Part 12. Payroll Categories	Part 23. Forms
Part 2. Accounts	Part 13. Payroll Cheques	Part 24. Graphs
Part 3. Your Company	Part 14. Jobs	Part 25. Month-end Procedures
Part 4. Sales	Part 15. Time Billing Activities	Part 26. Year-end Procedures
Part 5. Customer Payments	Part 16. Activity Slips	Part 27. Your MYOB Premier Data File
Part 6. Customer Credits	Part 17. Items	Part 28. OfficeLink
Part 7. Purchases	Part 18. Inventory Adjustments	Part 29. Running MYOB Premier on a network
Part 8. Vendor Payments	Part 19. Inventory Transfers	Part 30. Multicurrency
Part 9. Vendor Debits	Part 20. General Journal Entries	Part 31, GST
Part 10. Cheques	Part 21. Business Contacts	Glossary
Part 11. Deposits	Part 22. Reports


Before you begin printing

Click the buttons below if you need information about:

  Aligning forms in your printer

  Previewing the look of your forms before you print them

  Customising the look of your forms

Contact Forms Express on 1 800 808 862 for information about purchasing pre-printed forms to use with MYOB Premier.


Note: You must select the word processing and spreadsheet program you use before you begin using OfficeLink

MYOB OfficeLink is installed automatically with MYOB Premier for Windows; during installation, you must indicate the word processing and spreadsheet program(s) you plan to use with OfficeLink. If you've already installed MYOB and you wish to work with a program you didn't specify earlier, you must reinstall MYOB and indicate the new program in the OfficeLink portion of the installation process.

If you're using MYOB Premier for Macintosh and you're using OfficeLink-compatible word processing and spreadsheet programs, everything you need to use OfficeLink was installed automatically when you installed MYOB Premier; there's no need to install the program again.


Procedures Guide Part 28 - OfficeLink

MYOB OfficeLink allows you to automatically create word processing and spreadsheet documents using MYOB Premier data. To take advantage of OfficeLink, you also must be using OfficeLink-compatible word processing and spreadsheet programs.

Read these topics to gain an understanding of how OfficeLink can be used in your business.

  Note: You must select the word processing and spreadsheet program you use before you begin using OfficeLink

  Viewing MYOB Premier reports in Microsoft Excel using OfficeLink

  Creating personalised letters using OfficeLink


Programs currently compatible with MYOB OfficeLink

Windows

Microsoft Excel Version 7.0 (Office 95), 8.0 (Office 97) and 2000

Microsoft Word Version 6.0, 7.0 (Office 95), 8.0 (Office 97) and 2000

Corel WordPerfect Version 7.0, 8.0 and 9.0 (2000)

Macintosh

Microsoft Excel 98

Microsoft Word 98


Procedures Guide Part 1 - Cards

In MYOB Premier, cards are the records of every person and company you do business with. There are four types of cards: customer, vendor, employee and personal. You’ll assign a card to each transaction you enter into the MYOB Premier system.

In this part:

  Creating cards

  Changing cards

  Inactivating cards

  Removing cards


Creating cards

To create a card, you’ll complete the steps below.

Checklist: How to create a card

  Step 1: Create the type of card you need

  Step 2: Enter credit terms and tax codes for customers and vendors (optional)

  Step 3: Enter bank information for vendors (optional)

  Step 4: Enter sales history for customers and employees (optional)

  Step 5: Enter purchasing history for vendors (optional)

  Step 6: Enter payroll information for employees

  Step 7: Enter time billing information for customers, employees and vendors (optional)

  Step 8: Add the card to your records

  Step 9: Enter historical sales for customers

  Step 10: Enter historical purchases for vendors


Step 1: Create the type of card you need

You can create many types of cards. Read the following information carefully, so you’re sure you’re creating the card you need.

Customer cards are records of the people and companies to whom you sell your company’s items and services. You’ll assign customer cards primarily to sales, such as invoices, in the Sales window.

  To create a customer card

Vendor cards are records of the people and companies from whom you buy items and services. You’ll assign vendor cards primarily to purchases, such as purchase orders, in the Purchases window.

  To create a vendor card

Employee cards are records of the people who work for your company.

  To create a employee card

Personal cards are records of all the other people you do business with. Most likely, you won’t record transactions in MYOB Premier with personal cards; however, you may want to keep personal cards to track your business contacts, or you might want to keep your own list of friends and family using personal cards.

  To create a personal card


To create a customer card

1.	In the Card File Command Centre, click Cards to open the Cards window.

2.	Click the New button to open the Card File Entry window.

3.	From the Card Type list at the top of the window, choose Customer.

4.	Make entries in the Card File Entry window that describe the customer.

  Idea: Creating a card for walk-in (cash) customers

  Note: If you do business with this customer using a foreign currency

5.	At this point, you’ve entered the customer’s basic information. Continue to Step 2, “Enter credit terms and tax codes for customers and vendors.”


Idea: Creating a card for walk-in (cash) customers

If you conduct a portion of your business in cash, create a customer card for each form of payment you receive - cash, cheques or VISA, for example. When you analyse your sales by customer in the Analyse Sales window, you can see how much of your business is based upon walk-in transactions. See Reviewing your sales information to learn more about analysing your sales information.


Note: If you do business with this customer using a foreign currency

If you’re using MYOB Premier’s Multicurrency feature, you can assign a currency other than Australian dollars to the customer if you conduct business together in another currency. Be careful in your selection, however - once you begin recording transactions for the customer, you won’t be able to change the selection you’ve made in the Currency field.

If you assign a foreign currency to the customer, the sales to the customer will appear in the customer’s currency. For example, if you indicate that a particular customer uses British pounds, all sales invoices for that customer will be recorded in British pounds. Payments received from the customer also must be in the customer’s currency.

For more information about Multicurrency, see Part 30, Multicurrency.


To create a vendor card

1.	In the Card File Command Centre, click Cards to open the Cards window.

2.	Click the New button to open the Card File Entry window.

3.	From the Card Type list at the top of the window, choose Vendor.

4.	Make entries in the Card File Entry window that describe the vendor.

  Note: If you do business with this vendor using a foreign currency

5.	At this point, you’ve entered the vendor’s basic information. Continue to Step 2, “Enter credit terms and tax codes for customers and vendors.”


Note: If you do business with this vendor using a foreign currency

If you’re using MYOB Premier’s Multicurrency feature, you can assign a currency other than Australian dollars to the vendor if you conduct business together in another currency. Be careful in your selection, however - once you begin recording transactions for the vendor, you won’t be able to the selection you’ve made in the Currency field.

If you assign a foreign currency to the vendor, the purchase orders for the vendor will appear in the vendor’s currency. For example, if you indicate that a particular vendor uses British pounds, all purchases from that vendor will be recorded in British pounds. Payments to the vendor also must be in the vendor’s currency.

For more information about Multicurrency, see Part 30, Multicurrency.


To create an employee card

1.	In the Card File Command Centre, click Cards to open the Cards window.

2.	Click the New button to open the Card File Entry window.

3.	From the Card Type list at the top of the window, choose Employee.

4.	Make entries in the Card File Entry that describe the employee. If you plan to pay the employee by direct credit, be sure to complete the employee's bank information.

  Note: The currency selection affects sales information on reports only

5.	At this point, you’ve entered the employee’s basic information. Continue to Step 4, “Enter sales history for customers and employees.”


Note: Take care in choosing a currency for the employee

If you’re using MYOB Premier's Multicurrency feature, you can assign a currency other than Australian dollars to an employee if you like - but only if you don’t plan to write paycheques for the employee using MYOB Premier. If you plan to print paycheques for the employee using MYOB Premier, you must select your home currency, Australian dollars, for the individual.

Selecting a foreign currency may be useful if the employee is a salesperson who makes all of his or her sales in another currency - British pounds, for example - and you don’t plan to use MYOB Premier to pay the employee. When you print reports that show individual salespeople’s sales amounts, the amount will be displayed in whatever currency has been assigned to the salespeople.

Since only one currency can be assigned to an employee, we recommend that you use Australian dollars for any employees who may make sales in more than one currency. You’ll be able to assign these employees to any transactions you like. If you assign a foreign currency to an employee, however, you’ll be able to include the employee only in transactions that use that currency.

For more information about Multicurrency, see Part 30, Multicurrency.


To create a personal card

1.	In the Card File Command Centre, click Cards to open the Cards window.

2.	Click the New button to open the Card File Entry window.

3.	From the Card Type list at the top of the window, choose Personal.

4.	Make entries in the Card File Entry window that describe the person.

5.	You’ve entered all the information you need for this card, so you can skip the other steps in the process of creating a card. Click the OK button in the Card File Entry window to add the card to your records.


Step 2: Enter credit terms and tax codes for customers and vendors

The credit terms you assign to your customers - and your vendors assign to you - are rules that govern the number of days between delivery and payment, discounts for early payment and penalties for late payment. You can set specific credit terms for each customer and vendor in the Credit Terms window.

After you set up credit terms, discounts based on the terms are automatically calculated when you enter sales and purchases. (You can change the terms and discount amounts at the time you enter them as part of a sale or purchase, if you need to.)

Similarly, after you set up credit terms, finance charges based on those terms are automatically calculated beginning the day after a transaction’s balance due date. Your customers’ finance charges can be printed on their monthly statements, if you want.

  Idea: You can set up credit terms and tax codes for all customers and vendors

If you’ve set up multiple price levels for the items you sell, using the Pricing Information tab of the Item Information window, you also can select the appropriate price level for each customer. When you make sales, the prices that appear in the Sales window will be based on the selection you’ve made here.

In addition, you can use the Credit Terms window to specify a tax code for each of your customers and vendors. The tax code you specify will appear as a default entry in the Sales and Purchases windows and elsewhere in MYOB Premier and can be used to calculate tax amounts automatically in those windows. Read How default tax codes are used in MYOB Premier for more detailed information about this.

The selections you make in these windows apply only to customers and vendors for which you haven’t already entered specific credit terms.

  To enter credit terms for customers and vendors


How default tax codes are used in MYOB Premier

Default tax codes appear for line items in the Sales and Purchases windows. The default tax code that appears for each line is the one that was assigned to the customer or vendor associated with the transaction using the Credit Terms, unless you specified in the Credit Terms window that you’d rather use tax codes associated with inventory items.

(The Credit Terms window has an option - "Use Item's Tax Code When Bought" for vendors, and "Use Item's Tax Code When Sold" for customers - that allows you to ignore the customer's or vendor's tax code when entering sales and purchases. If this option is unmarked, the customer's or vendor's tax code will be used in their transactions, but if the option is marked, the tax codes you've entered for the items will be used instead.)

The default tax code for freight amounts is the code assigned to the customer or vendor.

Tax codes can be assigned to items using the Buying Details and Selling Details tabs in the Item Information window. Tax codes can be assigned to customers and vendors using the Credit Terms window, which is available for each customer and vendor from the Card File Entry window.

As with other default entries in MYOB Premier, you can choose other tax codes if the default tax codes aren't the correct ones for a transaction you're recording.


Idea: You can set up credit terms and tax codes for all customers and vendors

Using the following instructions, you can establish a set of credit terms for an individual customer or vendor. If you wish to establish a set of credit terms for all your customers and all your vendors quickly, you can use the Preferences window to do so. To do this, open the Preferences window, click either the Sales tab or the Purchases tab, then click the Terms button at the bottom of the window. In the window that appears, enter the credit terms that you want all your customers or all your vendors to have.


To enter credit terms and tax codes for customers and vendors

1.	Be sure the card is displayed in the Card File Entry window.

2.	Click the Terms button at the bottom of the window to open the Credit Terms window.

3.	Make entries in the Credit Terms window that indicate how discounts should be calculated for the sales or purchases you enter.

4.	Using the Tax Code field, choose the appropriate tax code for the customer or vendor. The code you choose will appear as a default entry for line items and freight amounts in the Sales or Purchases window. If you want the tax codes you’ve assigned to inventory items to appear as the default entries on sales or purchases for this customer or vendor, mark the option labeled “Use Item’s Tax Code When Sold” (if you’re entering terms for a customer) or “Use Item’s Tax Code When Bought” (if you’re entering the terms a vendor has extended to your company).

5.	Once you’ve made all the entries you need to make, click the OK button in the Credit Terms window to assign the credit terms to the customer or vendor.


Step 3: Enter bank information for vendors

Electronic banking can save time and money. Instead of writing cheques to pay your vendors, you can have your bank transfer funds from your account to the bank accounts of your vendors. If you enter bank information for all the vendors you want to pay electronically, you can use MYOB Premier to create a file containing all vendor payment transaction information that you can give to your bank. You can give the file to your bank on a diskette (known in MYOB Premier as a Bank Disk), or you can use your bank’s facilities to transfer the file. Contact your bank for more information.

  Click here for more information about creating a bank disk

  To enter bank information for your vendors


To enter bank information for your vendors

Follow these instructions to enter bank information for a vendor card so you can pay the vendor electronically.

1.	Choose Cards from the Card File command centre. The View Card File window will appear.

2.	Click the Vendors tab to view a list of your company's vendors.

3.	Locate the vendor whose banking information needs to be updated. Click the arrow that appears to the left of the vendor's name. The Card File Entry window will appear.

2.	Click the Bank Info button to open the Banking Information window.

3.	Enter the vendor’s Bank-State-Branch code, account number and account name and then click OK.


Step 4: Enter sales history for customers and employees

If you’re creating a customer or employee card, you can track the sales activity for the card.

MYOB Premier can track sales figures for a customer or employee on a monthly basis. MYOB Premier tracks the total sales for the card. Sales history is kept for the current year, next year and up to five previous years. These monthly sales amounts are used in the Analyse Sales reports and in the Analyse Sales window.

  Note: If you track sales history for an employee

  To enter sales history for customers and employees


Note: If you track sales history for an employee

If you choose to track sales history for an employee, be sure to enter the employee’s name in the Salesperson field of the Sales window whenever you enter sales in which the employee participated.


To enter sales history for customers and employees

You can enter historical sales amounts for the months that occurred before you began using MYOB Premier. To do this, follow these steps:

1.	Be sure the card is displayed in the Card File Entry window.

2.	Click the History button at the bottom of the window to open the Sales History window.

3.	Enter the sales amounts for the months that occurred before you began using MYOB Premier.

4.	When you’re finished entering amounts, click OK in the Sales History window.


Step 5: Enter purchasing history for vendors (optional)

MYOB Premier automatically tracks purchasing history for your vendors; this information can be valuable in analysing your purchases, and spotting trends that may need to be addressed.

In this step, you can choose to enter monthly purchase figures for each of your vendors. If you want to have the ability to print reports comparing your monthly purchases from each vendor with last year’s purchases, complete this step; otherwise, go on to step 5.

MYOB Premier can track purchase amounts for vendors on a monthly basis. MYOB Premier tracks the total purchases for each card. Purchasing history is kept for the current year, next year and up to five previous years. These monthly amounts are used in the Analyse Purchases reports.

  To enter purchasing history for vendors


To enter purchasing history for vendors

You can enter purchase amounts for the months that occurred before you began using MYOB Premier. To do this, follow these steps:

1.	Be sure the card is displayed in the Card File Entry window.

2.	Click the History button at the bottom of the window to open the Purchase History window.

3.	Enter the sales amounts for the months that occurred before you began using MYOB Premier.

4.	When you’re finished entering amounts, click OK in the Purchase History window.


Step 6: Enter payroll information for employees

If you’re creating an employee card and you're using MYOB Premier Payroll, it’s very important that you fully set up the employee’s payroll information before you begin writing paycheques to the employee.

  Note: There are some other tasks you need to perform first

  To enter payroll information for employees


Note: There are some other tasks you need to perform first

Before you can enter payroll information about an employee, be sure your payroll linked accounts and payroll categories are properly set up.


To enter payroll information for employees

  Note: This is a task that requires single-user access

1.	Be sure the card is displayed in the Card File Entry window.

2.	Click the Info button at the bottom of the window to open the Employee Payroll Information window.

3.	Make entries and selections from the left side of the Employee Payroll Information window.

4.	On the right side of the Employee Payroll Information window, assign all the payroll categories (wages, entitlements, deductions, employer expenses and payroll taxes) that apply to the employee.

Your selections in this step are very important, because they are the key components in determining the employee’s net pay amount. Be sure you carefully select all the payroll categories that apply to this employee.

5.	Once you’ve made all the entries you need to make, click the OK button in the Employee Payroll Information window to assign the payroll information to the employee.


Step 7: Enter time billing information for customers, employees and vendors (optional)

If the rate you charge for activities depends upon the employee or vendor who performs the activity, or the customer you’ve performed the activity for, you can assign an activity rate to your employee, vendor and customer cards. You can also track the cost of performing activities by entering an estimated cost per hour for your employees and vendors. Use these instructions to enter time billing information for your cards.

  To enter time billing information for customers, employees and vendors


To enter time billing information for customers, employees and vendors

1.	Be sure an employee, vendor or customer card is displayed in the Card File Entry window.

2.	Click the Time Billing button at the bottom of the window to open the Time Billing Card Setup window.

3.	In the Hourly Billing Rate field, enter the hourly rate you want to assign to this card.

4.	For employee and vendor cards, enter the cost of an hour of the employee’s or vendor’s time in the Estimated Cost Per Hour field. This information will be used to calculate sales history for time billing activities.

5.	When you’re finished entering amounts, click OK in the Time Billing Card Setup window.


Step 8: Add the card to your records

Once you’ve entered the card’s basic information, and you’ve made a decision to enter sales history, credit terms and employee information, you’re ready to add the card to the MYOB Premier system.

  To add the card to your records


To add the card to your records

1.	Be sure the card is displayed in the Card File Entry window.

2.	Click the OK button to add the card to your records and close the Card File Entry window. The Cards window will appear; the new card will be displayed in the list.


Step 9: Enter historical sales for customers

To ensure your accounting records are accurate, you must enter all your customers’ historical sales, which are the sales that had a current balance due on the first day of the month in which you began using MYOB Premier. (This month is known as your conversion month.).

 Note: Historical sales are different from the sales history you may have entered earlier!

  To enter a customer’s historical sales


Note: Historical sales are different from the sales history you may have entered earlier!

If you completed step 3, you entered monthly sales totals for your customers and employees for the months that occurred before you began using MYOB Premier; that information is useful for reporting purposes, but is optional.

The historical sales you enter in this step are different - they’re sales that your customers made before you began using MYOB Premier but haven’t fully paid off yet. Because your customers still owe you money for their purchases, it’s important that you record these sales in MYOB Premier. This step isn’t optional!


To enter a customer's historical sales
To enter a customer’s historical sales

1.	From the Setup menu, choose Balances/Receivable Balances to open the Receivable Balances window.

2.	Note the amount that appears in the Linked Receivables Account Balance field at the bottom half of the Receivable Balances window. You should enter historical sales that, when totaled, equal this amount.

3.	Click the zoom arrow in the scrolling list next to the name of a customer to whom you’ve made historical sales. The scrolling list changes to show all the historical sales that exist for the customer. (If you’re just starting out, no sales appear in the scrolling list.)

4.	To enter a historical sale, click the Add Sale button. The Historical Sale window appears.

5.	Enter all information that applies to the historical sale. When you reach the Amount Due field, be sure to enter the remaining amount of the sale, not the original amount. When you’re finished entering the historical sale, click Record.

6.	Continue entering historical sales for all customers until the amount that appears in the Out of Balance Amount field of the Receivable Balances window is zero (or as close to zero as you can get it). When you’re finished, click the Close button in the Receivable Balances window.


Step 10: Enter historical purchases for vendors

To ensure your accounting records are accurate, you must enter all your vendors’ historical purchases, which are the purchases that had a current balance due on the first day of the month in which you began using MYOB Premier.  (This month is known as your conversion month.)

  To enter a vendor’s historical purchases


To enter a vendor's historical purchases
To enter a vendor’s historical purchases

1.	From the Setup menu, choose Balances/Payable Balances to open the Payable Balances window.

2.	Note the amount that appears in the Linked Payables Account Balance field at the bottom half of the Payable Balances window. You should enter historical purchases that, when totaled, equal this amount.

3.	Click the zoom arrow in the scrolling list next to the name of a vendor from whom you’ve made historical purchases. The scrolling list changes to show all the historical purchases that exist for the vendor. (If you’re just starting out, no purchases appear in the scrolling list.)

4.	To enter a historical purchase, click the Add Purchase button. The Historical Purchase window appears.

5.	Enter all information that applies to the historical purchase. When you reach the Amount Due field, be sure to enter the remaining amount of the purchase, not the original amount. When you’re finished entering the historical purchase, click Record.

6.	Continue entering historical purchases for the vendor until the amount that appears in the Out of Balance Amount field of the Payable Balances window is zero (or as close to zero as you can get it). When you’re finished, click the Close button in the Payable Balances window.


Changing cards

Follow the steps below to change information about a customer, vendor, employee or personal card in the Card File.

  To change a card


To change a card

1.	In the Card File Command Centre, click Cards to open the Cards window.

2.	Click the zoom arrow next to the name of the card you want to change. The Card File Entry window appears, displaying the card you selected.

3.	To make changes to the card, enter information as you normally do, then click OK.


Removing cards

Follow the steps below to remove a customer, vendor, employee or personal card from your records.

  Note: You can’t remove a card with transactions assigned to it

  To remove a card


Note: You can't remove a card with transactions assigned to it
Note: You can’t remove a card with transactions assigned to it

A card can be removed only if no transactions are assigned to it. You can review transactions assigned to a card using the Inquiry Register window.


To remove a card

1.	In the Card File Command Centre, click Cards to open the Cards window.

2.	Highlight the card you want to remove.

3.	Choose Delete Card from the Edit menu.


Inactivating cards

All cards are assigned an active status when you create them using MYOB Premier. By changing the status of a card to inactive, you can exclude the card from selection windows. If you have cards that you create for a one-time sale or purchase, for example, inactivating them after their one-time use will remove them from selection windows. Your list of cards will be shorter, and selecting the card you need will be easier.

If a card is marked inactive, however, you still can use the card in transactions by manually entering the card name. You also can  return the status of the card to active so that it will appear again in the selection windows.

No matter what the status of a card - active or inactive - transactions recorded using the card will continue to affect all of your financial records.

  To inactivate (or re-activate) a card


To inactivate (or re-activate) a card

1.	In the Card File Command Centre, click Cards to open the View Card File window.

2.	Click the zoom arrow next to the name of the card you want to change. The Card File Entry window appears, displaying the card you selected.

3.	Mark the Mark Card as Inactive option. (To return the card to active status, simply unmark this option.)


Procedures Guide Part 2 - Accounts

An account is tool used to organise a business. Accounts keep track of the additions and subtractions that occur in regular business activity. Since accounts are the backbone of your MYOB Premier financial records, ensuring your accounts work the way you want them to should be one of your highest priorities.

In this part:

  Creating accounts

  Changing accounts

  Inactivating accounts

  Removing accounts


Creating accounts

To create an account, you’ll complete the steps below.

  Note: Have you set up a chart of accounts already?

Checklist: How to create an account

  Step 1: Choose the type of account you want

  Step 2: Enter basic information about the account

  Step 3: Choose a currency for the account (if you’re using Multicurrency)

  Step 4: Enter budgets for the account (optional; detail accounts only)

  Step 5: Link the account to a transaction type (optional; detail accounts only)

  Step 6: Enter your detail accounts’ opening balances

  Step 7: Enter your detail accounts’ historical balances (optional)


Note: Have you set up a chart of accounts already?

If you’re just starting to use MYOB Premier, you may or may not already have a chart of accounts to work with. A chart of accounts is merely a list of all the accounts that are used to track a business. If you selected a starter chart of accounts when you created your company’s data file in the MYOB Premier New Data File Assistant, you already have an extensive set of accounts that you can use to track your business activity, and you may not need to create any more accounts. If you didn’t choose a starter chart of accounts in the New Data File Assistant, however, you’ll need to follow the instructions in this section carefully to build your own chart of accounts from scratch.

If you’ve recently upgraded your version of MYOB Premier, your chart of accounts will be the same as it was when you were using the previous version of MYOB Premier. However, you should review your chart of accounts to be sure you’re using the accounts you want to use.


Step 1: Choose the type of account you want

Every account in the MYOB Premier system must be assigned a type before it can be used to track your company’s financial activity. In MYOB Premier, you can choose from eight different account types, each of which serves a specific purpose.

  Note: If you need to learn more about account types

  To choose an account type


Note: If you need to learn more about account types

If you’re unsure about which type you should assign to a new account, you probably should consult your accountant, or an MYOB Premier certified consultant. See the “On-Site Consultation” section of Using MYOB Premier to locate a certified consultant in your area.


To choose an account type

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

2.	Click a tab at the top of the Accounts List window to choose the account type you want. Three specific accounts must be assigned the following account types:

Your company’s cheque accounts must be asset accounts.

If you plan to track credit card purchases using a specific MYOB Premier account, the credit card accounts must be liability accounts.

If you plan to use a cash drawer account to store all your daily cash receipts for a single deposit at your bank, the cash drawer account must be an asset account.

3.	When you’ve selected a tab, click the New button at the bottom of the window to open the Edit Accounts window.


Step 2: Enter basic information about the account

The Edit Accounts window plays an important part in deciding how your accounts work. Be sure you make your entries in this window carefully.

Begin by choosing a level for the account - Header, Detail, Detail Cheque or Detail Credit Card. Then enter a number and name for the account, along with its opening balance. Read the following topics  to learn more about MYOB Premier’s account levels:

Header Account (Non-Postable)

Detail Account (Postable)

Detail Cheque Account (Postable)

Detail Credit Card Account (Postable)

Once you’ve selected the account level, enter a number and name for your new account, along with its opening balance, in the Edit Accounts window.

  Note: If you’re using MYOB Premier’s Multicurrency feature


Note: If you're using MYOB Premier's Multicurrency feature

If you’re using Multicurrency (you marked the “I Deal in Multiple Currencies” option in the Preferences window) and you’re creating an exchange account to track the effects of currency fluctuations on a foreign-currency account, choose the Detail Account (Postable) option. Your exchange accounts must be assigned the Detail account level.

For more information about exchange accounts and other features of Multicurrency, see Part 30, Multicurrency.


Header Account (Non-Postable)

Choose this selection if the account you’re creating is intended to be used as a title of a group of accounts. If this selection is marked for an existing account, the account has already been designated as a header account.

Header accounts are used only for grouping accounts that have a similar purpose. Typically, header accounts have detail accounts “under” them; that is, detail accounts are assigned to specific header accounts. In the list on the left side of the Accounts List window, header accounts appear in bold type, and the detail accounts appear below them in plain type at the next level.

Transaction amounts can’t be assigned (posted) to header accounts - only to detail accounts. You can, however, combine the amounts of all the detail accounts under a header account and display the total amount on reports. To do this, mark the selection in this window named When Reporting, Generate a Subtotal for This Section.

Header accounts aren’t required in MYOB Premier, except for the eight Level 1 accounts (Assets, Liabilities, Income, Expenses, Equity, Cost of Sales, Other Income and Other Expenses). Header accounts you create must be either Level 2 or Level 3.


Detail Account (Postable)

Choose this selection if you intend to assign transactions to the account you’re creating. If this selection is marked for an existing account, the account has already been designated as a detail account.

Each detail account is assigned to the header account that appears directly above it in the list on the left side of the Accounts List window. Detail accounts appear in plain type, and header accounts appear in bold type.

Transaction amounts can be assigned (posted) to detail accounts; that is, when you enter a transaction in MYOB Premier, you can enter the number of a detail account. The amount of the transaction will then be included in the balance of the detail account.

If a detail account has chequing privileges - in other words, if the account is a “cheque account” - don’t choose this selection. Instead, choose the Detail Cheque Account (Postable) selection.

Detail accounts can be Level 2, Level 3 or Level 4.


Detail Cheque Account (Postable)

Choose this selection if you intend to assign transactions to the account you’re creating, and you want to write cheques using the funds in this account. If this selection is marked for an existing account, the account has already been designated as a detail cheque account.

Accounts with chequing privileges appear in lists in transaction windows throughout the MYOB Premier system. Each time you write a cheque in MYOB Premier, you can select the cheque account you want to use.

Each detail cheque account is assigned to the header account that appears directly above it in the list on the left side of the Accounts List window. Detail cheque accounts appear in plain type, and header accounts appear in bold type.

Transaction amounts can be assigned (posted) to detail accounts; that is, when you enter a transaction in MYOB Premier, you can enter the number of a detail cheque account. The amount of the transaction will then be included in the balance of the detail cheque account.

Detail accounts can be Level 2, Level 3 or Level 4.

This selection is available only if this is an asset account.

Cheque numbers are entered in windows like the Write Cheques window, where you write your cheques. Each time you write a cheque in MYOB Premier, the next cheque’s number will increment by one. If you change the number when you create a cheque, the next cheque’s number will increment by one from the number you entered.


Detail Credit Card Account (Postable)

Choose this selection if you intend to assign transactions to the account you’re creating. If this selection is marked for an existing account, the account has already been designated as a detail credit card account.

Accounts with credit card privileges appear in lists in transaction windows throughout the MYOB Premier system.

Each detail credit card account is assigned to the header account that appears directly above it in the list on the left side of the Accounts List window. Detail credit card accounts appear in plain type, and header accounts appear in bold type.

Transaction amounts can be assigned (posted) to detail accounts; that is, when you enter a transaction in MYOB Premier, you can enter the number of a detail credit card account. The amount of the transaction will then be included in the balance of the detail credit card account.

Detail accounts can be Level 2, Level 3 or Level 4.

This selection is available only if your are creating a liability account.


Step 3: Choose a currency for the account (if you're using Multicurrency)

If you’re using MYOB Premier’s Multicurrency feature and you want this account to track amounts in a foreign currency, choose the currency you want. To display a list of the currencies you’ve set up, click the arrow that appears next to the Currency field; highlight the currency you want and click the Use Currency button.

Asset, liability and equity accounts can be assigned a foreign currency. Other accounts are automatically set up to use Australian dollars.

If you choose a currency other than Australian dollars, a message will appear to inform you that an exchange account is needed for the account and offering to create an exchange account for you automatically. The exchange account will be used to track changes in the foreign-currency account’s balance that occur as a result of fluctuations in the currency’s exchange rate. If you click OK to indicate that you want an exchange account to be created automatically, a new account will be created; it will be assigned one number higher than the foreign-currency account (or the next available number if you’ve already got an account with the next highest number).

If you choose to create an exchange account automatically, be sure to enter an opening balance for the account. See Step 6: Enter your detail accounts' opening balances for more information about this task.

For more information about Multicurrency, see Part 30, Multicurrency.


Step 4: Enter budgets for the account (optional; detail accounts only)

You can track your business’s financial progress by using a monthly budget for each of your detail accounts, including detail cheque and detail credit card accounts.

  Note: The 13th period can’t be budgeted

  To enter budgets for an account

  To use budget shortcuts to enter an account’s budget


Note:The 13th period can't be budgeted
Note: The 13th period can’t be budgeted

If your financial year is set up to use 13 periods, you can’t assign a budget to the 13th period. That period should be used only for end-of-year adjusting entries.


To enter budgets for an account

1.	Be sure the account is displayed in the Edit Accounts window.

2.	Click the Budgets button at the bottom of the window to open the History and Budgets window.

3.	You can choose from two ways of entering budgets for your accounts:

You can manually make entries in the Budget column; or

You can use budget shortcuts to make an automatic monthly increase in the account’s budget

If you plan to manually make your budget entries, continue reading these instructions. If you want to use budget shortcuts, see To use budget shortcuts to enter an accounts budget.

4.	In the Budget column, enter the amount of expected activity for the account. Keep in mind that you should enter the expected activity for the account, not the expected balance of the account at the end of each month. For example, if your March budget for an account is $10,000 and your April budget is $10,500, enter $500, not $10,500, in the Budget column for April.

  Idea: Remember how positive and negative numbers affect accounts

5.	Click OK when you’re satisfied with your entries in the History and Budgets window.


Idea: Remember how positive and negative numbers affect accounts

Be sure you properly indicate whether the amounts in the Budget column should be positive or negative. “Positive” and “negative” may appear to mean the opposite of what you expect; for example, if you enter $100 for an expense account, you indicate that the account will cost you $100 for the month.


To use budget shortcuts to enter an account's budget
To use budget shortcuts to enter an account’s budget

You can set up budget shortcuts for an account so each month incorporates a regular increase in budget amounts. MYOB Premier begins with the July budgeted amount and increases it by the amount or percentage you specify for each consecutive month.

1.	In the History and Budgets window, click the Shortcuts button to open the Budget Shortcuts window.

2.	Enter a budget amount and a frequency. The budget amount you enter will be used to calculate the monthly budget amount for July. (For example, if you have a $2,000 payroll expense every fortnight, enter $2,000 and choose Bi-Weekly. MYOB Premier will multiply $2,000 by 26 - the number of fortnights each year - and divide the result by 12 to determine a monthly budget amount of $4,333.33.)

3.	If the budgeted amount will increase (or decrease) consistently from month to month, enter a monthly dollar increase or monthly percentage increase. (To enter a decrease, enter a minus sign in front of the dollar amount or percentage.) If the budgeted amounts won't change from month to month, make no entry in these fields.

4.	When you’re satisfied with your entries in the Budget Shortcuts window, click OK. The History and Budgets window will appear again, displaying the monthly budgets that were calculated in the Budgets column.

5.	Click OK in the History and Budgets window when you’re satisfied with the budgets that appear in the window.


Step 5: Link the account to a transaction type (optional; detail accounts only)

Every transaction you enter into the MYOB Premier system must be assigned to one or more specific accounts. To reduce your data entry time and the possibility of mistaken assignments, MYOB Premier was designed to automatically assign your transactions to the proper accounts at the time you record the transactions. These accounts are called linked accounts.

When you used the MYOB Premier New Data File Assistant to create your company’s data file, specific linked accounts were set up automatically for you. For example, an asset account was assigned to track all sales that result in money owed to you. Whenever you enter a sales transaction that’s not fully paid at the time of the sale, the amount you’re owed will automatically be added to that particular account’s balance. This allows you to avoid the effort of selecting the correct account every time you enter a sale.

As mentioned earlier, your linked accounts are automatically set up for you when you create your data file. However, you might want to use different accounts to track your transaction activity. If you’re creating an account that you think you might want to link to a particular transaction type, read the procedure below for help in making your link.

  Warning: Be very careful with linked accounts!

  To link the account to a transaction type


Warning: Be very careful with linked accounts!

Your financial records rely greatly upon the balances of your linked accounts, since those accounts track the majority of your business activity. In most cases, the linked accounts that were set up for you when you created your data file will serve the needs of your business. Change your linked accounts only if you’re certain that the change is appropriate.

If you’re not sure whether you should change your linked accounts, we suggest you consult your accountant or an MYOB Premier certified consultant. Refer to the “On-Site Consultation” section of Using MYOB Premier to locate a certified consultant in your area.


To link the account to a transaction type

Accounts can be linked to numerous transaction types in MYOB Premier. The process of linking an account is simple:

1.	From the Setup menu at the top of your computer screen, choose Linked Accounts, then choose the appropriate category (General Ledger Accounts, Receivable Accounts, Payable Accounts or Payroll Accounts) to which the transaction type belongs. The Linked Accounts window for that category will appear.

2.	Locate the transaction type in the window, then enter the account number in the field next to the transaction type.

3.	Click OK to close the window.


Step 6: Enter your detail accounts' opening balances
Step 6: Enter your detail accounts’ opening balances

  Idea: Enter all your accounts before proceeding

Since your accounts probably had balances before you began using MYOB Premier, you need to assign those balances to your accounts before you can accurately track your business using MYOB Premier. In MYOB Premier terminology, the balances you assign to your accounts when you begin using MYOB Premier are called opening balances.

To properly assign opening balances to accounts, you need to enter the balance of each of your accounts as of the first day of your conversion month - the month you began using MYOB Premier to track your business.

  Note: Determining your accounts’ opening balances

  Note: Entering opening balances for exchange accounts

  To enter your accounts’ opening balances


Idea: Enter all your accounts before proceeding

At this point, you’ve created a single account. If you plan to add many accounts to the MYOB Premier system - for example, if you’re setting up your company for the first time - we suggest that you follow Steps 1 through 4 again for each account that you plan to set up. Then, when you’re finished entering all your accounts, continue with these next steps.


Note: Determining your accounts' opening balances
Note: Determining your accounts’ opening balances

If you’re not sure what your accounts’ opening balances are, you can acquire this information from reports you may have recently created.

If you have a trial balance report for the month prior to your conversion month, each account’s ending balance for that month is the opening balance you should enter into MYOB Premier.

If you have a current balance sheet, you can use the total amounts on that report for the opening balances of your asset, liability and equity accounts.

If you have a current income statement, you can use the total amounts on that report for the opening balances of your income and expense accounts.


Note: Entering opening balances for exchange accounts

If you’re using MYOB Premier’s Multicurrency feature, your chart of accounts includes a number of exchange accounts to track the effects that changes in the exchange rate have on your foreign-currency accounts. If the foreign-currency account associated with an exchange account has an opening balance, then you must enter an opening balance for the exchange account, as well.

To determine the opening balance for exchange account, you must know the balance of the foreign-exchange account, along with the foreign-currency account’s value in Australian dollars. Calculate the difference between the foreign amount and its value in Australian dollars - this is the opening balance for the exchange account. For example, assume a foreign-currency account has a balance of 100 British pounds and that those pounds are worth 250 Australian dollars. The difference between 100 and 250 is 150, so you’d enter $150 as the opening balance for the exchange account.

For more information about Multicurrency, see Part 30, Multicurrency.


To enter your accounts' opening balances
To enter your accounts’ opening balances

1.	From the Setup menu, choose Balances/Account Opening Balances to open the Account Opening Balances window.

2.	If your conversion month is the first month of your financial year (for example, if your financial year runs from July to June, and your conversion month is July), enter the opening balances of your asset, liability and equity accounts only. (The opening balances of all your income and expense accounts should remain zero.)

If your conversion month is not the first month of your financial year (for example, if your financial year runs from July to June, and your conversion month is October), enter the opening balances of all your accounts.

You should almost always enter opening balances as positive numbers. Don’t, for example, enter your liability accounts’ balances as negative numbers. MYOB Premier knows whether your accounts usually have positive or negative balances. Enter negative amounts only if accounts have negative balances.

  Note: Important information about a few specific accounts

3.	Check the field at the bottom of the window that’s labeled “Amount left to be allocated.” If this field displays $0.00, the total of the opening balances you assigned to your asset accounts equals the total opening balances of your liability and equity accounts.

If, however, the "Amount left to be allocated" field displays an amount other than $0.00 and you aren't tracking inventory costs, you should review the opening balances you've entered to be completely sure you've entered the exact amounts. (To keep accurate financial records, it's important that the total of your asset accounts' opening balances equals the total of your liability and equity accounts' opening balances.) If you've entered any of the opening balances incorrectly, be sure you correct the amounts before you continue.

If the "Amount left to be allocated" field still doesn't display $0.00 after you've rechecked your opening balances, click the OK button. The amount that appeared in the "Amount left to be allocated" field will be assigned to a special equity account called Historical Balancing. (If you want, you can see the balance of this account in the Accounts List window.)

When you've reviewed the amount left to be allocated, click OK to close the window.


Note: Important information about a few specific accounts

Some of the accounts in your chart of accounts require some “special treatment” when you’re entering opening balances. Please read the following information carefully.

Current Year Earnings  One of your most vital accounts is an equity account called Current Year Earnings. The balance of this account is incremented automatically during the course of your normal MYOB Premier business activity. Although this account doesn’t appear in the Account Opening Balances window, don’t worry - it does exist! Since MYOB Premier calculates the balance of this account automatically, you can’t enter an opening balance for it.

If your conversion month is the first month of your financial year, the opening balance of your Current Year Earnings account will be zero. This indicates that your company hasn’t acquired any income in the current year because the year has just begun.

Retained Earnings  If you’ve just begun using MYOB Premier, enter your company’s entire previous year’s earnings as the opening balance of your Retained Earnings account.

Main inventory asset account  If you plan to use MYOB Premier’s inventory features, don’t enter an opening balance for the account you intend to use to track the value of your company’s inventoried items. You’ll enter this account’s opening balance when you set up your items.


Step 7: Enter your detail accounts' historical balances (optional)
Step 7: Enter your detail accounts’ historical balances (optional)

An account’s historical balances are the month-end balances of the account for the months before you began using MYOB Premier to track your business. You’re not required to enter historical balances for any of your accounts in MYOB Premier, but you might find this information useful if you want to compare the current year’s account balances with last year’s.

  To enter your accounts’ historical balances


To enter your accounts' historical balances
To enter your accounts’ historical balances

1.	Be sure the account is displayed in the Chart of Accounts window.

2.	Click the History button at the bottom of the window to open the Account Historical Balances window.

3.	For your asset, liability and equity accounts (also known as “balance sheet accounts”), click the Balance Sheet selection at the top of the window, then enter the ending balances for each account for the selected month.

  Note: Exception - your Current Year Earnings account

For income and expense accounts (also known as “profit and loss accounts” or “P&L accounts”), click the P&L selection at the top of the window, then enter the net activity for each account for the selected month.

  Warning: Historical balances affect P&L accounts’ opening balances

You can enter historical amounts for all months that preceded your conversion month, except for the month that immediately preceded your conversion month. There is one exception to this rule, however: If your conversion month occurred at the beginning of a new fiscal year, you can enter historical amounts for your income, cost of sales and expense accounts for the month preceding your conversion month.

4.	When you’re finished entering historical balances for your accounts, click the OK button in the Account Historical Balances window to close the window.

At this point, you’ve entered all the account information that’s needed to track your business activity in the MYOB Premier system.


Note: Exception - your Current Year Earnings account

The balance of the equity account called Current Year Earnings is incremented automatically during the course of your normal MYOB Premier business activity. As a result, you can’t enter a historical balance for the Current Year Earnings account.


Warning: Historical balances affect P&L accounts' opening balances
Warning: Historical balances affect P&L accounts’ opening balances

When you enter historical balances for income or expense accounts, keep in mind that MYOB Premier will change the opening balances of those accounts to reflect the historical entries you make.

If, for example, your financial year runs from July to June and your conversion month is January, you should have entered opening balances for your income and expense accounts that indicated those accounts’ net activity for July through December. MYOB Premier, however, considers the opening balances as December's historical balance, not the entire July-through-December time period. If you now enter historical balances for July through November, those balances will be subtracted from the December activity figure.

You can enter historical amounts for all months that preceded your conversion month, except for the month that immediately preceded your conversion month. There is one exception to this rule, however: If your conversion month occurred at the beginning of a new financial year, you can enter historical amounts for your income and expense accounts for the month preceding your conversion month.


Changing accounts

Occasionally, you’ll find it necessary to make a change to a account. The instructions in this section will help you make your changes so your records are updated properly.

  To change an account’s basic information

  To change an account’s level


To change an account's basic information
To change an account’s basic information

You can change an account’s basic information, such as its name, number, opening balance and transaction links.

  Warning: Other accounts may be affected

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

2.	Highlight the account you want to change in the Chart of Accounts window, then click the Edit button to open the Edit Accounts window.

3.	Make the changes you need to make to the account.

4.	 When you’re finished making changes to the account’s information, click the OK button to record your changes.


Warning: Other accounts may be affected

When you change an account’s number, the accounts in your chart of accounts will be reorganised to reflect the change. For example, if you change the number of a header account so it’s no longer associated with its detail accounts, the detail accounts will be automatically moved up one account level.


To change an account's level
To change an account’s level

All accounts are assigned a level, which indicates their location in your chart of accounts’ hierarchy. The eight section header accounts - Asset, Liability, Equity, Income, Cost of Sales, Expense, Other Income and Other Expense - are the only accounts that can be Level 1 accounts. All other header accounts can be assigned Levels 2 and 3. Detail accounts can be Level 2, 3 or 4.

In many cases, you can change an account’s level quickly, using the instructions below. You can even change header accounts - except for the five account categories - to detail accounts. However, keep in mind that any changes you make to a header account will affect the detail accounts that were assigned to it.

  Note: Some accounts’ levels can’t be changed

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

2.	Highlight the account you want to change in the Chart of Accounts window, then click the Up or Down button at the bottom of the window to change the account up or down one level.


Note: Some accounts' levels can't be changed
Note: Some accounts’ levels can’t be changed

A detail account with transactions assigned to it can’t be changed to a header account.


Inactivating accounts

All accounts are assigned an active status when you create them using MYOB Premier. By changing the status of an account to inactive, you can exclude the account from selection windows. If you have account records that you create for one-time journal entries, for example, inactivating them after their one-time use will remove them from selection windows. Your list of accounts will be shorter, and selecting the accounts you need will be easier.

If an account is marked inactive, you still can use the account in transactions by manually entering the account number. You also can  return the status of the account to active so that it will appear again in the selection windows.

No matter what the status of an account - active or inactive - transactions recorded using the account will continue to affect all of your financial records.

  To inactivate (or re-activate) an account


To inactivate (or re-activate) an account

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

2.	Click the zoom arrow next to the account you want to change. The Edit Accounts window appears, displaying the account you selected.

3.	Mark the Mark Account as Inactive option. (To return the account to active status, simply unmark this option.)


Removing accounts

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 and has been inactive for 12 months.

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.

  To remove an account


To 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 Chart of Accounts window.

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

4.	Choose Delete Account from the Edit menu at the top of your computer screen to remove the account.


Procedures Guide Part 3 - Your Company

You can personalise your MYOB Premier system in a number of ways. By entering information about the unique aspects of your company, your MYOB Premier experience will be more closely tailored to your needs.

In this part:

  Entering information about your company

  Customising your MYOB Premier system

  Creating tax codes

  Securing your company’s data


Entering information about your company

You can personalise your MYOB Premier data file by entering descriptive information about your company, such as its name, identification numbers and business calendar. In many cases, the company information you enter can be printed on your MYOB Premier business reports.

If you’ve created a data file with incorrect information that can’t be changed, you’ll need to create a new data file with correct information to fix the error.

  Note: Some company information is entered in the New Data File Assistant

  To enter general information about your company

  To enter your company's payroll information

  To update your company's bank information

  Setting up your business calendar


Note: Some company information is entered in the New Data File Assistant

When you first created your data file using the MYOB Premier New Data File Assistant, you specified a few important details about your company, such as the name of your current financial year and payroll year, the number of periods in your financial year and your conversion month. This information is the foundation of your data file and can’t be changed.

If you’ve created a data file with incorrect information that can’t be changed, you’ll need to create a new data file with correct information to fix the error.


To enter general information about your company

In the Company Information window, you can make entries that describe your company. You can make changes to the information in this window at any time, as well.

1.	From the Setup menu, choose Company Information to open the Company Information window.

2.	Enter or change the information you want.

3.	When you’re finished, click the OK button.


To enter your company's payroll information

Using the General Payroll Information window, you can also enter basic information about your company’s payroll administration. You can make changes to most of the payroll information you entered in the past, as well.

1.	From the Setup menu, choose General Payroll Information to open the General Payroll Information window.

2.	Enter or change the information you want. You can specify the number of hours your employees are expected to work each week, your company's Group Number, net pay rounding and bank information.

3.	When you’ve finished, click the OK button.


To update your company's bank information

You can display the Banking Information window using either the Company Information window or the General Payroll Information window. This procedure describes how to open the Banking Information window using the Company Information window. Regardless of how you open the window, the information that appears in it will be used for both employees and vendors.

To update your company's bank information, complete these steps:

1.	Choose Company Information from the Setup menu. The Company Information window will appear.

2.	Click the Bank Info button. The Banking Information window will appear.

3.	Enter information about your bank and bank account;

4.	If your bank requires that electronic payments be accompanied by a self-balancing transaction, mark the Self Balancing Transaction option. (Consult with your bank if you're unsure about the bank's requirements for electronic payments.)

5.	When you're satisfied with your entries, click OK.


Setting up your business calendar

Using the Business Calendar window, you can specify which days make up your company’s work week, as well as the days of the year on which holidays and important business events occur.

The Business Calendar is a three-year calendar, made up of the current calendar year, the previous calendar year and the next calendar year.

  Note: How the Business Calendar affects the To Do List

  To set up your business calendar


Note: How the Business Calendar affects the To Do List

The To Do List will remind you to perform your tasks on business days only. The work week that you set up in the Business Calendar is the basis for the To Do List’s reminders. If a reminder is due to fall on a non-business day, the To Do List will remind you to perform the task on the first business day before the actual day the task is due. For example, if your business is closed on Saturdays but a reminder is scheduled to appear on Saturday, the reminder will appear in your To Do List on Friday instead.


To set up your business calendar

1.	From the Setup menu, choose Business Calendar to open the Business Calendar window.

2.	The current month is displayed in the calendar at the top of the window. Days that appear in grey are marked as days when your business is closed.

If you want to change the setting for any specific days in the month, click those days in the calendar.

If your business is always opened or closed on a specific day of the week, click that day in the middle part of the window, labeled “Shortcut for setting average business week.” A message will appear, confirming that you are changing the day’s status; click OK to accept the change.

  Note: When you change a day, you change all three years

3.	Add any important events that occur during the month in the Important Dates section of the window.

4.	If you wish to change other months in the Business Calendar, use the arrows at the top of the calendar to move from month to month.

5.	When you’re finished setting up your calendar, click the OK button.


Note: When you change a day, you change all three years

When you use the “Shortcut” section of the window to change the status of a day, you’ll be changing the status of the day for all three years in the Business Calendar’s three-year calendar.


Customising your MYOB Premier system

Everyone has their own way of doing their books and working with computer programs. MYOB Premier provides the flexibility you want when you’re doing your daily accounting tasks. This section describes some of the tools available to you to personalise your MYOB Premier experience.

  Customising your work using preferences

  Organising your cards by using identifiers

  Using custom lists and fields for items

  Using MYOB Premier pricing levels


Customising your work using preferences

Using MYOB Premier’s Preferences window, you can choose how you access, view and make entries in the MYOB Premier system. Following is a description of many of MYOB Premier’s preferences; we encourage you to review all the options in the Preferences window and experiment with the possibilities they offer.

  To set up MYOB Premier to conform to the way you work

  To set up MYOB Premier to preserve the accuracy of your accounting entries

  To automatically create business contacts

  To automatically print transactions when you enter them


To set up MYOB Premier to conform to the way you work

There are a number of ways you can set up MYOB Premier to help you make your accounting tasks more efficient.

You can use MYOB Premier’s Easy-Fill feature to quickly enter account numbers and card names that you enter frequently. When you enter an existing account number or card name, Easy-Fill will “recognise” the entry you’re making and automatically fill in the rest of the entry for you. If you want to use Easy-Fill, click the Windows tab in the Preferences window, then mark the box labeled “Use Easy-Fill When Selecting From a List.”

If your company has many items in stock, your list of invoice items is probably long. If you’d like to sort your item search lists alphabetically by the items’ names instead of by the items’ numbers, click the Windows tab in the Preferences window, then mark the box labeled “Select Items by Item Name, Not Item Number.”

If you use MYOB Premier for Windows, pressing the ENTER key will click the default button (the button with a dark border around it). If you’d rather press the ENTER key to move between fields in MYOB Premier windows, click the Windows tab in the Preferences window, then mark the box labeled “The Enter Key Works Just Like the Tab Key When Entering Data.” (If you mark this selection, you can still use the TAB  key to move between fields, as well.)

There are a few areas in MYOB Premier where the ENTER key and the TAB key work differently, regardless of your selection here: In text boxes that allow you to enter multiple lines of information (such as address fields), the ENTER key moves the insertion point to the next line in the text box, while the TAB key moves the insertion point out of the text box and into the next field in the window. Also when you’re entering line items for sales, purchases and other transactions, the TAB key moves the insertion point to the next column but remains on the same line; the ENTER key moves the insertion point to the next line, where you can begin entering a new line item.

If you enter long descriptions on invoices and purchase orders and you want to view those descriptions in their entirety whenever the Description field is active, click the Windows tab in the Preferences window, then mark the box labeled “Use Expandable Data Entry Fields in Windows.”

If you want the To Do List to appear immediately when you start MYOB Premier, click the Windows tab in the Preferences window, then mark the box labeled “Display To Do List When Starting MYOB Premier”


To set up MYOB Premier to help you preserve the accuracy of your accounting entries

MYOB Premier provides many methods to keep your accounting records as accurate as possible. The system will be as vigilant as you want it to be; for example, you can set up MYOB Premier so it warns you when you make an entry that might be incorrect. You can even set up MYOB Premier so it prevents you altogether from making changes to transactions you’ve already entered.

The following options are a few of the preferences you can set up to help preserve the accuracy of your accounting records.

If you wish to maintain a comprehensive history of all transactions you enter in the MYOB Premier system - in other words, if you want to keep a strict audit trail - click the Security tab in the Preferences window, then mark the box labeled “Transactions CAN'T be Changed; They Must be Reversed.”

  Note: What are unchangeable transactions?

If you wish to be notified whenever you enter a future date as a transaction date - for example, if you mistakenly enter a date two months from now - click the System tab in the Preferences window, then mark the box labeled “Warn Before Recording Post-Dated Transactions.”

If you want to be warned whenever you enter a transaction number that’s already been used on a cheque, sale or purchase, click the Chequebook, Sales or Purchases tab in the Preferences window, then mark the box whose label begins with, “Warn for Duplicate...”

  Note: MYOB Premier takes time to check for duplicate numbers

If you’d like to be notified that a customer has an existing customer credit whenever you apply one of the customer’s payments to a sale, click the Sales tab in the Preferences window, then mark the box labeled “Warn if Customer has an Outstanding Credit Before Applying a Payment.”

If you’d like to be notified that your company has an existing vendor debit whenever you apply one of your vendor payments to a purchase, click the Purchases tab in the Preferences window, then mark the box labeled “Warn if Vendor Owes Me Money Before Making a Vendor Payment.”

If you’d like MYOB Premier to automatically suggest that customer payments and vendor payments should be applied to the oldest outstanding sales and purchases first, click either the Sales or Purchases tab in the Preferences window, then mark either the box labeled “Apply Customer Payments Automatically to Oldest Invoice First” or labeled “Apply Vendor Payments Automatically to Oldest Purchase First.”


Note: What are unchangeable transactions?

If you mark the selection described in the previous paragraph, your transactions are considered unchangeable; that is, you won’t be able to make changes or remove the transactions you’ve recorded; instead, you’ll need to reverse the transaction to completely remove the effects of the transaction from your records.

You’ll find more information about the process of reversing transactions throughout your MYOB Premier documentation.


Note: MYOB Premier takes time to check for duplicate numbers

If you mark any of the “Warn for Duplicate” boxes in the Preferences window, keep in mind that MYOB Premier must search your entire data file for duplicate transaction numbers each time you record a new transaction in the Write Cheques, Sales or Purchases window. As a result, it will take a little more time for MYOB Premier to complete the process of recording those types of transactions.


To automatically create business contacts

You can choose to create a business contact in the Contact Log each time you create a cheque, deposit, sale or purchase transaction. The business contacts will be created for the card whose name appears on the transactions you enter.

To automatically create a business contact each time you create a cheque, deposit, sale or purchase, click either the Chequebook, Sales or Purchases tab in the Preferences window, then mark the box whose label begins with, “Make a Contact Log Entry for Every...”

  Note: Business contacts can use up considerable hard disk space


Note: Business contacts can use up considerable hard disk space

Over time, business contact information can cause your data file to grow considerably in size. If you choose to create business contacts automatically, we recommend that you periodically purge old contacts that you no longer need.


To automatically print transactions when you enter them

You can set up MYOB Premier so invoices are printed immediately when you record them, and so purchase orders are printed immediately when you place them in the Pending File.

To print invoices immediately when you record them, click the Sales tab in the Preferences window, then mark the box labeled “Print Invoices When They’re Recorded.”

  Idea: You can print packing slips and shipping labels, too

To print purchases immediately when you place them in the Pending File, click the Purchases tab in the Preferences window, then mark the box labeled “Print Purchases When They’re Placed in the Pending File.”


Idea: You can print packing slips and shipping labels, too

You might want to print packing slips and shipping labels to accompany your invoices. If you do, consider marking the boxes labeled “Print Packing Slips (or Shipping Labels) When Invoices are Printed.”


Organising your cards by using identifiers

Identifiers are one-letter labels you can assign to cards in MYOB Premier to help you organise your cards into groups more specific than just Employee, Customer, Vendor or Personal. When you create reports or view information about cards throughout the MYOB Premier system, you can limit the information you view to that of a specific group of cards by indicating the identifiers you’ve assigned to the cards in that group.

  To create identifiers

  To assign identifiers to a card


To create identifiers

1.	In the Card File Command Centre, click Identifiers to open the Identifiers window.

2.	The Identifiers window provides a field for each of the 26 letters of the alphabet. Enter a description for as many of the identifiers as you want.

3.	When you’re finished, click OK.


To assign identifiers to a card

  Note: You can limit information on reports by using multiple identifiers

1.	In the Card File Command Centre, click Cards to open the Cards window.

2.	Highlight the card to which you wish to assign identifiers, and then click the Edit button. The Card File Entry window appears.

3.	In the Identifiers field, enter the identifiers you want to assign to the card. (If you need to remember how you set up your identifiers, click the zoom arrow next to the Identifiers field.) You can assign up to 10 identifiers to a card.

4.	When you’re finished, click OK.


Note: You can limit information on reports by using multiple identifiers

Identifiers can be used in a variety of ways - to separate existing customers from prospects, to group customers by type or region, and the like. If you assign multiple identifiers to your cards, you can limit the information displayed on reports to those individuals or companies that have been assigned all the identifiers you list.

For example, say you assign the identifier W to your wholesale customers, and you assign G to government agencies. When you print the Analyse Sales [Customer] Report, you can indicate in the Report Filters window that you want to include only the customers who have been assigned the identifiers G and W. The report you print will include only government agencies who are wholesale customers.

Depending upon the way you use identifiers and the number of identifiers you assign to each card, you’ll be able to print reports for very specific groups of customers, vendors and employees.


Using custom lists and fields for items

If you need to record additional information about your items that may be specific to your business, you can use the custom lists and fields in the Item Information window to do so. MYOB Premier contains three custom lists and three custom fields. You can label them according to your needs.

For example, if you track your items by colour, you might want to label one of MYOB Premier’s custom fields “Colour.” Then, every time you create an item record, you’d enter the colour of the item in your “Colour” field in the Item Information window. Similarly, if you store items in several warehouses, you might want to use a custom list to speed the entry of your item records. You could label one of MYOB Premier’s custom lists “Warehouse” and create an entry in that list for each of your warehouses. Then, every time you create an item record, you’d choose the name of the warehouse where you store the item from your custom “Warehouse” list. Custom lists and fields are available to every item record in your data file.

You can use custom lists to filter some reports. Click here for a list of these reports. Click here for more information about filtering reports. You also can include custom field information on some reports. Click here for a list of these reports.

  To enter a label for a custom list for items

  To create list entries on a custom list for items

  To change a list entry on a custom list for items

  To delete a list entry on a custom list for items

  To enter a label for a custom field for items


To enter a label for a custom list for items

1.	Choose Custom Field and List Names from the Setup menu. The Custom Field and List Names window appears.

2.	Click the Item tab.

3.	Enter a name for your custom list in one of the Name of Custom List fields. You can use up to three custom lists for items in MYOB Premier.

4.	Click OK.


To create list entries on a custom list for items

1.	Click Custom Lists in the Inventory Command Centre. The Custom Lists window appears.

2.	In the Custom List field, choose the custom list for which you want to create list entries.

3.	Click the New button. The Edit Custom List window appears.

4.	Enter the name of the list entry you want to create. Click OK.

5.	Repeat steps 3 and 4 until you’ve entered all the list entries you want to include in the custom list, then click Close in the Custom Lists window.


To change a list entry on a custom list for items

1.	Click Custom Lists in the Inventory Command Centre. The Custom Lists window appears.

2.	In the Custom List field, choose the custom list for which you want to change list entries.

3.	Select the list entry you want to change and click Edit. The Edit Custom List window appears.

4.	Change the name of the list entry and click OK.


To delete a list entry on a custom list for items

1.	Click Custom Lists in the Inventory Command Centre. The Custom Lists window appears.

2.	In the Custom List field, choose the custom list for which you want to delete list entries.

3.	Select the list entry you want to delete and choose Delete List Entry from the Edit menu.

4.	Change the name of the list entry and click OK.


To enter a label for a custom field for items

1.	Choose Custom Field and List Names from the Setup menu. The Custom Field and List Names window appears.

2.	Click the Item tab.

3.	Enter a name for your custom field in one of the Name of Custom Field fields. You can use up to three custom fields for items in MYOB Premier.

4.	Click OK.


Using MYOB Premier pricing levels

If you have different kinds of customers to whom you sell an item at different prices, you can arrange the prices of the item in pricing levels. Pricing levels in the Item Information window allow you to set the selling price of an item according to the kind of customer you’re doing business with. Pricing levels allow you to set an item’s selling prices for up to six kinds of customers. If you adjust your selling prices for items sold in larger quantities, you can enter up to five quantity ranges in the Over fields of the Item Information window and still maintain pricing levels.

For example, some of your customers may do business with you as a wholesaler. Others may buy the same item from you at a retail price. You may set a special price for wholesale customers who buy in bulk. Using pricing levels in the Item Information window, you can set the selling price of an item for each kind of customer and for five quantity ranges. Then you can designate a corresponding pricing level for each of your customers in the Credit Terms window.

Assume you’ve assigned the “wholesale” pricing level to a customer card and you’ve entered that card on an item invoice. When you enter an item on the invoice, the price that appears automatically will be the item’s price at the “wholesale” level for the quantity you’ve entered.

  Note: Be sure not to undercharge when using pricing levels and volume customer discounts

  To label pricing levels

  To create pricing levels

  To assign a pricing level to a customer card


To label pricing levels

1.	Choose Custom Field and List Names from the Setup menu. The Custom Field and List Names window appears.

2.	Click the Price Levels tab.

3.	Enter a name for each pricing level you want to use.

4.	Click OK.


To assign a pricing level to a customer card

1.	Be sure the customer card is displayed in the Card File Entry window.

2.	Click the Terms button at the bottom of the window to open the Credit Terms window.

3.	Choose the customer’s pricing level from the Price Level list and click OK.


Note: Be sure not to undercharge when using pricing levels and volume customer discounts

If you enter pricing levels for your customers in the Credit Terms window, be sure to take into account their volume discounts so you don’t inadvertently undercharge for some items. If you assign the “wholesale” pricing level to a customer so prices at that level only will appear on item invoices for that customer, don’t enter your company’s wholesale discount in the customer’s Volume Customer Discount field. Any volume discount you enter for the customer will be subtracted from the item’s “wholesale” price.


Creating tax codes

If your business makes sales and purchases, you’re probably very familiar with the concept of including tax on the transactions you conduct with your customers and vendors.

To help you keep on top of taxes, MYOB Premier uses tax codes. Each MYOB Premier tax code represents a particular tax rate, which is used to calculate the taxes on your transactions. Whenever you enter a transaction that should be taxed, you’ll assign a specific tax code to each line item in the transaction. The tax code’s tax rate will then be multiplied by the amount of the line item to determine your tax amount.

  Note: Default tax codes can be used in transaction entry windows

  To create tax codes


Note: Default tax codes can be used in transaction entry windows

The tax codes you set up in the following procedure can be assigned to items, customers and vendors to make your data entry faster and easier when you create invoices and purchase orders in the future. Tax codes can be assigned to items using the Buying Details and Selling Details tabs in the Item Information window. They can be assigned to customers and vendors using the Credit Terms window available for each customer and vendor from the Card File Entry window.

The Credit Terms window also has an option - "Use Item's Tax Code When Bought" for vendors, and "Use Item's Tax Code When Sold" for customers - that allows you to ignore the customer's or vendor's tax code when entering sales and purchases. If this option is unmarked, the customer's or vendor's tax code will be used in their transactions, but if the option is marked, the tax codes you've entered for the items will be used instead.

The default tax code for freight amounts is the code assigned to the customer or vendor.

As with other default entries in MYOB Premier, you can choose other tax codes if the default tax codes aren't the correct ones for a transaction you're recording.


To create tax codes

Before you can accurately track tax amounts on sales, you must set up tax codes that represent the tax rates your company uses. To set up these tax codes, follow the steps below.

You can create as many tax codes as you like.

1.	From the Setup menu, choose Tax Code List to open Tax Code List window.

2.	Click the New button to open the Tax Code Information window.

3.	In the Tax Code Information window, enter a descriptive code for the new tax code using up to three characters, along with a description. This code will appear in transaction entry windows, on invoices and purchase orders and elsewhere throughout the system. We recommend that you make the code as descriptive as possible so that it'll be easy to recognize when you're entering transactions.

4.	From the Tax Type column, select the option that describes the tax code you're creating:

Import Duty - This tax type should be used by importers bringing goods into Australia from other countries. Tax codes with this tax type are used to record the import duty payable on a purchase order without changing the total amount of the purchase order. (The import duty is treated as a separate transaction since the duty is payable to the ATO, not to the company supplying the goods.)

Sales Tax - This tax type is associated with the Wholesale Sales Tax that is in effect through the 30 June 2000, as well as Wine Equalisation Tax.

Goods & Services Tax - This tax type is associated with the GST that comes into effect on the 1 July 2000. This tax type also is used for GST free goods and GST on Wine Equalisation Tax.

Input Taxed - This tax type should be used by organisations such as suppliers of financial services that must pay GST on the purchases they make but don’t collect GST from their clients or customers. The Input Taxed tax type also should be used by businesses that haven’t registered for GST (businesses with turnover of less than $50,000 annually).

Consolidated - This tax type is used for tax codes that are made up of two or more other tax codes. For example, wine wholesalers might use a consolidated tax code that contains both the GST and Wine Equalisation Tax codes, since both taxes apply to the products they buy and sell.

After you've made your selection, a number of additional fields will appear. The fields that appear, will depend upon the tax type you've chosen.

5. 	If you've chosen the Import Duty tax type  Enter the tax rate (the percentage of duty applied to goods using this tax code), as well as the account you wish to use to track accrued duty amounts; this generally is a liability account. If you've created a card for your import agent, you can link the import agent to the tax code, as well.

If you've chosen the Sales Tax tax type  Enter the tax rate for this tax code, as well as the account you wish to use to track the sales tax you collect from customers; this generally is a liability account. If you've created a card for the ATO, you can link the ATO's card to the tax code, as well.

If you've chosen the Goods & Services Tax tax type  Enter the tax rate for this tax code. Also enter the account you wish to use for tracking the GST you collect from customers (usually a liability account) and the account you wish to use for tracking the GST you pay to vendors (usually an asset or liability account). If you've created a card for the ATO, you can link the ATO's card to the tax code, as well.

If you've chosen the Input Taxed tax type  Enter the tax rate for this tax code.

If you've chosen the Consolidated tax type  A window appears, allowing you to specify the tax codes that will be included in this consolidated tax code. In the Code column, enter each of the codes you want to include, or press the TAB key to view a selection list of the tax codes you've created.

6.	Click OK.

The next time you enter a transaction in the Sales window or Purchases window, the tax codes you just set up will be available for you to assign to individual line items on the transaction. Tax codes also can be entered in the Write Cheques window and the Make a Deposit window if you're recording cheques or deposits that are subject to tax.


Securing your company's data
Securing your company’s data

Maintaining your data’s integrity may require that you set up a password security system so your sensitive financial records are protected from others.

In MYOB Premier, you can use a security system based on a master password and several sub-passwords. The following topics describe how to set up your security system’s passwords.

  Note: How passwords work in a network environment

  Note: Lists and reports are affected by password security

  To create a master password

  To create a sub-password

  Changing passwords

  To remove a password


To create a master password

  Note: This task requires single-user access

The master password is used to control access to the entire MYOB Premier system; this password is used to create sub-passwords, and it allows access to every area of MYOB Premier. You can have only one master password in a single data file.

Follow the steps below to create a new master password.

1.	From the Setup menu, choose Preferences to open the Preferences window. Click the Security tab at the top of the window, then click the Password button at the bottom of the window. The Set Up Passwords window appears.

2.	In the New Master Password field, enter the master password you wish to use, then click the Record New Password button. Passwords aren’t case-sensitive; that is, it doesn’t matter whether you type lowercase or uppercase letters in your password.

3.	An alert message appears, allowing you to review the entry you made. Review the password you typed, then click OK; the master password is created, and the Password Access window appears. You can now exit the password windows by clicking the OK button, or you can begin setting up sub-passwords in the Password Access window.

After you’ve created a master password, you’ll need to use the master password each time you want to access this data file, and each time you want to open the Password Access window. Don’t forget the master password!


To create a sub-password

 Note: This task requires single-user access

Sub-passwords are used to control access to various sections of the MYOB Premier system, such as individual command centres. If your system uses passwords, you’ll enter the password when you start MYOB Premier or switch from one data file to another; MYOB Premier users will be able to access those areas for which their password has been assigned access privileges. You can set up any combination of sub-passwords in your security system.

Follow the steps below to create a new sub-password.

1.	Choose Preferences from the Setup menu to open the Preferences window. Click the Security tab at the top of the window, then click the Password button at the bottom of the window. A window appears, requesting that you enter the master password.

2.	Enter the master password. When you type an existing master password, an asterisk (*) appears for each character you type, ensuring others can’t read the password on the computer screen as you type it.

3.	After you’ve entered the password, click the OK button. The Password Access window appears.

4.	The Password Access window contains two lists. On the left-hand side of the window, a list of all existing passwords is displayed. If you’ve just begun working with passwords, only **MASTER** will appear in this list. On the right side of the window, a list of all MYOB Premier command centres and their accompanying windows is displayed.

To create a sub-password, click the New button; the Set Up Passwords window appears.

5.	Enter a sub-password in the New Sub-Password field. Passwords aren’t case-sensitive; that is, it doesn’t matter whether you type lowercase or uppercase letters in your password.

6.	When you’re finished typing the password, click the Record New Password button. The Password Access window reappears, with the new sub-password appearing in the list on the left side of the window.

7.	Be sure the new sub-password is highlighted in the Sub-Password list in the left side of the window.

8.	Select the command centres and windows for which users with this password won’t be able to access by clicking on the appropriate names. When you select a command centre or window, an X will appear in the Not Allowed column next to the label you selected. If you select a command centre or a window that opens other windows, an X will appear next to the names of the other windows, as well.

9.	When you're finished restricting access for the sub-password, click the OK button to close the Password Access window. When you close this window, the new sub-password you’ve created will become active.


Changing passwords

Follow the steps below to change an existing master password or sub-password.

  To change the word used as a password

  To change a sub-password’s access rights


To change the word used as a password

 Note: This task requires single-user access

1.	Choose Preferences from the Setup menu to open the Preferences window. Click the Security tab at the top of the window, then click the Password button at the bottom of the window. A window appears, requesting that you enter the master password.

2.	Enter the master password. When you type an existing master password, an asterisk (*) appears for each character you type, ensuring others can’t read the password on the computer screen as you type it.

3.	After you’ve entered the password, click the OK button. The Password Access window appears.

4.	Highlight the password you want to change in the list on the left side of the window and then click Edit.

5.	The Set Up Passwords window appears, displaying the password. Change the password, then click Record Changes. If you changed a master password, an alert message will appear, allowing you to review the new password. Click OK to save your changes and return to the Password Access window.


To change a sub-password's access rights
To change a sub-password’s access rights

 Note: This task requires single-user access

1.	Choose Preferences from the Setup menu to open the Preferences window. Click the Security tab at the top of the window, then click the Passwords button at the bottom of the window. A window appears, requesting that you enter the master password.

2.	Enter the exact password. When you type an existing master password, an asterisk (*) appears for each character you type, ensuring others can’t read the password on the computer screen as you type it.

3.	After you’ve entered the password, click the OK button. The Password Access window appears.

4.	Highlight the password you want to change in the list on the left side of the window, and then make the changes you want on the right side of the window.

5.	When you’re finished, click OK.


To remove a password

 Note: This task requires single-user access

Use the following steps to remove a password.

  Note: If you want to remove the master password

1.	Choose Preferences from the Setup menu to open the Preferences window. Click the Security tab at the top of the window, then click the Password button at the bottom of the window. A window appears, requesting that you enter the master password.

2.	Enter the master password. When you type an existing master password, an asterisk (*) appears for each character you type, ensuring others can’t read the password on the computer screen as you type it.

3.	After you’ve entered the password, click the OK button. The Password Access window appears.

4.	Locate the password in the list on the left side of the window, highlight it, then click the Delete button.

5.	If you chose to remove a sub-password, the password will be removed immediately.

If you chose to remove the master password, an alert message will appear, informing you that all password protection will be removed for this company’s data file when you remove the master password. Click OK; the message All passwords have been deleted will appear. Click OK to return to the Preferences window.


Note: If you want to remove the master password

If you want to remove your master password, you must remove all your sub-passwords first.


Procedures Guide Part 4 - Sales

In MYOB Premier, sales are transactions that indicate that items or services were sold to a customer. Sales that are printed on documents you give to your customers are called invoices. You can choose from four types of invoice sales in MYOB Premier - item invoice, service invoice, professional invoice or time billing invoice - or you can use unprinted sales called miscellaneous sales.

In this part:

  Entering sales

  Billing for time

  Tracking sales on retainer

  Printing invoices, packing slips and labels

  Printing statements

  Using pending sales

  Recording recurring sales

  Finding sales

  Reviewing your sales information

  Changing sales

  Removing sales

  Reversing sales


Entering sales

To enter a sales transaction, you’ll complete the steps below.

Checklist: How to enter a sale

  Step 1: Choose the type of transaction you want

  Step 2: Enter customer information

  Step 3: Bill the customer for reimbursable job expenses (optional)

  Step 4: Enter line items

  Step 5: Complete the transaction

  Step 6: Choose what you want to do with the sale


Step 1: Choose the type of transaction you want

The Sales window can be viewed in five different ways; each way, or view, allows you to enter a particular type of sales transaction. Before you begin creating a sale, be sure you’re using the view of the Sales window that matches the type of sale you want to create.

  To choose a particular type of sale


To choose a particular type of sale

1.	Click Sales in the Sales Command Centre to open the Sales window.

2.	In the Sales window, click the Type button. The Type window appears, displaying the five types of sales (service invoices, item invoices, professional invoices, time billing invoices and miscellaneous sales) you can create in the Sales window.

  Note: If you want to enter a time billing invoice

3.	Select the type of transaction you want, then click the OK button. The Type window will disappear, and the Sales window will change to reflect the type of transaction you’re creating.


Note: If you want to enter a time billing invoice

If you want to create a time billing invoice, we recommend that you use the Billing for time procedure instead of this procedure.


Step 2: Enter information about the customer

Regardless of the type of sale you’re creating, you should pay special attention to the top section of the Sales window. The information you enter here will determine a number of things about the sale, including the customer’s terms for the sale and the identification numbers assigned to the transaction.

If you’re using MYOB Premier's Multicurrency feature, the currency used for the sale will be the one that was assigned to the customer using the Card File Entry window; the currency can’t be changed.

  Note: If this is a foreign customer

  To enter information about the customer

  To enter a sale for a new customer

  To change the customer’s credit terms for this transaction


To enter information about the customer

Enter the customer’s name, or click the search icon next to the Customer field and choose a name from the search list of customer names. When you enter the customer’s name, many other fields at the top of the Sales window will be filled in for you automatically.


To enter a sale for a new customer

If you want to enter a sale for a customer who doesn’t exist in your Card File yet, you can quickly set up a new customer record and get back to the business of creating the sale.

1.	If you haven’t done so already, type the new customer’s name in the Customer field, then press TAB. A search list of existing customers appears.

2.	Click the Easy-Add button at the bottom of the search list. The new customer’s name is added to your Card File, and the search list disappears.

You can now continue creating the sale. Keep in mind, however, that you haven’t fully set up the record for the new customer. When you have a spare moment, remember to use the Card File Entry window to complete the customer’s record.


To change the customer's credit terms for this transaction
To change the customer’s credit terms for this transaction

When you enter a customer’s name in the Customer field, the terms you’ve assigned to the customer appear next to the customer’s name automatically. If you want to change these terms for this particular transaction, follow these steps.

  Note: Your changes will affect this transaction only

  Note: Where did the credit terms come from in the first place?

1.	Click the zoom arrow next to the Terms field to open the Credit Terms window. Information about the terms for the transaction is displayed in the window.

2.	Make the changes you want in the Credit Terms window, then click OK to close the window. The Sales window appears again, with the new credit terms displayed next to the Terms field.


Note: Your changes will affect this transaction only

Any changes you make using this procedure will affect only the transaction you're currently entering. See To enter credit terms and sales tax codes for customers and vendors if you want to change the credit terms that will be used for all future sales to this customer.


Note: Where did the credit terms come from in the first place?

The credit terms that appeared automatically were set up using the Easy Setup Assistant when you set up your company, the Credit Terms window that’s opened from the Preferences window or the Credit Terms window that’s opened from the Card File Entry window.


Step 3: Bill the customer for reimbursable job expenses (optional)

Follow these steps if you’ve set up a job for this customer and you want to bill the customer for expenses you’ve incurred during the course of the job. After you’ve completed this step, the line item area in the Sales window will contain a list of the expenses for which you intend to bill the customer.

Note: This step doesn’t apply to time billing invoices.

  Note: Set up your jobs before you attempt to bill for reimbursable job expenses

  To bill the customer for job expenses


Note: Set up your jobs before you attempt to bill for reimbursable job expenses

There are a number of steps you need to follow to set up your jobs before you can begin billing customers for reimbursable job expenses. See Creating jobs to learn more about setting up and working with jobs.


To bill the customer for job expenses

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

This window displays all the expenses you’ve incurred for this particular customer, both billed and unbilled. Expenses that have already been billed to the customer are listed under the Reimbursed/Removed tab; expenses that have yet to be billed are listed under the To Be Reimbursed tab.

2.	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.

3.	Click the Action column for each expense you want to include on the customer’s invoice. 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.

4.	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. This field, named either Reimbursement Item or Reimbursement Account, is used to properly track your reimbursements.

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

  Click here for more information about using “placeholder” items

If the Reimbursement Account field is displayed  This field 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.

5.	If you want to mark up the cost of the reimbursement to the customer, review the list of items to be reimbursed. Click in the Action column next to each item you want to mark up; an X will appear to indicate the item’s been selected. Then 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 want 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.

6.	Click the Reimburse button to close the Customer Reimbursable Expenses window. All the expenses whose Action column you marked in step 3 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.

If you want to add more line items to the sale, proceed to Step 4: Enter line items; otherwise, skip to Step 5: Complete the sale.

  Warning: If you make a mistake when you bill for job expenses


Warning: 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 sales transaction and restore the expense’s “to be reimbursed” status.

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, delete the line items that contain information about the expenses that you don’t want to include in the sale.

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 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, and the expense appears in the To Be Reimbursed list again.

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


Step 4: Enter line items

The scrolling list in the middle of the Sales window is the main area where invoices and miscellaneous sales are created. In this area, you’ll enter item numbers, descriptions, account numbers and various other information that will serve as the detail for your transaction.

When you enter information in one row in the scrolling list, you enter one line item of the transaction. You can enter as many line items on a sale as you want.

The actual fields that appear in the scrolling list differ, depending upon the type of sale you’re creating. The instructions below describe the line item entries you can make for each type of sale in the Sales window.

  To enter line items on an item invoice

  To create a blank line between line items

  To enter line items on a service invoice

  To enter line items on a professional invoice

  To enter line items on a time billing invoice automatically

  To enter line items on a time billing invoice manually

  To enter line items on a miscellaneous sale

  To assign a line item on a sale to more than one job


To enter line items on an item invoice

Make entries in the line item area of the Sales window to enter details about the item invoice.

Click the illustration to learn more about individual fields in the window.

  Note: When you enter a quantity in the Backorder field


Ship column

Enter the quantity of the item you want to include on the invoice here.


Backorder column

Enter the quantity of the item you want to put on a pending invoice here.


Item Number/Description columns

Enter item numbers here, or press TAB to display a list of items to choose from.


Price column

When you enter an item number in the Item Number fields, a price appears here. You can change it if you want.


Disc% column

The large-volume discount percentage that automatically appears here is derived from the customer's credit terms. You can change it if you want.


Total column

The total amount of each line item appears here. You can change it if you want.


Job column

Enter a job number here if you want to assign a line item to a job.


Tax column

Depending upon your entries in the Credit Terms window for this customer, the tax code that appears here is either the code that was assigned to the customer in the Credit Terms window or the code that was assigned to the item in the Selling Details view of the Item Information window. You can change it if you want.


To create a blank line between line items

If you want to include a blank line between line items on an item invoice, you can set up a special “item” in the Inventory Command Centre to give you the space you need. See To create a record for an item that serves a special purpose on an invoice or purchase order to learn how to create such an item record, then use the following instructions to use the item.

To place a blank line between line items, create the first line item like you normally do, then enter the number of the new “item” in the Item Number field of the second line item. In the Description field of the second line item, enter a space. (Be sure to leave the Ship and Backorder columns blank in the second line item.) Then create the third line item as you normally do.


To enter line items on a service invoice

Make entries in the line item area of the Sales window to enter details about the service invoice.

Click the illustration to learn more about individual fields in the window.


Description column

Use up to 255 characters to describe each line item.


Acct# column

Enter the account you want to assign to each line item here, or press TAB to display a list of accounts to choose from. The account you use here generally should be an income account.


Amount column

Enter the amount you want to charge for each line item.


To enter line items on a professional invoice

Make entries in the line item area of the Sales window to enter details about the professional invoice.

Click the illustration to learn more about individual fields in the window.


Date column

Enter the date each line item occurred here.


To enter line items on a time billing invoice automatically

If you’re creating an invoice for a customer for whom you have work in progress, you can create line items automatically using the Prepare Time Billing Invoice window.

Using the Prepare Time Billing Invoices window allows more flexible, detailed and accurate activity slips and time billing records. You can bill for activity slips partially or in full. You can also enter adjustments to the billing amounts on the activity slips before you include them on the invoice. When you record the invoice, your activity slips are updated automatically.

1.	Click the WIP button. The Prepare Time Billing Invoice window appears with the Work In Progress tab selected. All the customer’s open activity slips appear in the list.

2.	To finish creating the time billing invoice, proceed to Step 2: Choose which activity slips you want to work with.


To enter line items on a time billing invoice manually

Make entries in the line item area of the Sales window to enter details about the time billing invoice.

You can enter line items on a time billing invoice manually, but no activity slip records will exist for the activities you include. Many time billing reports are based upon activity slip records, so you may want to enter line items using the Prepare Time Billing Invoice window instead. See Billing for time for more information about creating time billing invoices using the Prepare Time Billing Invoice window.

Click the illustration to learn more about individual fields in the window.


Date column

Enter the date when you performed each activity here.


Hrs/Units column

Enter the number of hours or billing units for which you want to bill the customer.


Activity column

Enter the ID number of the activity for which you're billing the customer.


Notes column

The activity name or description appears here. You can add notes in this field if you want.


Rate column

Enter the price you charge for one hour or billing unit of this activity.


To enter line items on a miscellaneous sale

Make entries in the line item area of the Sales window to enter details about the miscellaneous sale.


To assign a line item on a sale to more than one job

If you need to assign one line item to more than one job, use multiple line items to record the transaction. For example, assume you want to include 100 gadgets on an item invoice, but you want to assign 30 gadgets to job 12 and 70 gadgets to job 43. To do this, you’d follow these steps:

1.	In the first line item of the transaction, enter the gadgets item number in the Item Number field, then enter 30 in the Ship field and 12 in the Job field.

2.	In the second line item of the transaction, enter the gadgets item number again in the Item Number field, enter 70 in the Ship field and 43 in the Job field.


Step 5: Complete the sale

The actual fields that appear at the bottom of the Sales window differ, depending upon the type of sale you’re creating.

  To assign the sale to a salesperson

  To change tax amounts


To assign the sale to a salesperson

You can track the progress of your employees’ sales performance by assigning their names to individual sales transactions. When you do this, each employee’s sales amounts are added together and stored on a monthly basis. You can then use this information to analyse your company’s sales on a salesperson-by-salesperson basis and to pay sales commission to your employees. Follow these steps to track a salesperson’s sales history.

When you create a sale, enter the name of the salesperson responsible for the sale in the Salesperson field of the Sales window.

See Distributing other types of wages  to learn more about paying commission to the employee based on the his or her sales history amounts.


To change tax amounts

When you assign tax codes to a sale, all parts of the sale (line items and freight charges) to which you’ve assigned tax codes will be taxed based on the tax codes’ tax rates.

If, after you’ve entered all your line items and freight charges, the tax amount that appears in the Tax field isn’t the amount you want to bill the customer, be sure you’ve assigned tax codes to all the parts of the sale that should be taxed, and that you’ve assigned the proper tax codes to those parts. If the tax amount still isn’t correct, you can manually change the amount. Follow these steps to do so.

1.	Click the zoom arrow next to the Tax field to open the Tax Information window.

2.	Enter the new tax amounts in the Tax column.

3.	Click OK to close the Tax Information window. The total tax amount displayed in the Tax field will change to reflect the change you made.

  Warning: Tax amounts change automatically


Warning: Tax amounts change automatically

The amount in the Tax field will change whenever you change an amount in the line item area or the Freight field, regardless of whether you’ve changed the tax amount manually. If you change a transaction’s information after manually changing its tax amount, be sure to review the amount in the Tax field again to ensure that the amount is still the amount you want.

If, at a later time, you realise the original tax amount was correct, open the Tax Information window again and click the Recalculate button. The tax amount will be restored to an amount that’s based on the tax codes assigned to the transaction.


Step 6: Choose what you want to do with the sale

Now that you’ve finished making entries in the Sales window, there are a number of tasks you can perform with the transaction. Be sure to review all the following options before you choose what you want to do.

  To see how the sale will affect your financial records

  To print and record an invoice

  To record the sale

  To store the sale as a recurring sale

  To place the sale in the Pending File


To see how the sale will affect your financial records

Choose Recap Transaction from the Edit menu to view the accounting entries that will be made to your financial records when you record the sale.


To print and record an invoice

If the sale you’ve created is an item invoice, service invoice or professional invoice, you can print and record the transaction at the same time.

  Idea: Another way to print and record at the same time

1.	Click the Print button in the Sales window.

2.	A message appears, explaining that the transaction will be recorded before it’s printed. Click OK to begin the printing process.


Idea: Another way to print and record at the same time

You can print and record an invoice at the same time by clicking the Record button if you’ve set up your preferences properly. To do this, click the Sales tab in the Preferences window and mark the box labeled “Print Invoices When They’re Recorded.”


To record the sale

To record the sale without printing it, click the Record button.

See Printing invoices, packing slips and labels for information about printing an invoice after you’ve recorded it.


To store the sale as a recurring sale

If you want to store the sale information so you can use it many times in the future, follow these steps.

  Note: No new activity slips will be created when you use a recurring time billing invoice

1.	Click the Save Recurring button. The Save Recurring Transaction window appears.

2.	Enter the necessary information about the transaction in this window, then click Record. The transaction is saved as a recurring transaction.

3.	If you want to record the sale as an actual transaction now, click the Record button in the Sales window. If you don’t want to record the sale at this time, click the Cancel button.

See Creating and recording recurring sales for detailed information about performing more tasks with recurring sales.


Note: No new activity slips will be created when you use a recurring time billing invoice

You can store time billing invoices as recurring invoices, but no activity slips will be created when you use the recurring sale in the future. Recording the recurring sale also won’t update the activity slips you used to create the invoice in the Prepare Time Billing Invoice window.


To place the sale in the Pending File

To place the sale in the Pending File, click the Pending button. After you place the sale in Pending File, choose Save from the File menu to permanently store the sale in your financial records.

See Using pending sales  for detailed information about performing more tasks with pending sales.


To place an entire invoice in the Pending File

1.	Use the Sales window to create an invoice as you usually create an item, service, professional or time billing invoice. Enter quantities and amounts the same way, as well.

2.	If you want to indicate that a deposit was made on the transaction, enter that amount in the Paid Today field.

3.	When you’re done entering the invoice information, click the Pending button. The entire invoice will be placed in the Pending File.


To place a backordered quantity in the Pending File

Follow these steps to create an invoice with a backordered quantity. This procedure will create two invoices: a “regular” invoice and a “pending” invoice.

  Idea: Assign the same number to the pending invoice as you assigned to the “regular” invoice

1.	Use the Sales window to create an item invoice as you usually do, entering a quantity in the Backorder column for each line item you wish to place in the Pending File.

2.	If you want to indicate that a deposit was made on the transaction, enter that amount in the Paid Today field.

3.	When you’re done entering the invoice information, click Record. The line items on the invoice that contain a quantity in the Backorder field will be placed on a separate invoice in the Pending File. If you entered a quantity in the Ship column for any items, an actual invoice will be recorded for those items.


Idea: Assign the same number to the pending invoice as you assigned to the "regular" invoice

You can choose to assign the same number to both the “normal” and the “pending” invoice so it’s easier to find them in the future. To do this, follow these steps before you begin creating the invoices:

1.	From the Setup menu, choose Preferences to open the Preferences window.

2.	Click the Sales tab at the top of the window.

3.	Mark the box labeled “Retain Original Invoice Number on Backorders,” then click the OK button.


Billing for time

In MYOB Premier, you can create a time billing invoice the same way you create other types of invoices. However, the way many service-based businesses bill for their time is unlike the way other companies bill for items. The effect of time billing invoices on your records differs from the effect of other types of invoices, such as item invoices. The information you enter on item invoices is linked closely with your item records. The information you include on time billing invoices is linked not only to activities, but also to activity slips. Activities are merely the records of the services your company provides. Activity slips are the records of your company actually having performed activities.

Using some additional windows to create time billing invoices allows more flexible, detailed and accurate activity slips and time billing records. Therefore, you may want to create time billing invoices in a slightly different way than you do other types of invoices.

Checklist: How to create a time billing invoice

  Step 1: Choose the customer whose invoice you want to create

  Step 2: Choose the activity slips you want to work with

  Step 3: Enter the amount you want to bill for each activity slip

  Step 4: Prepare the invoice

  Step 5: Complete the invoice

  Step 6: Choose what you want to do with the invoice


Step 1: Choose the customer whose invoice you want to create

The Time Billing Customers window lists the customers who have open activity slips with your company. In MYOB Premier, open activity slips, or works in progress, are activity slips for which you haven’t billed the customer in full.

  To choose a customer


To choose a customer

1.	In the Time Billing Command Centre, choose Prepare Time Billing Invoice. The Time Billing Customers window appears. All the customers who have open activity slips appear in the list.

2.	Highlight the customer whose time billing invoice you want create and click OK. The Prepare Time Billing Invoice window appears with the Work In Progress tab selected. All the customer’s open activity slips appear in the list.


Step 2: Choose which activity slips you want to work with

In the Prepare Time Billing Invoice window, you can view all open activity slips for a particular customer, or only those for a particular employee or vendor. You also can view activity slips for all jobs or a single job. You can view the billing information on the activity slips in hours and units or as dollar amounts.

  To view activity slips for a particular employee or vendor

  To view activity slips by job

  To view activity slips for a particular job

  To view billing information in hours and units

When you've chosen the activity slips you want to work with, proceed to Step 3: Enter the amount you want to bill for each activity slip .


To view activity slips for a particular employee or vendor

When you open the Prepare Time Billing Invoice window, the All Employees and Vendors selection is marked, so open activity slips for all employees and vendors appear in the list.

If you want to view activity slips for a particular employee or vendor, enter the card in the Selected field below the All Employees and Vendors selection. You also can click the Search icon and choose the card from the list that appears.


To view activity slips by job

When you open the Prepare Time Billing Invoice window, open activity slips appear in the list by date.

If you want to arrange the activity slips in the list by job number, mark the Sort By Job selection.


To view activity slips for a particular job

When you open the Prepare Time Billing Invoice window, the All Jobs selection is marked, so open activity slips for all jobs appear in the list.

If you want to view activity slips for a particular job, enter the job in the Selected field below the All Jobs selection. You also can click the Search icon and choose the job from the list that appears.


To view billing information in hours and units

When you open the Prepare Time Billing Invoice window, the Work In Dollar selection is marked, so billing information for activity slips in the list is displayed as dollar amounts.

If you want to view billing information in hours and units, mark the Work In Hrs/Units selection. You can change this selection at any time as you work in this window. You may want to alternate the way you view billing information as you make entries.


Step 3: Enter the amount you want to bill for each activity slip

The Prepare Time Billing Invoice window allows you to enter and adjust the billing information for activity slips just as you would in the Enter Activity Slips window. As you make changes in the Prepare Time Billing Invoice window, your activity slip records are updated automatically.

  To bill for activity slips

When you've entered the amount you want to bill for each activity slip, proceed to Step 4: Prepare the invoice .


To bill for activity slips

1.	Using the Adjustment field, enter any adjustments you want to make for each activity slip. Enter adjustments just as you would in the Enter Activity Slips window. The amounts in the Left to Bill field will change to reflect your entries.

2.	In the Bill field for each activity slip, enter the amount or number of hours you want to include on the time billing invoice. The amounts in the Left to Bill will change to reflect your entry. Any activity slip with 0.00 units or $0.00 in the Left to Bill field is considered billed in full.


Step 4: Prepare the invoice

When you’ve entered billing amounts and adjustments for the activity slips you want to include on the time billing invoice, you’re ready to prepare the invoice.

  To prepare the invoice

When you've prepared the time billing invoice, proceed to Step 5: Complete the invoice .


To prepare the invoice

1.	If you’ve billed activity slips for the same activity and job number and you want those activity slips to appear as a single line item on the invoice, mark the Consolidate Activities On Invoice selection.

2.	If you want the notes you entered in the Enter Activity Slips window for each activity slip to appear on the invoice instead of activity names or descriptions, mark the Use Activity Slip Notes Instead of Activity Description On Invoice selection.

3.	Click the Prepare Invoice button. The Sales window appears and the time billing invoice you created in the Prepare Time Billing Invoice window is displayed.


Step 5: Complete the invoice

You can make many of the same entries on a time billing invoice as you do on other types invoices to complete the transaction.

 	In the Comment field, you can enter a comment to print on the invoice, if you wish.

In the Journal Memo field, you can enter a description of the transaction, if you wish.

 	If the customer paid you some amount in advance, enter that amount in the Paid Today field.

If you've made all the entries you want to make to complete the invoice, proceed to Step 6: Choose what you want to do with the invoice.


Step 6: Choose what you want to do with the invoice

When you’ve finished completing the invoice, there are a number of tasks you can perform with the transaction. Be sure to review all the following options before you choose what you want to do.

  To see how the sale will affect your financial records

  To print and record an invoice

  To record the sale

  To store the sale as a recurring sale

  To place the sale in the Pending File


Tracking sales on retainer

In MYOB Premier, you can track sales on retainer in two ways. The first is to create a customer credit for the retainer amount and then apply the outstanding payment to invoices you record for the customers who retain you. The other is to create a pending invoice on which you can enter billing information when you’re ready to record it as actual. Either method will work well, but they both affect your accounts in a different way. You may want to ask your accountant which method is best for you.

Tracking sales on retainer using a credit invoice  Use these instructions to track sales on retainer by creating a customer credit for the customer. When you’re ready to bill the customer for activities, you’ll create an invoice and then apply the customer credit to the invoice using the Settle Returns & Credits window. Use this method of tracking sales by retainer if you plan to perform many activities for the customer over an extended period of time.

  To track sales on retainer using a customer credit

Tracking sales on retainer using a pending sale  Use these instructions to track sales on retainer by creating a pending sale for the customer. When you’re ready to bill the customer for activity slips, you’ll convert the pending sale into an actual sale. Use this method of tracking sales by retainer if you plan to record the entire retainer amount all at once.

  To track sales on retainer using a pending invoice


To track sales on retainer using a customer credit

Recording the retainer amount

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

2.	In the Sales window, create a sale of any type for the customer who paid you the retainer amount. Enter the customer’s name in the Customer field. Don’t make any additional entries, other than the ones described in the following steps.

3.	In the Paid Today field, enter the retainer amount paid by the customer.

4.	Click Record. A message will appear asking if you want to record a transaction with so little information. Click OK.

5.	When you’ve performed activities for the customer and you’re ready to bill the customer for activity slips, use the Sales window to record a time billing invoice.

Applying the customer credit to the customer’s balance

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

7.	In the Select From List window that appears, select 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 invoice you created in step 5. The retainer amount you entered on the invoice in step 4 appears in the Credit Amount field.

8.	In the scrolling list, click the Amount Applied field for the invoice you created in step 5. The amount displayed in the Total Due field appears, or if the amount in the Total Due field is greater than the retainer amount, the retainer amount appears.

9.	Click Record. The customer’s retainer amount is reduced. If any amount remains, the customer’s credit isn’t fully applied; the remaining amount can be applied to other invoices.

10.	If the customer credit still exists, follow steps 5 through 9 each time you want to bill the customer for activity slips.

  Note: How a creating a customer credit affects your accounts


Note: How creating a customer credit affects your accounts

When you record a blank invoice to create a customer credit, your default cheque account for customer receipts is debited and your accounts receivable account (usually an asset account) is credited.


To track sales on retainer using a pending invoice

Record the retainer amount as a pending sale

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

2.	Click the Type button, choose Time Billing and then click OK.

3.	Enter the name of the customer who has paid you a retainer amount in the Customer field.

4.	Without entering any line items, enter the retainer amount in the Paid Today field.

5.	Click the Pending button to save the transaction as a pending sale. A message will appear asking if you want to record a transaction with so little information. Click OK.

Add line items to the pending sale and record it as actual

6.	When you’re ready to bill the customer for activities 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.

7.	Click the WIP button to open the Prepare Time Billing Invoice window. Prepare line items for the invoice just as you normally would and click Prepare Invoice. See To enter line items on a time billing invoice automatically for more information about preparing line items in the Prepare Time Billing Invoice window.

8.	The line items you prepared appear on the pending invoice in the Sales window. Click Record.

If you didn’t bill the customer for the entire retainer amount, the invoice is recorded as paid in full and the remaining amount from the retainer is recorded on a credit invoice. You can apply the credit to other time billing invoices in the Settle Returns and Credits window. See Applying customer credits for information about applying customer credits.

If you’ve exceeded the retainer amount on the invoice, you can apply payments to the balance of the invoice in the Customer Payments window. See Entering customer payments for information about applying customer payments.

  Note: How a pending invoice affects your accounts


Note: How a pending invoice affects your accounts

When you save a blank invoice as pending to record the retainer amount, your default cheque account for customer receipts is debited and your linked account for customer deposits (usually a liability account) is credited.


Printing invoices, packing slips and labels

You can print and reprint individual invoices, packing slips and mailing or shipping labels, or you can print several of these MYOB Premier documents at the same time - the choice is yours. These three types of sales documents all are printed from the same location in MYOB Premier, so finding the documents you need to print is an easy process.

You can also customise the look of your printed invoices, packing slips and labels. See Customising forms for detailed information about customising your printed forms.

  Choosing the invoices, packing slips and labels you want to print

  Printing and reprinting invoices, packing slips and labels


Choosing the invoices, packing slips and labels you want to print

After you’ve recorded an invoice, you can print it, along with an accompanying packing slip and a shipping or mailing label, if you want. You can also choose a specific set of forms to print.

  To choose the forms you want to print

  To choose a form layout for your sales forms


To choose the forms you want to print

In the Sales Command Centre, click Print Invoices to open the Forms Selection window for invoices, packing slips and shipping or mailing labels.

Using the Forms Selection window, you can make a number of choices that will determine which documents are printed.

1.	Using the Invoice Type list, choose the type of document you want to print. If you choose an invoice type, you'll also be able to print packing slips and labels to accompany the invoices.

2.	Using the Invoice Status list, choose the status of the invoices you want to print. You can print pending, open, credit or closed invoices, or all invoices, regardless of their status.

3.	Use the other fields in this window to further limit the documents that will be printed, if appropriate. You can choose to print only those invoices that have never been printed before, as well as a range of invoices that were recorded within a particular range of dates or that fall within a particular range of invoice numbers.


To choose a form layout for your sales forms

In the Forms Selection window, you can choose to print your sales forms on pre-printed forms or on blank paper, and you can customise your forms so they’ll look the way you want them to look. Collectively, these choices are called form layouts in MYOB Premier. See Choosing a form layout  for information about choosing a form layout for your sales forms.


Printing and reprinting invoices, packing slips and labels

Follow these steps to print your sales forms. If you want to print some invoices you’ve already printed, be sure the Unprinted Invoices Only selection isn’t marked in the Forms Selection window before you use these instructions.

  Before you begin printing

  To print and reprint your sales forms

  To reprint a single invoice


To print and reprint your sales forms

1.	Insert blank forms in your printer.

2.	After you’ve selected the forms you want to print in the Forms Selection window, click the OK button. A Review window will appear, listing the transactions you selected in the Forms Selection window. (The name of the Review window will reflect the type of document you’re printing.)

3.	To begin printing the forms, click the Print button in the Review window. Depending upon how your computer is set up, the first form may begin to print immediately, or a print window may appear on your computer screen. If a print window appears, make your selections in the window, then click the button in the window that begins the printing process (the button is usually labeled “OK” or “Print”).

  Note: If you can’t make entries in your print selection window

4.	If you chose to print either packing slips or labels with your invoices, a message will appear when the invoices are finished printing, indicating that you should load the appropriate paper in your printer. Load the paper, then click OK to begin printing the next set of forms.


Note: If you can't make entries in your print selection window
Note: If you can’t make entries in your print selection window

If you’re unable to make entries or selections in your print window, your printer driver software may not be up to date. See Preparing your printer and computer for printing  for more information about printer drivers.


To reprint a single invoice

1.	Insert blank invoice forms in your printer.

2.	Display the invoice in the Sales window. (If you need help doing this, see Finding sales.)

3.	Click the Print button.


Printing statements

At the end of your billing periods, you’ll probably want to print statements for customers that summarise their activity with your company. MYOB Premier statements contain all the necessary information for customers to quickly review their current billing status.

You can also customise the look of your printed statements. See Customising forms  for detailed information about customising your printed forms.

  Note: Finance charges are calculated when you print statements

  To print your statements


Note: Finance charges are calculated when you print statements

When you print customer statements, the credit terms you’ve set up for the customers whose statements you’re printing will be used to calculate each customer’s finance charge amount. Finance charge amounts are calculated automatically by MYOB Premier by multiplying the customer’s total overdue balance by 1/30th of the monthly finance charge rate for each day the balance is overdue.

See Entering credit terms for customers and vendors to learn more about assigning credit terms to customers.


To print your statements

Using this procedure, you can select a specific range of customers who will receive printed statements, or you can select groups of customers for whom to print statements. For example, if you've assigned identifiers to your customers, and you use the identifier R for retail customers, you can use this identifier to print statements for your retail customers only.

  Before you begin printing

1.	In the Sales Command Centre, click Print Statements to open the Forms Selection window for statements.

2.	In the Statement Type field, choose to print either invoice statements or activity statements. Invoice statements show only your outstanding invoices, along with any payment amounts applied to them. Activity statements show all transactions - invoices, payments, credits and the like.

3.	If you chose to print activity statements in step 2, use the From and To fields to specify the beginning and ending dates for the transactions you wish to include on the statements. Only those transactions that fall within the range dates you've entered will be included on the statements.

4.	Indicate the group of customers for whom you want to print statements. For example, if you use the identifier R for your business's retail customers, mark the All Customers option and enter R in the Identifiers field.

5.	If you wish to place a finance charge on your customers' unpaid balances, mark the Add Finance Charges to Amount Due option. Finance charge amounts are calculated automatically by MYOB Premier by multiplying the customer’s total overdue balance by 1/30th of the monthly finance charge rate for each day the balance is overdue.

6.	Choose to print your statements on pre-printed blank forms, on blank paper, or on forms you've customised to look the way you want them to look. Collectively, these choices are called form layouts in MYOB Premier. See Choosing a form layout for information about choosing a form layout for your statements.

7.	After you’ve made your entries in the Forms Selection window, click the OK button. A Review window will appear, listing the customers you specified in the Forms Selection window.

8.	Review the customers names that appear in the window. If you don't wish to print a statement for any of the names that appear in the window, click the Print column next to each name to unmark it.

9.	To begin printing the statements, click the Print button in the Review window. Depending upon how your computer is set up, the first form may begin to print immediately, or a print window may appear on your computer screen. If a print window appears, make your selections in the window, then click the button in the window that begins the printing process (the button is usually labeled “OK” or “Print”).

  Note: If you can’t make entries in your print selection window


Using pending sales

In MYOB Premier, pending sales are item invoices and service invoices that you expect to occur sometime in the future. Pending sales aren’t actual transactions that affect your financial numbers; they merely store sales information in MYOB Premier’s Pending File until you’re ready to use them.

Pending sales are handy to use when a customer requests a price quote. You can create a pending sale, provide the customer with the quoted price, then store the pending sale until the customer decides whether to go ahead with the sale. When the customer agrees to buy, you simply open the pending sale and record it as an actual sale.

  Placing sales in the Pending File

  Recording deposits on pending sales

  To convert a pending sale into an actual invoice


Placing sales in the Pending File

Creating a pending sale is almost the same process as creating a “normal” sale. Item invoices, service invoices, professional invoices and time billing invoices can be placed in the Pending File.

There are two ways you can create a pending sale; the method you choose is up to you:

  To place an entire invoice in the Pending File

  To place a backordered quantity in the Pending File


Recording deposits on pending sales

If a customer puts money down on a pending sale, keep track of the deposit amount by assigning it to the pending sale.

  To record a deposit on a pending sale when you’re creating the pending sale

  To record a deposit on a pending sale after you’ve already recorded the pending sale


To record a deposit on a pending sale when you're creating the pending sale
To record a deposit on a pending sale when you’re creating the pending sale

Follow either set of instructions in the Placing sales in the Pending File topic to create the pending sale; when you get to step 2 of those instructions, be sure to enter the amount of the customer’s deposit in the Paid Today field of the Sales window.


To record a deposit on a pending sale after you've already recorded the pending sale
To record a deposit on a pending sale after you’ve already recorded the pending sale

Follow these steps to record a deposit on a sale you’ve already placed in the Pending File.

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

2.	In the Customer field, enter the name of the customer who made the deposit.

3.	Search the list of transactions at the bottom of the Customer Payments window for the pending sale. (If you can’t remember the number assigned to the transaction, look for a transaction whose Status column shows the word “Pending.”) When you find the transaction, enter the amount of the deposit in the Amount Applied column of that transaction.

4.	Notice that the Amount Received field in the top half of the window is empty. Before you can record the deposit, you must enter the amount of the deposit in this field. To do this, simply click the empty field. The amount will automatically appear.

5.	Click Record.


To convert a pending sale into an actual invoice

When a pending sale in your business becomes an actual sale, you need to convert the pending sale in MYOB Premier into an actual invoice.

1.	In the Sales window, enter the name of the customer whose pending sale you want to convert. A search list appears, displaying all of the customer’s pending sales.

2.	Select the pending sale you want to convert and click Use Pending Sale. The transaction appears in the Sales window.

3.	Make any necessary changes to the transaction, and change the transaction date to today's date.

4.	When you’re ready, click the Record button. The pending sale will be converted and recorded as an actual invoice.


Recording recurring sales

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

To create recurring sale, create a sale as you normally do using the Entering sales procedure, then use the To store the sale as a recurring sale procedure to indicate that you want to use the sale repeatedly.

Until you record them, recurring sales have no effect on your financial records. Use the following procedure to record your recurring transactions and make them a part of your permanent financial records.

  To record a recurring sale


To record a recurring sale

You can record a recurring sale as many times and as often as you want.

1.	In the Sales window, click the Use Recurring button.

2.	A window will appear, displaying all recurring transactions you’ve set up. Double-click the transaction you want; the transaction’s information will appear in the Sales window.

3.	Be sure to review all the information that appears in the window to be sure it’s correct. Pay particular attention to the date and invoice number; if you need to find this transaction in the future, you’ll need to remember this information.

4.	To record the transaction, click Record. The recurring sale will be recorded as an actual transaction, and will also remain available in the recurring transaction “holding area” for future use.


Finding sales

After you record a sale, you might want to view the transaction again sometime in the future.

  To find an invoice or miscellaneous sale

  To find a pending sale

  To find a recurring sale


To find an invoice or miscellaneous sale

1.	Click the Inquiry Registers button in the Sales Command Centre to display the Inquiry Register window. Select the Invoice tab if it isn't already selected.

2.	If you know the number of the sale you want to view, enter the sale’s number in the Invoice field. Or, if you prefer, enter the customer's purchase order number in the Customer PO field.

If you can’t remember the number of the sale or the customer's P.O. number, click the Card tab, then enter the name of the customer whose sale you’re looking for.

3.	The sale you’re looking for appears in the scrolling list. If you want to view detail about the sale, click the zoom arrow next to the sale’s number. The transaction will appear in the Sales window.


To find a pending sale

1.	Open the Sales window.

2.	In the Customer field, enter the name of the customer whose pending sale you’re looking for. A search list appears, displaying all of the customer’s pending sales.

3.	From the search list, select the pending sale you want. The pending sale will be displayed in the Sales window.


To find a recurring sale

1.	In the Sales window, click the Use Recurring button.

2.	A window will appear, displaying all recurring transactions you’ve set up. Double-click the sale you want; the recurring sale will be displayed in the Sales window.


Reviewing your sales information

An important part of managing your business revolves around collecting your sales data and understanding its effects on your overall financial picture. MYOB Premier contains a number of tools you can use to review your sales information so you can make better decisions about your business.

  Viewing lists of your sales

  Viewing the history of sales

  To view the amounts your customers owe you

  To analyse your sales activity


Viewing lists of your sales

Depending upon your preference, you can either print lists of your sales activity or display them on your computer screen.

  To display a list of all sales on your computer screen

  To display a list of all open sales on your computer screen

  To display a list of recurring sales on your computer screen

  To display a list of pending sales on your computer screen

  To print a list of all your invoices

  To print a list of all your recurring sales

  To print a list of all your pending sales


To display a list of all sales on your computer screen

Using the Transaction Journal window, you can view a list of all your sales, as well as all other types of transactions you’ve entered in the MYOB Premier system. To open the Transaction Journal window, click the Transaction Journal button in the Sales Command Centre.


To display a list of open sales on your computer screen

Follow these steps to view a list of all your open sales - that is, the sales you’ve entered in MYOB Premier that your customers haven’t fully paid yet. These steps will also allow you to create a file that contains information about the customers who have open sales, so you can create letters that remind them that their payments are due.

1.	In any command centre, click the To Do List button. The To Do List window appears.

2.	Click the A/R (Accounts Receivable) tab to display a list of all your open sales.

3.	If you want to view detail about a specific sale, click the zoom arrow to the left of the customer’s name.

4.	Using MYOB Premier and your word processing software, you can create personalised letters, reminding your customers to make their payments. To do this, follow the next steps. If you’re using an OfficeLink-compatible word processing program, complete steps 5 through 7. If you’re using another word processing program, complete steps 8 through 10.

If you’re using an OfficeLink-compatible word processing program:

5.	Click the Action column for each customer in the list to whom you want to send a letter, then click the Mail Merge button at the bottom of the window.

6.	The Select From List window appears with a list of letter templates you can use to create personalised letters for the customers you’ve selected. MYOB Premier provides four templates for collection letters. Highlight the template you want from the following list, and click the Use Template button.

Click here for a list of letter templates available for use with OfficeLink.

  Warning: Some templates shouldn’t be used or changed

7.	Your word processor will open, and a series of dialog boxes will appear, allowing you to enter your name and business title.

When you’ve made all the entries required, the personalised letters for the customers you selected will be displayed. You can edit these letters, if you like, or print them just as they are.

If you’re not using an OfficeLink-compatible word processing program:

8.	(Complete steps 8 through 10 only if you’re using a word processing program that isn't compatible with MYOB OfficeLink.)

Mark the Action column for each customer in the list you want to send a letter, then click the Disk button at the bottom of the window.

9.	A dialog box appears, asking you to choose one of four file formats for your export file. Select one of the following formats:

Tab-Delimited Text File  When you save a file in tab-delimited format, the individual pieces of information in the file are separated by tab characters. For example, if the last name Jones and the address 300 Roundhill Drive appears in the file, a tab character will appear between Jones and 300 Roundhill Drive in the file.

Comma-Separated Text File  When you save a file in comma-separated format, the individual pieces of information in the file are separated by commas. For example, if the last name Jones and the address 300 Roundhill Drive appears in a file, a comma will appear between Jones and 300 Roundhill Drive in the file. (Individual pieces of information that actual contain commas are surrounded by quotation marks.)

Text  When you save a file in text format, the individual pieces of information in the file are separated by spaces.

HTML  When you save a file in HTML (HyperText Markup Language) format, the file can be viewed with World Wide Web browser software. If you use MYOB Premier for Windows, the file's default three-letter extension will be .HTM.

10.	The Save As window appears, allowing you to specify a name and location for the export file. Enter this information, then click OK to create the export file.

You’re now ready to merge the export file’s data with your word-processing software’s documents. For information on how to do this, see To create personalised letters.


To display a list of recurring sales on your computer screen

Follow these steps to view a list of all your recurring sales. These steps will also allow you to record recurring sales automatically.

1.	In any command centre, click the To Do List button. The To Do List window appears.

2.	Click the Recurring Sales tab to display a list of all your recurring sales.

3.	If you want to view detail about a specific sale, click the zoom arrow to the left of the customer’s name.

4.	If you want to record one or several of the recurring sales in the list, click the Action column for the sales you want to record.

  Warning: Read this before you record recurring sales using the To Do List

5.	When you’ve marked the recurring sales you want to record, click the Record button at the bottom of the To Do List window.


Warning: Read this before you record recurring sales using the To Do List

If you choose to record recurring sales using the To Do List window, keep in mind that the transactions will be recorded automatically; you won’t get a chance to review or change any of the transactions before they’re recorded. If you’re not sure you want to record a particular recurring sale, we suggest you use the Sales window to manually enter the transaction so you have better control over the sale than you would if you used the To Do List.


To display a list of pending sales on your computer screen

Follow these steps to view a list of all your pending sales. These steps will also allow you to convert your pending sales into actual sales.

1.	In any command centre, click the To Do List button. The To Do List window appears.

2.	Click the Pending tab to display a list of all your pending sales and purchases.

3.	If you want to view detail about a specific sale, click the zoom arrow to the left of the sale’s name.

4.	If you want to convert one or several of the pending sales in the list to actual sales, click the Action column for the sales you want to convert.

  Warning: Read this before you convert pending sales to actual sales using the To Do List

5.	When you’ve marked the pending sales you want to convert, click the Record As Actual button at the bottom of the To Do List window.


Warning: Read this before you convert pending sales to actual sales using the To Do List

If you choose to convert pending sales to actual sales using the To Do List window, keep in mind that the conversion will occur automatically; you won’t get a chance to review or change any of the transactions before they’re converted. If you’re not sure you want to convert a particular pending sale, we suggest you use the Sales window to manually make the conversion so you have better control over the sale than you would if you used the To Do List. See To convert a pending sale into an actual invoice  to learn how to convert pending sales into actual sales.


To print a list of all your invoices

A number of MYOB Premier reports are available for you to view your sales activity. Use the Index to Reports window to print or display any of the following reports:

Sales (Customer Summary)	Sales (Item Summary)
Sales (Customer Detail)	Sales (Item Detail)
Sales (Salesperson Summary)	Sales & Receivables Journal
Sales (Salesperson Detail)


To print a list of all your pending sales

1.	In the Index to Reports window, click the Sales tab.

2.	Locate the Sales (Customer Summary) and Sales (Customer Detail) selections in the scrolling list; choose the report you want, based on the amount of information you want to see, and highlight it.

3.	Click the Filters button to open the Report Filters window for the report you selected.

4.	Be sure All Customers is selected at the top of the window, and that the Dated From/To fields reflect the range of dates you want to view on the report.

5.	Choose Pending from the Invoice Status list, then click OK. You now can either display the report on your computer screen or print it on your printer.


To print a list of all your recurring sales

To view a list of all your recurring sales, use the Index to Reports window to print or display a To Do List (Recurring Sales) report.


Viewing the history of sales

Using the Inquiry Register window, you can quickly gain a detailed picture of the activity related to a particular sale. In this window, you can view the sale itself, as well as any payments and other adjustments made to the transaction.

  To view a sale’s history

  To change a transaction from the Inquiry Register window


To view a sale's history
To view a sale’s history

1.	Click the Inquiry Registers button in the Sales Command Centre to display the Inquiry Register window. Select the Invoice tab if it isn't already selected.

2	In the Invoice field, enter the number of the sale whose history you want to view. You can also click the search icon and choose the sale from the list that appears. Or, if you prefer, enter the customer's purchase order number for the transaction in question in the Customer PO field. Again, you can click a search icon to display a list of sales and the customer purchase order numbers associated with them.

When you enter the number of the sale or the customer's purchase order number, a list of transactions related to that sale appears in the scrolling list section of the window.


To change a transaction from the Inquiry Register window

If you notice that there’s an error in one of the transactions you see in the Inquiry Register window, you can immediately make a change to the transaction.

1.	In the Inquiry Register window, click the zoom arrow next to the transaction you want to change. The window in which the transaction was originally entered will appear, and the transaction will be displayed in it. (For example, if you click the zoom arrow next to a payment transaction, the Customer Payments window will appear.)

2.	You can now change, remove or reverse the transaction as you normally do.


To view the amounts your customers owe you

Possibly the most vital activity of your business is the timely collection of the money that your customers owe you. In the Analyse Receivables window, MYOB Premier provides you with the tools to evaluate how much and how old your customers’ outstanding sales balances are.

To open the Analyse Receivables window, click the arrow that appears next the MYOB Analyst button in any command centre. From the list that appears, choose Receivables.


To analyse your sales activity

Understanding the “big picture” of your sales activity will help you spot business trends and anticipate your company’s future needs. The Analyse Sales window will help you perform this important task by providing various illustrations - in graphs or in lists - of your sales activity.

1.	Choose the Sales Command Centre, then click the MYOB Analyst button. The Analyse Sales window will appear.

2.	Click the Filters button to open the Analysis Selection window. In this window, choose the sales figures, time periods and other criteria you want to view in the Analyse Sales window. When you’re finished, click OK.

3.	The information you selected in step 2 appears in the Analyse Sales window.

The Analyse Sales window can be displayed in a number of ways, depending upon the criteria you set in step 2.


Changing sales

Occasionally, you’ll find it necessary to make a change to a sale you’ve already recorded. The instructions below will help you make your changes so your records are updated properly.

  Note: Use this section only if your transactions are changeable

  To change an invoice, miscellaneous sale or pending sale

  To change a recurring sale’s name or frequency

  To change a recurring sale’s line items and other information


Note: Use this section only if your transactions are changeable

If your transactions are unchangeable, these instructions don’t apply to you; instead, you must reverse an incorrect transaction and then create a new transaction that contains the information you want.


To change an invoice, miscellaneous sale or pending sale

Use the following instructions to change item invoices, service invoices, professional invoices, time billing invoices miscellaneous sales and pending sales.

1.	Display the sale you want to change in the Sales window. (If you need help doing this, see Finding sales.)

2.	To change the sale, change the information in the Sales window in the same way you normally enter information. When you’re finished, click Record.

   Note: Changing time billing invoices won’t update activity slips


Note: Changing time billing invoices won't update activity slips

If you used the Prepare Time Billing Invoice window to create the time billing invoice you want to change, remember that any changes you make won’t be reflected in any activity slips. In addition, time billing reports based upon activity slip records may be inaccurate.


To change a recurring sale's name or frequency
To change a recurring sale’s name or frequency

1.	In the Sales window, click the Use Recurring button to open the Select a Recurring Transaction window.

2.	Highlight the recurring sale you want to change and click Edit to open the Save Recurring Transaction window.

3.	Make your changes in the Save Recurring Transaction window, then click Record.

4.	 In the Select a Recurring Transaction window, click OK.


To change a recurring sale's line items and other information
To change a recurring sale’s line items and other information

1.	Wait until the next time you need to record the sale.

2.	When you’re ready to record the sale, display it as you normally do in the Sales window and make your changes.

3.	When you’re finished changing the sale, click Record. Your changes will be reflected in the transaction the next time you display it in the Sales window.


Removing sales

There may be times when you simply want to remove a sale. When this is the case, you can quickly remove the effects of such a transaction from your records.

  Note: Use this section only if your transactions are changeable

  To remove a sale with no payments applied to it

  To remove a sale with a payment applied to it

  To remove a pending sale with no deposits applied to it

  To remove a pending sale with a deposit applied to it

  To remove a pending sale with a deposit applied to it, and to write a refund cheque for the deposit amount

  To remove a recurring sale


To remove a sale with no payments applied to it

1.	Display the sale you want to remove in the Sales window. (If you need help doing this, see Finding sales.)

2.	Choose Delete Sale from the Edit menu.


To remove a sale with a payment applied to it

If you’ve already applied a payment to a sale that you want to remove, you need to remove the payment before you remove the sale. Follow these steps to do this.

1.	Display the payment you need to remove in the Customer Payments window. (If you need help doing this, see Finding customer payments.)

2.	Choose Delete Payment from the Edit menu.

3.	If more payments have been applied to the sale, be sure to follow steps 1 and 2 for each payment until all the payments have been removed.

4.	When all payments applied to the sale have been removed, display the sale you want to remove in the Sales window.

5.	Choose Delete Sale from the Edit menu.


To remove a pending sale with no deposits applied to it

1.	Display the pending sale you want to remove in the Sales window. (If you need help doing this, see Finding sales.)

2.	Choose Delete Pending Sale from the Edit menu.


To remove a pending sale with a deposit applied to it

If you’ve already applied a deposit to a pending sale that you want to remove, you need to remove the deposit before you remove the pending sale. Follow these steps to do this.

1.	Display the deposit you need to remove in the Customer Payments window. (If you need help doing this, see Finding customer payments.)

2.	Choose Delete Payment from the Edit menu.

3.	In the Sales window, enter the customer’s name in the Customer field. A search list appears, displaying all of the customer’s pending sales.

4.	Highlight the pending sale you want to remove, then click Use Pending Sale to display the pending sale in the Sales window.

5.	Choose Delete Pending Sale from the Edit menu.


To remove a pending sale with a deposit applied to it, and to write a refund cheque for the deposit amount

Follow these steps if you want to write a refund cheque to a customer for a deposit he or she placed on a pending sale. After you write the refund cheque, you can then remove the pending sale.

1.	In the Sales window, enter the customer’s name in the Customer field. A search list appears, displaying all of the customer’s pending sales.

2.	Highlight the pending sale you want to remove, then click Use Pending Sale to display the pending sale in the Sales window.

3.	Delete any items, amounts, tax and freight from the invoice. When you’re finished doing this, the amount in the Balance Due field will appear as a negative number.

4.	Click Record.

5.	A message appears, asking whether you wish to record the sale. Click OK.

You’ve just created a transaction, called a customer credit note, that indicates that you owe the customer the amount of his or her deposit. In the remaining steps of this task, you’ll write a refund cheque to the customer for the amount of the deposit.

6.	Click the Settle Returns & Credits button in the Sales Command Centre. A search list appears, displaying all customer credit notes currently in your records.

7.	Highlight the customer credit note you recorded in step 5, then click the Refund button.

8.	The refund cheque appears in the Settle Returns & Credits window. Click Print to print and record the refund cheque, or click Record to record the cheque.


To remove a recurring sale

When you remove a recurring sale, the sale is removed from your list of recurring sales only. Any transactions you recorded using a recurring sale you remove won’t be affected.

1.	In the Sales window, click the Use Recurring button to open the Select a Recurring Transaction window.

2.	Highlight the recurring sale you want to remove and click Delete.


Reversing sales

There may be times when you need to change or remove a transaction you’ve entered into the MYOB Premier system. When this is the case, you can quickly remove the effects of the transaction from your records by reversing the transaction. Then, if you want, you can enter a new, correct transaction to replace the transaction you reversed.

  Note: Use this section only if your transactions are unchangeable

Use the following procedures to reverse a sale. This process returns all account balances and item quantities to their actual levels.

  To reverse a sale

  To reverse an item invoice when the customer didn’t return all the items


Note: Use this section only if your transactions are unchangeable

If your transactions are changeable, these instructions don’t apply to you; instead, you can either change or remove the transaction.


To reverse a sale

1.	Display the sale you want to reverse in the Sales window. (If you need help doing this, see Finding sales.)

2.	Choose Reverse Sale from the Edit menu. After a few moments, a customer credit note will be displayed in the Sales window.

If you want, you can make a few changes to the customer credit note (such as the date and the memo), but you can’t change the accounts, amounts and quantities that are associated with the customer credit note.

If you’re reversing a sale from a previous accounting period, consider assigning a date from that period to the customer credit note. This will allow your reports for that accounting period to reflect the proper amounts.

3.	Click Record Reversal to record the customer credit note.

At this point, the sale is reversed. If you reversed an item invoice, the item quantities that were listed on the invoice have been returned to their previous levels.

4.	Keep in mind that a customer credit note still exists for this customer in the MYOB Premier system. To settle the customer credit note, you can either apply the amount of the customer credit note to the customer’s outstanding sales balance or write a refund cheque to the customer for the amount of the customer credit note. To learn how to apply customer credits to outstanding sales balances, see Applying customer credit notes. To learn how to write a refund cheque, see Writing refund cheques to customers.


To reverse an item invoice when the customer didn't return all the items
To reverse an item invoice when the customer didn’t return all the items

Follow the steps below to reverse an item invoice from which the customer didn’t return all the items to your company. This process returns all account balances and quantities of items sold to their previous levels.

1.	In the Sales window, begin creating a new item invoice by entering the customer’s name and other information at the top of the window.

2.	In the first line item, enter a negative number in the Ship field to indicate the quantity of items that were returned. For example, if the original item invoice recorded the sale of 10 gadgets but the customer returned only five gadgets, enter -5 in the Ship field and the gadgets item number in the Item Number field. When you do this, the amount of the invoice will appear as a negative number in the Total Amount field.

3.	If there were more items that the customer didn’t return, enter those items in the other line items in the window.

4.	When you’re finished entering line items, click Record. When you print sales reports, the quantities of the items on this transaction will reflect the negative numbers you entered in step 2.

5.	The transaction you recorded in step 4 is called a customer credit note. To settle the customer credit note, you can either apply the amount of the customer credit note to the customer’s outstanding sales balance or write a refund cheque to the customer for the amount of the customer credit note. To learn how to apply customer credits to outstanding sales balances, see Applying customer credit notes. To learn how to write a refund cheque, see Writing refund cheques to customers.


Note: When you enter a quantity in the Backorder field

If you make an entry in the Backorder field, the backordered quantity will be included on the invoice when you print the invoice. The value of the backordered items, however, won’t be included on the invoice.

If you don’t want your customers to see that you’ve backordered items to fill their order, leave the Backorder field blank and complete the rest of the invoice. When you’re finished, create a new item invoice that contains only the backordered quantity.


Procedures Guide Part 5 - Customer Payments

In MYOB Premier, customer payments are transactions you enter to indicate that customers have made payments for the sales you’ve conducted with them. When you enter a customer payment in MYOB Premier, you apply the payment to one or more of the customer’s outstanding sales balances.

In this part:

  Entering customer payments

  Finding customer payments

  Removing customer payments

  Reversing customer payments

  Tracking bounced cheques from customers


Entering customer payments

To enter a customer payment transaction, you’ll complete the steps below.

Checklist: How to enter a customer payment

  Step 1: Identify where the money from the customer payment will be deposited

  Step 2: Enter details about the customer payment

  Step 3: Indicate which sales will be affected by the customer payment

  Step 4: Choose what you want to do with the customer payment


Step 1: Identify where the money from the customer payment will be deposited

The list in the upper left corner of the Customer Payments window displays all the cheque accounts you’ve set up. Remember that cheque accounts can be used for any cash your company receives. Credit cards, petty cash, electronic funds transfers and other methods for receiving money may be displayed in this list.

  Note: If you want to add an account to the list

  To identify where the money from the customer payment will be deposited


Note: If you want to add an account to the list

Only accounts you’ve specifically designated as cheque accounts or credit card accounts appear in the list. If you want a particular account to appear in this list, you’ll need to create the account first. See Creating accounts  to learn how to create cheque accounts.


To identify where the money from the customer payment will be deposited

From the list, choose the account that will be used to receive the customer payment.


Step 2: Enter details about the customer payment

Fill in the top half of the Customer Payments window.

  To enter details about the customer payment


To enter details about the customer payment

1.	Enter or select the name of the customer from whom you received the payment.

2.	After you enter a customer name, some entries appear automatically in the  top half of the window. These automatic entries - known as default entries in MYOB Premier - are merely suggestions to help you enter your data more quickly. You can make changes to these entries, if you wish.

If you’ve recorded sales for the customer, some entries will also appear in the scrolling list at the bottom of the window. These entries will be discussed later in this procedure.

  Note: If this is a foreign customer

3.	In the Amount Received field, enter the amount the customer paid you.


Note: If this is a foreign customer

If you’re using MYOB Premier’s Multicurrency feature and you selected a customer who’s been assigned a foreign currency in the Card File Entry window, that currency is automatically assigned to the transaction, and it can’t be changed.

If you want to use a different exchange rate for this transaction than the one you’ve entered for the currency in the Currency Information window, click the Currency button on the right side of the Customer Payments window. The Exchange Rate window appears; enter the exchange rate you want to use for the transaction. If you want to change the exchange rate for all future transactions, mark the Update Currency Rate in the Currency List option, then click OK.


Step 3: Indicate which sales will be affected by the payment

In this step, you’ll indicate which sales will be affected - what debt will be reduced or “paid off,” in effect - by the customer payment. You’ll make these entries in the scrolling list in the bottom half of the Customer Payments window.

  To indicate which sales will be affected by the customer payment


To indicate which sales will be affected by the customer payment

Now you can indicate which sales will be affected by the payment.

1.	Take a moment to review the Amount Applied column in the scrolling list. This column is the area where you designate which sales are affected by the customer payment.

Depending upon the selections you’ve made in the Preferences window, the amount you entered the Amount Received field may have been applied automatically to the transactions in the scrolling list, starting with the oldest open sale first. These entries, however, are merely suggestions; you can apply the payment to any transactions you want.

Keep in mind that the total amount you apply in the Amount Applied column must equal the amount that appears in the Amount Received field before you can record the transaction.

2.	Locate the sale or sales to which you want to apply the customer payment, then enter the amount you want to apply in the appropriate field in the Amount Applied column.

3.	You can also apply the customer payment to any unpaid finance charges the customer may have accrued. To do this, enter the amount you want to apply in the Finance Charge field.


Step 4: Choose what you want to do with the customer payment

Now that you’ve finished making entries in the Customer Payments window, there are a couple tasks you can perform with the transaction.

  To see how the customer payment will affect your financial records

  To record the customer payment


To see how the customer payment will affect your financial records

Choose Recap Transaction from the Edit menu to view the accounting entries that will be made to your financial records when you record the payment.


To record the customer payment

To record the customer payment, click the Record button.


Finding customer payments

After you record a customer payment, you might want to view the transaction again sometime in the future. The instructions in the topic below will help you find the customer payments you’ve entered into the MYOB Premier system.

  To find a customer payment or a deposit on a pending sale


To find a customer payment or a deposit on a pending sale

Follow these instructions to find a customer payment or a deposit that was made on a pending sale.

1.	Click the Inquiry Registers button in the Sales Command Centre to display the Inquiry Register window.

2.	When you want to find a customer payment, you’ll first need to look for the sale on which the payment was made. If you know the number of the sale on which the payment was made, click the Invoice tab, then enter the sale’s number in the Invoice field. Or, if you prefer, enter the customer’s purchase order number in the Customer PO field.

If you can’t remember the number of the sale, click the Card tab, then enter the name of the customer whose sale you’re looking for.

3.	The payment you’re looking for appears in the scrolling list. If you want to view detail about the payment, click the zoom arrow next to the payment’s number. The transaction will appear in the Customer Payments window.


Removing customer payments

There may be times when you want to remove a customer payment. When this is the case, you can quickly remove the effects of such a transaction from your records.

  Note: Use this section only if your transactions are changeable

 Note: Payments can't be changed

  To remove a customer payment


To remove a customer payment

1.	Display the payment you want to remove in the Customer Payments window. (If you need help doing this, see Finding customer payments.)

2.	Choose Delete Payment from the Edit menu.


Note: Payments can't be changed

If you wish to change a customer payment you’ve already applied to a sale, you can’t simply change the payment. You’ll need to remove the payment first - using the instructions in this topic - then re-create and re-apply the payment.


Reversing customer payments

There may be times when you need to change or remove a transaction you’ve entered into the MYOB Premier system. When this is the case, you can quickly remove the effects of the transaction from your records by reversing the transaction. Then, if you want, you can enter a new, correct transaction to replace the transaction you reversed.

  Note: Use this section only if your transactions are unchangeable

 Note: Payments can't be changed

  To reverse a customer payment


Note: Payments can't be changed

If you wish to change a customer payment you’ve already applied to a sale, you can’t simply change the payment. You’ll need to reverse the payment first - using the instructions in this topic - then re-create and re-apply the payment.


To reverse a customer payment

1.	Display the customer payment you want to reverse in the Customer Payments window. (If you need help doing this, see Finding customer payments.)

2.	Choose Reverse Payment from the Edit menu. After a few moments, a transaction with the exact opposite amount of the payment will be displayed in the Customer Payments window.

If you want, you can make a few changes to the transaction (such as the date and the memo), but you can’t change the amounts that are associated with it.

If you’re reversing a payment from a previous accounting period, consider assigning a date from that period to the transaction you just created. This will allow your reports for that accounting period to reflect the proper amounts.

3.	Click Record to record the reversed customer payment.

If the customer payment you reversed was originally used to fully pay a sale, a message will appear if any discounts for paying off the sale promptly applied to the sale. If this message appears on your screen, continue to step 4.

If no prompt payment discount applied to the transaction you originally applied the payment to, you’re done - the payment is reversed.

If a prompt-payment discount applied to the transaction you originally applied the payment to, you also need to reverse the discount. To do this, follow steps 4 and 5.

4.	Display the discount in the Customer Payments window. (You can find discount transactions the same way as you find customer payments; look for a transaction labeled “Discount” in the Inquiry Register window.)

5.	Choose Reverse Payment from the Edit menu, then click the Record button to reverse the discount.


Tracking bounced cheques from customers

If a customer’s payment cheque bounces, follow the steps below to reverse the bounced payment and, if you wish, charge a penalty for the transaction.

  To track a customer’s bounced cheque


To track a customer's bounced cheque
To track a customer’s bounced cheque

1.	Display the bounced customer payment in the Customer Payments window. (If you need help doing this, see Finding customer payments.)

2.	Choose Reverse Payment or Delete Payment from the Edit menu. If you chose Delete Payment, skip to step 4.

If you chose Reverse Payment, a transaction with the exact opposite amount of the payment will be displayed in the Customer Payments window.

If you want, you can make a few changes to the transaction (such as the date and the memo), but you can’t change the accounts and amounts that are associated with it.

If you’re reversing a payment from a previous accounting period, consider assigning a date from that period to the transaction you just created. This will allow your reports for that accounting period to reflect the proper amounts.

3.	Click Record to record the reversed customer payment.

4.	If you want to charge a penalty for the bounced cheque, continue to steps 5 and 6. If you don’t want to charge a penalty, you’re done - the bounced cheque payment is reversed.

5.	Create a miscellaneous sale or service invoice for the amount of the penalty. You may want to consult your accountant to determine the account you should use to track the penalty amount.

6.	When you receive a payment for the penalty, apply the payment using the Customer Payments window.


Procedures Guide Part 6 - Customer Credits

In MYOB Premier, a customer credit is a transaction that indicates you owe money to a customer. You can choose from two ways of settling a customer credit:

By applying the customer credit to one or more of the customer’s unpaid sales, thereby reducing the amount of money the customer owes you

By writing a refund cheque for the amount of the customer credit

In this part:

  Applying customer credit notes

  Writing refund cheques to customers

  Finding customer credits

  Removing customer credits

  Reversing customer credits

  Using customer credits to remove customers’ bad debt


Applying customer credit notes

Use the topic below to locate the customer credit note you want and then apply the customer credit note to one or more of the customer’s sales balances.

  To apply a customer credit note


To apply a customer credit note

Follow the steps below to apply the amount of a customer credit note to a sale.

1.	In the Sales Command Centre, click Settle Returns & Credits. A search list appears; from this list, highlight the customer credit note you wish to apply and click the Apply to Invoice button. The Settle Returns & Credits window appears, listing all open and pending sales assigned to this customer.

The amount of the customer credit appears in the Credit Amount field in the top half of the window.

2.	Depending upon your selections in the Preferences window, amounts may appear automatically in the Amount Applied column in the scrolling list. This column is the area where you designate the sales to which you want to apply the customer credit note. If amounts appear here, take a moment to review them.

If you marked the Apply Customer Payments Automatically to Oldest Invoice First option in the Sales view of the Preferences window, amounts will appear next to the oldest invoices at the top of the scrolling list in the Settle Returns and Credits window. MYOB Premier is suggesting that you apply the credit amount to the customer’s oldest open sales; however, you can apply the credit amount to any one transaction - or you can divide it among many transactions - in the list. Keep in mind, however, that the total amount you apply in the Amount Applied column must equal the amount that appears in the Credit Amount field.

3.	Locate the sale or sales to which you want to apply the customer credit note, then enter the amount you want to apply in the appropriate field in the Amount Applied column.

4.	You can also apply the customer credit note to any unpaid finance charges the customer may have accrued. To do this, enter the amount you want to apply in the Finance Charge field.

5.	If you wish to give a discount to the customer for a particular sale, you can enter the discount amount in the sale’s Discount column.

6.	When you’re finished making entries in the window, click Record. At this point, a number of situations may occur:

If the Settle Returns & Credits window closes, you successfully applied the customer credit note, and you’re done!

If the total amount entered in the Amount Applied column doesn’t equal the amount displayed in the Credit Amount field at the top of the window, an alert message will appear, explaining that an unbalanced transaction can’t be recorded. Click OK to close the message, then continue to step 7.

7.	To balance the transaction, you can change either the total amount in the Amount Applied column or the amount that’s displayed in the Credit Amount field.

If you change the Credit Amount field’s amount, keep in mind that you can enter an amount less than the original customer credit amount only. Also, if you choose to do this, remember that the customer credit note won’t be fully applied; the difference between the original customer credit note and the amount you entered in the Credit Amount field will remain in the MYOB Premier system as a customer credit note.

After you’ve balanced the transaction, click Record to apply the customer credit note. You’re done!


Writing refund cheques to customers

Use the topic below to locate a customer credit note and then write a refund cheque to the customer for the amount of the customer credit.

  To write a refund cheque


To write a refund cheque

Follow the steps below to write a refund cheque to a customer for the amount of a customer credit note.

1.	In the Sales Command Centre, click Settle Returns & Credits. A search list appears; from this list, highlight the customer credit note for which you wish to write the refund cheque and click the Refund button. The Settle Returns & Credits window appears, displaying a refund cheque in the amount of the customer credit.

2.	If you want, make changes to the information in the window.

If you change the Amount field’s amount, keep in mind that you can enter an amount less than the original customer credit amount only. Also, if you choose to do this, remember that the customer credit note won’t be fully settled; the difference between the original customer credit amount and the amount you entered in the Amount field will remain as a customer credit note.

3.	Click Print to print and record the refund cheque, or click Record to record the cheque.


Finding customer credit notes

There may be times when you want to view a customer credit note before or after you’ve applied it or written a refund cheque for it. The instructions in the topics below will help you find your customer’s credits.

  To find a customer credit note before it’s settled

  To find a customer credit note after it’s applied

 To find a customer credit amount after you’ve written a refund cheque for it


To find a customer credit note before it's settled
To find a customer credit note before it’s settled

All customer credits that haven’t been applied to sales or written as refund cheques are located in the same place in MYOB Premier. To view a list of all unsettled customer credits, click Settle Returns & Credits in the Sales Command Centre. A search list appears, displaying all your unsettled customer credits.


To find a customer credit note after it's applied
To find a customer credit note after it’s applied

Follow the steps below to find a customer credit note you applied to one or more sales in the Settle Returns & Credits window.

1.	Click the Inquiry Registers button in the Sales Command Centre to display the Inquiry Register window. Select the Invoice tab if it isn’t already selected.

2.	In the Invoice field, enter or select the number of the sale whose applied customer credit you’re looking for. Or, if you prefer, enter the customer’s purchase order number in the Customer PO field. A new list in the Inquiry Register window appears, displaying all transactions assigned to the sale you specified.

If you don't remember which sale the customer credit is applied to, click the Card tab and enter the customer's name in the Name field; a list of all the customer's transactions, including the customer credit, will appear in the list.

3.	Applied customer credit notes can be recognised by their source journal code, SJ. Search the ID# column for transactions assigned the SJ prefix and click the zoom arrow next to the customer credit note you want to view. The Settle Returns & Credits window appears, displaying the original customer credit note.


To find a customer credit amount after you've written a refund cheque for it
To find a customer credit amount after you’ve written a refund cheque for it

Follow the steps below to find a customer credit amount for which you wrote a refund cheque in the Settle Returns & Credits window.

1.	Click the Inquiry Registers button in any command centre to display the Inquiry Register window. Click the Card tab.

2.	In the Name field, enter or select the name of the customer whose refund cheque you’re looking for. A list appears in the Inquiry Register window, displaying all transactions, including the refund cheque transaction, assigned to the customer.

3.	Refund cheques to customers can be identified by their source journal code of CD. Search the Src column for transactions assigned the CD prefix to find the transaction you want; when you find it, click the zoom arrow next to it. The Settle Returns & Credits window appears, displaying the original refund cheque.


Removing customer credit amounts

There may be times when you simply want to remove, or “unapply,” a customer credit amount that you mistakenly applied to a sale, or when you want to remove a refund cheque you wrote to a customer. When this is the case, you can quickly remove the effects of such a transaction from your records.

  Note: Use this section only if your transactions are changeable

 Note: You can't change customer credits

Use the following instructions to remove, or “unapply,” a customer credit that you mistakenly applied to a sale, or to remove a refund cheque that you wrote to a customer using a customer credit.

  To remove an applied customer credit amount or a customer’s refund cheque


To remove an applied customer credit amount or a customer's refund cheque
To remove an applied customer credit amount or a customer’s refund cheque

1.	Display the transaction you want to remove in the Settle Returns & Credits window. (If you need help doing this, see Finding customer credits.)

2.	Choose Delete Credit from the Edit menu.


Note: You can't change customer credits

If you wish to change a customer credit note you’ve already settled, you can’t simply change the credit amount. You’ll need to unapply the credit amount or remove the refund cheque first - using the instructions in this topic - then re-apply the credit note or write a new cheque.


Reversing customer credit amounts

There may be times when you simply want to reverse, or “unapply,” a customer credit that you mistakenly applied to a sale, or when you want to remove a refund cheque you wrote to a customer. When this is the case, you can quickly remove the effects of the transaction from your records by reversing the transaction.

  Note: Use this section only if your transactions are unchangeable

 Note: You can't change customer credits

  To reverse an applied customer credit amount

  To reverse a customer’s refund cheque


Note: You can't change customer credits

If you wish to change a customer credit note you’ve already settled, you can’t simply change the credit amount. You’ll need to unapply the credit amount or reverse the refund cheque first - using the instructions in this topic - then re-apply the credit note or write a new cheque.


To reverse an applied customer credit amount

Use the following instructions to reverse, or “unapply,” a customer credit amount that you mistakenly applied to a sale.

1.	Display the customer credit you want to reverse in the Settle Returns & Credits window. (If you need help doing this, see Finding customer credit notes.)

2.	Choose Reverse Credit from the Edit menu. After a few moments, a new transaction, with an amount exactly opposite of the customer credit’s amount, will be displayed in the Settle Returns & Credits window.

If you want, you can make a few changes to the new transaction (such as the date and the memo), but you can’t change the amounts that are associated with it.

If you’re reversing a customer credit amount from a previous accounting period, consider assigning a date from that period to the new transaction. This will allow your reports for that accounting period to reflect the proper amounts.

3.	Click Record to record the new transaction. The Settle Returns & Credits window closes.

The applied customer credit is reversed, and the balance of the sale to which you originally applied the customer credit is returned to its previous amount.

4.	Keep in mind that an outstanding customer credit exists again for this customer. To settle the customer credit, you can either apply the amount of the customer credit to the customer’s outstanding sales balance or write a refund cheque to the customer for the amount of the customer credit. To learn how to apply customer credits to outstanding sales balances, see Applying customer credits. To learn how to write a refund cheque, see Writing refund cheques to customers.


To reverse a customer's refund cheque
To reverse a customer’s refund cheque

Use the following instructions to reverse a refund cheque that you wrote to a customer using a customer credit note.

1.	Display the refund cheque you want to reverse in the Settle Returns & Credits window. (If you need help doing this, see Finding customer credit notes.)

2.	Choose Reverse Credit from the Edit menu. After a few moments, a new transaction, with an amount exactly opposite of the refund cheque’s amount, will be displayed in the Settle Returns & Credits window.

If you want, you can make a few changes to the new transaction (such as the date and the memo), but you can’t change the amounts that are associated with it.

If you’re reversing a refund cheque from a previous accounting period, consider assigning a date from that period to the new transaction. This will allow your reports for that accounting period to reflect the proper amounts.

3.	Click Record to record the new transaction. The Settle Returns & Credits window closes. The refund cheque is reversed.

4.	Keep in mind that an outstanding customer credit amount exists again for this customer. To settle the customer credit amount, you can either apply the amount to the customer’s outstanding sales balance or write a new refund cheque to the customer for the amount of the customer credit. To learn how to apply customer credits to outstanding sales balances, see Applying customer credit notes. To learn how to write a refund cheque, see Writing refund cheques to customers.


Using customer credit notes to remove customers' bad debts
Using customer credit notes to remove customers’ bad debts

If you no longer expect payments from a delinquent customer, apply a bad debt credit to the customer’s open sales to close the customer’s account.

  To use a customer credit note to remove a customer’s bad debt


To use a customer credit note to remove a customer's bad debt
To use a customer credit note to remove a customer’s bad debt

1.	Create a new account named Bad Debts and assign it an expense account type. (See Creating accounts  to learn how to create an account.)

2.	Use the Sales window to create a miscellaneous sale for the customer. For each of the customer’s outstanding debts, enter a line item with a negative value, using the Bad Debt account you created in step 1 in the Allocation Account column in each line item.

When you’re finished, click Record. The transaction you’ve recorded is called a customer credit note.

3.	Click Settle Returns & Credits in the Sales Command Centre. From the search list that appears, highlight the customer credit note you created in step 2 and click Apply to Invoice. The Settle Returns & Credits window appears.

4.	The customer’s open and pending sales appear in a scrolling window. Enter the amount of each open sale in the Amount Applied column.

5.	When you’ve finished applying the customer credit to all the customer’s open sales, click Record. All the customer’s bad debt is cleared.


Procedures Guide Part 7 - Purchases

In MYOB Premier, purchases are transactions that indicate that you bought services from a vendor. Purchases that are printed on documents you give to your vendors are called purchase orders. You can create two types of purchases in MYOB Premier - service purchase orders or unprinted purchases called miscellaneous purchases.

In this part:

  Entering purchases

  Printing purchase orders

  Using pending purchases

  Recording recurring purchases

  Finding purchases

  Reviewing your purchase information

  Changing purchases

  Removing purchases

  Reversing purchases


Entering purchases

To enter a purchase transaction, you’ll complete the steps below.

Checklist: How to enter a purchase

  Step 1: Choose the type of transaction you want

  Step 2: Enter vendor information

  Step 3: Enter line items

  Step 4: Complete the transaction

  Step 5: Choose what you want to do with the transaction


Step 1: Choose the type of transaction you want

The Purchases window can be viewed in two ways; each way, or view, allows you to enter a particular type of purchase. Before you begin creating a purchase, be sure you’re using the view of the Purchases window that matches the type of purchase you want to create.

  To choose a particular type of purchase


To choose a particular type of purchase

1.	Click Purchases in the Purchases Command Centre to open the Purchases window.

2.	In the Purchases window, click the Type button. The Type window appears, displaying the four types of purchases (service, item, professional and miscellaneous) you can create in the Purchases window.

3.	Select the type of transaction you want, then click the OK button. The Type window will disappear, and the Purchases window will change to reflect the type of transaction you’re creating.


Step 2: Enter information about the vendor

Regardless of the type of purchase you’re creating, you should pay special attention to the top section of the Purchases window. The information you enter here will determine a number of things about the purchase, including the vendor’s terms for the purchase and the identification numbers assigned to the transaction.

If you’re using MYOB Premier’s Multicurrency feature, the currency used for the purchase will be the one that was assigned to the vendor using the Card File Entry window; the currency can’t be changed.

 	Note: If this is a foreign vendor

  To enter information about the vendor

  To enter a purchase for a new vendor

  To change your credit terms for this transaction


To enter information about the vendor

Enter the vendor’s name, or click the search icon next to the Vendor field and choose a name from the search list of vendor names. When you enter the vendor’s name, many other fields at the top of the Purchases window will be filled in for you automatically.


To enter a purchase for a new vendor

If you want to enter a purchase for a vendor who doesn’t exist in your Card File yet, you can quickly set up a new vendor record and get back to the business of creating the purchase.

1.	If you haven’t done so already, type the new vendor’s name in the Vendor field, then press TAB. A search list of existing vendors appears.

2.	Click the Easy-Add button at the bottom of the search list. The new vendor’s name is added to your Card File, and the search list disappears.

You can now continue creating the purchase. Keep in mind, however, that you haven’t fully set up the record for the new vendor. When you have a spare moment, remember to use the Card File Entry window to complete the vendor’s record.


To change your credit terms for this transaction

When you enter a vendor’s name in the Vendor field, your company’s credit terms with that vendor appear next to the vendor’s name automatically. If you want to change these terms for this particular transaction, follow these steps.

Any changes you make using this procedure will affect only the transaction you’re currently entering. See To enter credit terms for customers and vendors if you want to change the credit terms that will be used for all future purchases from this vendor.

  Note: Where did the credit terms come from in the first place?

1.	Click the zoom arrow next to the Vendor field to open the Credit Terms window. Information about the about the terms for the transaction is displayed in the window.

2.	Make the changes you want in the Credit Terms window, then click OK to close the window. The Purchases window appears again, with the new credit terms displayed next to the Terms field.


Step 3: Enter line items

The scrolling list in the middle of the Purchases window is the main area where purchase orders and miscellaneous purchases are created. In this area, you’ll enter descriptions, account numbers and various other information that will serve as the detail for your transaction.

When you enter information in one row in the scrolling list, you enter one line item of the transaction. You can enter as many line items on a purchase as you want.

You can assign individual line items to jobs you’ve set up in MYOB Premier. If you’re tracking reimbursable expenses for your jobs, the line items you assign to jobs in the Purchases window will be automatically marked for reimbursement. Only items that aren’t inventoried (items for which you didn’t mark the I Inventory This Item option in the Item Information window) can be included for reimbursement on invoices.

See Assigning transactions to jobs for more information about tracking reimbursable job expenses.

The actual fields that appear in the scrolling list differ, depending upon the type of purchase you’re creating.

  To enter line items on an item purchase

  To create a blank line between line items

  To enter line items on a service purchase order

  To enter line items on a miscellaneous purchase

  To assign a line item on a purchase to more than one job

  To enter line items on a professional purchase

Enter the account you want to assign to each line item here, or press TAB to display a list of accounts to choose from. The account you use here will probably always be an expense or cost of sales account.

Enter a job number here to assign a line item to a specific job.


To enter line items on a service purchase order

Make entries in the line item area of the Purchases window to enter details about the service purchase order.

Enter a description, an account and an amount for each line item. You can also enter a tax code for each line item and allocate each line item to job.

Click the illustration to learn more about individual fields in the window.


Description column

Use up to 255 characters to describe each line item.


Acct# column

Enter the account you want to assign to each line item here, or press TAB to display a list of accounts to choose from. The account you use here generally should be an expense or cost of sales account.


Amount column

Enter the amount you want to charge for each line item.


To enter line items on a miscellaneous purchase

Make entries in the line item area of the Purchases window to enter details about the miscellaneous purchase.

Enter a description, an account and an amount for each line item. You can also enter a tax code for each line item and allocate each line item to job.

Click the illustration to learn more about individual fields in the window.


Allocation Account column

Enter the account you want to assign to each line item here, or press TAB to display a list of accounts to choose from. The account you use here generally should be an expense or cost of sales account.


To enter line items on an item purchase

Make entries in the line item area of the Purchases window to enter details about the miscellaneous purchase.

Enter the number of items received by the customer, the number of items backordered (if necessary), and the item number for each item being sold. A description, an amount and a tax code will automatically appear for each item; you can change these entries if you like. You can also enter a discount for each line item and allocate each line item to job.

Click the illustration to learn more about individual fields in the window.


Received column

Enter the quantity of the item you want to include on the purchase order here.


Backorder column

Enter the quantity of the item you want to put on a pending purchase here.


Item Number/Description columns

Enter item numbers here, or press TAB to display a list of items to choose from.


Price column

When you enter an item number in the Item Number fields, a price appears here. You can change it if you want.


Disc% column

The large-volume discount percentage that automatically appears here is derived from the vendor's credit terms. You can change it if you want.


Total column

The total amount of each line item appears here. You can change it if you want.


Job column

Enter a job number here if you want to assign a line item to a job.


Tax column

Depending upon your entries in the Credit Terms window for this vendor, the tax code that appears here is either the code that was assigned to the vendor in the Credit Terms window or the code that was assigned to the item in the Buying Details view of the Item Information window. You can change it if you want.


To create a blank line between line items

If you want to include a blank line between line items on an item purchase order, you can set up a special “item” in the Inventory Command Centre to give you the space you need. See To create a record for an item that serves a special purpose on an invoice or purchase order to learn how to create such an item record, then use the instructions below to use the item.

To place a blank line between line items, create the first line item like you normally do, then enter the number of the new “item” in the Item Number field of the second line item. In the Description field of the second line item, enter a space. (Be sure to leave the Received and Backorder columns blank in the second line item.) Then create the third line item as you normally do.


To enter line items on a professional purchase

Make entries in the line item area of the Purchases window to enter details about the miscellaneous purchase.

Enter a date, a description, an account and an amount for each line item. You can also enter a tax code for each line item and allocate each line item to job.

Click the illustration to learn more about individual fields in the window.


Date column

Enter the date each line item occurred here.


To assign a line item on a purchase to more than one job

If you need to assign one line item to more than one job, use multiple line items to record the transaction. For example, assume you want to include 100 gadgets on an purchase order, but you want to assign 30 gadgets to job 12 and 70 gadgets to job 43. To do this, you’d follow these steps:

1.	In the first line item of the transaction, enter the gadgets item number in the Item Number field, then enter 30 in the Received field and 12 in the Job field.

2.	In the second line item of the transaction, enter the gadgets item number again in the Item Number field, enter 70 in the Received field and 43 in the Job field.


Step 4: Complete the purchase

The actual fields that appear at the bottom of the Purchases window differ, depending upon the type of purchase you’re creating. Depending upon the type of purchase you're creating, you can enter or edit the following information: freight, tax, the amount paid today, a comment, the shipping method, the promised date and a journal memo, to differentiate this transaction from similar purchases on the Purchases Journal.

  To change tax amounts


To change tax amounts

When you assign tax codes to a purchase, all parts of the purchase (line items and freight charges) to which you’ve assigned tax codes will be taxed based on the tax codes’ tax rates.

If, after you’ve entered all your line items and freight charges, the tax amount that appears in the Tax field isn’t the amount you intend to be billed, be sure you’ve assigned tax codes to all the parts of the purchase that should be taxed, and that you’ve assigned the proper tax codes to those parts. If the tax amount still isn’t correct, you can manually change the amount. Follow these steps to do so.

1.	Click the zoom arrow next to the Tax field to open the Tax Information window.

2.	Enter the new tax amounts in the Tax column.

3.	Click OK to close the Tax Information window. The total tax amount displayed in the Tax field will change to reflect the change you made.

  Warning: Tax amounts change automatically


Step 5: Choose what you want to do with the purchase

Now that you’ve finished making entries in the Purchases window, there are a number of tasks you can perform with the transaction. Be sure to review all the following options before you choose what you want to do.

  To see how the purchase will affect your financial records

  To print and record a purchase order

  To record the purchase

  To store the purchase as a recurring purchase

  To place the purchase in the Pending File


To see how the purchase will affect your financial records

Choose Recap Transaction from the Edit menu to view the accounting entries that will be made to your financial records when you record the purchase.


To print and record a purchase order

If the purchase you’ve created is a service purchase order, you can print and record the transaction at the same time.

1.	Click the Print button in the Purchases window.

2.	A message appears, explaining that the transaction will be recorded before it’s printed. Click OK to begin.


To record the purchase

To record the purchase without printing it, click the Record button.

See Printing and reprinting purchase orders for information about printing a purchase order after you’ve recorded it.


To store the purchase as a recurring purchase

If you want to store the purchase information so you can use it many times in the future, follow these steps.

1.	1.	Click the Save Recurring button. The Save Recurring Transaction window appears.

2.	Enter the necessary information about the transaction in this window, then click Record. The transaction is saved as a recurring transaction.

3.	If you want to record the purchase as an actual transaction now, click the Record button in the Purchases window. If you don’t want to record the purchase at this time, click the Cancel button.

See Recording recurring purchases for information about recording recurring purchases.


To place the purchase in the Pending File

To place the purchase in the Pending File, click the Pending button.

See Using pending purchases for detailed information about performing more tasks with pending purchases.


Printing purchase orders

You can print and reprint individual purchase orders or you can print several purchase orders at the same time - the choice is yours. You can also customise the look of your printed purchase orders. See Customising forms for detailed information about customising your printed forms.

  Choosing the purchase orders you want to print

  Printing and reprinting purchase orders


Choosing the purchase orders you want to print

After you’ve recorded a purchase order, you can print it. You can also choose a specific set of purchase orders to print.

  To choose the purchase orders you want to print

  To choose a form layout for your purchase orders


To choose the purchase orders you want to print

In the Purchases Command Centre, click Print Purchases to open the Forms Selection window for purchase orders.

Using the Forms Selection window, you can make a number of choices that will determine which purchase orders are printed.

1.	Using the Order Type list, choose the type of document you want to print.

2.	Using the Order Status list, choose the status of the purchase orders you want to print. You can print pending, open, debit or closed orders, or all purchase orders, regardless of their status.

3.	Use the other fields in this window to further limit the documents that will be printed, if appropriate. You can choose to print only those purchase orders that have never been printed before, as well as a range of purchase orders that were recorded within a particular range of dates or that fall within a particular range of purchase order numbers.


To choose a form layout for your purchase orders

In the Forms Selection window, you can choose to print your purchase orders on pre-printed blank forms or on blank paper, and you can customise your forms so they’ll look the way you want them to look. Collectively, these choices are called form layouts in MYOB Premier. See Choosing a form layout for information about choosing a form layout for your purchase orders.


Printing and reprinting purchase orders

Follow these steps to print your purchase orders. If you want to print some purchase orders you’ve already printed, be sure the Unprinted Orders Only selection isn’t marked in the Forms Selection window before you use these instructions.

  Before you begin printing

  To print and reprint your purchase orders

  To reprint a single purchase order


To print and reprint your purchase orders

1.	Insert blank purchase order forms in your printer.

2.	After you’ve selected the forms you want to print in the Forms Selection window, click the OK button. The Review Orders Before Printing window will appear, listing the transactions you selected in the Forms Selection window.

3.	To begin printing the forms, click the Print button in the Review Orders Before Printing window. Depending upon how your computer is set up, the first form may begin to print immediately, or a print window may appear on your computer screen. If a print window appears, make your selections in the window, then click the button in the window that begins the printing process (the button is usually labeled “OK” or “Print”).

  Note: If you can’t make entries in your print selection window


To reprint a single purchase order

1.	Insert blank purchase order forms in your printer.

2.	Display the purchase order in the Purchases window. (If you need help doing this, see Finding purchases.)

3.	Click the Print button.


Using pending purchases

In MYOB Premier, pending purchases are purchase orders that you expect to occur sometime in the future. Pending purchases aren’t actual transactions that affect your financial numbers; they merely store purchase information in MYOB Premier’s Pending File until you’re ready to use them.

Pending purchases are handy to use when you want to see how much a purchase will cost you. You can create a pending purchase, verify the estimated price, then store the pending purchase until you decide whether to go ahead with the purchase. When you decide to buy, you simply open the pending purchase and record it as an actual purchase.

  Placing purchases in the Pending File

  Recording deposits on pending purchases

  To convert a pending purchase into an actual purchase order


Placing purchases in the Pending File

Creating a pending purchase is almost the same process as creating a “normal” purchase. Item purchase orders, service purchase orders and professional purchase orders can be placed in the Pending File.

There are two ways you can create a pending purchase; the method you choose is up to you.

  To place an entire purchase order in the Pending File

  To place a backordered quantity in the Pending File


To place an entire purchase order in the Pending File

1.	Use the Purchases window to create a purchase order as you usually do. (Remember, you can place item purchase orders, professional purchase orders and service purchase orders in the Pending File.) Enter amounts the same way, as well.

2.	If you want to indicate that you made a deposit on the transaction, enter that amount in the Paid Today field.

3.	When you’re finished entering the purchase order information, click the Pending button. If you didn’t enter a deposit amount in step 2, the entire purchase order will be placed in the Pending File.

If you did enter a deposit in step 2, a message will appear, indicating that a cheque will be recorded for the deposit amount. Follow the instructions in the message.

  Note: When you record a deposit on a pending purchase


Note: When you record a deposit on a pending purchase

Deposit amounts that you record on purchases you place in the Pending File are automatically recorded in the Cash Disbursements Journal. To view the Cash Disbursements Journal and see the deposit for yourself, choose the Transaction Journal selection in the Chequebook Command Centre. The Transaction Journal window will appear with the Disbursements tab selected. (If you can’t see the deposit in the list that appears, be sure the dates at the top of the window are correct.)


To place a backordered quantity in the Pending File

Follow these steps to create a purchase order with a backordered quantity. This procedure will create two purchase orders: a “regular” purchase order and a “pending” purchase order.

  Idea: Assign the same number to the pending purchase order as you assigned to the “regular” purchase order

1.	Use the Purchases window to create an item purchase order as you usually do, entering a quantity in the Backorder column for each line item you wish to place in the Pending File.

2.	If you want to indicate that you made a deposit on the transaction, enter that amount in the Paid Today field.

3.	When you’re done entering the purchase order information, click the Record button. The line items on the purchase order that contain a quantity in the Backorder field will be placed on a separate purchase order in the Pending File. If you entered a quantity in the Received column for any items, an actual purchase order will be recorded for those items.


Idea: Assign the same number to the pending purchase order as you assigned to the "regular" purchase order
Idea: Assign the same number to the pending purchase order as you assigned to the “regular” purchase order

You can choose to assign the same number to both the “normal” and the “pending” purchase order so it’s easier to find them in the future. To do this, follow these steps before you begin creating the purchase orders:

1.	From the Setup menu, choose Preferences to open the Preferences window.

2.	Click the Purchases tab at the top of the window.

3.	Mark the box labeled “Retain Original Purchase Order Number on Backorders,” then click the OK button.


Recording deposits on pending purchases

If you put money down on a pending purchase, keep track of the deposit amount by assigning it to the pending purchase.

  To record a deposit on a pending purchase when you’re creating the pending purchase

  To record a deposit on a pending purchase after you’ve already recorded the pending purchase


To record a deposit on a pending purchase when you're creating the pending purchase
To record a deposit on a pending purchase when you’re creating the pending purchase

Follow the instructions in Placing purchases in the Pending File  to create the pending purchase; when you get to step 2 of those instructions, be sure to enter the amount of your deposit in the Paid Today field of the Purchases window.


To record a deposit on a pending purchase after you've already recorded the pending purchase
To record a deposit on a pending purchase after you’ve already recorded the pending purchase

Follow these steps to record a deposit on a purchase you’ve already placed in the Pending File.

1.	In the Purchases Command Centre, click Vendor Payments to open the Vendor Payments window.

2.	In the Vendor field, enter the name of the vendor to whom you made the deposit.

3.	Search the list of transactions at the bottom of the Vendor Payments window for the pending purchase. (If you can’t remember the number assigned to the transaction, look for a transaction whose Status column shows the word “Pending.”) When you find the transaction, enter the amount of the deposit in the Amount Applied column of that transaction.

4.	Notice that the Amount field in the top half of the window is empty. Before you can record the deposit, you must enter the amount of the deposit in this field. To do this, simply click the empty field. The amount will automatically appear.

5.	Click Record.


To convert a pending purchase into an actual purchase order

When a pending purchase in your business becomes an actual purchase, you need to convert the pending purchase in MYOB Premier into an actual purchase order.

1.	In the Purchases window, enter the name of the vendor whose pending purchase you want to convert. A search list appears, displaying all of your pending purchases with the vendor.

2.	Select the pending purchase you want to convert and click Use Pending P.O. The transaction appears in the Purchases window.

3.	Make any necessary changes to the transaction, and change the transaction date to today's date.

  Idea: Change the purchase order number

4.	When you’re ready, click the Record button. The pending purchase will be converted and recorded as an actual purchase order.


Idea: Change the purchase order number

Before you continue, you might want to consider changing the purchase order’s number to indicate that it’s associated with an actual purchase order. This will make it easier to find the transaction in the future.


Recording recurring purchases

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

To create recurring purchase, create a purchase as you normally do using the Entering Purchases procedure, then use the To store the purchase as a recurring purchase procedure to indicate that you want to use the purchase repeatedly.

Until you record them, recurring purchase have no effect on your financial records. Use the following procedure to record your recurring transactions and make them a part of your permanent financial records.

  To record a recurring purchase


To record a recurring purchase

You can record a recurring purchase as many times and as often as you want.

1.	In the Purchases window, click the Use Recurring button.

2.	A window will appear, displaying all recurring transactions you’ve set up. Double-click the transaction you want; the transaction’s information will appear in the Purchases window.

3.	Be sure to review all the information that appears in the window to be sure it’s correct. Pay particular attention to the date and purchase order number; if you need to find this transaction in the future, you’ll need to remember this information.

4.	To record the transaction, click Record. The recurring purchase will be recorded as an actual transaction, and will also remain available in the recurring transaction “holding area” for future use.


Finding purchases

After you record a purchase, you might want to view the transaction again sometime in the future. The instructions in the topics below will help you find individual purchases you’ve entered into the MYOB Premier system.

  To find a purchase order or miscellaneous purchase

  To find a pending purchase

  To find a recurring purchase


To find a purchase order or miscellaneous purchase

1.	Click the Inquiry Registers button in the Purchases Command Centre to display the Inquiry Register window. Select the Purchase tab if it isn't already selected.

2.	If you know the number of the purchase you want to view, click the Purchase tab, then enter the purchase’s number in the Purchase field. Or, if you prefer, enter the vendor's invoice number in the Vendor Inv field.

If you can’t remember either the number of the purchase or the vendor's invoice number, click the Card tab, then enter the name of the vendor whose purchase you’re looking for.

3.	The purchase you’re looking for appears in the scrolling list. If you want to view detail about the purchase, click the zoom arrow next to the purchase’s number. The transaction will appear in the Purchases window.


To find a pending purchase

1.	Open the Purchases window.

2.	In the Vendor field, enter the name of the vendor whose pending purchase you’re looking for. A search list appears, displaying all of your pending purchases with the vendor.

3.	From the search list, select the pending purchase you want. The pending purchase will be displayed in the Purchases window.


To find a recurring purchase

1.	In the Purchases window, click the Use Recurring button.

2.	A window will appear, displaying all recurring transactions you’ve set up. Double-click the purchase you want; the recurring purchase will be displayed in the Purchases window.


Reviewing your purchase information

An important part of managing your business centres around collecting your purchase data and understanding its effects on your overall financial picture. MYOB Premier contains a number of tools that you can use to review your purchase information so you can make better decisions about your business.

  Viewing lists of your purchases

  Viewing the history of purchases

  To view the amounts you owe your vendors


Viewing lists of your purchases

Depending upon your preference, you can either print lists of your purchase activity or display them on your computer screen.

  To display a list of all purchases on your computer screen

  To display a list of all open purchases on your computer screen

  To display a list of open purchases with expiring discounts on your computer screen

  To display a list of recurring purchases on your computer screen

  To display a list of pending purchases on your computer screen

  To print a list of all your purchase orders and miscellaneous purchases

  To print a list of all your pending purchases

  To print a list of all your recurring purchases


To display a list of all purchases on your computer screen

Using the Transaction Journal window, you can view a list of all your purchases, as well as all other types of transactions you’ve entered in the MYOB Premier system. To open the Transaction Journal window, choose  Transaction Journal from the Purchases command centre.


To display a list of all open purchases on your computer screen

Follow these steps to view a list of all your open purchases - that is, the purchases you’ve entered in MYOB Premier that you haven’t fully paid yet. These steps will also allow you to make your vendor payments automatically.

1.	In any command centre, click the To Do List button. The To Do List window appears.

2.	Click the A/P tab to display a list of all your open purchases.

3.	If you want to view detail about a specific purchase, click the zoom arrow to the left of the vendor’s name.

4.	If you want to pay one or several of the outstanding balances of your open purchases, click the Action column for the purchases you want to pay off.

  Warning: Read this before you make vendor payments using the To Do List

5.	When you’ve marked the open purchases you want to pay off, click the Pay Bills button at the bottom of the To Do List window.


To display a list of open purchases with expiring discounts on your computer screen

Follow these steps to view a list of all your open purchases - that is, the purchases you’ve entered in MYOB Premier that you haven’t fully paid yet - that have discounts that are expiring soon. These steps will also allow you to make vendor payments for these transactions automatically.

  Note: Setting up discounts

1.	In any command centre, click the To Do List button. The To Do List window appears.

2.	Click the Expiring Discounts tab to display a list of all your open purchases with expiring discounts.

3.	If you want to view detail about a specific purchase, click the zoom arrow to the left of the vendor’s name.

4.	If you want to pay one or several of the outstanding balances of the purchases in the list, click the Action column for the purchases you want to pay off.

  Warning: Read this before you make vendor payments using the To Do List

5.	When you’ve marked the open purchases you want to pay off, click the Pay Bills button at the bottom of the To Do List window.


Note: Setting up discounts

Use the Credit Terms window to set up the discounts that your vendors make available to you.


Warning: Read this before you make vendor payments using the To Do List

If you choose to make vendor payments using the To Do List window, keep in mind that the transactions will be recorded automatically; you won’t get a chance to review or change any of the payments before they’re recorded. If you’re not sure you want to make a vendor payment, we suggest you use the Vendor Payments window to manually enter the payment so you have better control over the payment information than you would if you used the To Do List.

The cheque account that will be used for all vendor payments using the To Do List window is the account listed in the Cheque Account For Paying Bills field of the Accounts Payable Linked Accounts window.


To display a list of recurring purchases on your computer screen

Follow these steps to view a list of all your recurring purchases. These steps will also allow you to record recurring purchases automatically.

1.	In any command centre, click the To Do List button. The To Do List window appears.

2.	Click the Recurring Purchases tab to display a list of all your recurring purchases.

3.	If you want to view detail about a specific purchase, click the zoom arrow to the left of the purchase’s name.

4.	If you want to record one or several of the recurring purchases in the list, click the Action column for the purchases you want to record.

  Warning: Read this before you record recurring purchases using the To Do List

5.	When you’ve marked the recurring purchases you want to record, click the Record button at the bottom of the To Do List window.


Warning: Read this before you record recurring purchases using the To Do List

If you choose to record recurring purchases using the To Do List window, keep in mind that the transactions will be recorded automatically; you won’t get a chance to review or change any of the transactions before they’re recorded. If you’re not sure you want to record a particular recurring purchase, we suggest you use the Purchases window to manually enter the transaction so you have better control over the purchase than you would if you used the To Do List.


To display a list of pending purchases on your computer screen

Follow these steps to view a list of all your pending purchases. These steps will also allow you to convert your pending purchases into actual purchases.

1.	In any command centre, click the To Do List button. The To Do List window appears.

2.	Click the Pending tab to display a list of all your pending sales and purchases.

3.	If you want to view detail about a specific purchase, click the zoom arrow to the right of the vendor’s name.

4.	If you want to convert one or several of the pending purchases in the list to actual purchases, click the Action column for the purchases you want to convert.

  Warning: Read this before you convert pending purchases to actual purchases using the To Do List

5.	When you’ve marked the pending purchases you want to convert, click the Record As Actual button at the bottom of the To Do List window.


Warning: Read this before you convert pending purchases to actual purchases using the To Do List

If you choose to convert pending purchases to actual purchases using the To Do List window, keep in mind that the conversion will occur automatically; you won’t get a chance to review or change any of the transactions before they’re converted. If you’re not sure you want to convert a particular pending purchase, we suggest you use the Purchases window to manually make the conversion so you have better control over the purchase than you would if you used the To Do List. See To convert a pending purchase into an actual purchase order  to learn how to convert pending purchases into actual purchases.


To print a list of all your purchase orders and miscellaneous purchases

A number of MYOB Premier reports are available for you to view your purchase activity. Use the Index to Reports window to print or display any of the following reports:

Purchases (Vendor Summary)

Purchases (Vendor Detail)

Purchases & Payables Journal


To print a list of all your pending purchases

1.	In the Index to Reports window, click the Purchases tab.

2.	Locate the Purchases (Vendor Summary) and Purchases (Vendor Detail) selections in the scrolling list; choose the report you want, based on the amount of information you want to see, and highlight it.

3.	Click the Filters button to open the Report Filters window for the report you selected.

4.	Be sure All Vendors is selected at the top of the window, and that the Dated From/To fields reflect the range of dates you want to view on the report.

5.	Choose Pending from the PO Status list, then click OK. You now can either display the report on your computer screen or print it on your printer.


To print a list of all your recurring purchases

To view a list of all your recurring purchases, use the Index to Reports window to print or display a To Do List (Recurring Purchases) report.


Viewing the history of purchases

Using the Inquiry Register window, you can quickly gain a detailed picture of the activity related to a particular purchase. In this window, you can view the purchase itself, as well as any payments and other adjustments made to the transaction.

  To view a purchase’s history

  To change a purchase from the Inquiry Register window


To view a purchase's history
To view a purchase’s history

1.	Click the Inquiry Registers button in the Purchases Command Centre to display the Inquiry Register window. Select the Purchase tab if it isn’t already selected.

2	In the Purchase field, enter the number of the purchase whose history you want to view. You can also click the search icon and choose the purchase from the list that appears. When you enter the number of the purchase, a list of transactions related to that purchase appears in the scrolling list section of the window.


To change a purchase from the Inquiry Register window

If you notice that there’s an error in one of the transactions you see in the Inquiry Register window, you can immediately make a change to the transaction.

1.	In the Inquiry Register window, click the zoom arrow next to the transaction you want to change. The window in which the transaction was originally entered will appear, and the transaction will be displayed in it. (For example, if you click the zoom arrow next to a payment transaction, the Vendor Payments window will appear.)

2.	You can now change, remove or reverse the transaction as you normally do.


To view the amounts you owe your vendors

One of the most vital activities of your business is the timely payment of the money that you owe your vendors. In the Analyse Payables window, MYOB Premier provides you with the tools to evaluate the amounts and ages of your outstanding debts.

To open the Analyse Payables window, choose the Purchases Command Centre, then click the MYOB Analyst button.


Changing purchases

Occasionally, you’ll find it necessary to make a change to a purchase you’ve already recorded. The instructions in the topics below will help you make your changes so your records are updated properly.

  Note: Use this section only if your transactions are changeable

  To change a purchase

  To change a recurring purchase’s name or frequency

  To change a recurring purchase’s line items and other information


To change a purchase

1.	Display the purchase you want to change in the Purchases window. (If you need help doing this, see Finding purchases.)

2.	To change the purchase, change the information in the Purchases window in the same way you normally enter information. When you’re finished, click Record.


To change a recurring purchase's name or frequency
To change a recurring purchase’s name or frequency

1.	In the Purchases window, click the Use Recurring button to open the Select a Recurring Transaction window.

2.	Highlight the recurring purchase you want to change and click Edit to open the Save Recurring Transaction window.

3.	Make your changes in the Save Recurring Transaction window, then click Record.

4.	 In the Select a Recurring Transaction window, click OK.


To change a recurring purchase's line items and other information
To change a recurring purchase’s line items and other information

1.	Wait until the next time you need to record the purchase.

2.	When you’re ready to record the purchase, display it as you normally do in the Purchases window and make your changes.

3.	When you’re finished changing the purchase, click Record. Your changes will be reflected in the transaction the next time you display it in the Purchases window.


Removing purchases

There may be times when you simply want to remove a purchase. When this is the case, you can quickly remove the effects of such a transaction from your records.

  Note: Use this section only if your transactions are changeable

  To remove a purchase with no payments applied to it

  To remove a purchase with a payment applied to it

  To remove a pending purchase with no deposits applied to it

  To remove a pending purchase with a deposit applied to it

  To remove a pending purchase with a deposit applied to it, and to enter a refund cheque from the vendor for the deposit amount

  To remove a recurring purchase


To remove a purchase with no payments applied to it

1.	Display the purchase you want to remove in the Purchases window. (If you need help doing this, see Finding purchases.)

2.	Choose Delete Purchase from the Edit menu.


To remove a purchase with a payment applied to it

If you’ve already applied a payment to a purchase that you want to remove, you need to remove the payment before you remove the purchase. Follow these steps to do this.

1.	Display the payment you need to remove in the Vendor Payments window. (If you need help doing this, see Finding vendor payments or deposits on pending purchases.)

2.	Choose Delete Payment from the Edit menu.

3.	If more payments have been applied to the purchase, be sure to follow steps 1 and 2 for each payment until all the payments have been removed.

4.	When all payments applied to the purchase have been removed, display the purchase you want to remove in the Purchases window.

5.	Choose Delete Purchase from the Edit menu.


To remove a pending purchase with no deposits applied to it

1.	Display the pending purchase you want to remove in the Purchases window. (If you need help doing this, see Finding purchases.)

2.	Choose Delete Pending Order from the Edit menu.


To remove a pending purchase with a deposit applied to it

If you’ve already applied a deposit to a pending purchase that you want to remove, you need to remove the deposit before you remove the pending purchase. Follow these steps to do this.

  Note: If you want to record a refund cheque

1.	Display the deposit you need to remove in the Vendor Payments window. (If you need help doing this, see Finding vendor payments or deposits on pending purchases.)

2.	Choose Delete Payment from the Edit menu.

3.	In the Purchases window, enter the vendor’s name in the Vendor field. A search list appears, displaying all of the vendor’s pending purchases.

4.	Highlight the pending purchase you want to remove, then click Use Pending P.O. to display the pending purchase in the Purchases window.

5.	Choose Delete Pending Order from the Edit menu.


Note: If you want to record a refund cheque

If you want to indicate that you received a refund cheque for the deposit amount, see To remove a pending purchase with a deposit applied to it, and to enter a refund cheque from the vendor for the deposit amount instead.


To remove a pending purchase with a deposit applied to it, and to enter a refund cheque from the vendor for the deposit amount

Follow these steps if you want to indicate that you received a refund cheque from a vendor for a deposit you placed on a pending purchase. After you enter the refund cheque transaction, you can then remove the pending purchase.

1.	In the Purchases window, enter the vendor’s name in the Vendor field. A search list appears, displaying all of the vendor’s pending purchases.

2.	Highlight the pending purchase you want to remove, then click Use Pending P.O. to display the pending purchase in the Purchases window.

3.	Delete any items, amounts, tax and freight from the purchase order. When you’re finished doing this, the amount in the Balance Due field will appear as a negative number.

4.	Click Record.

5.	A message appears, asking whether you wish to record the purchase. Click OK.

You’ve just created a transaction, called a vendor debit or refund, that indicates that the vendor owes you the amount of your deposit. In the remaining steps of this task, you’ll indicate that you received a refund cheque from the vendor for the amount of the deposit.

6.	Click the Settle Returns & Debits button in the Purchases Command Centre. A search list appears, displaying all vendor debits currently in your records.

7.	Highlight the vendor debit you recorded in step 5, then click the Refund button.

8.	The vendor debit appears in the Settle Returns & Debits window. Click Record to record the transaction.


To remove a recurring purchase

When you remove a recurring purchase, the purchase is removed from your list of recurring purchases only. Any transactions you recorded using a recurring purchase you remove won’t be affected.

1.	In the Purchases window, click the Use Recurring button to open the Select a Recurring Transaction window.

2.	Highlight the recurring purchase you want to remove and click Delete.


Reversing purchases

There may be times when you need to change or remove a transaction you’ve entered into the MYOB Premier system. When this is the case, you can quickly remove the effects of the transaction from your records by reversing the transaction. Then, if you want, you can enter a new, correct transaction to replace the transaction you reversed.

  Note: Use this section only if your transactions are unchangeable

Follow the steps in the instructions below to reverse a purchase. This process returns all account balances to their previous levels.

  To reverse a purchase

  To reverse an item purchase order when you didn’t return all the items that were on the purchase order


To reverse a purchase

1.	Display the purchase you want to reverse in the Purchases window. (If you need help doing this, see Finding purchases.)

2.	Choose Reverse Purchase from the Edit menu. After a few moments, a vendor debit will be displayed in the Purchases window.

If you want, you can make a few changes to the vendor debit (such as the date and the memo), but you can’t change the accounts and amounts that are associated with the vendor debit.

If you’re reversing a purchase from a previous accounting period, consider assigning a date from that period to the vendor debit. This will allow your reports for that accounting period to reflect the proper amounts.

3.	Click Record Reversal to record the vendor debit.

At this point, the purchase is reversed.

4.	Keep in mind that a vendor debit still exists for this vendor in the MYOB Premier system. To settle the vendor debit, you can either apply the amount of the vendor debit to your outstanding purchase balance with the vendor, or you can indicate that you received a refund cheque from the vendor for the amount of the vendor debit. To learn how to apply vendor debits to outstanding purchase balances, see Applying vendor debits. To learn how to record a refund cheque received from a vendor, see Receiving refund cheques from vendors.


To reverse an item purchase order when you didn't return all the items that were on the purchase order
To reverse an item purchase order when you didn’t return all the items that were on the purchase order

Follow the steps below to reverse an item purchase order from which you didn’t return all the items to the vendor. This process returns all account balances and item quantities to their previous levels.

1.	In the Purchases window, begin creating a new item purchase order by entering the vendor’s name and other information at the top of the window.

2.	In the first line item, enter a negative number in the Received field to indicate the quantity of items that you returned. For example, if the original item purchase order recorded the purchase of 10 gadgets but you returned only four gadgets, enter -4 in the Received field and the gadgets item number in the Item Number field. When you do this, the amount of the purchase order will appear as a negative number in the Total Amount field.

3.	If there were more items that you didn’t return, enter those items in the other line items in the window.

4.	When you’re finished entering line items, click Record. The total quantities of the items on this transaction will change to reflect the negative numbers you entered in step 2.

5.	The transaction you recorded in step 4 is called a vendor debit. To settle the vendor debit, you can either apply the amount of the vendor debit to the your outstanding purchase balance with the vendor or indicate that you received a refund cheque from the vendor for the amount of the vendor debit. To learn how to apply vendor debits to outstanding purchase balances, see Applying vendor debits. To learn how to record a refund cheque received from a vendor, see Receiving refund cheques from vendors.


Procedures Guide Part 8 - Vendor Payments

In MYOB Premier, vendor payments are transactions you enter to indicate that you’ve made payments for the purchases you’ve made from your vendors. When you enter a vendor payment in MYOB Premier, you apply the payment to one or more of your outstanding purchase balances.

In this part:

  Entering vendor payments

  Finding vendor payments or deposits on pending purchases

  Removing vendor payments

  Reversing vendor payments


Entering vendor payments

To enter a vendor payment transaction, you’ll complete the steps below.

Checklist: How to enter a vendor payment

  Step 1: Identify where the money for the payment will be drawn from

  Step 2: Enter details about the vendor payment

  Step 3: Indicate which purchases will be affected by the vendor payment

  Step 4: Choose what you want to do with the vendor payment


Step 1: Identify where the money for the payment will be drawn from

The list in the upper left corner of the Vendor Payments window displays all the cheque accounts you’ve set up. Remember that cheque accounts can be used for any cash disbursement method. Credit cards, petty cash, electronic funds transfers and other methods for making payments may be displayed in this list.

  Note: If you want to add an account to the list

  To identify where the money for the payment will be drawn from


To identify where the money for the payment will be drawn from

1.	Choose the account that will be used to make this payment.

2.	Mark the Handwritten option if you’re recording a paper cheque that’s already been written, or if you’re recording another type of transaction (such as a petty cash payment) that doesn’t require a printed cheque at the end of the transaction.


Step 2: Enter details about the payment

Fill in the information in the top half of the Vendor Payments window.

  To enter details about the vendor payment


To enter details about the vendor payment

1.	Enter or select the name of the vendor to whom you want to make the payment.

2.	After you enter a vendor name, some entries appear automatically in the  top half of the window. These automatic entries - known as default entries in MYOB Premier - are merely suggestions to help you enter your data more quickly. You can make changes to these entries, if you wish.

If you’ve recorded purchases with the vendor, some entries will also appear in the scrolling list at the bottom of the window.

  Note: If this is a foreign vendor

3.	In the Amount field, enter the amount you are paying to the vendor.


Note: If this is a foreign vendor

If you’re using MYOB Premier’s Multicurrency feature and you selected a vendor who’s been assigned a foreign currency in the Card File Entry window, that currency is automatically assigned to the transaction, and it can’t be changed.

If you want to use a different exchange rate for this transaction than the one you’ve entered for the currency in the Currency Information window, click the Currency button on the right side of the Vendor Payments window. The Exchange Rate window appears; enter the exchange rate you want to use for the transaction. If you want to change the exchange rate for all future transactions, mark the Update Currency Rate in the Currency List option, then click OK.


Step 3: Indicate which purchases will be affected by the payment

In this step, you’ll indicate which purchases will be affected - what debt will be reduced or “paid off,” in effect - by the vendor payment. You’ll make these entries in the scrolling list in the bottom half of the Vendor Payments window.

  To indicate which purchases will be affected by the payment


To indicate which purchases will be affected by the payment

1.	Take a moment to review the Amount Applied column in the scrolling list. This column is the area where you designate which purchases are affected by the vendor payment.

Depending upon the selections you’ve made in the Preferences window, the amount you entered the Amount field may have been applied automatically to the transactions in the scrolling list, starting with the oldest open purchase first. These entries, however, are merely suggestions; you can apply the payment to any transactions you want.

Keep in mind that the total amount you apply in the Amount Applied column must equal the amount that appears in the Amount field before you can record the transaction.

2.	Locate the purchase or purchases to which you want to apply the vendor payment, then enter the amount you want to apply in the appropriate field in the Amount Applied column.

3.	You can also apply the vendor payment to any unpaid finance charges you may have accrued. To do this, enter the amount you want to apply in the Finance Charge field.


Step 4: Choose what you want to do with the vendor payment

Now that you’ve finished making entries in the Vendor Payments window, there are a couple tasks you can perform with the transaction.

  To see how the vendor payment will affect your financial records

  To record the vendor payment


To see how the vendor payment will affect your financial records

Choose Recap Transaction from the Edit menu to view the accounting entries that will be made to your financial records when you record the payment.


To record the vendor payment

To record the vendor payment, click the Record button. After you record the payment, choose Save from the File menu to permanently store the payment in your financial records.


Finding vendor payments or deposits on pending purchases

After you record a vendor payment, you might want to view the transaction again sometime in the future. The instructions in the topic below will help you find the vendor payments you’ve entered into the MYOB Premier system.

  To find a vendor payment or a deposit on a pending purchase


To find a vendor payment or a deposit on a pending purchase

Follow these instructions to find a vendor payment or a deposit that was made on a pending purchase.

1.	Click the Inquiry Registers button in the Purchases Command Centre to display the Inquiry Register window.

2.	When you want to find a vendor payment, you’ll first need to look for the purchase on which the payment was made. If you know the number of the purchase on which the payment was made, click the Purchase tab, then enter the purchase’s number in the Purchase field.

If you can’t remember the number of the purchase, click the Card tab, then enter the name of the vendor from whom you made the purchase.

3.	The payment you’re looking for appears in the scrolling list. If you want to view detail about the payment, click the zoom arrow next to the payment’s number. The transaction will appear in the Vendor Payments window.


Removing vendor payments

There may be times when you want to remove a vendor payment. When this is the case, you can quickly remove the effects of such a transaction from your records.

  Note: Use this section only if your transactions are changeable

 Note: Vendor payments can't be changed

  To remove a vendor payment


Note: Vendor payments can't be changed

If you notice a problem with a vendor payment you’ve already applied to a purchase, you can’t simply change the payment. You’ll need to remove the payment first - using the instructions in this topic - then re-create and re-apply the payment.


To remove a vendor payment

1.	Display the payment you want to remove in the Vendor Payments window. (If you need help doing this, see Finding vendor payments or deposits on pending purchases.)

2.	Choose Delete Payment from the Edit menu.


Reversing vendor payments

There may be times when you need to remove a transaction you’ve entered into the MYOB Premier system. When this is the case, you can quickly remove the effects of the transaction from your records by reversing the transaction. Then, if you want, you can enter a new, correct transaction to replace the transaction you reversed.

  Note: Use this section only if your transactions are unchangeable

 Note: Vendor payments can't be changed

  To reverse a vendor payment


Note: Vendor payments can't be changed

If you notice a problem with a vendor payment you’ve already applied to a purchase, you can’t simply change the payment. You’ll need to reverse the payment first - using the instructions in this topic - then re-create and re-apply the payment.


To reverse a vendor payment

1.	Display the vendor payment you want to reverse in the Vendor Payments window. (If you need help doing this, see Finding vendor payments or deposits on pending purchases.)

2.	Choose Reverse Payment from the Edit menu. After a few moments, a transaction with the exact opposite amount of the payment will be displayed in the Vendor Payments window.

If you want, you can make a few changes to the transaction (such as the date and the memo), but you can’t change the amounts that are associated with it.

If you’re reversing a payment from a previous accounting period, consider assigning a date from that period to the transaction you just created. This will allow your reports for that accounting period to reflect the proper amounts.

3.	Click Record to record the reversed vendor payment.

If the vendor payment you reversed was originally used to fully pay a purchase, a message will appear if you received a discount for paying off the purchase promptly. If this message appears on your screen, continue to step 4.

If no prompt payment discount applied to the transaction you originally applied the payment to, you’re done - the payment is reversed.

4.	Display the discount in the Vendor Payments window. (You can find discount transactions the same way as you find vendor payments; look for a transaction labeled “Discount” in the Inquiry Register window.)

5.	Choose Reverse Payment from the Edit menu, then click the Record button to reverse the discount.


Procedures Guide Part 9 - Vendor Debits

In MYOB Premier, a vendor debit is a transaction that indicates a vendor owes your company money. You can choose from two ways of settling a vendor debit:

By applying the vendor debit to one or more of your unpaid purchases with the vendor

By indicating that you received a refund cheque from the vendor for the amount of the vendor debit

In this part:

  Applying vendor debits

  Receiving refund cheques from vendors

  Finding vendor debits

  Removing vendor debits

  Reversing vendor debits


Applying vendor debits

Use the topic below to locate the vendor debit you want and then apply the vendor debit to one or more of your purchase balances with the vendor.

  To apply a vendor debit


To apply a vendor debit

Follow the steps below to apply the amount of a vendor debit to a purchase.

1.	Click Settle Returns & Debits in the Purchases Command Centre. A search list appears; from this list, highlight the vendor debit you wish to apply and click the Apply to Purchase button. The Settle Returns & Debits window appears, listing all open and pending purchases that you've made from the vendor.

2.	Depending upon your selections in the Preferences window, amounts may appear automatically in the Amount Applied column in the scrolling list. This column is the area where you designate the purchases to which you want to apply the vendor debit. If amounts appear here, take a moment to review them.

If you marked the Apply Vendor Payments Automatically to Oldest Purchase First option in the Purchases view of the Preferences window, amounts will appear next to the oldest purchase at the top of the scrolling list in the Settle Returns and Debits window. MYOB Premier is suggesting that you apply the debit to the your oldest open purchases; however, you can apply the debit amount to any one transaction - or you can divide it among many transactions - in the list. Keep in mind, however, that the total amount you apply in the Amount Applied column must equal the amount that appears in the Debit Amount field.

 3.	Locate the purchase or purchases to which you want to apply the vendor debit, then enter the amount you want to apply in the appropriate field in the Amount Applied column.

4.	You can also apply the vendor debit to any unpaid finance charges you may have accrued. To do this, enter the amount you want to apply in the Finance Charge field.

5.	If the vendor gave you a discount for a particular purchase, you can enter the discount amount in the Discount column next to the purchase.

6.	When you’re finished making entries in the window, click Record. At this point, a number of situations may occur:

If the Settle Returns & Debits window closes, you successfully applied the vendor debit, and you’re done!

If the total amount entered in the Amount Applied column doesn’t equal the amount displayed in the Debit Amount field at the top of the window, an alert message will appear, explaining that an unbalanced transaction can’t be recorded. Click OK to close the message, then continue to step 7.

7.	To balance the transaction, you can change either the total amount in the Amount Applied column or the amount that’s displayed in the Debit Amount field.

If you change the Debit Amount field’s amount, keep in mind that you can enter an amount less than the original vendor debit amount only. Also, if you choose to do this, remember that the vendor debit won’t be fully applied; the difference between the original vendor debit and the amount you entered in the Debit Amount field will remain in the MYOB Premier system as a vendor debit.

After you’ve balanced the transaction, click Record to apply the vendor debit. You’re done!


Receiving refund cheques from vendors

Use the topic below to locate the vendor debit you want and then indicate that you’ve received a refund cheque from the vendor for the amount of the vendor debit.

  To receive a refund cheque from a vendor


To receive a refund cheque

Follow the steps below to receive a refund cheque from a vendor for the amount of a vendor debit.

1.	Click Settle Returns & Debits in the Purchases Command Centre. A search list appears; from this list, highlight the vendor debit for which you received the refund cheque and click the Refund button. The Settle Returns & Debits window appears, displaying a transaction in the amount of the vendor debit.

2.	If you want, make changes to the information in the window.

If you change the Amount Received field’s amount, keep in mind that you can enter an amount less than the original vendor debit amount only. Also, if you choose to do this, remember that the vendor debit won’t be fully settled; the difference between the original vendor debit and the amount you entered in the Amount Received field will remain as a vendor debit.

3.	Click Record to record the receipt of the refund cheque.


Finding vendor debits

There may be times when you want to view a vendor debit before or after you’ve applied it or received a refund cheque for it. The instructions in the topics below will help you find your vendors’ debits.

  To find a vendor debit before it’s settled

  To find a vendor debit after it’s applied

  To find a vendor debit after you’ve entered a refund cheque for it


To find a vendor debit before it's settled
To find a vendor debit before it’s settled

All vendor debits that haven’t been applied to purchases or received as refund cheques are located in the same place in the MYOB Premier system. To view a list of all unsettled vendor debits, click Settle Returns & Debits in the Purchases Command Centre. A search list appears, displaying all your unsettled vendor debits.


To find a vendor debit after it's applied
To find a vendor debit after it’s applied

Follow the steps below to find a vendor debit you applied to one or more purchases in the Settle Returns & Debits window.

1.	Click the Inquiry Registers button in the Purchases Command Centre to display the Inquiry Register window. Select the Purchase tab if it isn't already selected.

2.	If you know the number of the purchase the vendor debit was applied to, click the Purchase tab, then enter the purchase’s number in the Purchase field. Or, if you prefer, enter the vendor's invoice number in the Vendor Inv field.

If you don’t remember which purchase the vendor debit is applied to, click the Card tab and enter the vendor’s name in the Name field; a list of all your transactions with the vendor, including the vendor debit, will appear in the list.

3.	Applied vendor debits can be recognised by their source journal code of PJ. Search the ID# column for transactions numbered with PJ prefixes and click the zoom arrow next to the vendor debit you want to view. The Settle Returns & Debits window appears, displaying the original vendor debit.


To find a vendor debit after you've entered a refund cheque for it
To find a vendor debit after you’ve entered a refund cheque for it

Follow the steps below to find a vendor debit for which you indicated that you received a refund cheque in the Settle Returns & Debits window.

1.	Click the Inquiry Registers button in any command centre to display the Inquiry Register window. Select the Cards tab.

2.	In the Name field, enter or select the name of the vendor whose refund cheque you’re looking for. A list appears in the Inquiry Register window, displaying all transactions, including the refund cheque transaction, assigned to the vendor.

3.	Refund cheques from vendors are identified by their source journal code of CR. Search the Src column for transactions assigned the CR prefix to find the transaction you want; when you find it, click the zoom arrow next to it. The Settle Returns & Debits window appears, displaying the original refund cheque transaction.


Removing vendor debits

There may be times when you simply want to remove, or “unapply,” a vendor debit that you mistakenly applied to a purchase, or when you want to remove a refund cheque you received from a vendor. When this is the case, you can quickly remove the effects of such a transaction from your records.

  Note: Use this section only if your transactions are changeable

  Note: You can't change vendor debits

Use the following instructions to remove, or “unapply,” a vendor debit that you mistakenly applied to a purchase, or to remove a refund cheque that you received from a vendor using a vendor debit.

  To remove an applied vendor debit or a vendor’s refund cheque


Note: You can't change vendor debits

If you notice a problem with a vendor debit you’ve already settled, you can’t simply change the debit. You’ll need to unapply the debit or remove the refund cheque first - using the instructions in this topic - then reapply the debit or record a new cheque.


To remove an applied vendor debit or a vendor's refund cheque
To remove an applied vendor debit or a vendor’s refund cheque

1.	Display the transaction you want to remove in the Settle Returns & Debits window. (If you need help doing this, see Finding vendor debits.)

2.	Choose Delete Debit from the Edit menu.


Reversing vendor debits

There may be times when you need to remove a transaction in the MYOB Premier system. When this is the case, you can quickly remove the effects of the transaction from your records by reversing the transaction. Then, if you want, you can enter a new, correct transaction to replace the transaction you reversed.

  Note: Use this section only if your transactions are unchangeable

  To reverse an applied vendor debit

  To reverse a vendor’s refund cheque


To reverse an applied vendor debit

Use the following instructions to reverse, or “unapply,” a vendor debit that you mistakenly applied to a purchase.

1.	Display the vendor debit you want to reverse in the Settle Returns & Debits window. (If you need help doing this, see Finding vendor debits.)

2.	Choose Reverse Debit from the Edit menu. After a few moments, a new transaction, with an amount exactly opposite of the vendor debit’s amount, will be displayed in the Settle Returns & Debits window.

If you want, you can make a few changes to the new transaction (such as the date and the memo), but you can’t change the amounts that are associated with it.

If you’re reversing a vendor debit from a previous accounting period, consider assigning a date from that period to the new transaction. This will allow your reports for that accounting period to reflect the proper amounts.

3.	Click Record to record the new transaction. The Settle Returns & Debits window closes.

The applied vendor debit is reversed, and the balance of the purchase to which you originally applied the vendor debit is returned to its previous amount.

4.	Keep in mind that an outstanding vendor debit exists again for this vendor. To settle the vendor debit, you can either apply the amount of the vendor debit to the your outstanding purchase balance with the vendor or indicate that you’ve received a refund cheque from the vendor for the amount of the vendor debit. To learn how to apply vendor debits to outstanding purchase balances, see Applying vendor debits. To learn how to receive a refund cheque, see Receiving refund cheques from vendors.


To reverse a vendor's refund cheque
To reverse a vendor’s refund cheque

Use the following instructions to reverse a refund cheque that you received from a vendor using a vendor debit.

1.	Display the refund cheque you want to reverse in the Settle Returns & Debits window. (If you need help doing this, see Finding vendor debits.)

2.	Choose Reverse Debit from the Edit menu. After a few moments, a new transaction, with an amount exactly opposite of the refund cheque’s amount, will be displayed in the Settle Returns & Debits window.

If you want, you can make a few changes to the new transaction (such as the date and the memo), but you can’t change the amounts that are associated with it.

If you’re reversing a refund cheque from a previous accounting period, consider assigning a date from that period to the new transaction. This will allow your reports for that accounting period to reflect the proper amounts.

3.	Click Record to record the new transaction. The Settle Returns & Debits window closes. The refund cheque is reversed.

4.	Keep in mind that an outstanding vendor debit exists again for this vendor. To settle the vendor debit, you can either apply the amount of the vendor debit to your outstanding purchase balance with the vendor or indicate that you’ve received a refund cheque from the vendor for the amount of the vendor debit. To learn how to apply vendor debits to outstanding purchase balances, see Applying vendor debits. To learn how to receive a refund cheque, see Receiving refund cheques from vendors.


Procedures Guide Part 10 - Cheques

In MYOB Premier, cheques are transactions that affect your company’s cheque accounts, credit card accounts, petty cash accounts and other cash accounts.

In this part:

  Writing cheques

  Tracking credit card purchases

  Writing void cheques

  Recording recurring cheques

  Finding cheques

  Changing cheques

  Removing cheques

  Voiding cheque numbers

  Reversing cheques

  Entering withdrawals without writing cheques

  Printing a batch of cheques

  Creating electronic vendor payments


Writing cheques

To write a cheque in MYOB Premier, you’ll complete the steps below.

Checklist: How to write a cheque

  Step 1: Identify where the money for the cheque will be drawn from

  Step 2: Enter details about the cheque

  Step 3: Indicate which accounts will be affected by the transaction

  Step 4: Choose what you want to do with the transaction


Step 1: Identify where the money for the cheque will be drawn from

The list in the upper left corner of the Write Cheques window displays all the cheque accounts you’ve set up. Remember that cheque accounts can be used for any cash disbursement method. Credit cards, petty cash, money market accounts and other methods for making payments may be displayed in this list.

  Note: If you want to add an account to the list

  Note: If you want to use a foreign-currency account

1.	Choose the account that will be used for this cheque.

2.	Mark the Handwritten option if you’re recording a paper cheque that’s already been written, or if you’re recording another type of transaction (such as a petty cash payment) that doesn’t require a printed cheque at the end of the transaction.


Note: If you want to use a foreign-currency account

If you want to use a cheque account or a credit card account that has been assigned a currency other than Australian dollars, first choose the currency associated with the account. Click the Currency button on the right side of the window to display the Exchange Rate window. Click the arrow next to the Currency field and choose the currency associated with the account you want from the list of currencies that appears. Click OK to close the Exchange Rate window. All the cheque accounts and credit card accounts that use the selected currency will appear in the account list, along with your Australian dollars accounts.


Step 2: Enter details about the cheque

Fill in the information in the cheque form area of the Write Cheques window, just as you would if you were writing a paper cheque.

1.	Enter or select the name of the vendor, employee or customer to whom you want to make the payment.

2.	After you enter a card name, some entries appear automatically in the top half of the window. These automatic entries - known as default entries in MYOB Premier - are merely suggestions to help you enter your data more quickly. You can make changes to these entries, if you wish.

3.	You can use the Memo field to record the purpose of the cheque. We recommend that you make a detailed comment, so you’ll be able to identify the purpose of the cheque when you review your records later on.

4.	In the Amount field, enter the amount being paid.


Step 3: Indicate which accounts will be affected by the transaction

Next, indicate which General Ledger account or accounts will be affected - what debt will be reduced or “paid off,” in effect - by the transaction. You’ll make these entries in the scrolling list below the cheque form.

The entry on each line in the scrolling list is called a line item.

The line items you enter indicate which accounts will be affected by the cheque. To do enter line items, simply enter account numbers in the Allocation Account columns and amounts in the Amount column.

The cheque amount you entered in the Amount field in the top half of the window is considered a credit amount, and the amounts you enter in this column are considered debit amounts. If you want an amount in the Amount column in the scrolling list to be used as a credit instead, enter the amount as a negative number.

Keep in mind that the total amount you apply in the Amount column must equal the amount that appears in the Amount field in the top half of the window before you can record the transaction.


Step 4: Choose what you want to do with the transaction

Now that you’ve finished making entries in the Write Cheques window, there are a number of tasks you can perform with the transaction. Be sure to review all the following options before you choose what you want to do.

  To see how the cheque will affect your financial records

  To print and record a cheque

  To record the cheque

  To store the cheque as a recurring cheque


To see how the cheque will affect your financial records

Choose Recap Transaction from the Edit menu to view the accounting entries that will be made to your financial records when you record the cheque.


To print and record a cheque

If you wish, you can print and record the transaction at the same time.

1.	Click the Print button in the Write Cheques window.

2.	A message appears, explaining that the transaction will be recorded before it’s printed. Click OK to begin the printing process.


To record the cheque

To record the cheque without printing it, click the Record button.

See Printing and reprinting cheques for information about printing a cheque or batch of cheques after you’ve recorded them.


To store the cheque as a recurring cheque

If you want to store the cheque information so you can use it many times in the future, follow these steps.

1.	Click the Save Recurring button. The Save Recurring Transaction window appears.

2.	Enter the necessary information about the transaction in this window, then click Record. The transaction is saved as a recurring transaction.

3.	If you want to record the cheque as an actual transaction now, click the Record button in the Write Cheques window. If you don’t want to record the cheque at this time, click the Cancel button.

See Recording recurring cheques for detailed information about performing more tasks with recurring cheques.


Tracking credit card purchases

You can use the Write Cheques window to track purchases you make with your company’s credit cards. Use the instructions in the topics below to record your credit card purchases and payments.

  Idea: Learn about the Write Cheques window before continuing

Use the following procedures to track the balance due and expenses incurred on a company credit card.

  Idea: Create a credit card account first

  To record purchases made using a company credit card

  To record a payment on a credit card account


Idea: Create a credit card account first

Before you begin recording credit card purchases, be sure to create a liability account to track the amount owed to each credit card provider. These accounts must be detail credit card accounts. For more information about creating credit card accounts, see Creating accounts.


To record purchases made using a company credit card

1.	In the Write Cheques window, choose the credit card account you wish to use from the chequing accounts list.

2.	Enter the date, amount of the credit card purchase, payee and memo in the Write Cheques window.

3.	In the scrolling list, enter the allocation account you want to use. This account usually is an expense account.

4.	Click Record to record the credit card purchase.


To record a payment on a credit card account

1.	In the Write Cheques window, choose the cheque account you’ll use to make this payment from the cheque accounts list. Enter the credit card company’s name in the Payee field. Enter the amount you paid.

2.	For the principal amount of the bill, create a line item in the scrolling list. Enter the liability account you’ve created to track purchases made with this credit card in the Allocation Account column. For a finance charge amount, create another line item, using your finance charge expense account in the Allocation Account column.

If you don’t have time to record credit card purchases as you make them, record your purchases when the statement arrives and allocate them to the appropriate expense accounts.

3.	As with cheque accounts, you can reconcile your credit card account using the Reconcile Accounts window. See Reconciling cheque accounts for more information.


Writing void cheques

For any number of reasons, you may need to write a void cheque. In MYOB Premier, you can quickly create a cheque with a zero dollar amount for whatever purpose you choose.

  Idea: Learn about the Write Cheques window before continuing

  To write a void cheque


Idea: Learn about the Write Cheques window before continuing

Many of the steps in this topic assume you have a basic understanding of how to use the Write Cheques window. If you're not familiar with the Write Cheques window, you may want to review the online help for that window before continuing.


To write a void cheque

1.	Use the Write Cheques window to create a cheque as you normally create cheques. However, instead of entering an amount in the Amount field, enter $0.00. Since the cheque is for a $0.00 amount, it isn’t necessary to specify an allocation account for the transaction.

2.	When you’re finished, click Record.

3.	An alert message appears, asking whether you wish to void this cheque. Click OK.


Recording recurring cheques

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 transaction information is saved in a separate “holding area” where you can retrieve the transaction as many times as you want in the future.

To create recurring cheque, create a cheque as you normally do using the Writing cheques procedure, then use the To store the cheque as a recurring cheque procedure to indicate that you want to use the cheque repeatedly.

Until you record them, recurring cheques have no effect on your financial records. Use the following procedure to record your recurring transactions and make them a part of your permanent financial records.

  To record a recurring cheque


To record a recurring cheque

You can record a recurring cheque as many times and as often as you want.

1.	In the Write Cheques window, click the Use Recurring button.

2.	A window will appear, 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.	Be sure to review all the information that appears in the window to be sure it’s correct. Pay particular attention to the date and cheque number; if you need to find this transaction in the future, you’ll need to remember this information.

4.	To record the transaction, click Record. The recurring cheque will be recorded as an actual transaction, and will also remain available in the recurring transaction “holding area” for future use.


Finding cheques

After you record a cheque, you’ll probably want to view the transaction again in the future. You may also want to find a recurring cheque to record it. Use the instructions in the topics below to find your cheque transactions.

  To find a cheque

  To find a recurring cheque

  To display a list of recurring cheques


To find a cheque

1.	Click the Inquiry Registers button in the Chequebook Command Centre to display the Inquiry Register window. Select the Account tab if it isn't already selected.

2.	If you know one of the accounts affected by the transaction you want to view, enter the account number in the Account field.

If you aren’t sure which account is affected, click the arrow next to the Account field to display a search list of all MYOB Premier accounts. Find the account you want in this list and click the Use Account button.

3.	The transactions recorded for the selected account this month appear in the scrolling list in the Inquiry Register window.

If the transaction you want was recorded in a previous month, change the dates in the Dated From and To fields to show the month (or months) you want.

4.	The transaction you’re looking for should appear in the scrolling list. If you want to view detail about the transaction, click the zoom arrow next to the transaction’s ID number to open the Write Cheques window.


To find a recurring cheque

1.	In the Write Cheques window, click the Use Recurring button.

2.	A window will appear, displaying all recurring transactions you’ve set up. Double-click the cheque you want; the recurring cheque will be displayed in the Write Cheques window.


To display a list of recurring cheques

Follow these steps to view a list of all your recurring cheques. These steps will also allow you to record these transactions automatically.

1.	In any command centre, click the To Do List button. The To Do List window appears.

2.	Click the Recurring Transactions tab to display a list of all your recurring General Journal entries, recurring cheques and recurring deposits.

3.	If you want to view detail about a specific transaction, click the zoom arrow to the left of the transaction’s name.

4.	If you want to record one or several of the transactions in the list, click the Action column for the transactions you want to record.

  Warning: Read this before you record recurring cheques using the To Do List

5.	When you’ve marked the recurring cheques you want to record, click the Record button at the bottom of the To Do List window.


Warning: Read this before you record recurring cheques using the To Do List

If you choose to record recurring cheques using the To Do List window, keep in mind that the transactions will be recorded automatically; you won’t get a chance to review or change any of the transactions before they’re recorded. If you’re not sure you want to record a particular transaction, we suggest you use the Write Cheques window to manually enter the transaction so you have better control over the transaction than you would if you used the To Do List.

The cheque account that will be used for all cheques that are recorded using the To Do List window is the account listed in the Cheque Account For Paying Bills field of the Accounts Payable Linked Accounts window.


Changing cheques

Occasionally, you’ll find it necessary to make a change to a cheque you’ve already recorded. The instructions in the topics below will help you make your changes so your records are updated properly.

  Note: Use this section only if your transactions are changeable

  To change a cheque

  To change a recurring cheque’s name or frequency

  To change a recurring cheque’s line items and other information


To change a cheque

1.	Display the cheque you want to change in the Write Cheques window. (If you need help doing this, see Finding cheques.)

2.	To change the cheque, change the information in the Write Cheques window in the same way you normally enter information. When you’re finished, click Record.


To change a recurring cheque's name or frequency
To change a recurring cheque’s name or frequency

1.	In the Write Cheques window, click the Use Recurring button to open the Select a Recurring Transaction window.

2.	Highlight the recurring cheque you want to change and click Edit to open the Save Recurring Transaction window.

3.	Make your changes in the Save Recurring Transaction window, then click Record.

4.	In the Select a Recurring Transaction window, click OK.


To change a recurring cheque's line items and other information
To change a recurring cheque’s line items and other information

1.	Wait until the next time you need to record the cheque.

2.	When you’re ready to record the cheque, display it as you normally do in the Write Cheques window and make your changes.

3.	When you’re finished changing the cheque, click Record. Your changes will be reflected in the transaction the next time you display it in the Write Cheques window.


Removing cheques

There may be times when you want to remove a cheque. When this is the case, you can quickly remove the effects of such a transaction from your records.

  Note: Use this section only if your transactions are changeable

  To remove a cheque

  To remove a recurring cheque


To remove a cheque

1.	Display the cheque you want to remove in the Write Cheques window. (If you need help doing this, see Finding cheques.)

2.	Choose Delete Cheque from the Edit menu.


To remove a recurring cheque

When you remove a recurring cheque, the cheque is removed from your list of recurring cheques only. Any transactions you recorded using a recurring cheque you remove won’t be affected.

1.	In the Write Cheques window, click the Use Recurring button to open the Select a Recurring Transaction window.

2.	Highlight the recurring cheque you want to remove and click Delete.


Voiding cheque numbers

When you void a cheque number, no amounts are assigned to the cheque; instead, VOID appears as the cheque’s amount in the Cash Disbursements Journal. You may want to void a cheque number if you don’t want a particular cheque number to be used again.

  Note: Voiding versus removing

  To void a cheque number


Note: Voiding versus Removing

The process of voiding a cheque number shouldn’t be confused with the process of removing a cheque. When cheques are removed from MYOB Premier, their cheque numbers still exist, and can be used again; when cheque numbers are voided, they can’t be used again. You might want to consider voiding a cheque number after its cheque has been removed, if you’re certain you don’t want to use that cheque number again.


To void a cheque number

1.	In the Write Cheques window, change the cheque number to the number you wish to void. Change the date to the date you want to be displayed for the voided cheque. (The date, however, isn’t crucial, since no accounting transaction will be recorded.)

2.	You can make an entry in the Payee field, but it isn’t required.

3.	Don’t enter an account number or an amount on the cheque.

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


Reversing cheques

There may be times when you need to change or remove a transaction you’ve entered into the MYOB Premier system. When this is the case, you can quickly remove the effects of the transaction from your records by reversing the transaction. Then, if you want, you can enter a new, correct transaction to replace the transaction you reversed.

  Note: Use this section only if your transactions are unchangeable

  To reverse a cheque


To reverse a cheque

1.	Display the cheque you want to reverse in the Write Cheques window. (If you need help doing this, see Finding cheques.)

2.	Choose Reverse Cheque Transaction from the Edit menu. After a few moments, a new transaction, containing amounts exactly opposite of the amount in the cheque will be displayed in the Write Cheques window.

If you want, you can make a few changes to the new transaction (such as the date and the memo), but you can’t change the accounts and amounts that are associated with it.

If you’re reversing a cheque from a previous accounting period, consider assigning a date from that period to the new transaction. This will allow your reports for that accounting period to reflect the proper amounts.

3.	Click Record to record the reversed cheque.

At this point, the cheque is reversed. All account balances have been returned to their previous levels.


Entering withdrawals without writing cheques

There are two ways to record withdrawals from your cheque account without writing a cheque.

by creating a General Journal entry in the General Journal Entry window

by entering a transaction in the Write Cheques window

Whichever method you choose, you’ll be able to work with the transaction in the Inquiry Register and Reconcile Accounts windows. The only major differences between the two types of transactions are that cheque transactions appear in the Cash Disbursements Journal and can be linked to a card, whereas General Journal entries appear in the General Journal and can’t be associated with a particular card.

  To enter a withdrawal using the General Journal Entry window

  To enter a withdrawal using the Write Cheques window


To enter a withdrawal using the General Journal Entry window

Use the following steps to enter a withdrawal from a cheque account by making a General Journal entry. See Making General Journal entries for more detailed information about making General Journal entries.

1.	In the General Journal Entry window, enter the date you made the withdrawal and note the purpose of the withdrawal in the Memo field.

2.	Using the scrolling list, enter a credit to your cheque account for the amount of the withdrawal, then enter a debit amount for the destination account (for example, a bank fees expense account or a savings account).

3.	Click Record.


To enter a withdrawal using the Write Cheques window

Use the following steps to enter a withdrawal from a cheque account using the Write Cheques window. See Writing cheques for more detailed information about writing cheques.

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

2.	In the Cheque No. field, enter a non-numeric word or phrase to describe the withdrawal. That way, you’ll know the transaction isn’t an actual cheque when you view it in a transaction or journal window or on a report. This will also allow you to skip the transaction when you print a range of numbered cheques.

3.	Complete the other fields in the Write Cheques window as you would for any other cheque transaction.

4.	Click Record to record the transaction.


Printing a batch of cheques

You can print and reprint individual cheques, or you can print several cheques at the same time - the choice is yours.

You can also customise the look of your printed cheques. See Customising forms for detailed information about customising your printed forms.

  Choosing the cheques you want to print

  Printing and reprinting cheques


Choosing the cheques you want to print

After you’ve recorded a cheque, you can print it. You can also choose a specific set of cheques to print.

  To choose the cheques you want to print

  To choose a form layout for your cheques


To choose the cheques you want to print

In the Chequebook Command Centre, click Print Cheques to open the Forms Selection window for cheques.

Using the Forms Selection window, you can make a number of choices that will determine which cheques are printed.

1.	Using the Type list, choose the type of cheques you want to print. You can print regular, payable or payable cheques, paycheques, or all cheques, regardless of their type.

2.	Using the Account list, choose the account that will be used to pay the cheques.

3.	Use the Number of First Cheque in Printer field to indicate the number of the first cheque form that will be used when you print.

4.	Use the other fields in this window to limit the cheques that will be printed, if appropriate. You can choose to print only those cheques that have never been printed before, as well as a range of cheques that were recorded within a particular range of dates or that fall within a particular range of cheque numbers.


To choose a form layout for your cheques

In the Forms Selection window, you can choose to print your cheques on pre-printed blank forms or on blank paper, and you can customise your cheques so they’ll look the way you want them to look. Collectively, these choices are called form layouts in MYOB Premier. See Choosing a form layout for information about choosing a form layout for your cheques.


Printing and reprinting cheques

Follow these steps to print your cheques. If you want to print some cheques you’ve already printed, be sure the Unprinted Cheques Only selection isn’t marked in the Forms Selection window before you use these instructions.

  Before you begin printing

  To print and reprint your cheques

  To reprint a single cheque


To print and reprint your cheques

1.	Insert blank cheque forms in your printer.

2.	After you’ve selected the cheques you want to print in the Forms Selection window, click the OK button. The Review Cheques Before Printing window will appear, listing the transactions you selected in the Forms Selection window. The Print column in the Review window contains a mark for each cheque that will be printed. If you don’t want to print a particular cheque in the list, click it’s mark in the Print column.

3.	To begin printing the forms, click the Print button in the Review Cheques Before Printing window. Depending upon how your computer is set up, the first form may begin to print immediately, or a print window may appear on your computer screen. If a print window appears, make your selections in the window, then click the button in the window that begins the printing process (the button is usually labeled “OK” or “Print”).

  Note: If you can’t make entries in your print selection window


To reprint a single cheque

1.	Insert blank cheque forms in your printer.

2.	Display the cheque in the Write Cheques window. (If you need help doing this, see Finding cheques.)

3.	Click the Print button.


Creating electronic vendor payments

If you live in Australia, you can pay vendors electronically. With MYOB Premier, you have the option to print cheques for vendors or pay them by direct crediting from your bank. To pay your vendors electronically, first you’ll need to enter bank information for each vendor you want to pay electronically in the Banking Information window for each vendor. You also must have entered information about the bank account your company will use to make the electronic payments. For more information, see To enter bank information for your vendors and To update your company's bank information. Next you’ll record your vendor payments transactions as you normally do. Next, instead of printing cheques for your vendors, you’ll save all the transaction information in a special file that adheres to Australian bank standards for electronic banking. Then, you can deliver the file to your bank on a DOS-formatted diskette or by means of your bank’s electronic transfer facilities.

The actual processing of bank disk information by your bank will depend upon your arrangements with them. Contact your bank branch for more information. If you’ve recorded your vendor payments transactions, use the following instructions to create an electronic file containing those payments.

  To create electronic vendor payments


To create electronic vendor payments

1.	Click Electronic Payments in the Chequebook Command Centre. The Electronic Payments Selection window appears.

2.	Choose Payable from the Type list.

3.	Choose the bank account from which you want to pay vendors from the Account list.

4.	If you’re paying multiple invoices for one or more of your vendors and you want to condense payment information for these vendors, mark the Consolidate Vendor Payments option.

If this option is marked, you’ll save money on processing fees if your bank charges for each line item that appears in your ABA file; a single payment number will be used to identify each payment within the ABA file. If you don’t mark this option, a separate line item will be created for each purchase order; each line item will be identified by the purchase order number or the vendor invoice number associated with the purchase order being paid.

5.	Enter other information about the payments you wish to make, including the account they will be drawn from, the date on which your bank should process the transactions, and the cheques you wish to pay.

6.	Click OK. The Review Cheques Before Printing window will appear.

7.	Review the list of payments that have been selected. If you don't want to pay a particular transaction, click the Include column next to the transaction to unmark it.

8.	Click the Process button. A Save As dialog box will appear.

9.	Use the Save As dialog box to verify the name that will be assigned to your electronic payments file and to specify the location where the file will be created. When you've done so, click OK to create the file.

10.	Transfer the file to diskette and deliver it to your bank, or use another means of transferring the file to the bank so it can be paid.


Procedures Guide Part 11 - Deposits

The deposits you enter in the Make a Deposit window in the Chequebook Command Centre can serve any cash-receipts purpose you want in MYOB Premier. In most cases, they will reflect actual payments to a bank that will increase your cheque account balance there. You could select a petty cash account, however, if you want to replenish your petty cash on hand amount.

In this part:

  Making deposits

  Recording recurring deposits

  Finding deposits

  Changing deposits

  Removing deposits

  Reversing deposits


Making deposits

Use these steps to learn how to make a deposit in MYOB Premier.

Checklist: How to make a deposit

  Step 1: Identify where the money from the deposit will go

  Step 2: Enter details about the deposit

  Step 3: Indicate which accounts will be affected by the transaction

  Step 4: Choose what you want to do with the transaction


Step 1: Identify where the money from the deposit will go

The list in the upper left corner of the Make a Deposit window displays all the cheque accounts you’ve set up. Remember that cheque accounts can be used for any method of receiving cash. Credit cards, petty cash, money market accounts and other methods for receiving money may be displayed in this list.

  Note: If you want to add an account to the list

  Note: If you want to use a foreign-currency account

Choose the account from the list that will be used to receive this deposit.


Step 2: Enter details about the deposit

At the top of the Make a Deposit window, you can enter information that will help you to identify this deposit in the future.

1.	Today’s date appears as the date of the deposit; if the deposit was made on a different date, enter that date instead.

2.	In the Amount field, enter the amount being deposited.

3.	In the Payor field, enter or select the name of the person or company from whom you received the payment.

4.	You can use the Memo field to record the purpose of the deposit. We recommend that you make a detailed comment, so you’ll be able to identify the deposit when you review your records later on.


Step 3: Indicate which accounts will be affected by the transaction

In this step, you’ll enter the individual amounts that are included in this deposit, along with the account or accounts they affect. Typically these are income accounts.

  To enter line items for a deposit


To enter line items for a deposit

The scrolling list in the middle of the Make a Deposit window is the main area where deposits are created. When information is entered in a row in the scrolling list, the row is called a line item on the transaction. You can enter as many line items on a deposit as you want.

At this time, you can indicate which accounts will be affected by the deposit. To do this, simply enter account numbers in the Allocation Account columns and amounts in the Amount column.

  Note: If you’re using a cash drawer account for daily bank deposits

The cheque amount you entered in the Amount field in the top half of the window is considered a debit amount, and the amounts you enter in the Amount column are considered credit amounts. If you want an amount in the Amount column in the scrolling list to be used as a debit instead, enter the amount as a negative number.

Keep in mind that the total amount you apply in the Amount column must equal the amount that appears in the Amount field in the top half of the window before you can record the transaction.


Note: If you're using a cash drawer account for daily bank deposits
Note: If you’re using a cash drawer account for daily bank deposits

If you’ve set up a cash drawer account to store all your daily cash receipts for a single deposit at your bank, be sure the account you enter in the Allocation Account columns is your cash drawer account. (To learn more about creating accounts, including a cash drawer account, see Creating accounts.)


Step 4: Choose what you want to do with the transaction

Now that you’ve finished making entries in the Make a Deposit window, there are a number of tasks you can perform with the transaction. Be sure to review all the following options before you choose what you want to do.

  To see how the deposit will affect your financial records

  To record the deposit

  To store the deposit as a recurring deposit


To see how the deposit will affect your financial records

Choose Recap Transaction from the Edit menu to view the accounting entries that will be made to your financial records when you record the deposit.


To record the deposit

To record the deposit, click the Record button.


To store the deposit as a recurring deposit

If you want to store the deposit information so you can use it many times in the future, follow these steps.

1.	Click the Save Recurring button to open the Save Recurring Transaction window.

2.	Enter the necessary information about the transaction in this window.

3.	Click Record to close the Save Recurring Transaction window.

4.	If you want to record the deposit as an actual transaction now, click the Record button in the Make a Deposit window. If you don’t want to record the deposit at this time, click the Cancel button.

See Creating and recording recurring deposits for detailed information about performing more tasks with recurring deposits.


Recording recurring deposits

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

To create recurring deposits, create a deposit as you normally do using the Making Deposits procedure, then use the To store the deposit as a recurring deposit procedure to indicate that you want to use the deposit repeatedly.

Until you record them, recurring deposits have no effect on your financial records. Use the following procedure to record your recurring transactions and make them a part of your permanent financial records.

  To record a recurring deposit


To record a recurring deposit

You can record a recurring deposit as many times and as often as you want.

1.	In the Make a Deposit window, click the Use Recurring button.

2.	A window will appear, displaying all recurring transactions you’ve set up. Double-click the transaction you want; the transaction’s information will appear in the Make a Deposit window.

3.	Be sure to review all the information that appears in the window to be sure it’s correct. Pay particular attention to the date and transaction number; if you need to find this transaction in the future, you’ll need to remember this information.

4.	To record the transaction, click Record. The recurring deposit will be recorded as an actual transaction, and will also remain available in the recurring transaction “holding area” for future use.


Finding deposits

After you record a deposit, you’ll probably want to view the transaction again in the future. You may also want to find a recurring deposit to record it. Use the instructions in the topics below find your deposit transactions.

  To find a deposit

  To find a recurring deposit

  To display a list of recurring deposits


To find a deposit

1.	Click the Inquiry Registers button in the Chequebook Command Centre to display the Inquiry Register window. Select the Account tab if it isn't already selected.

2.	If you know one of the accounts affected by the transaction you want to view, enter the account number in the Account field.

If you aren’t sure which account is affected, click the arrow next to the Account field to display a search list of all MYOB Premier accounts. Find the account you want in this list and click the Choose Account button.

3.	The transactions recorded for the selected account this month appear in the scrolling list in the Inquiry Register window.

If the transaction you want was recorded in a previous month, change the dates in the Dated From and To fields to show the month (or months) you want.

4.	The transaction you’re looking for should appear in the scrolling list. If you want to view detail about the transaction, click the zoom arrow next to the transaction’s ID number to open the Make a Deposit window.


To find a recurring deposit

1.	In the Make a Deposit window, click the Use Recurring button.

2.	A window will appear, displaying all recurring transactions you’ve set up. Double-click the deposit you want; the recurring deposit will be displayed in the Make a Deposit window.


To display a list of recurring deposits

Follow these steps to view a list of all your recurring deposits. These steps will also allow you to record these transactions automatically.

1.	In any command centre, click the To Do List button. The To Do List window appears.

2.	Click the Recurring Transactions tab to display a list of all your recurring General Journal entries, recurring cheques and recurring deposits.

3.	If you want to view detail about a specific transaction, click the zoom arrow to the left of the transaction’s name.

4.	If you want to record one or several of the transactions in the list, click the Action column for the transactions you want to record.

  Warning: Read this before you record recurring deposits using the To Do List

5.	When you’ve marked the recurring deposits you want to record, click the Record button at the bottom of the To Do List window.


Warning: Read this before you record recurring deposits using the To Do List

If you choose to record recurring deposits using the To Do List window, keep in mind that the transactions will be recorded automatically; you won’t get a chance to review or change any of the transactions before they’re recorded. If you’re not sure you want to record a particular transaction, we suggest you use the Make a Deposit window to manually enter the transaction so you have better control over the transaction than you would if you used the To Do List.

The cheque account that will be used for all deposits that are recorded using the To Do List window is the account listed in the Cheque Account For Customer Receipts field of the Accounts Receivable Linked Accounts window.


Changing deposits

Occasionally, you’ll find it necessary to make a change to a deposit you’ve already recorded. The instructions in the topics below will help you make your changes so your records are updated properly.

  Note: Use this section only if your transactions are changeable

  To change a deposit

  To change a recurring deposit’s name or frequency

  To change a recurring deposit’s line items and other information


To change a deposit

1.	Display the deposit you want to change in the Make a Deposit window. (If you need help doing this, see Finding deposits.)

2.	To change the deposit, change the information in the Make a Deposit window in the same way you normally enter information. When you’re finished, click Record.


To change a recurring deposit's name or frequency
To change a recurring deposit’s name or frequency

1.	In the Make a Deposit window, click the Use Recurring button to open the Select a Recurring Transaction window.

2.	Highlight the recurring deposit you want to change and click Edit to open the Save Recurring Transaction window.

3.	Make your changes in the Save Recurring Transaction window, then click Record.

4.	In the Select a Recurring Transaction window, click OK.


To change a recurring deposit's line items and other information
To change a recurring deposit’s line items and other information

1.	Wait until the next time you need to record the deposit.

2.	When you’re ready to record the deposit, display it as you normally do in the Make a Deposit window and make your changes.

3.	When you’re finished changing the deposit, click Record. Your changes will be reflected in the transaction the next time you display it in the Make a Deposit window.


Removing deposits

There may be times when you simply want to remove a deposit. When this is the case, you can quickly remove the effects of such a transaction from your records.

  Note: Use this section only if your transactions are changeable

  To remove a deposit

  To remove a recurring deposit


To remove a deposit

1.	Display the deposit you want to remove in the Make a Deposit window. (If you need help doing this, see Finding deposits.)

2.	Choose Delete Deposit Transaction from the Edit menu.


To remove a recurring deposit

When you remove a recurring deposit, the deposit is removed from your list of recurring deposits only. Any transactions you recorded using a recurring deposit you remove won’t be affected.

1.	In the Make a Deposit window, click the Use Recurring button to open the Select a Recurring Transaction window.

2.	Highlight the recurring deposit you want to remove and click Delete.


Reversing deposits

There may be times when you need to change or remove a transaction you’ve entered into the MYOB Premier system. When this is the case, you can quickly remove the effects of the transaction from your records by reversing the transaction. Then, if you want, you can enter a new, correct transaction to replace the transaction you reversed.

  Note: Use this section only if your transactions are unchangeable

  To reverse a deposit


To reverse a deposit

1.	Display the deposit you want to reverse in the Make a Deposit window. (If you need help doing this, see Finding deposits.)

2.	Choose Reverse Deposit Transaction from the Edit menu. After a few moments, a new transaction, containing amounts exactly opposite of the amount in the deposit will be displayed in the Make a Deposit window.

If you want, you can make a few changes to the new transaction (such as the date and the memo), but you can’t change the accounts and amounts that are associated with it.

If you’re reversing a deposit from a previous accounting period, consider assigning a date from that period to the new transaction. This will allow your reports for that accounting period to reflect the proper amounts.

3.	Click Record to save the reversed deposit.

At this point, the deposit is reversed. All account balances have been returned to their previous levels.


Procedures Guide Part 12 - Payroll Categories

A paycheque normally consists of the following elements: wages, entitlements, deductions, taxes and employer expenses. Collectively, these elements are referred to as payroll categories. Before you begin writing paycheques to employees, you’ll create the payroll categories that are used by your business and are required by law, and then you’ll assign each employee the payroll categories that apply to him or her. Then, when you use the Write Paycheques window to pay an employee, the payroll categories you’ve assigned to the employee will automatically determine the various amounts that are associated with the paycheque.

In this part:

  Creating payroll categories

  Changing payroll categories

  Removing payroll categories


Creating payroll categories

A set of payroll categories is automatically created for you when you use the MYOB Premier Easy Setup Assistant. It’s possible, however, that additional categories may be required to meet your company’s payroll needs. If this is the case, use the instructions in the topics below to create the payroll categories you need.

  Creating wages

  Creating entitlements

  Creating deductions

  Creating employer expenses

  Creating payroll taxes


Creating wages

In MYOB Premier, wages are money paid to employees for labour or services. Wages are determined on an hourly, salary or other basis. Some examples of wages are salary, bonus, commission and overtime. All types of employee payment need to exist in the MYOB Premier system so you can pay your employees properly.

  To create a wage


To create a wage

  Note: This task requires single-user access

1.	In the Payroll Command Centre, click Payroll Categories to open the Payroll Category List window.

2.	Click the Wages tab in the Payroll Category List window, then click the New button. The Wages Information window appears.

3.	Make entries in the Wages Information window to describe the wage.

4.	If you want to assign the new wage to specific employees now, click the Employee button at the bottom of the window. The Linked Employees window for the wage appears. Mark the Select column next to each employee to whom you want to assign the wage. When you’re finished, click OK in the Linked Employees window.

5.	If the new wage is exempt from any taxes or deductions, click the Exempt button in the Wages Information window. The Wages Exemptions window will open. To exempt a wage from a particular tax or deduction, simply click the Exempt column next to the tax or deduction. An X will appear, indicating that the wage is exempt from this tax or deduction. (If you make a mistake, simply click the column again to undo the change you made.) When you're finished, click OK in the Wages Exemptions window.

6.	When you’re satisfied with the entries in the Wages Information window, click OK to record the new wage.

  Note: Read this before you try to pay wages in MYOB Premier


Note: Read this before you try to pay wages in MYOB Premier

Wages must be assigned to employees before they can be used on paycheques. If you chose not to assign the new wage to employees in step 4, see Entering payroll information for employees to learn more about entering an employee’s payroll information.


A note about clearing entitlements when employees leave your company

When an employee leaves your company, it's important that the employee's entitlements balances are reduced to zero. To achieve this, simply enter a date in the Termination Date field in the Employee Payroll Information window, then press TAB. A message will appear, informing you that MYOB Premier is about to clear the employee's entitlement balances.

(The window can be displayed by clicking the Payroll button while you are viewing the employee's card in the Card File Entry window.)

It's a good idea to print the Entitlements Balance reports before clearing the employee's entitlement balances. You also should pay out any balances owed to the employee, using a wage category such as "Unused Holiday Pay."

Important: MYOB Premier Payroll taxes the gross wages on a paycheque as though they were all earned in that pay period. If the paycheque includes termination items, the tax calculated by MYOB Premier Payroll may be incorrect and need adjusting.


Creating entitlements

In MYOB Premier, entitlements are hours that accumulate on paycheques that help you pay special wages, such as holiday or sick leave, rostered days off (RDOs) and accrued days off (ADOs), which employees accrue under the terms of their work agreement.

When you create an entitlement in MYOB Premier, you’ll link it to an hourly wage. Whenever you pay that particular hourly wage, the entitlement hours associated with that wage will be automatically decreased the appropriate amount. For example, if you include a week’s worth of holiday pay on an employee’s paycheque, that employee’s annual leave entitlement will be decreased by the number of hours in one work week.

  To create an entitlement

  A note about clearing entitlements when employees leave your company


To create an entitlement

  Note: This task requires single-user access

1.	In the Payroll Command Centre, click Payroll Categories to open the Payroll Category List window.

2.	Click the Entitlements tab in the Payroll Category List window and then click the New button. The Entitlements Information window appears.

3.	Make entries in the Entitlements Information window to describe the entitlement.

4.	If you want to assign the new entitlement to specific employees now, click the Employee button at the bottom of the window. The Linked Employees window for the entitlement appears. Mark the Select column next to each employee to whom you want to assign the entitlement. When you’re finished, click OK in the Linked Employees window.

5.	If you've chosen a percentage of Gross or Federal hours as the basis for calculating the entitlement, you can click the Exempt button to display the Entitlements Exemptions window. You can use this window to indicate any hourly wage categories that should be excluded when this entitlement is calculated. To exempt an hourly wage category from the entitlement calculation, simply click the Exempt column next to the wage category. An X will appear. (If you make a mistake, simply click the column again to undo the change you made.) When you're finished, click OK in the Entitlements Exemptions window.

6.	When you’re satisfied with the entries in the Entitlements Information window, click OK to record the new entitlement.

  Note: Read this before you try to accumulate entitlements in MYOB Premier


Note: Read this before you try to accumulate entitlements in MYOB Premier

Entitlements must be assigned to employees before they can be used on paycheques. If you chose not to assign the new entitlement to employees in step 4, see Entering payroll information for employees to learn more about entering an employee’s payroll information.


Creating deductions

In MYOB Premier, deductions are any amounts other than taxes subtracted from an employee’s gross pay. Examples of deductions include union fees and additional superannuation.

  To create a deduction


To create a deduction

  Note: This task requires single-user access

1.	In the Payroll Command Centre, click Payroll Categories to open the Payroll Category List window.

2.	Click the Deductions tab in the Payroll Category List window and then click the New button. The Deduction Information window appears.

3.	Make entries in the Deduction Information window to describe the deduction.

4.	If you want to assign the new deduction to specific employees now, click the Employee button at the bottom of the window. The Linked Employees window for the deduction appears. Mark the Select column next to each employee to whom you want to assign the deduction. When you’re finished, click OK in the Linked Employees window.

5.	If the deduction is exempt from PAYE tax, click the Exempt button in the Wages Information window. The Wages Exemptions window will open. To exempt the deduction from tax, simply click the Exempt column next to the tax. An X will appear, indicating that the deduction will be made from employees' gross wages before the tax is computed. (If you make a mistake, simply click the column again to undo the change you made.) When you're finished, click OK in the Deduction Exemptions window.

Be careful about exempting any deduction from tax. Check with the Tax Office if you're unsure whether the deduction is tax-exempt.

6.	When you’re satisfied with the entries in the Deduction Information window, click OK to record the new deduction.

  Note: Read this before you try to use deductions on paycheques in MYOB Premier


Note: Read this before you try to use deductions on paycheques in MYOB Premier

Deductions must be assigned to employees before they can be used on paycheques. If you chose not to assign the new deduction to employees in step 4 above, see Entering payroll information for employees to learn more about entering an employee’s payroll information.


Creating employer expenses

In MYOB Premier, employer expenses are your company’s costs of having employees. Employer expenses are calculated on employees’ paycheques, but they don’t affect the employees’ net pay; instead, they affect the amounts you must contribute to the employee, to the government or to other institutions. S.G.C. superannuation is an employer expense, for example.

  To create an employer expense


To create an employer expense

  Note: This task requires single-user access

1.	In the Payroll Command Centre, click Payroll Categories to open the Payroll Category List window.

2.	Click the Expenses tab in the Payroll Category List window and then click the New button. The Employer Expense Information window appears.

3.	Make entries in the Employer Expense Information window to describe the employer expense. If you need help, refer to your online help for descriptions of the individual fields in the Employer Expense Information window.

4.	If you want to assign the new employer expense to specific employees now, click the Employee button at the bottom of the window. The Linked Employees window for the employer expense appears. Mark the Select column next to each employee to whom you want to assign the employer expense. When you’re finished, click OK in the Linked Employees window.

5.	If you've chosen Gross Wages, Federal Wages, Gross Hours or Federal Hours as the basis for calculating the expense, you can click the Exempt button to display the Employer Expense Exemptions window. You can use this window to indicate any wage categories that should be excluded when this expense is calculated. To exempt an wage category from the expense calculation, simply click the Exempt column next to the wage category. An X will appear. (If you make a mistake, simply click the column again to undo the change you made.) When you're finished, click OK in the Employer Expense Exemptions window.

6.	When you’re satisfied with the entries in the Employer Expense Information window, click OK to record the new employer expense.

  Note: Read this before you try to use employer expenses on paycheques in MYOB Premier


Note: Read this before you try to use employer expenses on paycheques in MYOB Premier

Employer expenses must be assigned to employees before they can be used on paycheques. If you chose not to assign the new employer expense to employees in step 4 above, see Entering payroll information for employees to learn more about entering an employee’s payroll information.


Creating payroll taxes

In MYOB Premier, payroll taxes  - PAYE taxes - are amounts that are calculated and deducted from employee paycheques, in accordance with the government's taxation laws.

Since tax laws change regularly, it’s important that you use the most up-to-date payroll tax amounts and percentages when you write your paycheques. To keep your payroll tax calculations current, payroll taxes are administered in MYOB Premier by the use of special tax tables, which are included in your MYOB Premier package.

Since the accuracy of your payroll records is at stake, you can’t add, change or remove any payroll taxes from MYOB Premier’s tax tables. However, if you’re a subscriber to MYOB Australia’s MYOB Cover plan, you can receive up-to-date tax tables from MYOB Australia automatically, when they become available, free of charge.

  Note: Read this before you try to use payroll taxes on paycheques in MYOB Premier


Note: Read this before you try to use payroll taxes on paycheques in MYOB Premier

Payroll taxes must be assigned to employees before they can be used on paycheques. See Entering payroll information for employees to learn more about entering an employee’s payroll information.


Changing payroll categories

Occasionally, you’ll find it necessary to make a change to a payroll category. The instructions in the topics below will help you make your changes so your records are updated properly.

  Warning: Changing payroll categories affects all employees who are assigned those payroll categories

  Changing wages

  Changing entitlements

  Changing deductions

  Changing employer expenses

  Changing payroll taxes


Warning: Changing payroll categories affects all employees who are assigned those payroll categories

Keep in mind that when you change a payroll category, you change the payroll category for all employees who are assigned that payroll category. Most likely, the employees’ paycheque amounts will be different after you change their payroll categories.


Changing wages

You can change any wage in the MYOB Premier system except the Base Salary and Base Hourly wages.

  To change a wage


To change a wage

  Note: This task requires single-user access

1.	In the Payroll Command Centre, click Payroll Categories to open the Payroll Category List window.

2.	Click the Wages tab to display a list of all existing wages in the MYOB Premier system.

3.	Highlight the wage you want to change and click Edit to open the Wages Information window.

4.	Make the changes to the wage that you want.

5.	When you’re finished making changes, click OK.


Changing entitlements

You can change any entitlement in the MYOB Premier system.

  To change an entitlement


To change an entitlement

  Note: This task requires single-user access

1.	In the Payroll Command Centre, click Payroll Categories to open the Payroll Category List window.

2.	Click the Entitlements tab to display a list of all existing entitlements in the MYOB Premier system.

3.	Highlight the entitlement you want to change and click Edit to open the Entitlements Information window.

4.	Make the changes to the entitlement that you want.

5.	When you’re finished making changes, click OK.


Changing deductions

You can change any deduction in the MYOB Premier system.

  To change a deduction


To change a deduction

  Note: This task requires single-user access

1.	In the Payroll Command Centre, click Payroll Categories to open the Payroll Category List window.

2.	Click the Deductions tab to display a list of all existing deductions in the MYOB Premier system.

3.	Highlight the deduction you want to change and click Edit to open the Deduction Information window.

4.	Make the changes to the deduction that you want.

5.	When you’re finished making changes, click OK.


Changing employer expenses

You can change any employer expense in the MYOB Premier system.

  To change an employer expense


To change an employer expense

  Note: This task requires single-user access

1.	In the Payroll Command Centre, click Payroll Categories to open the Payroll Category List window.

2.	Click the Expenses tab to display a list of all existing employer expenses in the MYOB Premier system.

3.	Highlight the employer expense you want to change and click Edit to open the Employer Expense Information window.

4.	Make the changes to the employer expense that you want.

5.	When you’re finished making changes, click OK.


Changing payroll taxes

Since the accuracy of your payroll records is at stake, you can’t make changes to the amounts or percentages associated with your payroll taxes. However, if you’re a subscriber to MYOB Australia’s MYOB Cover plan, you can receive up-to-date tax tables from MYOB Australia automatically, when they become available, free of charge.

You can, however, change the account that you want to use to track the payroll taxes that you withhold from paycheques. Follow the steps in the topic below to learn how to make this change.

  To change PAYE tax’s linked account


To change PAYE tax's linked account

  Note: This task requires single-user access

1.	In the Payroll Command Centre, click Payroll Categories to open the Payroll Category List window.

2.	Click the Taxes tab to display the PAYE Income Tax window.

3.	Highlight PAYE Income Tax and click Edit to open the Tax Table Information window.

4.	If you wish to use a different account to track the tax, change the account that’s displayed in the Linked Payables Account field. (This account should usually be a liability account.) We recommend that you use an account that's used strictly to track PAYE income tax withheld.

5.	When you’re finished making your change, click OK.


Removing payroll categories

There may be times when you want to remove a payroll category. When this is the case, you can quickly remove such an element from your records.

  Removing wages

  Removing entitlements

  Removing deductions

  Removing employer expenses

  Removing payroll taxes


Removing wages

You can remove any wage from the MYOB Premier system except the Base Salary and Base Hourly wages.

  Note: Wages that are in use can’t be removed

  To remove a wage


Note: Wages that are in use can't be removed
Note: Wages that are in use can’t be removed

Wages that have been recorded on current paycheques – that is, paycheques that have been recorded in the current payroll year – can’t be removed. You can remove a wage only after the record of the paycheques on which the wage appeared is purged from your data file. (In most cases, this means that you probably won’t be able to remove the wage until after you start the next payroll year.)


To remove a wage

  Note: This task requires single-user access

1.	In the Payroll Command Centre, click Payroll Categories to open the Payroll Category List window.

2.	Click the Wages tab to display a list of all existing wages in the MYOB Premier system.

3.	Highlight the wage you want to remove and click Edit to open the Wages Information window.

4.	Choose Delete Wage Category from the Edit menu.


Removing entitlements

You can remove any entitlement from the MYOB Premier system.

  Note: Entitlements that are in use can’t be removed

  To remove an entitlement


To remove an entitlement

  Note: This task requires single-user access

1.	In the Payroll Command Centre, click Payroll Categories to open the Payroll Category List window.

2.	Click the Entitlements tab to display a list of all existing entitlements in the MYOB Premier system.

3.	Highlight the entitlement you want to remove and click Edit to open the Entitlements Information window.

4.	Choose Delete Entitlement from the Edit menu.


Note: Entitlements that are in use can't be removed
Note: Entitlements that are in use can’t be removed

Entitlements that have been recorded on current paycheques – that is, paycheques that have been recorded in the current payroll year – can’t be removed. You can remove an entitlement only after the record of the paycheques on which the entitlement appeared is purged from your data file. (In most cases, this means that you probably won’t be able to remove the entitlement until after you start the next payroll year.)


Removing deductions

You can remove any deduction from the MYOB Premier system.

  Note: Deductions that are in use can’t be removed

  To remove a deduction


Note: Deductions that are in use can't be removed
Note: Deductions that are in use can’t be removed

Deductions that have been recorded on current paycheques – that is, paycheques that have been recorded in the current payroll year – can’t be removed. You can remove a deduction only after the record of the paycheques on which the deduction appeared is purged from your data file. (In most cases, this means that you probably won’t be able to remove the deduction until after you start the next payroll year.)


To remove a deduction

  Note: This task requires single-user access

1.	In the Payroll Command Centre, click Payroll Categories to open the Payroll Category List window.

2.	Click the Deductions tab to display a list of all existing deductions in the MYOB Premier system.

3.	Highlight the deduction you want to remove and click Edit to open the Deduction Information window.

4.	Choose Delete Deduction from the Edit menu.


Removing employer expenses

You can remove any employer expense from the MYOB Premier system.

  Note: Employer expenses that are in use can’t be removed

  To remove an employer expense


Note: Employer expenses that are in use can't be removed
Note: Employer expenses that are in use can’t be removed

Employer expenses that have been recorded on current paycheques – that is, paycheques that have been recorded in the current payroll year – can’t be removed. You can remove an employer expense only after the record of the paycheques on which the employer expense appeared is purged from your data file. (In most cases, this means that you probably won’t be able to remove the employer expense until after you start the next payroll year.)


To remove an employer expense

  Note: This task requires single-user access

1.	In the Payroll Command Centre, click Payroll Categories to open the Payroll Category List window.

2.	Click the Expenses tab to display a list of all existing employer expenses in the MYOB Premier system.

3.	Highlight the employer expense you want to remove and click Edit to open the Employer Expense Information window.

4.	Choose Delete Employer Expense from the Edit menu.


Removing payroll taxes

Since the accuracy of your payroll records is at stake, you can’t remove the PAYE payroll taxes in your tax tables. However, if you’re a subscriber to MYOB Australia’s MYOB Cover plan, you can receive up-to-date tax tables from MYOB Australia automatically, when they become available, free of charge.


Procedures Guide Part 13 - Paycheques

In MYOB Premier, paycheques are transactions that you use to pay your employees. Like “regular” cheques, paycheques can affect your company’s cheque accounts, credit card accounts, petty cash accounts and other cash accounts. Many companies, however, use a special “payroll cheque” account from which they pay their employees.

In this part:

  Writing paycheques

  Printing paycheques

  Paying employees electronically

  Recording recurring paycheques

  Finding paycheques

  Reviewing your payroll information

  Changing paycheques

  Removing paycheques

  Reversing paycheques


Writing paycheques

To write a paycheque in MYOB Premier, you’ll complete the steps below.

Checklist: How to write a paycheque

  Step 1: Be sure your payroll information is completely set up

  Step 2: Identify where the money for the paycheque will be drawn from

  Step 3: Enter the employee’s name

  Step 4: Review the cheque information that appears automatically

  Step 5: Distribute holiday and sick pay (optional)

  Step 6: Distribute other types of wages (optional)

  Step 7: Choose what you want to do with the transaction


Step 1: Be sure your payroll information is completely set up

Creating paycheques in MYOB Premier is a quick and simple process – if you’ve taken the time to carefully set up your company’s payroll information. If you haven’t done so already, be sure to read the following topics to learn how to completely set up your payroll:

  Setting up employee records

  To enter your company’s payroll information

  Setting up wages, entitlements, deductions, employer expenses and payroll taxes


Step 2: Identify where the money for the paycheque will be drawn from

Display the Payroll Command Centre, then click the Write Paycheques button. The Write Paycheques window appears.

The list in the upper left corner of the Write Paycheques window displays all the cheque accounts you’ve set up. Remember that cheque accounts can be used for any cash disbursement method. Credit cards, petty cash, money market accounts and other methods for making payments may be displayed in this list.

  Note: If you want to add an account to the list

1.	Choose the account that will be used for this paycheque.

2.	Mark the Handwritten option if you’re recording a paper paycheque that’s already been written.

MYOB Premier Payroll provides a default cheque number in the Cheque No. field; this number is based upon the last cheque number used for the selected cheque account. If you change the cheque number, the cheque numbers for future cheques drawn upon this account will be incremented from the new number you've entered.

Important: MYOB Premier allows for duplicate cheque numbers unless you've marked the Warn for Duplicate Cheque Numbers option in the Preferences window. If you choose not to use this option, take care to ensure that duplicate numbers aren't assigned to cheques inadvertently.


Step 3: Enter the employee's name
Step 3: Enter the employee’s name

If you’ve fully set up your payroll information, the process of writing a paycheque in MYOB Premier is as simple as entering an employee’s name in the Write Paycheques window. When you enter an employee’s name, MYOB Premier automatically calculates all the employee’s wages, entitlements, deductions, employer expenses and payroll taxes - collectively known as payroll categories in MYOB Premier - and displays the appropriate amounts in the Write Paycheques window.

In the Payee field, enter or select the name of the employee who will receive this paycheque.


Step 4: Review the paycheque information that appears automatically

As mentioned in the previous step, all payroll categories assigned to the employee you entered in the Payee field appear in the scrolling list in the lower section of the window. If the employee is paid on an hourly basis, enter the number of hours he or she worked for each of the wage categories assigned to him or her. The payroll categories’ amounts are calculated automatically and displayed in the Amount column of the scrolling list.

Before you record the paycheque, it’s very important to you and your employee that the information that appears in the scrolling list is correct. Be sure to take a few moments to review the line items in the scrolling list to ensure the proper amounts appear, and that the proper accounts are affected by the transaction.

  To allocate line items to jobs

  To allocate wages to multiple jobs


To allocate line items to jobs

If you want to assign individual line items to specific jobs, enter the job numbers in the Job column.

Wages are usually the only payroll categories that are assigned to jobs; however, you can assign other payroll categories to jobs, if you wish.


To allocate wages to multiple jobs

If you have an employee who frequently works on several jobs in a single pay period, you may want to allocate wages to more than one job. To do this:

1.	Create a wage for each job whose payroll expenses you want to track. See Creating wages to learn how to create wages.

2.	Assign the wages you created to the employee in the Employee Payroll Information window. See Entering payroll information for employees  to learn how to assign wages to employees.

3.	If the employee is salaried, divide the employee’s gross pay by job among the wages you created in step 1. If the employee is hourly, enter the number of hours the employee worked on each job using the wages you created in step 1.

4	Enter the appropriate job number for each wage in the Job column.


Step 5: Distribute holiday and sick pay (optional)

Follow these steps to distribute holiday or sick pay entitlement wages on an employee’s paycheque. To perform this step, you should have already created entitlements for the employee’s sick time or annual leave; see Creating entitlements  to learn how to do this.

  To distribute sick pay and holiday pay


To distribute sick pay and holiday pay

1.	Enter the number of sick or annual leave hours in the Hours column of the entitlement wage. The amount that appears in the Amount column will be calculated automatically. When you record the transaction, the hours you entered will be subtracted from the number of hours the employee has accrued.

2.	If you’re paying an employee for an entitlement such as sick pay, you might also need to change the employee’s regular hourly wage hours or amounts. For example, if your company’s normal work week is 40 hours and an employee takes 8 hours of annual leave, you’ll probably need to change the employee’s Base Hourly hours from 40 to 32. By doing this, the employee will still be paid for a 40-hour work week.


Step 6: Distribute other types of wages (optional)

Follow these steps to include other types of pay, such as sales commissions and bonuses, on an employee’s paycheque. To perform this step, the wages you intend to pay should already exist in the MYOB Premier system, and should be assigned to the employee. (For example, if you wish to pay a bonus to the employee, a wage called “Bonus” should already exist in the MYOB Premier system and should be assigned to the employee. See Creating wages to learn how to create wages, and Entering payroll information for employees to learn how to assign wages to employees.)

  To pay other types of wages


To pay other types of wages

Change the specific wage amounts in the scrolling list of the Write Paycheques window so they properly reflect the amounts you want to pay.


Step 7: Choose what you want to do with the transaction

Now that you’ve finished making entries in the Write Paycheques window, there are a number of tasks you can perform with the transaction. Be sure to review all the following options before you choose what you want to do.

  To see how the paycheque will affect your financial records

  To print and record the paycheque

  To record the paycheque

  To store the paycheque as a recurring paycheque


To see how the paycheque will affect your financial records

Choose Recap Transaction from the Edit menu to view the accounting entries that will be made to your financial records when you record the paycheque.


To print and record the paycheque

If you wish, you can print and record the transaction at the same time.

1.	Click the Print button in the Write Paycheques window.

2.	A message appears, explaining that the transaction will be recorded before it’s printed. Click OK to begin the printing process.


To record the paycheque

To record the paycheque without printing it, click the Record button.

See Printing and reprinting paycheques for information about printing paycheques after you’ve recorded them.


To store the paycheque as a recurring paycheque

If you want to store the paycheque information so you can use it many times in the future, follow these steps.

1.	Click the Save Recurring button. The Save Recurring Transaction window appears.

2.	Enter the necessary information about the transaction in this window, then click Record. The transaction is saved as a recurring transaction.

3.	If you want to record the payroll cheque as an actual transaction now, click the Record button in the Write Payroll Cheques window. If you don’t want to record the payroll cheque at this time, click the Cancel button.

See Recording recurring paycheques for detailed information about performing more tasks with recurring paycheques.


Printing paycheques

You can print and reprint individual paycheques, or you can print several paycheques at the same time – the choice is yours.

You can also customise the look of your printed paycheques. See Customising forms for detailed information about customising your printed forms.

  Choosing the paycheques you want to print

  Printing and reprinting paycheques


Choosing the paycheques you want to print

After you’ve recorded a paycheque, you can print it. You can also choose a specific set of paycheques to print.

  To choose the paycheques you want to print

  To choose a form layout for your paycheques


To choose the paycheques you want to print

In the Payroll Command Centre, click Print Paycheques to open the Forms Selection window for paycheques. You can use this window to select cheques that have been assigned to a particular cheque account, unprinted cheques only, cheques within a specified range of dates, and cheques that are within a specified range of cheque numbers.

1.	Using the Type list, choose Paycheque.

2.	Using the Account list, choose the account that will be used to pay the paycheques.

3.	Use the Number of First Cheque in Printer field to indicate the number of the first cheque form that will be used when you print.

4.	Use the other fields in this window to limit the paycheques that will be printed, if appropriate. You can choose to print only those paycheques that have never been printed before, as well as a range of paycheques that were recorded within a particular range of dates or that fall within a particular range of cheque numbers.


To choose a form layout for your paycheques

In the Forms Selection window, you can choose to print your paycheques using predefined formats that can be used with preprinted cheque forms or blank paper, and you can customise your paycheques so they’ll look the way you want them to look. Collectively, these choices are called form layouts in MYOB Premier. See Choosing a form layout for information about choosing a form layout for your paycheques.


Printing and reprinting paycheques

Follow these steps to print your paycheques. If you want to print some paycheques you’ve already printed, be sure the Unprinted Cheques Only selection is not marked in the Forms Selection window before you use these instructions.

  Before you begin printing

  To print and reprint your paycheques

  To reprint a single paycheque


To print and reprint your paycheques

1.	Insert blank paycheque forms in your printer.

2.	After you’ve selected the paycheques you want to print in the Forms Selection window, click the OK button. The Review Cheques Before Printing window will appear, listing the transactions you selected in the Forms Selection window.

(If you plan to pay the paycheques using an electronic file (ePay), skip step 3 and continue with To pay employees electronically.)

3.	To begin printing the forms, click the Print button in the Review Cheques Before Printing window. Depending upon how your computer is set up, the first form may begin to print immediately, or a print window may appear on your computer screen. If a print window appears, make your selections in the window, then click the button in the window that begins the printing process (the button is usually labeled “OK” or “Print”).

  Note: If you can’t make entries in your print selection window


To reprint a single paycheque

1.	Insert blank paycheque forms in your printer.

2.	Display the paycheque in the Write Paycheques window. (If you need help doing this, see Finding paycheques.)

3.	Click the Print button.


Recording recurring paycheques

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 transaction information is saved in a separate “holding area” where you can retrieve the transaction as many times as you want in the future.

To create recurring payroll cheques, create a payroll cheque as you normally do using the Writing payroll cheques procedure, then use the To store the payroll cheque as a recurring payroll cheque procedure to indicate that you want to use the paycheque repeatedly.

Until you record them, recurring payroll cheques have no effect on your financial records. Use the following procedure to record your recurring transactions and make them a part of your permanent financial records.

  To record a recurring paycheque


To record a recurring paycheque

You can record a recurring paycheque as many times and as often as you want.

1.	In the Write Paycheques window, click the Use Recurring button.

2.	A window will appear, 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.	Be sure to review all the information that appears in the window to be sure it’s correct. Pay particular attention to the date and cheque number; if you need to find this transaction in the future, you’ll need to remember this information.

4.	To record the transaction, click Record. The recurring paycheque will be recorded as an actual transaction, and will also remain available in the recurring transaction “holding area” for future use.

  Note: If you change amounts on a recurring paycheque


Note: If you change amounts on a recurring paycheque

When you change amounts (except payroll tax amounts) on a recurring paycheque, those amounts will be retained in the recurring paycheque’s information. For example, if you entered a holiday pay amount on a recurring cheque, that holiday pay amount will still be included on the recurring cheque the next time you display the cheque. As a result, it’s important that you review the amounts on every recurring paycheque before you record them.

On the other hand, if you made changes to the payroll tax amounts that appeared on the recurring paycheque, the changes you made won’t be stored for the next time you want to record the paycheque.


Finding paycheques

After you record a paycheque, you’ll probably want to view the transaction again sometime in the future. The topics below contain information about finding paycheques and recurring paycheques.

  To find a paycheque

  To find a recurring paycheque


To find a paycheque

1.	Click the Inquiry Registers button in any command centre to display the Inquiry Register window.

2.	Click the Card tab, then enter the name of the employee whose paycheque you’re looking for in the Employee field.

3.	Choose Disbursements from the Source Journal list.

4.	In the Dated From/To fields, enter a date range within which the paycheque you want to locate was created. Cash disbursements transactions for the employee you entered appear in the scrolling list.

5.	If you know the number of the paycheque you want to view, enter that number or a range of cheque numbers that includes that number in the ID# From/To fields to narrow the list of transactions.

6.	The paycheque you’re looking for should appear in the scrolling list. If you want to view detail about the paycheque, click the zoom arrow next to the cheque’s number to view the transaction in the Write Paycheques window.


To find a recurring paycheque

1.	In the Write Paycheques window, click the Use Recurring button.

2.	A window will appear, displaying all recurring paycheques you’ve set up. Double-click the paycheque you want; the recurring paycheque will be displayed in the Write Paycheques window.


Reviewing your payroll information

Keeping your payroll information up to date and accurate must be one of your business’s primary concerns, for the sake of both you and each of your employees. MYOB Premier contains a number of tools which help you gain a quick picture of your payroll information.

  Viewing lists of your payroll activity

  Analysing your payroll activity


Viewing lists of your payroll activity

Depending upon your preference, you can either print lists of your payroll activity or display them on your computer screen.

  To display a list of all your paycheques

  To display a list of recurring paycheques

  To print a list of all your paycheques

  To print a list of all your recurring paycheques


To display a list of all your paycheques

In the Transaction Journal window, you can view a list of all your paycheques, as well as all other types of transactions you’ve entered in the MYOB Premier system.

To open the Transaction Journal window, click the Transaction Journal button in the Payroll Command Centre. Be sure the Disbursements tab is selected. In this window, you’ll see all your paycheques, in addition to any other cash disbursement transactions you’ve entered.

Enter dates in these fields to restrict the list of cash-disbursement transactions to a particular time period.


To display a list of recurring paycheques

Follow these steps to view a list of all your recurring paycheques. These steps will also allow you to record these transactions automatically.

1.	In any command centre, click the To Do List button. The To Do List window appears.

Click the Recurring Transactions tab to display a list of all your recurring General Journal entries, recurring cheques, recurring paycheques and recurring deposits.

3.	If you want to view detail about a specific transaction, click the zoom arrow to the left of the transaction’s name.

4.	If you want to record one or several of the transactions in the list, click the Action column for the transactions you want to record.

  Warning: Read this before you record recurring paycheques using the To Do List

5.	When you’ve marked the recurring paycheques you want to record, click the Record button at the bottom of the To Do List window.


Warning: Read this before you record recurring paycheques using the To Do List

If you choose to record recurring paycheques using the To Do List window, keep in mind that the transactions will be recorded automatically; you won’t get a chance to review or change any of the transactions before they’re recorded. If you’re not sure you want to record a particular transaction, we suggest you use the Write Paycheques window to manually enter the transaction so you have better control over the transaction than you would if you used the To Do List.

The cheque account that will be used for all cheques that are recorded using the To Do List window is the account listed in the Payroll Cheque Account field of the Payroll Linked Accounts window.


To print a list of all your paycheques

A number of MYOB Premier reports are available for you to view your payroll activity; the Payroll Journal, however, is your best choice if you want to print a list of all your paycheques. We suggest that you review the payroll reports shown in the Index to Reports window for a comprehensive list of reports available to you. You can display the Index to Reports window by choosing Index to Reports from the Reports menu at the top of your computer screen.


To print a list of all your recurring paycheques

To view a list of all your recurring sales, use the Index to Reports window to print or display the Recurring Paycheques Report. You can display the Index to Reports window by choosing Index to Reports from the Reports menu at the top of your computer screen.


Analysing your payroll activity

Understanding the details of your payroll information will help you spot possible inaccuracies in the amounts you’re paying to and withholding from your employees. The Analyse Payroll window will help you perform this important task by providing various summaries of your employees' payroll data.

  To analyse your payroll activity


To analyse your payroll activity

1.	Choose the Payroll Command Centre, then click the MYOB Analyst button. The Analyse Payroll window appears.

2.	Choose the employee whose payroll information you want to view from the Employee list.

3.	Choose the time period for which you want to view the employee’s information.

4.	Summary information for the employee and time period you selected appears in the window.


Changing paycheques

Occasionally, you’ll find it necessary to make a change to a paycheque you’ve already recorded. The instructions in the topics below will help you make your changes so your records are updated properly.

  To change a paycheque

  To change a recurring paycheque’s name or frequency

  To change a recurring paycheque’s line items and other information


To change a paycheque

Unlike most other types of transactions in MYOB Premier, once a paycheque is recorded, you can’t directly change it.

However, you can change a paycheque if you remove or reverse the entire paycheque and then write a new paycheque that contains the information you want. See Removing paycheques  or Reversing paycheques for information about clearing the effects of an incorrect paycheque transaction from your records.


To change a recurring paycheque's name or frequency

1.	In the Write Paycheques window, click the Use Recurring button to open the Select a Recurring Transaction window.

2.	Highlight the recurring paycheque you want to change and click Edit to open the Save Recurring Transaction window.

3.	Make your changes in the Save Recurring Transaction window, then click Record.

4.	 In the Select a Recurring Transaction window, click OK.


To change a recurring paycheque's line items and other information

1.	Wait until the next time you need to record the paycheque.

2.	When you’re ready to record the paycheque, display it as you normally do in the Write Paycheques window and make your changes.

3.	When you’re finished changing the paycheque, click Record. Your changes will be reflected in the transaction the next time you display it in the Write Paycheques window.

  Note: If you change payroll tax amounts on a recurring paycheque


Note: If you change payroll tax amounts on a recurring paycheque

If you made changes to the payroll tax amounts that appeared on the recurring paycheque, the changes you made won’t be stored for the next time you want to record the paycheque.


Removing paycheques

There may be times when you simply want to remove a paycheque. When this is the case, you can quickly remove the effects of such a transaction from your records.

  Note: Use this section only if your transactions are changeable

  To remove a paycheque

  To remove a recurring paycheque


To remove a paycheque

1.	Display the paycheque you want to remove in the Write Paycheques window. (If you need help doing this, see Finding paycheques.)

2.	Choose Delete Transaction from the Edit menu.

3.	If employer expenses were assigned to the paycheque, a message will appear, reminding you to remove entries for the paycheque from the General Journal also.

All paycheque information - except employer expenses - is stored in the Disbursements Journal, from which you just removed the transaction. Employer expenses, however, are recorded in the General Journal, and must be removed in a separate step, which you’ll do next. Click OK in the message to close the message.

4.	Open the Transaction Journal window. Click the General tab.

5.	Locate the transaction you deleted in the Disbursements Journal and click its zoom arrow to display it in the Write Paycheques window.

6.	Choose Delete Transaction from the Edit menu.

7.	A message appears to remind you to delete the paycheque in the Disbursements Journal also. Since you’ve already performed this step in step 2, you’re done. Click OK.


To remove a recurring paycheque

When you remove a recurring paycheque, the paycheque is removed from your list of recurring paycheques only. Any transactions you recorded using a recurring paycheque you remove won’t be affected.

1.	In the Write Paycheques window, click the Use Recurring button to open the Select a Recurring Transaction window.

2.	Highlight the recurring paycheque you want to remove and click Delete.


Reversing paycheques

There may be times when you need to change or remove a transaction you’ve entered into the MYOB Premier system. When this is the case, you can quickly remove the effects of the transaction from your records by reversing the transaction. Then, if you want, you can enter a new, correct transaction to replace the transaction you reversed.

  Warning: Use this topic only if you’re an advanced user of MYOB Premier

To remove a paycheque, you first need to make your transactions changeable. See To set up MYOB Premier to help you preserve the accuracy of your accounting entries to learn how to do this; then, when you’re ready to learn how to remove the cheque, see Removing paycheques.

  To reverse a paycheque


Warning: Use this topic only if you're an advanced user of MYOB Premier
Warning: Use this topic only if you’re an advanced user of MYOB Premier

Unlike other transactions, reversed paycheques affect a number of important records in your MYOB Premier system. If you have a problem with a particular cheque, we strongly recommend that you remove, not reverse, the paycheque, and then recreate the paycheque again, if you need to do so.


To reverse a paycheque

1.	Display the paycheque you want to remove in the Write Paycheques window. (If you need help doing this, see Finding paycheques.)

2.	Choose Reverse Transaction from the Edit menu.

3.	If employer expenses were assigned to the paycheque, a message will appear, reminding you to reverse entries for the paycheque from the General Journal also.

All paycheque information - except employer expenses - is stored in the Disbursements Journal, from which you just reversed the transaction. Employer expenses, however, are recorded in the General Journal, and must be reversed in a separate step, which you’ll do next. Click OK in the message to close the message.

4.	Open the Transaction Journal window and click the General tab.

5.	Locate the transaction you deleted in the Disbursements Journal and click its zoom arrow to display it in the Write Paycheques window.

6.	Choose Reverse Transaction from the Edit menu.

7.	A message appears to remind you to reverse the paycheque in the Disbursements Journal also. Since you’ve already performed this step in step 2, you’re done. Click OK to close the message.


Idea: Use a separate payroll cheque account for direct credit payments

If you're paying by direct credit, it's best to use a separate payroll cheque account (one other than the actual cheque account that'll be used to pay the cheques). If you use a separate account, you can write one cheque from your cheque account to the payroll cheque account after processing your payroll. When you reconcile your cheque account with your bank statement, this single amount will match the amount on your statement; you won't have to add up a number of smaller transactions for each employee's pay.


Paying employees electronically

With MYOB Premier, you have the option to print cheques for your employees or pay them by direct crediting from your bank.

To pay your employees electronically, first you’ll need to enter bank information for each employee you want to pay electronically. This information appears on the individual's Employee Card. Use the Card File Entry window to record to record the BSB (Bank-State-Branch) code for the employee's bank, the employee's bank account number and the account name.

Next you’ll record your paycheques as you normally do. Instead of printing the cheques, however, you’ll save all the transaction information in a special file that adheres to Australian bank standards for electronic banking. Then, you can deliver the file to your bank on a DOS-formatted diskette or by means of your bank’s electronic transfer facilities.

The actual processing of electronic payment information by your bank will depend upon your arrangements with them. Contact your bank branch for more information. If you’ve recorded your paycheques, follow the instructions in the following topic to create an electronic file containing these paycheques. In addition, you can print pay advices (pay slips) for your employees, to provide them with the information that would appear on the cheque stub if they had received a printed paycheque.

  Idea: Use a separate payroll cheque account for direct credit payments

  To pay employees electronically

  To print pay advices (pay slips)


To pay employees electronically

Enter paycheque information as you normally do; use this procedure when you're ready to actually print the paycheques or transfer them to the bank disk.

Be sure that your company's bank information, and the bank information for each of the employees whose cheques will be included on the disk have been entered, as well. Your company's account information can be entered in the Banking Information window. For more information about entering company bank information, refer to To Update your company's bank information.

1.	Click Electronic Payments in the Payroll Command Centre The Electronic Payments Selection window appears.

2.	Choose Paycheque from the Type list.

3.	Choose the bank account you want to use to pay your employees from the Account list.

4.	Enter other information about the payments you wish to make, including the account they will be drawn from, the date on which your bank should process the transactions, and the cheques you wish to pay.

5.	Click OK. The Review Payments Before Printing window will appear.

6.	Review the list of payments that have been selected. If you don't want to pay a particular transaction, click the Include column next to the transaction to unmark it.

7.	Click the Process button. A Save As dialog box will appear.

8.	Use the Save As dialog box to verify the name that will be assigned to your electronic payments file and to specify the location where the file will be created. When you've done so, click OK to create the file.

9.	Transfer the file to diskette and deliver it to your bank, or use another means of transferring the file to the bank so it can be paid.


To print pay advices (pay slips)

1.	Choose Index to Reports from the Reports menu to open the Index to Reports window, then click the Payroll tab.

2.	Locate the Payroll Advice selection in the scrolling list and highlight it.

3.	Click the Filters button to open the Report Filters window. In this window, choose to print pay advices for all employees, or for a single employee.

4.	Enter the date of the pay period in the Dated From: and To: fields.

5.	If you're printing pay advices for all employees, mark the Separate Pages option to print the pay advice for each employee on a separate piece of paper. Click OK.

5.	In the Index to Reports window, click Print to print the pay advice statements.


Procedures Guide Part 14 - Jobs

You can use MYOB Premier to keep an accurate and detailed record of your jobs. Specific job-tracking tasks you can accomplish include:

Organise jobs in a chart of accounts-like hierarchy

Set account-by-account budgets for each job

Link jobs to specific customers

Assign individual line items on transactions to jobs

Track reimbursable expenses for your jobs

Prepare reimbursement invoices with markup

Extensively analyse profit and loss for a job

In this part:

  Creating jobs

  Assigning transactions to jobs

  Reimbursing job expenses

  Finding jobs

  Reviewing your job information

  Changing jobs and reimbursable expenses

  Changing job levels

  Inactivating jobs

  Removing jobs and reimbursable expenses


Creating jobs

To create a job in MYOB Premier, you’ll complete the steps below.

Checklist: How to create a job

  Step 1: Choose the type of job you want

  Step 2: Indicate whether you’ll track reimbursements for the job (detail jobs only)

  Step 3: Assign a number to the job

  Step 4: Link a customer to the job (optional)

  Step 5: Enter detail about the job and save the job

  Step 6: Enter opening balances for the job (optional)

  Step 7: Create budgets for the job (optional)


Step 1: Choose the type of job you want

You can create two types of jobs:

Detail jobs are used for tracking the specific income, costs and expenses that you incur on a daily basis. You can assign, or post, specific line items in MYOB Premier transactions to detail jobs. You can also track reimbursable expenses on detail jobs.

Header jobs are used for grouping detail jobs and for organising your income, costs and expenses in larger, more broad categories than detail jobs. You can’t assign specific line items or reimbursable expenses in MYOB Premier transactions to a header job, but you can assign those transactions to a specific detail job that’s grouped under the header job.

  To choose a particular type of job


To choose a particular type of job

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

2.	In the Jobs List window, click the New button.

3.	At the top of the New Job window, choose either Header Job (Non-Postable) or Detail Job (Postable).


Step 2: Indicate whether you'll track reimbursements for the job (detail jobs only)
Step 2: Indicate whether you’ll track reimbursements for the job (detail jobs only)

If you’re creating a detail job, you can indicate whether you want to track the job’s reimbursable expenses that you’ll incur during the course of completing the job. If you choose to do this, you’ll then link the job to a specific customer (Step 4: Link a customer to the job, below), so you’ll be able to track who owes you for your reimbursable expenses.

For example, say you’re tracking reimbursements for Job 01, which is linked to customer Edgar Reuss. During the course of working on Job 01, you purchase some items to complete the job. When you create a purchase order in the Purchases window for the purchase you made, you’ll assign the line items on that purchase order to Job 01. Then, when you record the purchase order, the line items you assigned to Job 01 will automatically be marked for reimbursement by Edgar Reuss.

  To indicate that you want to track reimbursable expenses for the job


To indicate that you want to track reimbursable expenses for the detail job

Mark the Track Reimbursables selection at the top of the New Job window.


Step 3: Assign a number to the job

If you already have jobs set up for your company, the number you assign to a new job is very important. If you assign a number to a job so the new job is automatically placed under a particular header job, the new job will be automatically assigned the same linked customer that is already assigned to the header job. To prevent this from happening, review the Jobs List window to become familiar with the numbering scheme that you’ve assigned to your existing jobs.

You may, of course, wish to assign the same customer that’s already assigned to an existing header job. If this is the case, you may wish to assign a job number that places the new job under that particular header job, so the same customer is assigned to the new job.

  To assign a job number


To assign a job number

In the Job Number field, enter the number you want to use to identify this job.


Step 4: Link a customer to the job (optional)

Take a moment to review the Linked Customer field. Depending upon the entry you made in the Job Number field in the previous step, you’ll either see an empty field here, or you’ll see that a customer name is already displayed here.

  To link a customer to the job


To link a customer to the job

The manner in which you link a customer to a job depends upon your situation.

If the Linked Customer field is empty

Enter or select the customer you want to link to this job. If this job is a detail job and you marked the Track Reimbursables selection, the expenses you assign to this job will also be assigned to this customer.

If the Linked Customer field already displays a customer’s name

Be aware that you’ve created a job that’s already assigned to a particular header job to which a customer has already been linked. If you don’t want to link this particular customer to this job, you must “unassign” the job from the header job. To do this, you can do one of two things:

Assign a different job number to the job in the Job Number field, so the job is no longer assigned to a header job, or

Locate the Jobs List window on your computer screen (it will probably be partially obscured by the New Job window), highlight the name of the new job in the scrolling list, and click either the Up or Down buttons to change the job’s level. (See Changing job levels for more information about changing job levels.)

After you’ve “unassigned” the job from the header job, you can enter or select the customer you want to link to this job. If this job is a detail job and you marked the Track Reimbursables selection, the expenses assigned to this job will also be assigned to the customer.


Step 5: Enter detail about the job and save the job

Once you’ve defined the job’s type, indicated whether you want to track reimbursable expenses for the job, given the job an identifying number and linked a customer to the job, you can then fill in the remaining fields in the New Job window.

When you’re finished making entries in the New Job window, click OK to enter the job into the MYOB Premier system.


Step 6: Enter opening balances for the job (detail jobs only; optional)

If you’ve been working on a job for some time before you enter its information into the MYOB Premier system, you can quickly update your MYOB Premier records by entering all the previous activity that’s occurred with the job on an account-by-account basis. Follow these instructions to enter a job’s opening balances:

  To enter opening balances for the job


To enter opening balances for the job

1.	From the Setup menu, choose Balances/Job Opening Balances to open the Job Opening Balances window.

2.	In the Job Number field, enter or select the number of the detail job. When you make an entry in this field, the scrolling list will display all of your company’s income, cost of sales, expense, other income and other expense accounts.

3.	In the Opening Balances column, enter any opening balances that apply to the job.

4.	When you’re finished making entries in the Opening Balances column, click OK to close the window.


Step 7: Create budgets for the job (detail jobs only; optional)

You can enter budget amounts for every detail job in the MYOB Premier system. The budget information you enter for each job is used to help you assess your progress on a particular job and to determine the job’s effect on the state of your business. The amounts you enter will be assigned to accounts in your chart of accounts for comparison purposes; once you begin recording transactions for the job, you’ll be able to print the Jobs (Budget Analysis) report to see a comparison of the actual amounts and the amounts you’ve budgeted for the job.

Use the following instructions to enter a budget for a job using the Job Budgets by Account window.

  To create a budget for the job


To create a budget for the job

1.	In the Jobs List window, highlight the detail job whose budgets you want to enter and click the Budgets button. The Job Budgets by Account window appears, displaying the number of the job you selected in the Job Number field and all of your company’s income, cost of sales, expense, other income and other expense accounts appear in the scrolling list.

2.	In the Budgets column, enter the amounts you’ve budgeted for specific accounts for this job.

3.	When you’re finished making entries in the Budgets column, click OK to close the window.


Assigning transactions to jobs

Regardless of whether you’re tracking job expenses for customer reimbursement or you’re simply curious about how much revenue you’re receiving from your jobs, you need to be sure you’re properly assigning transaction activity to your jobs. This topics below provide a few tips on how to effectively track your job-related business.

  Tip #1: Look for the Job column in transaction entry windows

  Tip #2: Don’t forget to assign all line items in a transaction to the appropriate jobs

  Tip #3: Remember the jobs for which you’re tracking reimbursables


Tip #1: Look for the Job column in transaction entry windows

Most transaction-entry windows in MYOB Premier consist of scrolling lists, where line item detail is entered for each transaction you record. In these scrolling lists - usually, at the far right end - is the Job column, where you can assign a particular job to each line item in the transaction.

The windows in which a Job column exists include:

General Journal Entry	Purchases
Inventory Adjustments	Sales
Inventory Transfers	Write Cheques
Make a Deposit	Write Payroll Cheques
In addition, the Activity Slip window has a Job field that allows you to associate jobs with time billing activities.


Tip #2: Don't forget to assign all line items in a transaction to the appropriate jobs
Tip #2: Don’t forget to assign all line items in a transaction to the appropriate jobs

Don’t forget that each line item in a transaction can be assigned to a specific job. If you assign only the top line item in a scrolling list to a job, the other line items below it won’t be assigned to that job automatically. You’ll need to make an entry in the Job column for each line item.

Of course, if you don’t want to assign a line item to a job, you can leave the Job column blank for that item.


Tip #3: Remember the jobs for which you're tracking reimbursables
Tip #3: Remember the jobs for which you’re tracking reimbursables

Unless you’ve set up an organised scheme of numbering your jobs so you can easily recognise those jobs for which you’re tracking reimbursable expenses, it might not be readily apparent which jobs in your system are your “reimbursement jobs.” Keep in mind, when you’re assigning expenses to jobs, that you may also be building up a list of expenses that need reimbursement sometime in the future.

You can assign reimbursable expenses to jobs in three windows:

Purchases window  You can assign line items from any type of purchase to a job for reimbursement.

Write Cheques window  You can assign line items on a cheque to a job for reimbursement, as long as the line items for which you want to be reimbursed are allocated to an expense or cost of sales account.

Write Paycheques window  You can also assign line items on a paycheque to a job for reimbursement, as long as the line items for which you want to be reimbursed are assigned to an expense or cost of sales account.

For information about creating invoices that bill for reimbursable expenses, see Billing the customer for reimbursable job expenses.


Getting reimbursed for job expenses

If you’ve set up a job to track reimbursable expenses and you’ve linked that job to a customer, you can assign expense transactions to the job and quickly prepare invoices that bill the customer for the job’s reimbursable expenses.

Assigning reimbursable expenses to a job is easy; see Assigning transactions to jobs for information about how to make your assignments.

Creating a sale that includes reimbursable job expenses is nearly the same as the process of creating any other type of sale. See Entering sales to learn how to enter a sale; note that you’ll use Step 3 of that procedure to add your reimbursable expenses to a sale.

These topics focus solely on a couple tips that will assist you when it’s time for you to bill the customer for reimbursable job expenses. Please read through these topics carefully; you might find it will save you a great deal of time.

  Tip #1: Become familiar with how various sales types affect reimbursements

  Tip #2: Use a placeholder item to track reimbursements on item invoices

  Tip #3: Use a special account to track reimbursements on other types of sales


Tip #1: Become familiar with how various sales types affect reimbursements

One important choice you’ll make will affect the method by which MYOB Premier tracks reimbursable expenses: the type of sale you choose to create to bill the customer. Specifically, if you normally create item invoices, your method of tracking reimbursable job expenses will differ from the method that’s used to track reimbursable job expenses on service invoices, professional invoices, time billing invoices and miscellaneous sales.

When you’re reimbursing job expenses on sales, always keep in mind the type of sale you’ve selected. The following tips will help you understand how this choice will affect the way you work with reimbursements.

  Idea: Practice with Clearwater Pty Ltd


Idea: Practice with Clearwater Pty Ltd

To acquaint yourself with how different types of sales affect reimbursable job expenses, we suggest you review the sample data file, Clearwater Pty Ltd, that was installed when you installed your MYOB Premier system.


Tip #2: Use a placeholder item to track reimbursements on item invoices

When you create an item invoice in the Sales window and click the Reimburse button to open the Customer Reimbursable Expenses window, the field at the top of the window will be labeled Reimbursement Item. In this field, you’ll enter the number of an item that serves as a “placeholder item” on your item invoices, so you can enter any type of expenses - items or services - on the item invoice. This placeholder item isn’t a physical item at all; it merely exists so you can place any of your reimbursable expenses on item invoices.

To use a placeholder item, you’ll first need to create it using windows in the Inventory Command Centre.

  An example of how the placeholder item works on item invoices

  To create a placeholder item


An example of how the placeholder item works on item invoices

Let’s use an example to further clarify the purpose of the placeholder item. Say you’ve already entered some reimbursable expenses for Job 0412, and you’ve already created a placeholder item named “Job Item.”

You’ve also opened the Sales window and begun creating an item invoice, and you’ve clicked the Reimburse button in the Sales window to open the Customer Reimbursable Expenses window.

Enter your Job Item in the Reimbursement Item field, then click the Action column for the two reimbursable expenses in the scrolling list. When you’re finished, click the Reimburse button at the bottom of the window.

The Sales window reappears, displaying the two line items that were previously in the Customer Reimbursable Expenses window. Each line item is assigned to your Job Item, as well as to Job 0412.

When you click Record in the Sales window, the reimbursable expenses will be recorded on the item invoice. That’s it!


To create a placeholder item

See Creating items for detailed instructions about creating items.

1.	In the Inventory Command Centre, click Items List, then click New to open the Item Information window.

2.	When you create the item, enter an item number and name (we suggest you give the item a name and number of “Job Item” so the purpose of the item is easy for you to remember).

3.	Mark the I Sell This Item selection only - leave the I Buy This Item and the I Inventory This Item selections blank. Review the income account that appears next to the I Sell This Item selection; if you want to use another account to track income from reimbursements, enter or select that account.

4.	Click OK.

You can now use the placeholder item to track your reimbursable job expenses on item invoices.


Tip #3: Use a special account to track reimbursements on other types of sales

When you create an invoice or sale transaction in the Sales window and click the Reimburse button to open the Customer Reimbursable Expenses window, the field at the top of the window will be labeled Reimbursement Account. In this field, you’ll enter the number of an income account that will track your reimbursed expense amounts.

If you wish, you can create a special account to track your reimbursed expenses. Keep in mind that this account should be an income account. To learn how to create an account, see Creating accounts.

One note about your reimbursement account, however. When you create a sale other than an item invoice, you can include reimbursements for the purchase of actual items on the sale. (In effect, then, you can include items on a service invoice.) When you do this, however, the balance of the account you enter in the Reimbursement Account field won’t be affected by the actual items in the transaction; instead, the normal income accounts that were assigned to the items in the Item Information window will be affected.


Finding jobs

After you create a job and begin assigning transactions to it, you’ll probably want to view the job again in the future. Follow the steps below to find one of your MYOB Premier jobs.

  To find a job


To find a job

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

2.	All the jobs in your company appear in the scrolling list, along with summaries of their income, costs, expenses and net profit or loss.

3.	If you want to view more detailed information about a particular job, click the zoom arrow next to the job’s number in the scrolling list. The Edit Job window will appear, and you can view or change details about the job.

In the Edit Job window, you can also click the Reimburse button to open the Job Reimbursable Expenses window, which shows all the reimbursable expenses that have accumulated for the job.


Reviewing your job information

An important part of managing your job activity revolves around reviewing the data that you’ve entered for your jobs and understanding its effects on your overall financial picture. MYOB Premier contains a number of tools that allow you to review your job information so you can make better decisions about your business.

  To print lists that contain job-related information

  Analysing your job activity


To print lists that contain job-related information

A number of MYOB Premier reports are available for you to view your job activity. Use the Index to Reports window to print or display any of the following reports:

Job Activity (Detail)	Job Reimbursable Expenses
Job Activity (Summary)	Jobs (Budget Analysis)
Job Inquiry	Jobs List
Job Profit & Loss


Analysing your job activity

Understanding the “big picture” of your job activity will help you identify income trends, recognise possible cost overruns and anticipate your company’s future revenues. The Analyse Jobs window will help you perform this important task by providing lists of your job activity.

  To analyse your job activity


To analyse your job activity

1.	In any command centre, click the arrow next to the MYOB Analyst list and choose Jobs from the list that appears. The Analyse Jobs window will appear.

The percentage of completion for the job appears here. You can change this percentage for detail jobs, if you wish.

2.	In the Job Number field, enter or select the number of the job whose information you want to review.

Adjusted budgets, based upon the job’s percentage of completion, appear here.

The budgets you’ve entered for this job appear here.


Changing jobs and reimbursable expenses

Occasionally, you’ll find it necessary to make changes to specific job information, including the reimbursable expenses that are assigned to jobs. The instructions in this topic will help you make your changes so your records are updated properly.

  Changing job levels

  Changing the reimbursement status of an expense


Changing job levels

The list of jobs in the Jobs List window is arranged in a hierarchy much like the one you use in your MYOB Premier chart of accounts. Just as accounts are arranged in levels, jobs are organised by level - you can use up to four levels in your job organisation. Think of each Level 1 job as the master record for a job and the jobs at lower levels as details that need to be completed. For example, if your company remodels kitchens, a Level 1 job might be Jones Kitchen Remodeling and you might have lower-level jobs for removing cabinets, installing new cabinets, removing appliances and the like.

As with header and detail accounts, you can assign transactions only to detail jobs. The header jobs above them in the list display totals of income, cost, expenses and profit or loss for the detail jobs. A header job’s name and number appears in bold in the jobs list. Jobs are arranged in alphanumeric order.

Some things to keep in mind when you’re planning to change a job’s level:

If a detail job is moved up one level, all the detail jobs beneath it are also moved up one level automatically.

A detail job can be moved down a level only if there is a header job immediately before it at the same level or a detail job before it at a lower level.

A header job can’t be moved down a level if the move places it more than one level from the previous header in the list.

Because of their place in a job hierarchy, some jobs’ levels simply can’t be changed. If this is the case, you won’t be able to click the Up and Down buttons in the Jobs List window.

If you change a job’s number and the new job number moves that job into the hierarchy of a different Level 1 job, the linked customer for the job you changed will be changed to the linked customer that applies to the job’s new hierarchy. Any jobs at a lower level beneath the job you’re moving will move up one level.

  To change a job’s level


To change a job's level
To change a job’s level

1.	Locate the job in the Jobs List window.

2.	Click the job once to highlight it. If you want to move the job up one level, click it Up button at the bottom of the window. If you want to move the job down one level, click the Down button.


Changing the reimbursement status of expenses

The Job Reimbursable Expenses window displays all the reimbursable expenses assigned to individual jobs. This window is divided into two lists; one contains expenses that are reimbursed, and the other contains expenses that aren’t reimbursed yet. It’s possible that you might experience a situation where you want to move an expense from one of these lists to the other. To do this, follow these steps.

  To change the reimbursement status of an expense

  To change the transaction detail of a reimbursable expense


To change the reimbursement status of an expense

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

2.	All the jobs in your company appear in the scrolling list. Highlight the job whose expenses you want to change, then click Edit to open the Edit Jobs window.

3.	Click the Reimburse button to open the Job Reimbursable Expenses window, which shows all the reimbursable expenses that have accumulated for the job. Notice that the top of the window shows two tabs, labeled To Be Reimbursed and Reimbursed/Removed. When you click a tab, the transactions with the appropriate status fill the scrolling list.

4.	Find the expense whose status you want to change, then click the Remove column next to the item to mark it for removal from the list.

5.	Click the Remove From List button at the bottom of the window to move the expense to the other list in the window.

Keep in mind that when you click the Remove From List button, the expense is merely moved to a different list; it isn’t actually removed from your financial records. If you want to completely remove an expense from your records, see Removing jobs and reimbursable expenses.


To change the transaction detail of a reimbursable expense

Reimbursable expenses are transactions that can be changed just like any other transactions in the MYOB Premier system. If you want to change a reimbursable expense’s transaction detail, use the topics below that describe how to change the transaction you want to alter:

Changing purchases

Changing cheques

Changing paycheques

Remember, if your transactions are unchangeable, you’ll need to reverse an incorrect transaction and create an entirely new transaction to correct your records.


Inactivating jobs

All jobs are assigned an active status when you create them using MYOB Premier. By changing the status of a job to inactive, you can exclude the job from selection windows. If you have jobs that are pending, for example, inactivating them until the customer authorises you to begin work will remove these jobs from selection windows. Your list of jobs will be shorter, and selecting the job you need will be easier.

If a job is marked inactive, however, you still can use the job in transactions by manually entering the job name. You also can  return the status of the job to active so that it will appear again in the selection windows.

No matter what the status of a job - active or inactive - transactions recorded using the job will continue to affect all of your financial records.

  To inactivate (or re-activate) a job


To inactivate (or re-activate) a job

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

2.	Click the zoom arrow next to the name of the job you want to change. The Edit Job window appears, displaying the job you selected.

3.	Mark the Mark Job as Inactive option. (To return the job to active status, simply unmark this option.)


Removing jobs and reimbursable expenses

There may be times when you simply don’t need the record of a particular job’s activity anymore. When this is the case, you can quickly remove the effects of the job from your MYOB Premier records.

  To remove a job

  To remove a reimbursable expense transaction


To remove a job

1.	All reimbursable transactions assigned to the job must be removed from the To Be Reimbursed list in the Job Reimbursable Expenses window before you can remove the job from the MYOB Premier system. You can do this in one of two ways:

Simply change the status of all the job’s expenses to “Reimbursed.” Choose this method if you only want to remove the job - not all the transactions that are associated with it. See Changing the reimbursement status of expenses to learn how to change the reimbursement status of an expense.

Completely remove the expenses that appear in the To Be Reimbursed list of the Job Reimbursable Expenses window from your MYOB Premier records. Choose this method if you want to remove both the job and all transactions that are associated with it. See Removing jobs and reimbursable expenses to learn how to remove entire expense transactions.

Once all the transactions are removed from the To Be Reimbursed list of the Job Reimbursable Expenses window, you’re ready to remove the job.

2.	In the Jobs List window, highlight the job you want to remove and click Edit to open the Edit Job window.

3.	From the Edit menu at the top of your computer screen, choose Delete Job.


To remove a reimbursable expense transaction

Reimbursable expenses are transactions that can be removed just like any other transactions in the MYOB Premier system. If you want to completely remove a reimbursable expense from your records, use the instructions in this manual that describe how to remove the transaction:

Removing purchases

Reversing purchases

Removing cheques

Reversing cheques

Removing paycheques

Reversing paycheques


Procedures Guide Part 15 - Time Billing Activities

In MYOB Premier terms, the word activity is used to describe a task or service provided by your company for which you can track costs and bill customers on time billing invoices. An example of an activity might be tax consulting or traveling to a client's office. You also can create activities for tasks your company tracks time for, but doesn't include on time billing invoices, such as employee lunch breaks.

In the Inventory Command Centre, you can create MYOB Premier item records to represent the items your company sells on item invoices. Though time billing is handled a little differently, you might think of activities as the items of the Time Billing Command Centre. Using activity slips, you can keep records of the time your employees spend providing services. Then, you can bill your customers for that time on time billing invoices.

In this part:

  Creating activities

  Changing activities

  Inactivating activities

  Removing activities


Creating activities

To create an activity in MYOB Premier, you'll complete the steps below.

Checklist: How to create an activity

  Step 1: Create the activity of the type and status you need

  Step 2: Enter the activity's history (for chargeable activities only; optional)

  Step 3: Add the activity to your records


Step 1: Create the activity of the type and status you need

When you create an activity in the Activity Information window, you must choose the Type (hourly or non-hourly) and Status (chargeable or non-chargeable) that is appropriate for the way you want to use the activity in MYOB Premier. Read the following information about the four possible combinations carefully so you can make the correct selections when you create an activity.

Hourly/Chargeable  Many, if not all, of your activities will probably be of the type and status where you charge your customers a set price for a certain number of hours spent performing the activity. Even if you track the time you spend in units of 6 minutes, you'll still track time on an hourly basis.

For hourly activities, you can use the timer in the Enter Activity Slips window. If an activity is chargeable, you can include it on time billing invoices.

  To create an hourly, chargeable activity

Non-hourly/Chargeable  You may have activities that you measure in some other unit besides “hour.” For some activities, you may charge by the day or the mile. You wouldn't use the timer in the Enter Activity Slips window for non-hourly activities, but you'd still charge a set price for every unit on time billing invoices.

  To create a non-hourly, chargeable activity

Hourly/Non-chargeable  Activities also help you to track the time your company spends performing tasks or services you don't include on time billing invoices.  For example, even if you don't charge your customers for traveling to their offices, you may still want to track how much time your employees spend on the road. You can keep track of those expenses using hourly, non-chargeable activities.

  To create an hourly, non-chargeable activity

Non-hourly/Non-chargeable  There may be still other tasks or services performed by your company that you don't include on invoices for your customers and don't track on an hourly basis. For example, if you take a particular job to expand your expertise, you might not want charge the customer for the day of extra research the job requires. You can make a record of that day using an activity slip for a non-hourly, non-chargeable activity.

  To create a non-hourly, non-chargeable activity


To create an hourly, chargeable activity

1.	In the Time Billing Command Centre, click Activity List to open the Activity List window.

2.	Click the New button at the bottom of the window to open the Activity Information window.

3.	In the Activity ID field, enter a unique number for the new activity.

4.	Enter the name of the new activity in the Activity Name field.

5.	In the Type field, choose the Hourly selection.

6.	In the Status field, choose the Chargeable selection.

7.	In the Rate field, choose the rate you want to use for this activity on activity slips. The rate is the price you charge for one unit of this activity.

To use the rate you entered for each employee or vendor, choose the Use Employee Billing Rate selection. The rate that will appear for this activity on activity slips will be the rate you entered in the Time Billing Card Setup window for the employee or vendor card you choose for each activity slip.

To use the rate you entered for each customer, choose the Use Customer Billing Rate selection. The rate that will appear for this activity on activity slips will be the rate you entered in the Time Billing Card Setup window for the customer card you choose for each activity slip.

To assign a rate to the activity itself, choose the Use Activity Rate selection and then enter a rate in the Activity Rate field. The rate that will appear for this activity on activity slips will be the rate you entered in the Activity Rate field for this activity.

8.	Enter a description for the activity in the Description field. If you want the description, instead of the activity name, to appear on time billing invoices mark the Use Activity Description On Invoice selection.

9.	In the Income Account field, enter the number of the account you want to use for tracking the income you receive from this activity.

10.	The default entry in the Unit of Measurement field is Hour. You can change it, if you wish. If you track time for this activity in fractions of an hour, the unit of measurement should be Hour.

  Note: You can enter time in units other than whole hours

11.	At this point, you've entered the activity's profile. If you want to enter sales history for this activity, continue to Step 2: Enter the activity's history. Otherwise, continue to Step 3: Add the activity to your records.


Note: You can enter time in units other than whole hours

When you create activity slips, you can enter billing units for hourly activities in units other than whole hours. The For Time Billing, Enter Time In Special __ Minute Billing Units  selection in the Preferences window allows you to enter time billing units in smaller blocks of time. For example, if your company bills for time in 12-minute units, mark this selection and choose 12 from the list. Then, one time billing unit would equal 12 minutes. If one time billing unit equals 12 minutes, you'd enter 1.5 units on an activity slip to create a record for 18 minutes of time.

When you view information in time billing windows by hours/units, your entries will be displayed in the units you specify in the Preferences window. However, time billing invoices will display your billable units as whole hours. Therefore, your customer will know that you're billing for .6 hours of your time, even though your records show the same .6 hours as three 12 minute units.


To create a non-hourly, chargeable activity

1.	In the Time Billing Command Centre, click Activity List to open the Activity List window.

2.	Click the New button at the bottom of the window to open the Activity Information window.

3.	In the Activity ID field, enter a unique number for the new activity.

4.	Enter the name of the new activity in the Activity Name field.

5.	In the Type field, choose the Non-hourly selection.

6.	In the Status field, choose the Chargeable selection.

7.	Enter a description for the activity in the Description field. If you want the description to appear on time billing invoices instead of the activity name, mark the Use Activity Description On Invoice selection.

8.	In the Income Account field, enter the number of the account you want to use for tracking the income you receive from billing for this activity.

9.	Enter the unit by which you measure this activity. Some examples of non-hourly units of measure are Week and Mile.

10.	In the Activity Rate field, enter a rate for this activity. The rate is the price you charge for one unit of this activity. The rate you enter will appear for this activity on activity slips.

11.	At this point, you've entered the activity's profile. If you want to enter sales history for this activity, continue to Step 2 Enter the activity's history. Otherwise, continue to Step 3: Add the activity to your records.


To create an hourly, non-chargeable activity

1.	In the Time Billing Command Centre, click Activity List to open the Activity List window.

2.	Click the New button at the bottom of the window to open the Activity Information window.

3.	In the Activity ID field, enter a unique number for the new activity.

4.	Enter the name of the new activity in the Activity Name field.

5.	In the Type field, choose the Hourly selection.

6.	In the Status field, choose the Non-chargeable selection.

7.	Enter a description for the activity in the Description field.

8.	The default entry in the Unit of Measurement field is Hour. You can change it, if you wish. If you track time for this activity in fractions of an hour, the unit of measurement should be Hour.

  Note: You can enter time in units other than whole hours

9.	At this point, you've entered the activity's profile. Since you won't have sales history to enter for a non-chargeable activity, continue to Step 3: Add the activity to your records.


Note: You can enter time in units other than whole hours

When you create activity slips, you can enter billing units for hourly activities in units other than whole hours. The For Time Billing, Enter Time In Special __ Minute Billing Units  selection in the Preferences window allows you to enter time billing units in smaller blocks of time. For example, if your company bills for time in 12-minute units, mark this selection and choose 12 from the list. Then, one time billing unit would equal 12 minutes. If one time billing unit equals 12 minutes, you'd enter 1.5 units on an activity slip to create a record for 18 minutes of time.


To create a non-hourly, non-chargeable activity

1.	In the Time Billing Command Centre, click Activity List to open the Activity List window.

2.	Click the New button at the bottom of the window to open the Activity Information window.

3.	In the Activity ID field, enter a unique number for the new activity.

4.	Enter the name of the new activity in the Activity Name field.

5.	In the Type field, choose the Non-hourly selection.

6.	In the Status field, choose the Non-chargeable selection.

7.	Enter a description for the activity in the Description field.

8.	Enter the unit by which you measure this activity. Some examples of non-hourly units of measure are Week and Mile.

9.	At this point, you've entered the activity's profile. Since you won't have sales history to enter for an unchargeable activity, continue to Step 3: Add the activity to your records.


Step 2: Enter the activity's history (chargeable activities only; optional)

If you selected Chargeable in the Status field in the Activity Information window, you can track the sales history of your activity.

MYOB Premier automatically tracks sales figures for an activity on a monthly basis. MYOB Premier tracks the units sold, the total sales and the total cost of sales for an activity. Sales history is kept for the current fiscal year, the next fiscal year and the five previous fiscal years.

  To enter the activity's history


To enter the activity's history

You can enter historical sales amounts for the months that occurred before you began using MYOB Premier. To do this, follow these steps:

1.	Be sure the activity is displayed in the Activity Information window.

2.	Click the Activity History tab.

3.	Enter the unit sales, dollar sales, and cost of sales amounts for the months that occurred before you began using MYOB Premier in the table for the appropriate fiscal year. Use the zoom arrows in the upper right corner of the window to display the table for the correct fiscal year.

4.	When you've entered the activity's history, continue to Step 3: Add the activity to your records.

  Note:  Changing an activity's history may render sales totals inaccurate


Note: Changing an activity's history may render sales totals inaccurate

If you change an activity's history, keep in mind that the change you make may not accurately reflect your actual sales totals. If you make a change and then want to use the previous amount, MYOB Premier cannot automatically reconstruct the monthly totals.


Step 3: Add the activity to your records

Once you’ve entered the activity’s profile information and you’ve made a decision to enter history, you’re ready to add the activity to the MYOB Premier system.

Click the OK button to add the activity to your records and close the Activity Information window. The Activity List window will appear; the new activity will be displayed in the list.


Changing activities

Occasionally, you might need to make a change to an activity in your MYOB Premier records. You can make your changes easily using the Activity Information window.

Depending upon whether you’ve used an activity on an activity slip or invoice, you can change most of the information you originally set up for the activity. When you change an activity’s number or name, all the activity slips and invoices that were recorded using the activity’s previous number or name will change to reflect the new information you entered.

  To change an activity’s information


To change an activity's information

1.	In the Time Billing Command Centre, click Activity List to open the Activity List window.

2.	In the list that appears in the middle of the window, click the zoom arrow next to the activity whose information you want to change. The Activity Information window appears, displaying the Activity Profile tab. This tab contains basic information assigned to the item.

3.	Make the changes you want in the Activity Profile tab.

  Note: Some things might be unchangeable

4.	If you want to make changes to the activity’s history, click the Activity History tab.

5.	Make any changes to the unit sales, dollar sales, and cost of sales amounts for the appropriate fiscal year or years. Use the zoom arrows in the upper right corner of the window to display the table for the correct fiscal year.

  Note: Changing an activity’s history may render sales totals inaccurate

6.	When you’re finished making changes, click OK in the Activity Information window.


Note: Some things might be unchangeable

Depending upon what you’ve done with a particular activity, you might not be able to change some of its basic information. For example, if you’ve recorded activity slips for an activity, you won’t be able to change the status of the activity. If you want to change this selection, you’ll first need to remove the activity slips for the activity.


Inactivating activities

All time billing activities are assigned an active status when you create them using MYOB Premier. By changing the status of an activity to inactive, you can exclude the activity from selection windows. If you have activity records that you create for one-time projects, for example, inactivating them after their one-time use will remove them from selection windows. Your list of activities will be shorter, and selecting the activities you need will be easier.

If an activity is marked inactive, you still can use the activity in transactions by manually entering the activity name. You also can  return the status of the activity to active so that it will appear again in the selection windows.

No matter what the status of an activity - active or inactive - transactions recorded using the activity will continue to affect all of your financial records.

  To inactivate (or re-activate) an activity


To inactivate (or re-activate) an activity

1.	In the Time Billing Command Centre, click Activity List to open the Activity List window.

2.	Click the zoom arrow next to the name of the activity you want to change. The Activity Information window appears, displaying the activity you selected.

3.	Mark the Mark Activity as Inactive option. (To return the activity to active status, simply unmark this option.)


Removing activities

If you have an activity for which you haven’t entered any activity slips, you can quickly remove its record from the MYOB Premier system.

You can’t delete an activity until all the activity slips you’ve recorded for it have been purged. Once the activity slips are purged, you can remove the activity. (Click here to learn how to purge activity slips.)

  Idea: If you’re stuck with an unwanted activity

  To remove an activity


To remove an activity

1.	In the Time Billing Command Centre, click Activity List to open the Activity List window.

2.	In the list in the middle of the window, locate the activity you want to remove, then click the zoom arrow next to it. The Activity Information window appears, displaying the activity’s profile information.

3.	From the Edit menu, choose Delete Activity to remove the activity.


Idea: If you're stuck with an unwanted activity

If you purge only occasionally, such as once a year, you may be stuck with an unwanted activity for the rest of the year. If you’d like to get the activity out of your way, change its name and ID number to something like “ZZZ-Delete” to move it to the end of your activity list.


Procedures Guide Part 16 - Activity Slips

Activity slips are the principal records of the Time Billing Command Centre. Activity slips provide a record of the activities your company has performed for your customers. Activity slips are used in the preparation of time billing invoices. Information from your activity slips also is the basis of many time billing reports.

In this part:

  Creating activity slips

  Creating multiple activity slips

  Reviewing activity slips

  Changing activity slips

  Removing activity slips

  Tracking work in progress on your balance sheet


Creating activity slips

Activity slips provide a record of the activities your company has performed for your customers. When you’ve performed an activity, you can bill your customer for your time using time billing invoices; you’ll use activity slip records to prepare the line items on those invoices. The information on activity slips is used on many time billing reports. Activity slips also are useful for tracking your employees’ time. You should create an activity slip every time your company performs an activity.

To create an activity slip, complete the steps below. This section explains the creation of an activity slip in the Single Slip Entry View of the Enter Activity Slips window. In Single Slip Entry view, you can record the most detail possible. If you record many activity slips and want to record several at once, or if you require a little less detail on your activity slips, see Creating multiple activity slips.

Checklist: How to create an activity slip

  Step 1: Enter cards and an activity

  Step 2: Enter the actual units worked

  Step 3: Enter a job and notes (optional)

  Step 4: Enter adjustments and billing information (optional)

  Step 5: Add the activity slip to your records


Step 1: Enter cards and an activity

When you create an activity slip, you can enter two cards. The first card is for the employee or vendor who actually performed the activity for your company. The other card is the customer for whom your company performed the activity. If you’re creating an activity slip for a chargeable activity, you must enter both cards.

  To enter cards and an activity


To enter cards and an activity

1.	In the Time Billing Command Centre, choose Enter Activity Slips. The Enter Activity Slips window appears.

2.	Be sure the Single Slip Entry tab is selected. A date appears in the Date field and a number for the activity slip appears in the Slip ID field. You can change these entries, if you wish.

3.	In the Employee field, enter the name of the employee who performed the activity. You also can click the search icon and choose the card from the list that appears. If your company used the services of a vendor to perform the activity, enter a vendor card in this field. If you enter a vendor card, the Employee field becomes the Vendor field.

4.	In the Customer field, enter the name of the customer for whom you performed the activity. You also can click the search icon and choose the card from the list that appears.

5.	In the Activity field, enter the ID number of the activity your company performed. You also can click the search icon and choose the activity from the window that appears.

6.	If you entered a chargeable activity in step 5, the Rate field appears. A rate should appear in the field automatically. The rate is what you charge your customers for one hour or billing unit of the activity. If you wish to bill the customer at a rate other than the one shown, enter that rate in the Rate field.

You can set up separate billing rates for activities, for employees and vendors and for customers. You can indicate which rate you want  to use for an activity in the Activity Information window.

If you didn’t assign a rate to the activity or the cards you entered on this activity slip, no rate appears in the Rate field. The amount you want to charge your customer for one hour or billing unit of the activity.


Step 2: Enter the actual units worked

The actual units you enter on an activity slip are the hours or billing units you spent performing the activity. When you enter a chargeable activity on an activity slip, the unit of measurement you entered for the activity appears next to the Rate field.

If you want to record the actual units but bill your customers for a different number of units, you can make adjustments before you bill your customers using other fields in the Enter Activity Slips window. See Step 4: Enter adjustments and billing information for more information about making adjustments.

If you’re creating an activity slip for an hourly activity and you can leave the Enter Activity Slips window open while you perform the activity, you can clock your elapsed time using the timer in the Enter Activity Slips window. Using your elapsed time, MYOB Premier can calculate actual units and enter them automatically on the activity slip.

  To enter actual units

  To enter actual units using the timer

  To reset the timer


To enter actual units

For an hourly activity  In the Actual Units field, enter the number of hours you spent performing the activity. You can enter fractional amounts in this field: for example, enter 1.5 if you performed 1½ units of work.

  Note: You can enter actual time in units other than whole hours

For a non-hourly activity  In the Actual Units field, enter the number of billing units you spent performing the activity. You can enter decimals in this field. Your non-hourly units might be “day” or “week.” You can enter an activity’s unit of measurement in the Activity Information window.


Note: You can enter actual time in units other than whole hours

If your company tracks billable time in special units of 1 minute, 6, 10, 12, 15 or 30 minutes, you can enter your time in those units in the Enter Activity Slips window. For example, if you track your billable time in 6-minute units, to create an activity slip for an hour of your time you’d enter 10 in the Actual Units field. You can set up your units for hourly activities using the Preferences window.

1.	Choose Preferences from Setup menu to open the Preferences window. Click the System tab.

2.	Mark the For Time Billing, Enter Time In Special __ Minute Billing Units selection and choose the unit of time you want to use from the list.

3.	Click OK.

Any activity slips you’ve previously entered with whole hour billing units won’t be affected by this change. You may want to change the unit of measurement for your hourly activities in the Activity Information window to suggest your new billing unit. However, don’t change the Type for your activities from Hourly to Non-hourly, because your billing unit is still based upon an hour.


To enter actual units using the timer

The timer is displayed on activity slips for hourly activities only.

1.	Click the Start button. If you haven’t entered a start time in the Start Time field, your computer’s current system time appears in the Start Time field and the timer begins ticking in the Elapsed Time field. The Start button becomes the Stop button.

If you’ve entered a start time that is before the current system time, the difference will be added to the elapsed time measured by the timer. For example, if you entered 8:00 a.m. in the Start Time field and then clicked the Start button at 9:00 a.m., 1:00:00 will be displayed in the Elapsed Time field and the time calculated by the timer will be added to that amount.

2.	Leave the Enter Activity Slips window open to allow the timer to progress in the Elapsed Time field as you perform the activity.

3.	When you’ve completed the activity or if you want to pause the timer, click the Stop button. The timer stops ticking and the current system time appears in the Stop Time field. The elapsed time is entered automatically in the Actual Units field. The Stop button becomes the Start button.

You can edit the start and stop times, if you want. The entries in the Actual Units and Elapsed Time fields will be updated automatically.

  Note: You can round your timer entries in the Actual Units field automatically

4.	If you want to resume timing an activity, click the Start button again. The entries in the Actual Units and Stop Time fields will be cleared. The timer will continue ticking, starting from your current elapsed time.

5.	Follow steps 3 and 4 until you’ve finished timing the activity.


Note: You can round your timer entries in the Actual Units field automatically

If you want to round your elapsed time automatically before it’s entered in the Actual Units field, you can specify how you want to round the time in the Preferences window. Follow these steps to round your elapsed time:

1.	Choose Preferences from the Setup menu to open the Preferences window.

2.	Click the System tab.

3.	Mark the Round Timer-Calculated Time selection.

4.	Choose to round Up To Next, Down To Previous or To Nearest, then enter the increment. For example, if you want to round the actual time you clock using the timer up to the next minute, choose Up To the Next and enter 1 in the field. That way, if you clock 21 minutes and 32 seconds of an activity, 22 minutes will be entered automatically in the Actual Units field.

5.	Click OK.


To reset the timer

Click the Clear button at any time to set the elapsed time to 0:00:00 and clear the Start Time, Stop Time and Actual Units fields.


Step 3: Enter a job and notes (optional)

If you’re creating an activity slip for a chargeable activity, you can allocate the activity slip to a job. You can also enter notes for the activity slip. If you create time billing invoices using the Prepare Time Billing Invoice window, you can print activity slip notes on invoices.

  To enter a job and notes


To enter a job and notes

1.	In the Job field, enter the number of the job to which the activity slip should be allocated. You can also click the search icon and choose the job from the list that appears.

The Job field is available only if you’re creating an activity slip for a chargeable activity.

2.	Enter any notes about the activity slip in the Notes field.


Step 4: Enter adjustments and billing information (optional)

You can enter adjustment and billing information for an activity slip in the fields on the right side of the Enter Activity Slips window (Single Slip Entry view). The Adjustment fields are useful if you want to bill your customer for a different number of hours or units than the number you entered in the Actual Units field. If you’ve already billed the customer on an invoice, even partially, you can enter the amount in the Already Billed fields.

Both columns show the same information, but in different terms. Entries in the left column are in hours or billing units. Entries in the right column, which appear only for chargeable activities, appear as dollar amounts. If you have no adjustments or previously billed amounts to enter, continue to Step 5: Add the activity slip to your records.

  To enter an adjustment

  To enter an amount you've already billed


To enter an adjustment

Be sure you’ve entered actual units for the activity slip in the Actual Units field. If the activity slip is for a chargeable activity, be sure you’ve entered a rate in the Rate field. You can change the billable units and amount for the activity slip by entering adjustment units or an adjustment amount in the Adjustment fields.

For example, assume that you’re creating an activity slip for 12 hours of a chargeable activity at a rate of $24 per hour. Assume also that you want to bill your customer for two more hours when you create a time billing invoice for this activity slip. When you enter the adjustment, the columns on right side of the window might show the following entries:

Units fields:  The Units field on the left displays 12.00, the same number you entered in the Actual Units field. Since this activity slip is for a chargeable activity, the Units field on the right displays $288, the actual units expressed as a dollar amount based upon the rate of $24 per hour you entered in the Rate field.

Adjustment fields:  You'll enter your adjustment of two hours in one of the Adjustment fields. You can enter 2 in the left Adjustment field. Based upon the rate you entered, the adjustment will appear automatically as a dollar amount ($48) in the right Adjustment field.

If you prefer, you can enter the adjustment as $48 in the right Adjustment field. The adjustment will appear automatically as 2 (hours) in the left Adjustment field.

Billable fields:  The adjustment you entered in the Adjustments fields is added to the entries in the Units fields and displayed in the Billable fields. In this example, the left field would display 14.00 and the right field would display $336.00.

Left to Bill fields:  These fields display the units and amount for which you still have to bill the customer. In this example, the left field would display 14.00 and the right field would display $336.00.

You can enter adjustment units or amounts as negative numbers if you want to indicate fewer hours or a lesser amount. On activity slips for non-chargeable activities, you can enter adjustment units only. However, adjustments you enter on activity slips for non-chargeable activities are for your information only, since non-chargeable activities can’t be included on time billing invoices.


To enter an amount you've already billed

You’ll rarely have to enter an amount you’ve already billed when you’re creating a new activity slip, but you can enter units or an amount for which you’ve already billed the customer in the Already Billed fields. Your entry will be subtracted from the Billable units and amount. The total units and amount that haven’t been billed yet appear in the Left To Bill fields.

For example, assume that you’re creating an activity slip for 12 hours of a chargeable activity at a rate of $24 per hour. Assume also that you want to bill your customer for two more hours when you create a time billing invoice for this activity slip and that you’ve already billed your customer for $100 when you create an activity slip. If you entered the adjustment of two hours already, you only have to enter the amount you've already billed. When you enter the amount, the columns on right side of the window might show the following entries:

Units fields:  The Units field on the left displays 12.00, the same number you entered in the Actual Units field. Since this activity slip is for a chargeable activity, the Units field on the right displays $288, the actual units expressed as a dollar amount based upon the rate of $24 per hour you entered in the Rate field.

Adjustment fields:  You entered your adjustment of two hours in one of the Adjustment fields. It appears as 2 in the left Adjustment field $48 in the right Adjustment field.

Billable fields:  The adjustment you entered in the Adjustments fields is added to the entries in the Units fields and displayed in the Billable fields. In this example, the left field would display 14.00 and the right field would display $336.00.

Already Billed fields:  Enter the $100 you've already billed the customer in the right Already Billed field. The amount will appear automatically in the left field, expressed as a number of units. In this example, 4.17 will appear automatically in the left Already Billed field.

If you prefer, you can enter the units you've already billed as 4.17 in the left Already Billed field. The units will appear automatically as $100 in the right Already Billed field.

Left to Bill fields:  These fields display the units and amount for which you still have to bill the customer. The units and amount you've already billed are subtracted from the units and amount in the Billable fields and displayed in the Left to Bill fields. In this example, the left field would display 9.83 and the right field would display $236.00.

  Note: Entries in the Already Billed fields are recorded in the activity slip only

If you’re viewing an activity slip you’ve previously created in the Enter Activity Slips window and you’ve created a time billing invoice for the activity slip, the amount you entered on the invoice will appear in the Already Billed fields.


Note: Entries in the Already Billed fields are recorded in the activity slip only

In MYOB Premier, "billing” for an activity slip means recording a time billing invoice for the activity slip. If you enter units or an amount in the Already Billed fields of the Enter Activity Slips window, the amount won’t appear in the Sales journal or in the activity’s history.


Step 5: Add the activity slip to your records

When you’ve entered all the information on an activity slip, you’re ready to add it to your MYOB Premier records. When you record an activity slip, it will appear on reports. If you entered a chargeable activity on the activity slip, it will be available for billing using Prepare Time Billing Invoice window.

To add the activity slip to your records, click OK in the Enter Activity Slips window:

  Note: You can record an activity slip by changing views


Note: You can record an activity slip by changing views

If you click the Multiple Slip Entry tab while creating an activity slip and you’ve entered the minimum required information in Single Slip Entry view, the activity slip will be recorded before the new tab is displayed.


Creating multiple activity slips

Activity slips provide a record of the activities your company has performed for your customers. When you’ve performed an activity, you can bill your customer for your time using time billing invoices; you’ll use activity slip records to prepare the line items on those invoices. The information on activity slips is used on many time billing reports. Activity slips also are useful for tracking your employees’ time. You should create an activity slip every time your company performs an activity.

You can create activity slips in the Enter Activity Slips window. This section explains how to create multiple activity slip entries in the Multiple Slip Entry view of this window. In Multiple Slip Entry view, one line in the list represents one activity slip. Though this view allows you to enter a little less detail on the activity slip, you can still view any activity slip in Single Slip Entry view and enter more detail at a later time. See Creating activity slips for detailed information about creating activity slips in the Single Slip Entry view of the Enter Activity Slips window.

  To create multiple activity slips


To create multiple activity slips

1.	In the Time Billing Command Centre, choose Enter Activity Slips. The Enter Activity Slip window appears.

2.	Click the Multiple Slip Entry tab.

3.	In the Employee field, enter the name of the employee who performed the activities you want to include on these activity slips. You also can click the search icon and choose the employees’ name from the list that appears. If you’re creating activity slips for activities performed by a vendor, you can enter a vendor card in this field.

If you’ve entered activity slips for the card you enter, they appear in the list. Each line in the list represents one activity slip.

4.	On the first blank line, enter the date of the next activity slip you want to create in the Date field.

5.	In the Customer Field, enter the name of the customer for whom your company performed the activity. If you’re creating an activity slip for a chargeable activity, you must enter a customer card.

6.	In the Activity field, enter the ID number of the activity your company performed. If the insertion point is in the Activity field, you can press the TAB key and select the activity from the list that appears.

7.	In the Units field, enter the number of hours or units of the activity your company performed.

8.	In the Rate field, a rate should appear if you’ve entered a chargeable activity. The rate is the amount you charge for one hour or one unit of the activity. You can change the rate that appears, or enter a rate, if none is displayed.

9.	In the Notes field, enter any notes you want to record on the activity slip.

10.	In the Job field, enter the number of a job to which you want to allocate the activity slip.

11.	Press the TAB key to record the activity slip and move the insertion point to the next line, where you can begin creating a new activity slip for the employee (or vendor) you entered in the Employee (or Vendor) field.

  Note: Activity slips are recorded as you create them

12.	Follow steps 4 through 11 for each activity slip you want to create.

13.	When you’ve entered all the activity slips you want to create, click Cancel to close the window.


Note: Activity slips are recorded as you create them

In the Multiple Slip Entry view of the Enter Activity Slips window, an activity slip is recorded when you press the TAB key to move the insertion point to the next line. When a zoom arrow appears in the Date field of an activity slip in the list, it is considered recorded. If you enter a new activity slip and click Cancel after you’ve advanced to the next line in the list, the activity slip won’t be removed. For more information about removing activity slips, see Removing activity slips.

If you’ve entered the minimum required information on an activity slip, but haven’t moved to the next line in the list, you can record the activity slip by clicking Record or by clicking the Single Slip Entry tab.


Reviewing activity slips

If you record many activity slips, it’s likely that you’ll want to review your activity slip information at some point. The View Activity Log window allows you to locate and review information about the activity slips you’ve recorded. You can view activity slips recorded within a specific date range for the employee or vendor you select.

  To review summary activity slip information


To review summary activity slip information

1.	In the Time Billing Command Centre, choose Activity Log. The View Activity Log window appears.

2.	In the Employee field, enter the name of the employee whose activity slips you want to review. You also can click the search icon and choose the employee’s card from the list that appears. If you want to review activity slips for a vendor, enter the vendor’s card.

3.	In the Dated From/To fields, enter the date range for which you want to review activity slip information. A list of activity slips for the card and date range you entered appears. The list shows summary information for each activity slip.

4.	Use the Diary View tab to view the "who, what and when" information for the activity slips. This view includes the activity, customer, units and notes. Click the Detail View tab to view billing information for each activity slip. Billing information in the Detail View tab is displayed in hours or units.

5.	To view an activity slip in the Enter Activity Slips window, highlight it and then click Edit.


Changing activity slips

Occasionally, you may find it necessary to change an activity slip. If you enter activity slips in the Multiple Slip Entry view of the Enter Activity Slips window, you may want to go back and enter more detail for an activity slip at a later time, as well.

Use the following instructions to make changes to activity slips you’ve previously recorded. Be mindful of the effects of changes to activity slips on other areas of your recordkeeping. If you change an activity slip after you’ve billed for it using a time billing invoice, your changes won’t be reflected in the Sales Journal.

  To change a single activity slip

 To change multiple activity slips or add detail to an activity slip


To change a single activity slip

1.	In the Time Billing Command Centre, choose Activity Log. The View Activity Log window appears.

2.	In the Employee field, enter the name of the employee whose activity slip you want to change. You also can click the search icon and choose the employee’s card from the list that appears. If you want to change an activity slip for a vendor, enter the vendor’s card.

3.	In the Dated From/To fields, enter the date range during which the activity slip you want to change was recorded. A list of activity slips for the card and date range you entered appears.

4.	Highlight the activity slip you want to change and then click Edit. The activity slip is displayed in the Single Slip Entry view of the Enter Activity Slips window.

5.	Make any changes you want on the activity slip and click OK.

  Note: You can’t change the employee assigned to an activity slip


Note: You can't change the employee assigned to an activity slip

If you want to change the employee assigned to an activity slip, you must remove the activity slip and then create a new activity slip with the correct employee. For information about removing activity slips, see Removing activity slips. For information about creating activity slips, see Creating activity slips.


To change multiple activity slips or add detail to an activity slip

Use these instructions to change activity slips you entered in the Multiple Slip Entry view of the Enter Activity Slips window.

1.	In the Time Billing Command Centre, choose Enter Activity Slips. The Enter Activity Slips window appears.

2.	Click the Multiple Slip Entry tab.

3.	In the Employee field, enter the name of the employee whose activity slip you want to change. You also can click the search icon and choose the employee’s card from the list that appears. If you want to change an activity slip for a vendor, enter the vendor’s card. All the activity slips you’ve created for the card you enter appear in the list.

4.	Enter any changes you want to make to any activity slip in the list. To record your changes, click Record.

5.	If you want to enter more details about an activity slip, click the zoom arrow in the Date field for that activity slip. The activity slip is displayed in the Single Slip Entry view.

6.	Enter or change any information you want on the activity slip in Single Slip Entry view.

7.	When you’ve finished entering detail and changes in the Single Slip Entry view, click the Multiple Slip Entry tab to record your entries and return to the list of activity slips in the Multiple Slip Entry view.

8.	When you’ve finished making changes to the activity slips in the Multiple Slip Entry view, click Cancel to close the Enter Activity Slips window.


Removing activity slips

Follow the steps in this section to remove an activity slip from your records.

Note: You can’t remove an activity slip for which you’ve already billed

If you’ve already billed for an activity slip, partially or in full, you can’t delete it. You won’t be able to remove the activity slip until you’ve purged the time billing invoice on which it was billed. For information about purging invoices, see Purging information that's no longer needed.

  To remove an activity slip


To remove an activity slip

1.	In the Time Billing Command Centre, choose Activity Log. The View Activity Log window appears.

2.	In the Employee field, enter the name of the employee whose activity slip you want to remove. You also can click the search icon and choose the employee’s card from the list that appears. If you want to remove an activity slip for a vendor, enter the vendor’s card.

3.	In the Dated From/To fields, enter the date range during which the activity slip you want to remove was recorded. A list of activity slips for the card and date range you entered appears.

4.	Highlight the activity slip you want to remove.

5.	Choose Delete Activity Slip from the Edit menu.


Tracking work in progress on your balance sheet

Work you’ve done for your clients that you haven’t billed yet is called “work in progress.” In MYOB Premier, work in progress is represented by activity slips for chargeable activities you haven’t yet included on time billing invoices. Any activity slip that doesn’t have $0.00 or 0 units left to bill is considered work in progress. When you bill your clients on time billing invoices, your accounting records will reflect the sales transactions for the activities you’ve performed. However from an accounting perspective, even if you haven’t billed your clients yet, once activity slips are recorded, your clients owe you money.

Activity slips are MYOB Premier’s records of work in progress, but they don’t reflect the value of your work in progress automatically. Accounting entries are assigned to your linked accounts automatically when activity slips are billed on a time billing invoice. If your work in progress routinely represents a significant amount of money, you should consider adjusting your accounting records to reflect it.

Follow the instructions in this section to adjust your books to show the value of your work in progress.

  To adjust your books to reflect work in progress


To adjust your books to reflect work in progress

1.	Create two new accounts in your chart of accounts.  Create an income account called “Work in Progress - Income,” and an asset account called “Work in Progress - Accrued.”  See Creating accounts for more information about creating accounts.

2.	At the end of every month, print an Activity Slip [Activity Summary] report.  Using report filters, be sure to include all activities on the report and enter the dates of the first and last day of the current month in the Dated From and To fields. See Printing, displaying and saving reports for more information about printing reports.

When you print the report with this information, the total in the Left to Bill column is your month-end work in progress amount.

3.	Create a general journal entry to enter the value of this month’s work in progress in your books in the following manner:

a.	Enter the date of the last day of the current month in the Date field.

b.	Enter the month-end work in progress amount from the report you printed in step 2 as a credit to the Work in Progress - Income account.

c.	On the next line, balance the transaction by entering the same amount as a debit to the Work in Progress - Accrued account.

d.	Record the transaction.

See Making General Journal entries for more information about creating general journal entries.

  Hint: Save the general journal entry as a recurring transaction

4.	At the end of the next month, create another general journal entry to reverse the first one in the following manner:

a.	Enter the date of the first day of the current month in the Date field. For example, if you entered 31/5/98 in the Date field in step 3, you’d enter 1/6/98.

b.	Enter the month-end work in progress amount from the report you printed in step 2 as a debit to the Work in Progress - Income account.

c.	On the next line, balance the transaction by entering the same amount as a credit to the Work in Progress - Accrued account.

d.	Record the transaction.

  Hint: Save the general journal entry as a recurring transaction

This general journal entry prepares your books for the entry of the value of the new month’s work in progress.

5.	Follow steps 2 through 4 every month. Your books will show the value of your work in progress.

  Note: How these entries affect your books


Note: How these entries affect your books

The first entry (in step 3 above), made at the end of the current month, increases your income on your profit & loss statement and increases the value of your assets on your balance sheet to reflect the month-end value of your work in progress.

The second entry (in step 4 above), made at the beginning of the next month, reverses the first entry and prepares your accounts for the next month-end work in progress entry.  If you don’t enter a reversing general journal entry for the previous month, your financial reports won’t reflect the correct value of your work in progress.


Hint: Save the general journal entry as a recurring transaction

Save the general journal entry as a recurring entry called “WIP, Monthly Entry.” Then, you can use it every month to enter the value of your work in progress. You’ll have to change only the amounts before you record it.


Hint: Save the general journal entry as a recurring transaction

Save the general journal entry as a recurring entry called “WIP, Reversing Entry.” Then, you can use it every month before you enter the value of your work in progress for the new month. You’ll have to change only the amounts before you record it.


Procedures Guide Part 17 - Items

In MYOB Premier terms, the word item is used to describe:

A physical unit that your company may buy, sell or store.  Such an item can also be built using other items; if it is, it’s known in MYOB Premier terms as a finished item. Such an item can also be one of the building blocks for a finished item; if it is, it’s known as a component.

One of your company’s services that you’d like to include on item invoices. Such an item is often referred to as a service item.

In accounting terms, your company’s items should usually be considered current assets.

In this part:

  Creating items

  Changing items

  Inactivating items

  Removing items


Creating items

To create an item in MYOB Premier, you’ll complete the steps below.

Checklist: How to create an item

  Step 1: Create the type of item record you need

  Step 2: Add the item to your records

  Step 3: Enter the item’s opening quantity and value


Step 1: Create the type of item record you need

You can create many types of item records. Read the following information carefully, so you’re sure you’re creating the item record you need.

To create a record for:	When would I use this type of record?
	An item you buy, sell and store	Many, if not all, of your items in stock are probably items that you buy from vendors and sell to customers.
	An item you buy and sell, but don’t store in inventory	Your company might have some items that aren’t stored in actual inventory, but you buy and sell the items nevertheless. You also might have some items whose inventory quantities you don’t need to track.
	An item you buy for office use only	There are probably some items, such as pencils, in your company that you buy for office use only you don’t sell or track quantities. Unless you keep meticulous records of your office supplies, you probably don’t track the exact number of pencils you have in inventory.
	An item you build from other items	If your company manufactures, combines or assembles items using other physical items you store in your company’s inventory, you can specify which items - or components, in MYOB Premier terms - you use to build the items. The term used to describe an item built from components is finished item.
	An item you use only to build other items	Before you create a finished item, you’ll need to create the components that are used to build the finished item.
	A record for a service item	If your business provides various services, you can create item records for each service, and then enter the “service items” on item invoices. This is particularly helpful if you bill your customers for both physical items and services; using this strategy, you can include all your billable costs on the same invoice.
	A record for an item that serves a special purpose on an invoice or purchase order	If you want to include a blank line between line items on an item invoice or purchase order, you can set up a special “item” to give you the space you need.
	A “placeholder item” to track reimbursable job expenses on item invoices	You can create a special “placeholder item” for tracking reimbursable job expenses on your item invoices. If you purchase items and supplies that you don’t keep in inventory to complete your jobs and then pass their costs on to your customers, you can represent the costs of these expenses on item invoices using a placeholder item.
	An item whose information you copy from another item	If you want to create an item similar to one you’ve already created, you can simply copy the original item’s information into the new item record. All information from the first item record will be copied to the new item record except the item number, item name, item description, vendor item number, auto-build information and item history information.


To create an item you buy, sell and store

 	Enter the item’s name, number and linked accounts

 	Enter buying details for the item

 	Enter selling details for the item

 	Enter restocking information for the item (optional)

 	Enter pricing matrix information for the item (optional)

 	Enter the item’s history (optional)

 	Enter additional details and custom information about the item (optional)


To create an item you buy and sell, but don't store in inventory

 	Enter the item’s name, number and linked accounts

 	Enter buying details for the item

 	Enter selling details for the item

 	Enter restocking information for the item (optional)

 	Enter pricing matrix information for the item (optional)

 	Enter the item’s history (optional)

 	Enter additional details and custom item information (optional)


To create an item you buy for office use only

 	Enter the item’s name, number and linked accounts

 	Enter buying details for the item

 	Enter the item’s history (optional)

 	Enter custom item information (optional)


To create an item you build from other items

 	Enter the item’s name, number and linked accounts

 	If you sell the item, enter its selling details

 	Enter auto-build information for the item

 	Enter restocking information for the item (optional)

 	If you sell the item, enter pricing matrix information for the item (optional)

 	If you sell the item, enter the item’s sales history (optional)

 	Enter custom item information (optional)


To create an item you use only to build other items

 	Enter the item’s name, number and linked accounts

 	Enter buying details for the item

 	Enter restocking information for the item (optional)

 	Enter the item’s history (optional)

 	Enter custom item information (optional)


To create a record for a service item

 	Enter the item’s name, number and linked accounts

 	Enter selling details for the item

 	Enter pricing matrix information for the item (optional)

 	Enter the item’s history (optional)

 	Enter custom item information (optional)


To enter an item's name, number and linked accounts

Use these instructions for items you buy, sell and store.

1.	In the Inventory Command Centre, click Items List to open the Items List window.

2.	Click the New button at the bottom of the window to open the Item Information window.

3.	In the Item Number field of the Item Profile tab, enter a unique number to assign to the new item. You can use numbers, letters and symbols in the item number.

  Idea: Organise your items into groups

4.	Enter the name of the new item in the Name field.

5.	Mark the three boxes labeled I Buy This Item, I Sell This Item and I Inventory This Item.

As you mark these boxes, you’ll notice that other fields automatically appear at the right.

  Idea: Don’t feel pressured to inventory every item

6.	In the Cost of Sales Account field, enter the account number you want to use to track the costs associated with selling this item.

Many businesses also use a single account to track the cost of sales associated with selling all their physical items. If you’d like to do this, be sure you enter the same account number in this field for every item you record in the MYOB Premier system.

7.	In the Income Account for Tracking Sales field, enter the account number you want to use to track the income you receive from the sale of this item.

Many businesses also use a single account to track the income they receive from all their physical items. If you’d like to do this, be sure you enter the same account number in this field for every item you record in the MYOB Premier system.

8.	In The Asset Account for Item Inventory field, enter the number of the account you want to use to track the total value of this item.

Many businesses use a single account to track the value of all their physical items. If you’d like to do this, be sure you enter the same account number in this field for every item you record in the MYOB Premier system.

9.	If you don’t require any further information about this item you can click OK to save the item record. However, we suggest that you enter buying details and selling details for this item because this information will help you enter transactions more efficiently.


To enter buying details for an item

If you haven’t done so already, display the item record for which you want to enter buying details in the Item Information window and click the Buying Details tab.

1.	In the Buying Unit of Measure field, enter the item’s buying unit of measure - that is, the quantity in which this item is packaged when you purchase it.

Some typical units of measure are Each, Pair, Case, Gross, Hour and Day. For example, assume one of your items is a set of stereo speakers that’s always purchased in pairs; this item could be assigned a unit of measure of Pair. Then, if you purchased four speaker sets, you’d purchase four pairs of speakers, or eight speakers. These descriptions can be printed on purchase orders.

2.	If you inventory this item, enter the number of units that make up the unit of measure you entered in step 2 in the Number of Items per Buying Unit field. For example, if you entered “Pair” in step 1, enter 1 in this field to indicate that a pair is made up of two units. (If you purchase four pair of speakers, then you’d actually be purchasing eight speakers.)

3.	If you pay sales tax when you purchase the item, mark the I Pay Sales Tax When I Buy This Item selection.

When you mark this selection, the item will automatically be assigned sales tax when you enter it as a line item in the Purchases window.


To enter selling details for an item

If you haven’t done so already, display the item record for which you want to enter selling details in the Item Information window and click the Selling Details tab.

1.	In the Selling Price field, enter the price at which you usually sell one selling unit of measure of this item.

The selling price is the normal price for one selling unit on an item invoice. For example, if you sell cans of soda in cases, enter the price of one case of soda.

2.	In the Selling Unit of Measure field, enter the item’s selling unit of measure - that is, the quantity in which this item is packaged when you sell it.

Some typical units of measure include Each, Pair, Case, Gross, Hour and Day. For example, assume one of your items is a set of stereo speakers that’s always sold in pairs; this item could be assigned the selling unit of measure of Pair. These descriptions are printed on invoices.

3.	If you inventory this item, enter the number of units that make up the unit of measure you entered in the Number of Items per Selling Unit field in step 2. For example, if you entered “Pair” in step 2, enter 2 in this field to indicate that a pair is made up of two units.

4.	If you collect sales tax when you sell the item, mark the I Collect Sales Tax When I Sell This Item selection.

When you mark this selection, the item will automatically be assigned sales tax when you enter it as a line item in the Sales window unless you’ve indicated that the customer buying the item is tax exempt.

   Note: Remember to set up your sales tax codes


To set up the item's restocking information

You can set up your item record so MYOB Premier keeps track of your quantity on hand and reminds you automatically in the To Do List when you’re running low on stock. You can then use the To Do List to automatically create a purchase order to buy the item. If the item is a finished item, or one you build using other items, you can use the To Do List to increase the item’s quantity by automatically building more of the item.

   Note: Even if you don’t inventory this item, it’s still a good idea to enter restocking information

If you haven’t done so already, display the item record for which you want to enter restocking information in the Item Information window.

1.	Click the Buying Details tab.

2.	Enter restocking information for the item in the lower section of the window. For more information about what to enter in the restocking information fields, refer to Buying Details tab of the Item Information window in your Online Reference Guide.

   Note: The primary vendor’s item number, not your item number, is set up to print on item purchase orders


Note: Even if you don't inventory this item, it's still a good idea to enter restocking information

If you create a pending item invoice for an item that you don’t inventory, you’ll be reminded to order the item in the Stock Alert tab in the To Do List window. If you’ve entered restocking information for the item, you can prepare a purchase order for the item automatically using the To Do List window.


Note: The primary vendor's item number, not your item number, is set up to print on item purchase orders

MYOB Premier item purchase orders are currently set up so your vendors’ item numbers appear on the purchase orders you print using MYOB Premier. If you use a different system for numbering your items than your vendor uses, this might seem confusing to you when you first print your purchase orders. If you wish to change the way your item purchase orders print - in other words, if you want to print your own item numbers on the purchase orders - you’ll need to customise the MYOB Premier item purchase order form. To do this, see Printing your item numbers on an item purchase order


To enter pricing matrix information for an item (optional)

If you set different selling prices for different types of customers and for sales of greater quantities of an item, you can set up a pricing matrix for the item using the Item Information window. When you create an item invoice that includes the item, the selling price that appears automatically on the invoice reflects the item’s pricing matrix for the quantity you’ve entered on the invoice, as well as for the pricing level of the customer card you’ve entered.

Here are some facts about the MYOB Premier pricing matrix:

You can set a price for each type of customer or at each pricing level.

You can set an item’s selling prices for up to six pricing levels.

The default labels for pricing levels are “A” through “F,” but you can label your pricing levels in any way you like using the Custom Field and List Names window.

You can assign a pricing level to each of your customer cards using the Credit Terms window.

You can set a selling price at each level that you’ll charge for the same item bought in larger quantities, and you can specify those quantities.

You can copy a pricing matrix that you’ve entered for another item into the item record you’re creating.

Before you can enter pricing matrix information for an item, you must enter its selling details using the top part of the Selling Details tab.

  To enter pricing matrix information for this item

  To copy pricing matrix information from another item record


To enter pricing matrix information for this item

If you haven’t done so already, display the item for which you want to enter pricing matrix information in the Item Information window and click the Selling Details tab.

1.	The Base Selling Price you entered for this item in the upper section of the Selling Details tab appears in the Quantity over 0.00 field at Level A. In the remaining fields (Levels B through F or whatever you’ve labeled them), in the Quantity over 0.00 column, enter the selling price for this item in quantities over 0.00. Make an entry for each pricing level you want to use.

2.	If you wish to enter an additional set of prices that apply to sales in greater quantities, enter the prices in the Over field directly to the right of the Quantity Over 0.00 field. First, enter the quantity of this item over which you want to set a different selling price. For example, if you set a different selling price for sales of this item in quantities greater than 25, enter 25 in this field.

If you want to set different prices for greater quantities of items, enter the quantities in the remaining Over fields. The quantities you enter in each field must be greater than the quantities you entered in the Over field directly to the left. As you make entries in the Over fields, additional pricing fields will appear.

3.	In each column for which you’ve entered a quantity in the Over field, enter a selling price for every pricing level you’re maintaining.

Note: To make use of the pricing matrix information when entering sales transactions, be sure to assign a pricing level to each of your customer cards using the Credit Terms window.


To copy pricing matrix information from another item record

If you haven’t done so already, display the item for which you want to copy pricing matrix information in the Item Information window and click the Selling Details tab.

1.	Click the Copy button. The Select From List window appears.

2.	Select the item whose pricing matrix you want to copy and then click Use Item.

Note:	To make use of the pricing matrix information when entering sales transactions, be sure to assign a pricing level to each of your customer cards in the Credit Terms window.


To enter the item's history (optional)

You can enter historical sales and purchase amounts for up to 5 years that occurred before you began using MYOB Premier. To do this, follow these steps:

1.	Be sure the item is displayed in the Item Information window.

2.	Click the Item History tab.

3.	Click the zoom arrows at the top right corner of the Item History tab to display the fiscal year for which you want to enter item history.

4.	If you buy this item, enter the quantity you purchased and the amount you paid for that quantity for each month in the selected fiscal year.

5.	If you sell this item, enter the quantity you sold, your sales total in a dollar amount and cost of sales amount for each month.

6.	Repeat steps 3 through 5 for each fiscal year whose item history you want to enter. You can enter an item’s history up to the current month of your current fiscal year.

   Note: How an item’s sales history accumulates


Note: How an item's sales history accumulates

If you change an item’s sales history in this window, keep in mind that the change you make may not accurately reflect your actual sales totals. Use care when making changes to the amounts displayed in this window. If you make a change and then want to use the previous amount, MYOB Premier cannot automatically reconstruct the monthly totals.


To enter additional details and custom information about an item (optional)

1.	Be sure the item is displayed in the Item Information window.

2.	Click the Item Details tab.

Use the instructions in this topic to enter details and custom information.

Enter a description

Enter a description of the item in the Description field. If you sell this item and want the description to appear on invoices, mark the Use Item Description on Invoice selection.

Display a picture of the item (or change the picture you display)

1.	Double-click the picture field. The Picture Information window appears.

2.	Click the Link button. Using the dialog box that appears, locate the bitmap file (Windows) or PICT file (Macintosh) you want to display for this item and then click OK.

3.	Click OK in the Picture Information window.

Note: Graphic files aren’t stored in your data file. They’re stored in the Graphics folder in the directory where your data file is located. If the graphic you link to an item in the Picture Information window is not already located in the Graphics folder, a copy of the graphic file you select is placed in the Graphics folder. If you move your data file, you must move the Graphics folder to the same location if you want to display graphics in the Item Information window.

Remove an item’s link to a picture

1.	Double-click the picture field. The Picture Information window appears.

2.	Click the Unlink button.

3.	Click OK in the Picture Information window.

Note: This procedure removes the link between the item record and the graphic only. The graphic file remains in the Graphics folder, which is located in the same directory as your MYOB Premier data file. If you haven’t linked the graphic to any other item records, you may want to delete the graphic file. For information about deleting files, refer to the documentation for your computer’s operating system.

Custom fields and lists

1.	If you use custom lists to track additional information about your items, click the search icon next to the list you want to use. The Select From List window appears.

2.	Choose your entry and then click Use Entry.

Click here for more information about using custom fields and lists.


To enter an item's name, number and linked accounts

Use these instructions for items you buy and sell, but don’t store in inventory

1.	In the Inventory Command Centre, click Items List to open the Items List window.

2.	Click the New button at the bottom of the window to open the Item Information window. The Item Profile tab should be displayed.

3.	In the Item Number field, enter a unique number to assign to the new item. You can use numbers, letters and symbols in the item number.

4.	Enter the name of the new item in the Name field.

5.	Mark the two boxes labeled I Buy This Item and I Sell This Item.

As you mark these boxes, you’ll notice that other fields automatically appear at the right.

6.	In the Expense Account for Tracking Costs field, enter the account number you want to use to track the costs associated with purchasing this item.

Many businesses use a single account to track the cost associated with purchasing all their physical items. If you’d like to do this, be sure you enter the same account number in this field for every item you buy and sell.

7.	In the Income Account for Tracking Sales field, enter the account number you want to use to track the income you receive from the sale of this item.

Many businesses use a single account to track the income they receive from all their physical items. If you’d like to do this, be sure you enter the same account number in this field for every item you buy and sell.

8.	If you don’t require any further information about this item, you can click OK to save the item record. However, we suggest that you enter buying details and selling details for this item, this information will help you enter transactions more efficiently.


To enter an item's name, number and linked accounts

Use these instructions for items you buy, but don’t sell or store in inventory

1.	In the Inventory Command Centre, click Items List to open the Items List window.

2.	Click the New button at the bottom of the window to open the Item Information window. The Item Profile tab should be displayed.

3.	In the Item Number field of the Item Profile tab, enter a unique number to assign to the new item. You can use numbers, letters and symbols in the item number.

4.	Enter the name of the new item in the Name field.

5.	Mark the box labeled I Buy This Item.

When you mark this box, you’ll notice that another field automatically appears at the right.

6.	In the Expense Account for Tracking Costs field, enter the account number you want to use to track the costs associated with purchasing this item.

You might want to consider using an expense account called Office Expenses for this type of item, so you can easily track your office expenses.

7.	If you don’t require any further information about this item you can click OK to save the item record. However, we suggest that you enter buying details for this item because this information will help you enter transactions more efficiently.


To enter an item's name, number and linked accounts

Use these instructions for items you build from other items

1.	Create records for all the components used to create the finished item first. Click here to learn how to create components.

2.	In the Inventory Command Centre, click Items List to open the Items List window.

3.	Click the New button at the bottom of the window to open the Item Information window. The Item Profile tab should be displayed.

4.	In the Item Number field, enter a unique number to assign to the new item. You can use numbers, letters and symbols in the item number.

5.	Enter the name of the new item in the Name field.

6.	Mark the box labeled I Inventory This Item. If you also sell the item after it’s built, also mark the box labeled I Sell This Item.

As you mark these boxes, you’ll notice that other fields automatically appear at the right.

7.	In The Asset Account for Item Inventory field, enter the number of the account you want to use to track the total value of this item.

Many businesses use a single account to track the value of all their physical items. If you’d like to do this, be sure you enter the same account number in this field for every item you record in the MYOB Premier system.

8.	If you marked the I Sell This Item box, use the Income Account for Tracking Sales field to enter the account number that will be used to track the income you receive from the sale of this item.

Many businesses use a single account to track the income they receive from all their physical items. If you’d like to do this, be sure you enter the same account number in this field for every item you record in the MYOB Premier system.


To enter auto-build information for an item

If this item is composed of other physical items you store in your company’s inventory, you can specify which items - or components, in MYOB Premier terms - you use to create this item. Once you’ve specified this auto-build information, you can use the Auto-Build Inventory window to automatically create, or build, the item in your MYOB Premier records. (See Auto-building items to learn about using the Auto-Build Inventory window.)

In MYOB Premier terms, an item that is built using components is called a finished item.

To enter auto-build information for the item, follow these steps:

1.	Be sure the item is displayed in the Item Information window. Click the Auto-Build tab.

2.	Click the Edit List button to open the Auto-Build Info window.

3.	Enter all the components that are used to build the finished item. Then, click OK to record the item’s auto-build information and close the Auto-Build Info window.


To enter an item's name, number, and linked accounts

Use these instructions for items you use only to build other items

1.	In the Inventory Command Centre, click Items List to open the Items List window.

2.	Click the New button at the bottom of the window to open the Item Information window. The Item Profile tab should be displayed.

3.	In the Item Number field, enter a unique number to assign to the new item. You can use numbers, letters and symbols in the item number.

4.	Enter the name of the new item in the Name field.

5.	Mark the two boxes labeled I Buy This Item and I Inventory This Item.

As you mark these boxes, you’ll notice that other fields automatically appear at the right.

6.	In The Asset Account for Item Inventory field, enter the number of the account that will be used to track the total value of this item.

Many businesses use a single account to track the value of all their physical items. If you’d like to do this, be sure you enter the same account number in this field for every item you record in the MYOB Premier system.


To enter an item's name, number and linked accounts

Use these instructions for service items. You can use service items to include services on item invoices.

1.	In the Inventory Command Centre, click Items List to open the Items List window.

2.	Click the New button at the bottom of the window to open the Item Information window. The Item Profile tab should be selected.

3.	In the Item Number field, enter a unique number to assign to the new item. You can use numbers, letters and symbols in the item number.

4.	Enter the name of the new item in the Name field.

5.	Mark the I Sell This Item box.

When you mark this box, you’ll notice that another field automatically appears at the right.

6.	In the Income Account for Tracking Sales field, enter the account number you want to use to track the income you receive from the sale of this item.

Many businesses use a single account to track the income they receive from sales. If you’d like to do this, be sure you enter the same account number in this field for every item you record in the MYOB Premier system.


To create a record for an item that serves a special purpose on an invoice or purchase order

Use these instructions to create an item used to create a space on your printed forms.

1.	In the Inventory Command Centre, click Items List to open the Items List window.

2.	Click the New button at the bottom of the window to open the Item Information window. The Item Profile tab should be displayed.

3.	In the Item Number field, enter a unique number to assign to the new item, using a backslash (\) as the first character of the item’s number.

The backslash character indicates that the item number will not appear on printed forms. (The item number, will, however, appear on reports.)

4.	Enter the name of the new item in the Name field.

5.	Mark the two boxes labeled I Buy This Item and I Sell This Item. (Although you won’t actually buy or sell this item, you need to mark these boxes so the item can appear on purchase orders and invoices.)

6.	In the Expense Account for Tracking Costs field, enter the number of any expense account. (You won’t be using this account to actually track any dollar amounts, so it doesn’t matter which account you use.)

7.	In the Income Account for Tracking Sales field, enter the number of any income account. (Again, you won’t be using this account to actually track any dollar amounts, so it doesn’t matter which account you use.)

8.	In the Buying Details tab, make sure all fields are blank and that the I Pay Sales Tax When I Buy This Item selection is unmarked.

9.	In the Selling Details tab, make sure all fields are blank and that the I Collect Sales Tax When I Sell This Item selection is unmarked.

10.	You’ve made all the entries you need to make to this item, so you can skip the other steps in the process of creating an item. Click the OK button to add the item to your records.

11.	To put the new item on an item invoice or purchase order, see To create a blank line between line items (item invoices) or To create a blank line between line items (item purchase orders).


To create a placeholder item

Use these instructions to create a generic item used to track non-inventory item jobs expenses on item invoices.

1.	In the Inventory Command Centre, click Items List, then click New to open the Item Information window.

2.	When you create the item, enter an item number and name in the Item Profile tab (we suggest you give the item a name and number of "Job Item" so the purpose of the item is easy for you to remember).

3.	Mark only the I Sell This Item selection - leave the I Buy This Item and the I Inventory This Item selections blank. Don’t make any entries in any of the other tabs in this window.

4.	Leave the remainder of the fields and selections in all the other tabs of the Item Information window blank (or as blank as you can), then click the OK button to add the item to your records.

You can now use the placeholder item to track your reimbursable job expenses on item invoices.


To create an item whose information you copy from another item

1.	In the Inventory Command Centre, click Items List to open the Items List window.

2.	Click the New button at the bottom of the window to open the Item Information window. The Item Profile tab should be displayed.

3.	In the Item Number field, enter a unique number to assign to the new item. You can use numbers, letters and symbols in the item number.

4.	Enter the name of the new item in the Name field.

5.	Be sure that the I Buy This Item, I Sell This Item, and I Inventory This Item selections are unmarked.

6.	Click the Copy From button. A message appears to inform you that any information you’ve entered will be replaced when you copy information from another item. This doesn’t apply to the name and number you’ve entered. (If you’ve entered an item description, vendor item number, auto-build information or history information, these entries also will be protected if you copy another item’s information.) Click OK. The Select From List window appears.

7.	Select the item whose information you want to copy into your new item record and click Use Item.


Idea: Organise your items into groups

If you want to organise items into groups, you can do so by incorporating identifiers when assigning item numbers. If you construct your item numbers with additional letters or characters, when reporting on items, you can use the wild card characters to select a desired sub-group of items.

For example, if you have two warehouse locations - Adelaide and Sydney - append a location identifier to the end of every item number. Item number 12324-AD could be used for an item in Adelaide and 12324-SY could identify the same item in Sydney. When you want to print a report with items from Adelaide only, a search for *-AD would allow you to report on only those items in Adelaide. (The process of using an asterisk to limit the information on a report is called wildcarding. Wildcarding is described in more detail in To use wildcards to filter reports.)


Idea: Don't feel pressured to inventory every item
Idea: Don’t feel pressured to inventory every item

When you mark the I Inventory This Item selection, you’re merely indicating that you want to track the item’s quantities, not its overall value. If you don’t need to track an item’s actual quantities, you don’t need to mark the I Inventory This Item selection; the item’s value will be tracked because you’ve marked the I Buy This Item and I Sell This Item selections.

If you choose not to mark the I Inventory This Item selection, see To create a record for an item you buy and sell, but don’t store in inventory to learn how to create an item whose quantities you don’t want to track.


Note: Remember to set up your sales tax codes

See Creating sales tax codes if you haven’t already set up your sales tax codes.


Warning: Sales history uses a lot of hard disk space

Sales history figures use considerable disk space. If you don’t need to track sales for this item, be sure the Track Sales History selection isn’t marked.


Step 2: Add the item to your records

Once you’ve entered all the information you need for the type of item you’re creating, you’re ready to add the item to the MYOB Premier system.

1.	Be sure the item is displayed in the Item Information window.

2.	Click the OK button to add the item to your records and close the Item Information window. The Items List window will appear; the new item will be displayed in the list.


Step 3: Enter the item's opening quantity and value
Step 3: Enter the item’s opening quantity and value

Now that the item is part of your MYOB Premier system, you’ll indicate how many items you have in stock and how much the item is worth.

  Idea: Enter all your items before proceeding

1.	If you don’t already know the actual quantity of your items, find that quantity at this time.

2.	In the Inventory Command Centre, click Count Inventory to open the Count Inventory window.

  Idea: Use the Inventory Count Sheet

3.	In the Count Inventory window, notice that all the items you entered in the Item Information window are displayed. For all your new items, 0 (zero) is displayed in the On Hand column at this time because MYOB Premier has no record of quantities for any of those items yet.

4.	Enter the actual quantities of your items in the Counted column. The difference between the On Hand and Counted columns will automatically appear in the Difference column.

5.	When you’re finished making entries in the Counted column, click Adjust Inventory. The Adjustment Information window appears.

6.	Most businesses track the total value of their inventory with a single account, called their main inventory asset account. Typically, this account is assigned to each of your physical items.

If you know the number of your company’s main inventory asset account, enter that number in the Default Adjustment Account field of the Adjustment Information window now, then continue to step 7.

If you don’t know the number of your company’s main inventory asset account, click the Cancel button in the Adjustment Information window, then display any of your physical item records in the Item Information window. In the Asset Account For Item Inventory field, you’ll see the number of your company’s main inventory asset account. Write this number down, return to the Adjustment Information window and enter the account number in the Default Adjustment Account field.

7.	Click Continue in the Adjustment Information window. Another Adjustment Information window appears, subtitled “Opening Balance Check.” This window informs you that MYOB Premier has noticed that some of your on-hand inventory quantities are zero. Click the Opening Balances button.

8.	If you’ve previously set up items in MYOB Premier, skip to step 9.

If you’ve never set up any items in MYOB Premier before this time, another “Opening Balance Check” window will appear, informing you that MYOB Premier has noticed that the balance of your inventory asset account is zero. Click the Adjust Balances button.

9.	The Inventory Adjustments window appears, showing an line item for each item whose opening quantity you entered in the Count Inventory window. The line items show each item’s number, name and quantity, as well as the inventory asset account number.

  Warning: Don’t change the Account column!

10.	Next, you’ll enter the opening total values for each item. You have two choices for how you want to do this:

In the Unit Cost column, you can enter the cost of a single buying unit of measure for the item

In the Amount column, you can enter the total value of the item (the item’s total value is the total cost of all the item’s units)

When you make an entry in either column, the column in which you didn’t make an entry will change to reflect the entry you did make.

  Warning: Enter costs, not selling prices

11.	When you’re finished entering values for each item, click Record to assign the new quantities and values to the items.


Idea: Enter all your items before proceeding

At this point, you’ve created a single item record. If you plan to add many item records to the MYOB Premier system - for example, if you’re setting up your company for the first time - we suggest that you follow Steps 1 and 2 again for each item that you plan to set up. Then, when you’re finished entering all your item records, proceed with this step.


Idea: Use the Inventory Count Sheet

If you’re working with many items, consider printing an Inventory Count Sheet report, which you can use to help you count your actual items. To print and use this report, follow these steps:

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

2.	Click the Inventory tab, then highlight Inventory Count Sheet in the list in the middle of the window.

3.	Click the Filters button to open the Report Filters window for the Inventory Count Sheet.

4.	Be sure the Sort by Number selection is marked, then click OK.

5.	In the Index to Reports window, click the Print button to begin printing the report.

6.	After the report is finished printing, count your actual quantities of inventory items and write down those quantities on the report. You might also want to write down the unit cost of each item, as well; this will help speed your setup of the items later in this procedure.


Warning: Don't change the Account column!
Warning: Don’t change the Account column!

Be sure you leave the entry in the Account column unchanged. This account shows the total inventory value of your items; if you change the account number here, you won’t be able to track your total inventory value with a single account.


Warning: Enter costs, not selling prices

Remember to enter the amounts these items cost you, not how much you’re selling them for.


Changing items

Occasionally, you might need to make a change to an item in your MYOB Premier records. You can make your changes easily using windows in the Inventory Command Centre.

  Changing basic item information

  Changing the price of many items at one time


Changing basic item information

Depending upon whether you’ve used an item in a transaction, you can change most of the basic information you originally set up for the item. When you change an item’s number or name, all the information that was recorded using the item’s previous number or name will change to reflect the new information you entered.

  Idea: If you want to update selling prices of many items

  To change an item’s basic information


Idea: If you want to update selling prices of many items

If you want to update the selling prices of many items, you don’t need to make changes to individual item records. Instead, you can use the Set Item Prices window. See To change the price of many items at one time to learn how to update the selling prices of many items at once.


To change an item's basic information
To change an item’s basic information

1.	In the Inventory Command Centre, click Items List to open the Items List window.

2.	In the list in the middle of the window, click the zoom arrow next to the item whose information you want to change. The Item Information window appears, displaying the basic information assigned to the item.

3.	Make the changes you want in any tab of the Item Information window.

   Note: Some things might be unchangeable

4.	When you’re finished making changes, click OK in the Item Information window.


Note: Some things might be unchangeable

Depending upon what you’ve done with a particular item, you might not be able to change some of its basic information. For example, if you’ve recorded sales or purchases with an item, you won’t be able to unmark the I Buy This Item, I Sell This Item or I Inventory This Item selections in the Item Profile tab. If you want to change these selections, you’ll first need to remove the transactions that the item is assigned to.


Changing the price of many items at one time

You can quickly change the selling prices of many - or all - of the items that you sell using the Set Item Prices window. You can also use the Pricing Shortcuts window to update multiple item prices at the same time, based on a percentage or other type of change.

   Note: Prices can be changed when you make a sale

  To change the price of many items at one time

  To change the price of many items at one time using pricing shortcuts


Note: Prices can be changed when you make a sale

Remember that the prices you assign to items can be changed on individual invoices, if you need to make a change at the time of a sale. When you change an item’s price on a sale, you change the amount for that sale only.


To change the price of many items at one time

1.	In the Inventory Command Centre, click Set Item Prices to open the Set Item Prices window. All the items you sell appear in the list with their average or last cost and current prices.

2.	There are two ways of changing your items’ prices:

You can change an item’s price that’s displayed in the Current Price column.

You can use MYOB Premier’s pricing shortcuts to update your items’ prices in a different way. See To change the price of many items at one time using pricing shortcuts to learn how to use pricing shortcuts.

3.	When you’re finished changing item prices, click OK in the Set Item Prices window.


To change the price of many items at one time using pricing shortcuts

You can use pricing shortcuts to update the prices of multiple items at one time. It’s a great way to re-price your items to reflect changing costs or to prepare for a sale.

   Note: You can’t use pricing shortcuts for items with a cost of $0.00

1.	In the Inventory Command Centre, click Set Item Prices to open the Set Item Prices. All the items you sell appear in the list with their average or last cost and current prices.

2.	Mark the Shortcut column next to the items whose prices you want to update. If you want to update the prices of all your items, you can leave the Shortcut column blank.

3.	Click the Shortcuts button to open the Pricing Shortcuts window. In this window, you can make as many entries as you want to change your items’ selling prices. You can also leave fields in this window blank, if you want. Refer to Pricing Shortcuts window in your Online Reference Guide for information about making entries in this window.

4.	If you want to update the prices of only the items you marked in step 2, click Update X Items Only to update only those items. If you want to update all your items’ prices, click Update All Items.


Note: You can't use pricing shortcuts for items with a cost of $0.00
Note: You can’t use pricing shortcuts for items with a cost of $0.00

If an item in the Set Item Prices window has a cost of $0.00, its selling price can’t be updated using the Pricing Shortcuts window. These items must be updated manually because there is no cost basis that can be used to calculate an updated price.


Inactivating items

All items are assigned an active status when you create them using MYOB Premier. By changing the status of an item to inactive, you can exclude the item from selection windows. If you have item records that you create for a one-time sale or purchase, for example, inactivating them after their one-time use will remove them from selection windows. Your list of items will be shorter, and selecting the items you need will be easier.

If an item is marked inactive, you still can use the card in transactions by manually entering the card name. You also can  return the status of the item to active so that it will appear again in the selection windows.

No matter what the status of an item - active or inactive - transactions recorded using the item will continue to affect all of your financial records.

  To inactivate (or re-activate) an item


To inactivate (or re-activate) an item

1.	In the Inventory Command Centre, click Items List to open the Items List window.

2.	Click the zoom arrow next to the name of the item you want to change. The Item Information window appears, displaying the item you selected.

3.	Mark the Mark Item as Inactive option. (To return the item to active status, simply unmark this option.)


Removing items

If you have an item that has no quantities or inventory value and hasn’t been assigned to any invoices or purchase orders, you can quickly remove its record from the MYOB Premier system.

You can’t delete an item until all open, closed and pending invoices and purchase orders that use the item are purged. We suggest that you purge your sales and purchases regularly; once the sales and purchases are purged, you can then remove the item. (See Purging information that’s no longer needed to learn how to purge sales and purchases.)

You also can’t delete an item that has a current quantity or value. To remove an item’s quantity and value, create an inventory adjustment with negative quantities and values to “zero out” an item’s quantity and value. (See Making inventory adjustments to learn how to create inventory adjustments.)

  Idea: If you’re stuck with an unwanted item

  To remove an item


Idea: If you're stuck with an unwanted item
Idea: If you’re stuck with an unwanted item

If you purge only occasionally, such as once a year, you may be stuck with an unwanted item for the rest of the year. If you’d like to get the item out of your way, change its name and number to something like “ZZZ-Delete” to move it to the end of your items list.


To remove an item

1.	In the Inventory Command Centre, click Items List to open the Items List window.

2.	In the list in the middle of the window, click the zoom arrow next to the item you want to remove. The Item Information window appears, displaying the basic information assigned to the item.

3.	From the Edit menu, choose Delete Inventory Item to remove the item.


Procedures Guide Part 18 - Inventory Adjustments

Most businesses probably won’t need to use MYOB Premier’s inventory adjustments feature very often. If you set up your items properly and you record item invoices and item purchase orders accurately and promptly, your MYOB Premier records should match your actual quantities and values.

Occasionally, however, situations will occur when you need to adjust your items’ quantities, unit costs and total values in MYOB Premier. When this is the case, it’s important that you make your adjustments carefully so your records remain accurate. This part describes how to quickly adjust your inventory.

In this part:

  Making inventory adjustments

  Counting inventory

  Adjusting item quantities and unit costs

  Adjusting item total values and unit costs

  Finding inventory adjustments

  Changing inventory adjustments

  Removing and reversing inventory adjustments


Making inventory adjustments

To make an inventory adjustment in MYOB Premier, you’ll complete the steps below.

Checklist: How to make an inventory adjustment

  Step 1: Determine the type of inventory adjustment you need

  Step 2: Identify the inventory adjustment

  Step 3: Enter the details of the inventory adjustment

  Step 4: Choose what you want to do with the transaction


Step 1: Determine the type of  inventory adjustment you need

This step will help you decide which instructions in this part you should use to make your inventory adjustments.

If an item’s actual inventory quantity is lower than your MYOB Premier records indicate due to unexplained loss or theft, you should enter a typical inventory adjustment. For instructions about this situation, continue on to Step 2: Identify the inventory adjustment.

If an item’s actual inventory quantity is lower than your MYOB Premier records indicate because you’ve conducted sales without entering MYOB Premier item invoices, you should enter a typical inventory adjustment. For instructions about this situation, continue on to Step 2: Identify the inventory adjustment.

If an item’s actual inventory quantity is higher than your MYOB Premier records indicate because you’ve made purchases without entering MYOB Premier item purchase orders, you should enter a typical inventory adjustment. For instructions about this situation, continue on to Step 2: Identify the inventory adjustment.

If the actual inventory quantities of many of your items are different than your MYOB Premier records indicate, you can use the Count Inventory window, which will help you quickly update the quantities of many items at once. For instructions about using the Count Inventory window, continue on to Counting inventory items.

If an item’s actual inventory quantity is different than your MYOB Premier records indicate, but the value of your main inventory asset account is correct in MYOB Premier, you should enter an inventory adjustment that changes the item’s quantity and unit cost in MYOB Premier. For instructions about this situation, continue on to Adjusting item quantities and unit costs.

If an item’s actual inventory quantity matches your MYOB Premier records, but the value of your main inventory asset account and the item’s total value is incorrect, you should enter an inventory adjustment that changes the item’s total value and unit cost. For instructions about this situation, continue on to Adjusting item total values and unit costs.

If an item’s actual inventory quantity matches your MYOB Premier records and the value of your main inventory asset account is correct in MYOB Premier, but the unit cost of an item is incorrect, you should enter an inventory adjustment that changes the item’s total value and unit cost. For instructions about this situation, continue on to Adjusting item total values and unit costs.

The remaining steps in this topic how to enter a typical inventory adjustment.


Step 2: Identify the inventory adjustment

1.	Choose the Inventory Command Centre, then click Inventory Adjustments to open the Inventory Adjustments window.

When you open the window, you’ll notice that the Inventory Journal number and transaction date will be filled in for you automatically. These entries - called default entries in MYOB Premier - can be changed if necessary, but in most instances, you’ll probably want to keep the default entries.

2.	To describe the transaction, enter a comment in the Memo field. Your comment should be short but descriptive, so you can differentiate the transaction from other, similar transactions. For example, you might enter “Adjustment for July” or “February Purchases Adjustments.”


Step 3: Enter the details of the inventory adjustment

1.	Enter the item’s number in the Item Number column of the first line item in the scrolling list. The name of the item will be displayed automatically in the Name column, and the average cost per unit is displayed in the Unit Cost column.

2.	In the Quantity column, enter the quantity by which you want your inventory to be adjusted.

Keep in mind that you should enter an adjustment in this field only; in other words, enter the quantity by which your inventory has changed, not the actual quantity of your inventory. For example, if your actual quantity is 100 items, but your MYOB Premier records show that your quantity is 125 items, enter a quantity of -25 in the Quantity column.

3.	When you made your entry in the Quantity column, an amount appeared automatically in the Amount column. This amount is calculated by multiplying the entries in the Quantity and Unit Cost columns.

Since you’re making a typical inventory adjustment, in which you want the item’s unit cost to remain unchanged, leave the default entries in the Unit Cost and Amount columns as they are.

  Warning: Typical inventory adjustments affect total inventory values

4.	The entry you’ll make in the Account field depends upon the type of adjustment you’re making. Here are a few typical situations; choose the option that most closely matches your situation:

  Warning: Be very careful choosing the account to enter in the Account column!

Option A:  If the items were lost or stolen  Enter the account you usually use to track loss. In this situation, most businesses use an expense account called “Shrinkage,” or a similar name, to track this type of loss.

Option B:  If you didn’t record an item invoice when you sold the item  Enter the account you usually use to track the cost of sales for this item. If you’re not sure what this account is, display this item in the Item Information window, then check the Cost of Sales Account field; the entry in that field is the account you should enter in the Account column.

Option C:  If you didn’t record an item purchase order when you purchased the item  If you used MYOB Premier to write a cheque for the purchase, use the same expense account that you used when you wrote the cheque to buy the item. See Finding cheques to learn how to find a cheque you’ve written in MYOB Premier.

Option D:  If you’re fixing an error you made when you entered your original item count when you set up MYOB Premier  If you made a mistake when you first entered your item information into MYOB Premier, use this item’s inventory asset account. If you’re not sure what this account is, display this item in the Item Information window, then check the Asset Account for Item Inventory field; the entry in that field is the account you should enter in the Account column.

5.	If you want to assign the inventory adjustment to a particular job, enter the job’s number in the Job column.

6.	If you need to make adjustments for several items, create separate line items for each adjustment.


Warning: Typical inventory adjustments affect total inventory values

Keep in mind that when you make a typical inventory adjustment like this one, you will affect the item’s total inventory value. The total inventory value is calculated by multiplying the total quantity of the item by the item’s average unit cost; therefore, when you adjust the quantity, you also adjust the total inventory value of the item.


Warning: Be very careful choosing the account to enter in the Account column!

If you choose Option A, B or C in the list below, keep in mind that the item’s inventory asset account’s value will change when you record this transaction. This is probably the most common entry to make in this type of inventory adjustment.

If you choose Option D, however, the inventory asset account’s value will not change. In most cases, you will want the value of the inventory asset account to change, so be very sure you want to the account’s value to remain the same before you enter that account in the Account column.


Step 4: Choose what you want to do with the transaction

When you’ve finished making inventory adjustments, you’re ready to record the transaction.

  To see how the transaction will affect your financial records

  To record the transaction


To see how the transaction will affect your financial records

Choose Recap Transaction from the Edit menu to view the accounting entries that will be made to your financial records when you record the inventory adjustment.


To record the transaction

To record the inventory adjustment, click the Record button.


Counting inventory items

Once in a while, you may experience discrepancies between the actual quantity of items you have in stock and your MYOB Premier records of those quantities. When such a situation exists for many items, it can take a great deal of time to enter individual inventory adjustments for each discrepancy.

Fortunately, however, MYOB Premier’s Count Inventory window will speed the process of updating the quantities of many items for you. By using this window, you can quickly create one inventory adjustment for all the items whose quantities you need to change. These topics describe how to use the Count Inventory window.

  Warning: If you’re setting up an item or many items at this time

  To count your inventory items


Warning: If you're setting up an item or many items at this time
Warning: If you’re setting up an item or many items at this time

If you’re setting up an item at this time, the procedure for recording your items’ initial quantities and values in MYOB Premier is slightly different than what is described in this procedure. See Entering the item's opening quantity and value to learn how to enter an item’s opening quantities and values.


To count your inventory items

1.	Be sure to record any inventory transfers before counting your inventory. Otherwise, missing inventory that was really used to build another item will be accounted for as an expense, such as loss or shrinkage. To learn more about inventory transfers, see Making inventory transfers.

2.	Click Count Inventory in the Inventory Command Centre to open the Count Inventory window. A few of the features of the Count Inventory window are displayed in the following illustration.

3.	Count the actual items in your inventory and enter their actual quantities in the Counted column.

4.	When you’re finished making entries in the Counted column, click Adjust Inventory. The Adjustment Information window appears.

5.	Each inventory adjustment you make must be allocated to a specific account so your accounting records accurately reflect the reasons why your inventory needed adjusting. For example, many businesses use one account - often called “Shrinkage” - to track natural loss or theft of their items.

In the Adjustment Information window, you have the opportunity to specify one account - a default allocation account - with which you can track the adjustments you entered in the Count Inventory window. If you choose to enter an account in this window, the inventory adjustment transaction that will be created in the next step will use this default allocation account to track every adjustment you entered in step 3.

Keep in mind that you don’t need to enter a default allocation account in the Adjustment Information window, however. If it’s necessary for you to use different accounts to track the adjustments you made in step 3, you’ll get the chance to enter those accounts in the next step.

When you’re finished in the Adjustment Information window, click Continue.

6.	The Inventory Adjustments window appears. A line item for each adjustment you entered in the Count Inventory window in step 3 is displayed.

Take a look at the Account column in the scrolling list. If you entered a default allocation account for the transaction in step 5, that account appears in the Account column for each line item. If you didn’t enter a default allocation account for the transaction in step 5, enter the accounts you want to use to track each item’s change in quantity.

  Warning: If the line items aren’t correct

7.	Click Record to record the inventory adjustment and update your inventory quantities.


Warning: If the line items aren't correct
Warning: If the line items aren’t correct

If you notice that the amounts in the Unit Cost or Amount columns aren’t correct, don’t make changes to that information at this time. Finish this procedure, then see Adjusting item total values and unit costs .


Adjusting item quantities and unit costs

If your MYOB Premier record of an item’s quantity is incorrect but the item’s total value is correct, you can enter a special type of inventory adjustment to change the item’s quantity and unit cost without changing the total value of the item. Follow the topics below to create such a transaction.

  Warning: This transaction will not affect the Inventory Journal

  To adjust an item’s quantity and unit cost


Warning: This transaction will not affect the Inventory Journal

Keep in mind that the transaction you create using these steps will not have a dollar amount assigned to it. As a result, no entry will be made in the Inventory Journal. In effect, you won’t be able to find this transaction again in the future.


To adjust an item's quantity and unit cost
To adjust an item’s quantity and unit cost

Follow the steps below to adjust the quantity and unit cost of an item.

1.	In the Inventory Adjustments window, enter the number of the item you want to change in the Item Number column of the first line item in the scrolling list.

2.	In the Quantity field, enter the quantity of the adjustment - not the new quantity of the item. (Remember: if you want to reduce the inventory of the item, enter a negative number.)

For example, if your MYOB Premier records show 10 units on hand, and you want to change it to 15, enter 5 in the Quantity column. Or, if your MYOB Premier records show 10 units on hand and you want to change it to 8, enter -2 in the Quantity column.

3.	When you entered the item number in step 1, the item’s unit cost appeared automatically in the Unit Cost column. Change this amount to $0.00.

  Warning: Don’t make any changes to the Amount column

4.	Click Record. The item’s quantity and unit cost will be adjusted in MYOB Premier without affecting the item’s total value.


Warning: Don't make any changes to the Amount column
Warning: Don’t make any changes to the Amount column

It’s very important that you don’t make changes to the Amount column at this point.


Adjusting item total values and unit costs

If your MYOB Premier record of an item’s total value or unit cost is incorrect but the item’s quantity is correct, you can enter a special type of inventory adjustment to change the item’s total value and unit cost without changing the quantity of the item. Follow the topic below to create such a transaction.

  To adjust an item’s total value and unit cost


To adjust an item's total value and unit cost
To adjust an item’s total value and unit cost

Follow the steps below to adjust the total value and unit cost of an item.

1.	In the Inventory Adjustments window, enter the number of item you want to change in the Item Number column of the first line item in the scrolling list.

2.	Be sure 0 (zero) appears in the Quantity column.

  Warning: Don’t make any changes to the Unit Cost column

3.	In the Amount column, enter the dollar amount of the adjustment, not the new total value of the item. (Remember, if you’re reducing the item’s unit cost and total value, enter the amount as a negative amount.)

For example, say the total value of all your gadgets is $50 and you want to change that total value to $40. In the Amount column, you’d enter -$10.

Another example: Say you have 10 gadgets with a unit cost of $10 each. Your total item value is $100 (10 units multiplied by $10). Now, say you want to change the unit cost to $8 each. First, multiply the quantity of units (10) by the new unit cost (8). The eventual total item value you want is $80 (10 units multiplied by $8). To determine the amount of the adjustment, subtract the current total item value ($100) from the total item value you want to have ($80); this results in a -$20 adjustment amount. You’d then enter -$20 in the Amount column.

4.	Your entry in the Account column depends upon your situation. Read the information in this step carefully before you make an entry in the Account column.

If you’re entering an opening value for this item and you don’t want the transaction to change the opening balance of the item’s inventory asset account, enter that account’s number as the allocation account for this transaction.

Regardless of whether you’re entering an opening value for this item, if you want the balance of your main inventory asset account to reflect this adjustment transaction, enter the expense or cost of sales account that you want to use to track this adjustment.

5.	Click Record. The item’s total value and unit cost will be adjusted in MYOB Premier without affecting the item’s quantity.


Warning: Don't make any changes to the Unit Cost column
Warning: Don’t make any changes to the Unit Cost column

It’s very important that you don’t make changes to the Unit Cost column at this point.


Finding inventory adjustments

Inventory adjustments are a bit different than other types of MYOB Premier transactions, such as sales and cheques, in that the transactions you create can be reviewed only in the Transaction Journal window.

  To find an inventory adjustment


To find an inventory adjustment

1.	Click the Transaction Journal button in the Inventory Command Centre to open the Transaction Journal window.

2.	A list of inventory transactions in the current month are displayed. If the inventory adjustment you’re looking for occurred in a previous month, enter the appropriate range of dates in the Dated From/To fields.

3.	The inventory adjustment you’re looking for appears in the scrolling list.


Changing inventory adjustments

Unlike other types of transactions in MYOB Premier, once an inventory adjustment is recorded, you can’t change it.

If you’ve entered an inventory adjustment that you need to change, you can do one of two things:

Enter a new inventory adjustment that corrects the incorrect adjustment. For example, if you entered an adjustment of 20 gadgets but needed an adjustment of 200 gadgets instead, you could create a new inventory adjustment of 180 gadgets to make up the difference.

Enter a new inventory adjustment that completely cancels the effects of the incorrect adjustment, then enter another new inventory adjustment with the correct adjustment amounts. For example, if you entered an adjustment of 20 gadgets but needed an adjustment of 200 gadgets instead, you could first create a new inventory adjustment of -20 gadgets to cancel the incorrect adjustment, then you could create another new inventory adjustment of 200 gadgets to correctly record the adjustment.


Removing and reversing inventory adjustments

Unlike other types of transactions in MYOB Premier, once an inventory adjustment is recorded, you can’t remove or reverse it.

However, if you need to remove the effects of an inventory adjustment from your MYOB Premier records, you can enter a new inventory adjustment that completely cancels the incorrect adjustment. For example, if the adjustment you want to remove is for an increase of 20 gadgets, create a new inventory adjustment of -20 gadgets to cancel the incorrect adjustment.


Procedures Guide Part 19 - Inventory Transfers

In MYOB Premier, transferring inventory is the process of changing the quantity and total value of one or more items, known as components, to change the quantity and total value of at least one other item, known as a finished item. You can also change the quantity and total value of one or more finished items to change the quantity and total value of other finished items. You can use a single transaction, known as an inventory transfer, to make these changes.

Inventory transfers are useful for manufacturing businesses. For example, in a woodworking business, you could create an inventory transfer to turn components like lumber into finished items like furniture.

Transferring inventory is even simpler if you choose to automatically build finished items using MYOB Premier’s auto-build inventory feature.

In this part:

  Making inventory transfers

  Auto-building items

  Finding inventory transfers

  Changing inventory transfers

  Removing and reversing inventory transfers


Making inventory transfers

To make an inventory transfer in MYOB Premier, you’ll complete the steps below.

Checklist: How to make an inventory transfer

  Step 1: Determine the type of inventory transfer you need

  Step 2: Identify the inventory transfer

  Step 3: Enter the inventory transfer’s components

  Step 4: Enter the inventory transfer’s finished items

  Step 5: Balance the transaction

  Step 6: Choose what you want to do with the transaction


Step 1: Determine the type of  inventory transfer you need

This step will help you decide which instructions in this part you should use to make your inventory transfers.

If you haven’t set up a finished item’s auto-build information but you want to immediately build the item, you should enter a typical inventory transfer. For instructions about this situation, continue to Step 2: Identify the inventory transfer.

If you’ve already set up a finished item’s auto-build information, or if you wish to build many different finished items, you should use MYOB Premier’s auto-build inventory feature. For instructions about auto-building inventory, see Auto-building items.

The remaining steps in this procedure describe how to enter a typical inventory transfer.


Step 2: Identify the inventory transfer

1.	In the Inventory Command Centre, click Inventory Transfers to open the Inventory Transfers window.

When you open the window, you’ll notice that the Inventory Journal number and transaction date will be filled in for you automatically. These entries - called default entries in MYOB Premier - can be changed if necessary, but in most instances, you’ll probably want to keep the default entries.

2.	To describe the transaction, enter a comment in the Memo field. Your comment should be short but descriptive, so you can differentiate the transaction from other, similar transactions. For example, you might enter “Transfer for July” or “February Finished Items Build.”


Step 3: Enter the inventory transfer's components
Step 3: Enter the inventory transfer’s components

Next, you’ll enter a line item for each component that will be reduced by the inventory transfer.

1.	Enter the first component in the Item Number column of the first line item in the scrolling list. The name of the item will be displayed automatically in the Name column, and the average cost per unit will be displayed in the Unit Cost column.

2.	In the Quantity column, enter the quantity by which you want the component to be reduced. (Remember, since you’re reducing the quantity of the component, you should enter this quantity as a negative number.)

3.	When you made your entry in the Quantity field, the Amount column automatically displayed the amount by which the total value of the component will be reduced when you record this transaction. You can change this amount, if you wish; however, keep in mind that the unit cost of the component will change to reflect the change you made.

4.	Repeat the previous three steps for each component that’s used to build the finished item. When you’re finished entering components, proceed to Step 4: Enter the inventory transfers finished items.


Step 4: Enter the inventory transfer's finished items
Step 4: Enter the inventory transfer’s finished items

Next, you’ll enter a line item for each finished item that will be created by the inventory transfer.

1.	Enter the first finished item in the Item Number column of the next line item in the scrolling list, below the last component you entered. The name of the finished item will be displayed automatically in the Name column, and the average cost per unit will be displayed in the Unit Cost column.

2.	In the Quantity column, enter the quantity by which you want the finished item to be increased. (Remember, since you’re increasing the quantity of the finished item, you should enter this quantity as a positive number.)

3.	When you made your entry in the Quantity field, the Amount column automatically displayed the amount by which the total value of the component will be increased when you record this transaction. You can change this amount, if you wish; however, keep in mind that the unit cost of the finished item will change to reflect the change you made.

4.	Repeat the previous three steps for each finished item that’s created by the components you entered earlier in this transaction.


Step 5: Balance the transaction

When you finish entering components and finished items in the scrolling list, take a moment to review the Out of Balance field below the scrolling list.

Before you can record the transaction, the amount in the Out Of Balance field must be $0.00. If the dollar amounts you’ve entered in the transaction don’t balance, adjust the total value of one of the line items – most likely, you’ll want to adjust a finished item instead of a component – in the Amount column, until $0.00 appears in the Out Of Balance field.

You can enter any amounts and quantities in the scrolling list. However, keep in mind that if you make disproportionate entries in a component’s Quantity and Amount fields – for example, if you indicate that 10 nails are worth $1,000 – you could adversely affect the total value of the remaining components that aren’t part of this transaction. Therefore, be careful when you attempt to balance your inventory transfers.

  Idea: Increase the total value of a finished item

To increase the total value of a finished item, create a special inventory adjustment for the item, as described in Adjusting item total values and unit costs. If the increased total value of the item is due to the cost of labour, we suggest that you allocate the inventory adjustment to a wage expense account.


Idea: Increase the total value of a finished item

After you’ve created an inventory transfer, you may decide that the total value of the finished item is actually greater than just the sum of the values of its components. If a finished item is built by human labour, for example, you might decide that labour costs should also be included in the total value of the finished item.


Step 6: Choose what you want to do with the transaction

When you’ve finished making inventory transfers, you’re ready to record the transaction.

  To see how the transaction will affect your financial records

  To record the transaction


To see how the transaction will affect your financial records

Choose Recap Transaction from the Edit menu to view the accounting entries that will be made to your financial records when you record the inventory transfer.


To record the transaction

To record the inventory transfer, click the Record button.


Auto-building items

If you frequently build finished items out of components, you’re probably aware that it might take a great deal of time to record an individual inventory transfer in the Inventory Transfers window each time you need to build another set of finished items.

Fortunately, however, MYOB Premier’s Auto-Build Inventory window will speed the process of updating the quantities of your components and finished items for you. By using this window, you can quickly create one inventory transfer for all the items whose quantities you need to change. Follow the steps in the topics below to transfer inventory in the Inventory Transfers window.

  To auto-build an item

  To auto-build an item using the To Do List


To auto-build an item

1.	If you haven’t already done so, create the item records that you intend to include in the auto-build process. For each finished item you plan to auto-build, remember to set up its appropriate auto-build information in the Auto-Build Information window.

2.	Click Auto-Build Inventory in the Inventory Command Centre to open the Auto-Build Inventory window. A few of the features of the Auto-Build Inventory window are displayed in the following illustration.

3.	Decide which finished items you want to build and enter the quantity of each that you want to build in the Qty to Build column.

4.	When you’re finished making entries in the Qty to Build column, click Build Items. The Inventory Transfers window appears, displaying the line items needed to build the finished items you chose in step 3.

Take a moment to review the entries in this window to be sure the quantities, unit costs and total inventory values are correct. Note that the quantities of the components in the list are displayed as negative numbers, while the quantities of the finished items in the list are shown with positive numbers.

If you wish, you can make changes to the information that appears in the window. (Keep in mind, however, that you may incorrectly adjust the value of your items if you make changes to these entries.)

5.	Click Record to record the inventory transfer and update your inventory quantities and values.


To auto-build an item using the To Do List

Once you’ve assigned auto-build and restocking information to your items, you can automatically build items using the To Do List window. To do this, follow these steps.

1.	In any command centre, click the To Do List button. The To Do List window appears.

2.	Click the Stock Alert tab to display a list of all your items that need to be restocked. (The list contains all finished items that need to be built, as well as all items that need to be purchased.)

3.	If you want to view detail about a specific finished item, click the zoom arrow to the right of the item’s name.

4.	If you want to auto-build one or several of the finished items in the list, click the Action column for the items you want to build.

  Warning: Read this before you auto-build items using the To Do List

5.	When you’ve marked the items you want to build, click the Order/Build button at the bottom of the To Do List window.


Warning: Read this before you auto-build items using the To Do List

If you choose to build finished items using the To Do List window, keep in mind that the inventory transfers will be recorded automatically; you won’t get a chance to review or change any of the transactions before they’re recorded. If you’re not sure you want to record a particular transaction, we suggest you use the Auto-Build Inventory window to manually enter the transaction so you have better control over the transaction than you would if you used the To Do List.


Finding inventory transfers

Inventory transfers are a bit different than other types of MYOB Premier transactions, such as sales and cheques, in that the transactions you create can be reviewed only in the Transaction Journal window.

  To find an inventory transfer


To find an inventory transfer

1.	Click the Transaction Journal button in the Inventory Command Centre to open the Transaction Journal window.

2.	A list of inventory transactions in the current month are displayed. If the inventory transfer you’re looking for occurred in a previous month, enter the appropriate range of dates in the Dated From/To fields.

3.	The inventory transfer you’re looking for appears in the scrolling list.


Changing inventory transfers

Unlike other types of transactions in MYOB Premier, once an inventory transfer is recorded, you can’t change it.

If you’ve entered an inventory transfer that you need to change, you can do one of two things:

Enter a new inventory transfer that corrects the incorrect transfer. For example, if you reduced gadgets by 20, but needed to reduce 200 gadgets instead, you could create a new inventory transfer in which 180 gadgets are reduced to make up the difference.

Enter a new inventory transfer that completely cancels the effects of the incorrect transfer, then enter another new inventory transfer with the correct transfer amounts. For example, if you reduced gadgets by 20 units, but needed to reduce 200 gadgets instead, you could first create a new inventory transfer in which 20 gadgets are increased, then you could create another new inventory transfer in which 200 gadgets are reduced.


Removing and reversing inventory transfers

Unlike other types of transactions in MYOB Premier, once an inventory transfer is recorded, you can’t remove or reverse it.

However, if you need to remove the effects of an inventory transfer from your MYOB Premier records, you can enter a new inventory transfer that completely cancels the incorrect transfer. For example, if the transfer you want to remove is for an reduction of 20 gadgets, create a new inventory transfer of 20 gadgets (be sure to enter a positive quantity) to cancel the incorrect transfer.


Procedures Guide Part 20 - General Journal Entries

In MYOB Premier, General Journal entries are transactions you can use to track business activity that you wouldn’t want to track with other kinds of MYOB Premier transactions, such as sales or purchases. Usually, General Journal entries are used for special situations only, such as when you need to record depreciation of your company’s assets, or when you need to enter year-end adjustments to your financial records.

Transaction information from General Journal entries are stored in the General Journal, so your other business records, such as your sales figures, aren’t directly affected by these transactions.

In this part:

  Making General Journal entries

  Recording depreciation

  Recording recurring General Journal entries

  Finding General Journal entries

  Changing General Journal entries

  Removing General Journal entries

  Reversing General Journal entries


Making General Journal entries

To make a General Journal entry in MYOB Premier, you’ll complete the steps below.

Checklist: How to make a General Journal entry

  Step 1: Identify the purpose for the transaction

  Step 2: Enter the debits and credits for the transaction

  Step 3: Choose what you want to do with the transaction


Step 1: Identify the purpose for the transaction

The first step in the process of creating a General Journal entry is to identify the purpose of the transaction. By doing this, you’ll be able to find and comprehend the nature of the transaction much more easily in the future.

  To identify the purpose of the transaction


To identify the purpose of the transaction

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

When you open the window, you’ll notice that the General Journal number and transaction date will be filled in for you automatically. These entries - called default entries in MYOB Premier - can be changed if necessary, but in most instances, you’ll probably want to keep the default entries.

  Note: Entering transactions in the 13th period

2.	To describe the transaction, enter a comment in the Memo field. Your comment should be short but detailed, so you can differentiate the transaction from other, similar transactions. For example, you might enter “Depreciation for July” or “Reversing entry for GJ000100.”

3.	If you use MYOB Premier’s Multicurrency feature and you want for this transaction to be in a currency other than Australian dollars, click the Currency button on the right side of the window to display the Exchange Rate window. Click the arrow next to the Currency field and choose the currency you want from the list of currencies that appears. Click OK to close the Exchange Rate window.

For more information about Multicurrency, see Part 30, Multicurrency.


Note: Entering transactions in the 13th period

If you chose to use 13 accounting periods in your financial year, MYOB Premier still divides your financial year into 12 calendar months. The 13th period doesn’t follow the 12 months chronologically; 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’re accustomed to.

To enter a transaction for the 13th period, enter an asterisk (*) in the Date field before you enter the transaction’s actual date. For example, if you want to place a transaction in the 13th period and want to indicate that the transaction was an adjustment for a transaction you originally entered on the 12 December 1999, enter *12/12/99. (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, that month’s accounting records won’t be affected by the entry.


Step 2: Enter the debits and credits for the transaction

Next, you’ll make the accounting entries that make up the General Journal entry.

  To enter the debits and credits for the transaction

  To assign a line item on a General Journal entry to more than one job


To enter the debits and credits for the transaction

Use the scrolling list in the middle of the General Journal Entry window to select the accounts that are affected by the transaction, and enter the amounts by which these accounts have been changed.

Each row of information entered in the scrolling list is called a line item. You can enter as many line items for a General Journal entry as you want, but you must have at least two line items - a debit entry and a credit entry to offset it. The entry cannot be recorded until the debit and credit totals displayed beneath the scrolling list are equal.


To assign a line item on a General Journal entry to more than one job

If you need to assign one line item to more than one job, use multiple line items to record the transaction. For example, assume you want to record the depreciation of your equipment, but you want to assign $100 of the depreciation to job 12 and $200 to job 43. To do this, you’d follow these steps:

1.	In the first line item of the transaction, enter the account you use to track depreciation, $100 in the Credit field and 12 in the Job field.

2.	In the second line item of the transaction, enter the depreciation account again, $200 in the Credit field and 43 in the Job field.

3.	Don’t forget to balance the transaction with the appropriate entries in the Debit column before you record the transaction.


Step 3: Choose what you want to do with the transaction

When you’ve finished entering debits and credits for the General Journal entry, the Out of Balance field should be blank. If it is, you’re ready to record the transaction.

  To see how the transaction will affect your financial records

  To record the transaction

  To store the transaction as a recurring General Journal entry


To see how the transaction will affect your financial records

Choose Recap Transaction from the Edit menu to view the accounting entries that will be made to your financial records when you record the General Journal entry.


To record the transaction

To record the General Journal entry, click the Record button.


To store the transaction as a recurring General Journal entry

If you want to store the transaction’s information so you can use it many times in the future, follow these steps.

1.	Click the Save Recurring button to open the Save Recurring Transaction window.

2.	Enter the necessary information about the transaction in this window.

3.	Click Record to close the Save Recurring Transaction window.

4.	If you want to record the transaction as an actual General Journal entry now, click the Record button in the General Journal Entry window. If you don’t want to record the transaction at this time, click the Cancel button.

See Creating and recording recurring General Journal entries for detailed information about performing more tasks with recurring General Journal entries.


Recording 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, which can be used to lessen your company’s tax liability. 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 quickly record your depreciation figures using a General Journal entry.

  To record depreciation


To record depreciation

1.	Create one new asset account for each of the accounts you depreciate. Add the words “Accumulated Depreciation” at the end of each new account’s name. Give the new accounts numbers that directly follow their corresponding asset accounts.

For example, say you have two accounts, Company Van, numbered 1-4200, and Computer Equipment, numbered 1-4300. For these two accounts, you’d create two new asset accounts, one called Company Van-Accumulated Depreciation, numbered 1-4201, and another called Computer Equipment-Accumulated Depreciation, numbered 1-4301.

2.	Next, create a new expense account called “Depreciation Expense.”

3.	Once you’ve determined your depreciation amounts, make General Journal entries to credit the new Accumulated Depreciation asset accounts and debit the new Depreciation Expense account. The asset accounts will always have a negative balance to show a reduction in the value of the depreciable assets.

  Note: You’ll probably perform this step often


Note: You'll probably perform this step often
Note: You’ll probably perform this step often

This step must be repeated on a periodic basis. Many businesses depreciate assets on a monthly or quarterly basis; consult your accountant for advice about timing depreciation transactions for your company.


Recording recurring General Journal entries

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

To create recurring General Journal entries, create a General Journal entry as you normally do using the Making General Journal entries procedure, then use the To store the transaction as a recurring General Journal entry procedure to indicate that you want to use the General Journal entry repeatedly.

Until you record them, recurring General Journal entries have no effect on your financial records. Use the following procedure to record your recurring transactions and make them a part of your permanent financial records

  To record a recurring General Journal entry


To record a recurring General Journal entry

You can record a recurring General Journal entry as many times and as often as you want.

1.	In the General Journal Entry window, click the Use Recurring button.

2.	A window will appear, displaying all recurring transactions you’ve set up. Double-click the transaction you want; the transaction’s information will appear in the General Journal Entry window.

3.	Review all the information that appears in the window to be sure it’s correct. Pay particular attention to the date and transaction number; if you need to find this transaction in the future, you’ll need to remember this information.

4.	To record the transaction, click Record. The recurring General Journal entry will be recorded as an actual transaction, and will also remain available in the recurring transaction “holding area” for future use.


Finding General Journal entries

After you record a General Journal entry, you’ll probably want to view the transaction again in the future. You may also want to find a recurring General Journal entry to record it. Use the topics below to find your General Journal entry transactions.

  To find a General Journal entry

  To find a recurring General Journal entry

  To display a list of recurring General Journal entries


To find a General Journal entry

1.	Click the Inquiry Registers button in the General Ledger Command Centre to display the Inquiry Register window. Select the Account tab if it isn't already selected.

2.	If you know one of the accounts affected by the transaction you want to view, enter the account number in the Account field.

If you aren’t sure which account is affected, click the arrow next to the Account field to display a search list of all your accounts. Find the account you want in this list and click the Use Account button.

3.	The transactions recorded for the selected account this month appear in the scrolling list in the Inquiry Register window.

If the transaction you want was recorded in a previous month, change the dates in the Dated From and To fields to show the month (or months) you want.

4.	The transaction you’re looking for should appear in the scrolling list. If you want to view detail about the transaction, click the zoom arrow next to the transaction’s ID number to open the window in which the transaction was originally entered.


To find a recurring General Journal entry

1.	In the General Journal Entry window, click the Use Recurring button.

2.	A window will appear, displaying all recurring transactions you’ve set up. Double-click the journal entry you want; the recurring journal entry will be displayed in the General Journal Entry window.


To display a list of recurring General Journal entries

Follow these steps to view a list of all your recurring General Journal entries. These steps will also allow you to record these transactions automatically.

1.	In any command centre, click the To Do List button. The To Do List window appears.

2.	Click the Recurring Transactions tab to display a list of all your recurring General Journal entries, recurring cheques and recurring deposits.

3.	If you want to view detail about a specific transaction, click the zoom arrow to the left of the transaction’s name.

4.	If you want to record one or several of the transactions in the list, click the Action column for the transactions you want to record.

  Warning: Read this before you record recurring General Journal entries using the To Do List

5.	When you’ve marked the recurring General Journal entries you want to record, click the Record button at the bottom of the To Do List window.


Warning: Read this before you record recurring General Journal entries using the To Do List

If you choose to record recurring General Journal entries using the To Do List window, keep in mind that the transactions will be recorded automatically; you won’t get a chance to review or change any of the transactions before they’re recorded. If you’re not sure you want to record a particular transaction, we suggest you use the General Journal Entry window to manually enter the transaction so you have better control over the transaction than you would if you used the To Do List.


Changing General Journal entries

Occasionally, you’ll find it necessary to make a change to a General Journal entry you’ve already recorded. The topics below will help you make your changes so your records are updated properly.

  Note: Use this section only if your transactions are changeable

  To change a General Journal entry

  To change a recurring General Journal entry’s name or frequency

  To change a recurring General Journal entry’s line items and other information


To change a General Journal entry

1.	Display the General Journal entry you want to change in the General Journal Entry window.

2.	To change the entry, change the information in the General Journal Entry window in the same way you normally enter information. When you’re finished, click Record.


To change a recurring General Journal entry's name or frequency
To change a recurring General Journal entry’s name or frequency

1.	In the General Journal Entry window, click the Use Recurring button to open the Select a Recurring Transaction window.

2.	Highlight the recurring General Journal entry you want to change and click Edit to open the Save Recurring Transaction window.

3.	Make your changes in the Save Recurring Transaction window, then click Record.

4.	 In the Select a Recurring Transaction window, click OK.


To change a recurring General Journal entry's line items and other information
To change a recurring General Journal entry’s line items and other information

1.	Wait until the next time you need to record the General Journal entry.

2.	When you’re ready to record the General Journal entry, display it as you normally do in the General Journal Entry window and make your changes.

3.	When you’re finished changing the General Journal entry, click Record. Your changes will be reflected in the transaction the next time you display it in the General Journal Entry window.


Removing General Journal entries

There may be times when you simply want to remove a General Journal entry. When this is the case, you can quickly remove the effects of such a transaction from your records.

  Note: Use this section only if your transactions are changeable

  To remove a General Journal entry

  To remove a recurring General Journal entry


To remove a General Journal entry

1.	Display the General Journal entry you want to remove in the General Journal Entry window.

2.	Choose Delete General Journal Entry from the Edit menu.


To remove a recurring General Journal entry

1.	In the General Journal Entry window, click the Use Recurring button to open the Select a Recurring Transaction window.

2.	Highlight the recurring General Journal entry you want to remove and click Delete.


Reversing General Journal entries

There may be times when you need to change or remove a transaction you’ve entered into the MYOB Premier system. When this is the case, you can quickly remove the effects of the transaction from your records by reversing the transaction. Then, if you want, you can enter a new, correct transaction to replace the transaction you reversed.

  Note: Use this section only if your transactions are unchangeable

  To reverse a General Journal entry


To reverse a General Journal entry

1.	Display the General Journal entry you want to reverse in the General Journal Entry window.

2.	Choose Reverse General Journal Entry from the Edit menu. After a few moments, a new transaction, containing amounts exactly opposite of the amount in the General Journal entry will be displayed in the General Journal Entry window.

If you want, you can make a few changes to the new transaction (such as the date and the memo), but you can’t change the accounts and amounts that are associated with it.

If you’re reversing a General Journal entry from a previous accounting period, consider assigning a date from that period to the new transaction. This will allow your reports for that accounting period to reflect the proper amounts.

3.	Click Record to record the reversed General Journal entry.

At this point, the General Journal entry is reversed. All account balances have been returned to their previous levels.


Procedures Guide Part 21 - Business Contacts

In addition to being a superior accounting system, MYOB Premier can be an effective business management tool. Using the Contact Log, you can maintain a comprehensive list of business contacts - which include sales, purchases, phone calls, mailings and so on - for every person and company that exists in your Card File. You can even use the business contacts you enter in MYOB Premier to create a system of billing for the time you spend with your customers.

Use your business contacts and the Contact Log as your business “diary.” When a customer or vendor calls, you can use the Contact Log as a tool to document a complete history of your business relationship with that contact.

In this part:

  Creating business contacts

  Finding business contacts

  Suggestions for using the Contact Log

  Removing business contacts


Creating business contacts

To create an entry in your Contact Log, you can either manually make the entry or set up MYOB Premier so entries are made automatically when you perform specific tasks in the program.

The only prerequisite for either method is that a card exists for the person or company for whom you want to make a business contact - and even if a card doesn’t exist, you can quickly add one to your records while you’re in the process of making the business contact.

  Creating business contacts manually

  Creating business contacts automatically


Creating business contacts manually

If you want to create business contacts for common contact events, such as meetings or telephone calls, you’ll need to manually enter those business contacts. To do this, you’ll use the Contact Log Entry window.

  To manually create a business contact


To manually create a business contact

1.	In the Card File Command Centre, click Contact Log to open the View Contact Log window.

2.	In the Name field, enter or select the name of the person or company you’ve contacted.

(If you want to make a business contact for a person or company that doesn’t exist in your Card File yet, click the search icon next to the Name field to open a search list. At the bottom of the list, click the New button to open the Card File Entry window. Enter the details about the person or company, then click OK. The new card’s name will appear in the Name field in the View Contact Log window automatically.)

3.	Click the New button to open the Contact Log Entry window.

4.	Make entries in the Contact Log Entry window to specify the details of the business contact you made.

  Idea: Setting recontact dates

5.	When you’re finished making entries in the Contact Log Entry window, click the Record button.


Idea: Setting recontact dates

Use the Recontact Date field in the Contact Log Entry window to note the next time you should contact a card. You can use this date to:

View a list of people you need to contact in the Contact Alert section of the To Do List

Designate which mailing labels you’ll print in the Mailing Labels window

Choose the cards for which you’ll create letters using the Personalised Letters window


Creating business contacts automatically

If you want to create a business contact for each sale, purchase, cheque or deposit you record, you can set up MYOB Premier to create an entry in the Contact Log automatically. You’ll do this using the Preferences window.

  To automatically create a business contact


To automatically create a business contact

1.	From the Setup menu, choose Preferences to open the Preferences window.

2.	If you want MYOB Premier to make an automatic business contact every time you record a cheque or deposit, click the Chequebook tab in the Preferences window, then mark the Make a Contact Log Entry for Every Cheque selection and the Make a Contact Log Entry for Every Deposit selection.

If you want MYOB Premier to make an automatic business contact every time you record a sale, click the Sales tab and mark the Make a Contact Log Entry for Every Sale selection.

If you want MYOB Premier to make an automatic business contact every time you record a purchase, click the Purchases tab and mark the Make a Contact Log Entry for Every Purchase selection.

3.	When you’re finished making your selections, click OK. From this point on, a business contact will be made automatically for each type of transaction you marked in step 2.


Finding business contacts

After you record a business contact, you might want to view the record again sometime in the future. The topics below will help you find individual business contacts you’ve made in the MYOB Premier system.

You can use the Contact Log window to view a summary list of all contacts you’ve made with a person or company in the Card File, regardless of whether those contacts have a recontact date assigned to them. Follow these steps to view a summary list of all contacts you’ve made with a person or company.

  To find any business contact

  To find a list of people you need to recontact


To find any business contact

1.	In the Card File Command Centre, click Contact Log to open the Contact Log window.

2.	In the Name field, enter the name of the card for whom you want to view a summary list of contacts. The list in the middle of the window will display all the contacts assigned to that card.

3.	To view details you entered about a contact in the list, such as the length of a call, a description of a meeting or the amount of a transaction, select the contact and then click Edit. The Contact Log Entry window appears, displaying details about the contact.


To find a list of people you need to recontact

1.	In any command centre, click the To Do List button. The To Do List window appears.

2.	Click the Contact Alert tab at the right end of the window. A list of people and companies you are scheduled to recontact appears. (These are the people and companies that have recontact dates on or previous to the recontact date you entered in the Contact Log Entry window when you created their original business contact. Future contacts aren’t displayed in the window.)

3.	To retrieve the details about a particular business contact, click the zoom arrow at the left end of the entry you want to view. The Contact Log Entry window appears, displaying the entry’s information.

4.	When you actually recontact the person or company, or if you simply want to delete an overdue contact from the To Do List, mark the Action column next to that particular contact in the To Do List window, then click the Remove button at the bottom of the window.


Suggestions for using the Contact Log

You can use the Contact Log to do much more than simply provide a list of business contacts you’ve made. With a little imagination, your Contact Log can help you perform many important, time-saving tasks. The topics below contain a few ideas for how you might want to use your Contact Log.

  Idea: Learn what you can do with the Card File, too

  To remind yourself to do a task

  To track the usage of a company car

  To track business travel


Idea: Learn what you can do with the Card File, too

Many of the suggestions presented here discuss how you can create special cards to track your business activities. If you need to learn how to create cards, see Creating cards.


To remind yourself to do a task

Create a computerised list of things you need to do using the Contact Log.

1.	Use the Card File Entry window to create a personal card called “Reminder.”

2.	Whenever you want to remind yourself to perform a task, record a business contact in the Contact Log Entry window for the Reminder card. In the Recontact Date field, be sure to enter the date you want to do the task.

3.	When you want to see your list of reminders, open the To Do List window and click the Contact Alert tab. All your reminders will appear in the list in the window.


To track the usage of a company car

A company car can be a substantial business expense that you may be able to track for tax purposes. You can use the Contact Log to track your automobile usage.

1.	Use the Card File Entry window to create a card called “Company Car.”

2.	Whenever you use your company car for business purposes, record a business contact in the Contact Log Entry window for the Company Car card. Be sure to provide a detailed description of the use of the car, including the miles you drove and the time you spent driving the car.

3.	When you want to see how much you’ve used the company car for business, enter the Company Car card in the Name field of the Contact Log window.


To track business travel

If you want to keep a detailed description of your travel expenses, meetings and other events, the Contact Log may be a good place for you to start.

1.	Use the Card File Entry window to create a card called “Travel.” (If you want your expenses to be detailed, you might want to create several cards, such as “Travel - Lodging,” “Travel - Transportation,” “Travel - Meals,” and so forth. You might also consider creating a separate card for each trip you take, to get a better picture of each trip.)

2.	Whenever you take a business trip, record business contacts in the Contact Log Entry window for the Travel card. You can create contacts that describe all the events you attended, people you met and expenses you incurred. (Keep in mind, however, that you might also want to record your expenses as purchases in the Purchases window.)

3.	When you want to see a detailed description of your travel activity, enter the Travel card in the Name field of the Contact Log window.


Removing business contacts

To remove entries you’ve made in the Contact Log, you’ll need to clear, or purge, your data file of business contacts.

  Idea: Purge at least on a monthly basis

  To remove business contacts


Idea: Purge at least on a monthly basis

You can purge your data file of business contacts at any time; we suggest that you make this procedure at least a monthly task, especially if you record many business contacts during the course of your business day.


To remove 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 contacts.

2.	Make a backup of your data file. Clearly mark this backup and put it in storage as part of your permanent records.

3.	Open the Card File Command Centre.

4.	Choose Purge Contact Logs from the File menu. The Purge Contact Logs window appears.

5.	From the Purge Contact Log BEFORE 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.	Using the Card Type field, 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), mark the Identifiers option, then enter the identifier(s). We suggest you assign a common identifier (P for “purge” may be fitting) to each person or company whose contact log 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, mark the Do Not Purge if Entry has a Recontact Date option.

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.


Procedures Guide Part 22 - Reports

In MYOB Premier, reports are documents that provide various types of reference about the information you’ve entered in the MYOB Premier system. Using reports, you can view detailed or summary lists of your information and examine related information that allows you to analyse your business activity. Typical reports include balance sheets, account lists and sales analysis reports.

In this part:

  Preparing your printer and computer for printing

  Preparing MYOB Premier for printing

  Printing, displaying and customising MYOB Premier reports in a multi-user environment

  Finding reports

  Customising reports

  Filtering reports

  Designing reports

  Formatting reports

  Saving custom reports

  Printing, displaying and saving reports

  Viewing MYOB Premier reports in Microsoft Excel using OfficeLink

 Creating and printing report batches


Preparing your printer and computer for printing

If you’ve properly set up your printer and computer, printing reports and forms using MYOB Premier usually takes only a few clicks of your mouse. These topics contain important information about setting up your printing environment so you can successfully print your MYOB Premier information.

  To prepare your printer

  Preparing your computer


To prepare your printer

If you plan to print documents on paper using a printer, keep in mind that your printer must be configured properly before the information can be printed. MYOB Premier is compatible with most popular printers, but each type of printer on the market today is different from the next. If you’re unsure about how your computer works with your printer, or if you’ve had printing problems in the past, be sure you understand the capabilities of your printer before you attempt to print MYOB Premier documents.

1.	Be sure that your printer is properly hooked up to your computer.

2.	Turn your printer on.

3.	Load the paper you want to use, and be sure it’s loaded properly.


Preparing your computer

A great deal of the printing process is controlled by software used to send information to your printer. This software, commonly known as printer driver software, is normally supplied by your printer’s manufacturer. Printer drivers play a large part in determining how - and whether - information is printed using your printer. In many cases, printer drivers are already installed on your computer when you purchase it, or are supplied on diskettes when you purchase your printer. Printer drivers are not included in the MYOB Premier package.

Printer drivers are often the cause of printing problems. If a printer driver isn’t working properly, any number of situations may occur. Some results of printer driver problems include incorrect-looking documents, missing pages, the inability to print multiple copies of a document, and a complete lack of printing altogether.

Occasionally, printer manufacturers update their printer driver software. MYOB Premier is designed to take advantage of the most recent printer drivers; as a result, if you experience printing problems, your printer’s printer driver may not be up to date.

  Idea: Another possible culprit: your fax software

Some tips for checking your printer driver software appears in the following topics. More information about setting up your printer with your computer is located in the documentation for your computer and printer.

  To prepare your Windows computer

  To prepare your Macintosh


Idea: Another possible culprit: your fax software

If you send faxes using your computer, the software used to send those faxes may cause printing problems. If you’re sure your printer drivers are installed and up to date, contact your fax software’s manufacturer for information about possible incompatibilities between their software and your printer driver software.


To prepare your Windows computer

If you use MYOB Premier for Windows, check your Printers control panel; the printer drivers currently installed on your computer are shown here. If you’re having printing problems, check the Printers control panel to be sure your printer exists there, and that no problems appear to be occurring.

If your printer is displayed in the Printers control panel, you should consider contacting your printer’s manufacturer for information about their printer driver software for your printer.

If your printer isn’t displayed in the list, click the Add button or the Add Printer icon to begin the process of installing a printer driver for your printer.


To prepare your Macintosh

If you use MYOB Premier for Macintosh, printer drivers are located in the Extensions folder inside your Macintosh’s System Folder. If you’re having printing problems, check the Extensions folder to be sure a printer driver for your printer exists.

If a printer driver exists, check the Chooser to be sure your printer is selected. If printing problems still occur, you should consider contacting your printer’s manufacturer for information about their printer driver software for your printer.

If a printer driver doesn’t exist, you probably need to reinstall the printer driver.


Preparing MYOB Premier for printing

You’ve got a number of options within MYOB Premier with which you can personalise your printed documents, as well as the process by which you print reports and forms. The following topics describe those options.

  Choosing page setup options

  Choosing fonts

  Choosing preferences for reports and forms


Choosing page setup options

The selections you make in the Print Setup window (if you use MYOB Premier for Windows) or Page Setup window (if you use MYOB Premier for Macintosh) determine how your documents will look on paper.

The Print Setup and Page Setup windows vary, depending upon the printer and printer driver software you use. Usually, however, these windows allow you to choose options such as your page orientation, paper size and print quality.

  Note: A word about page orientation

  To choose page setup options


Note: A word about page orientation

All MYOB Premier reports are designed to fit in portrait mode - that is, on a piece of paper whose height is greater than its width - on your printer. If you change some report settings, such as page orientation, font or font size, an alert message may appear, explaining that you can’t print the report using the current report settings. To print the report, you must make some changes to the report. Usually, this situation is remedied by changing the page orientation in the Print Setup or Page Setup window.


To choose page setup options

Before you attempt to print an MYOB Premier document, take a moment to review your page setup information. From the File menu, choose Print Setup (Windows) or Page Setup (Macintosh).


Choosing fonts

You can choose to use any fonts that are installed on your computer for your MYOB Premier reports and forms. If you wish, you can set up a single font to use for all reports and forms you print, or you can designate specific fonts for individual parts of each report or form.

Every report and form in MYOB Premier is assigned a default font - that is, a font that’s automatically designated for your use by MYOB Premier - when you begin using a new MYOB Premier data file. The default font that’s assigned depends upon whether you’re using a Windows computer or a Macintosh. Until you change the default font, the default font assigned when you created the data file will be the default font for all your reports and forms.

  Warning: Onscreen fonts may look different when they’re printed

  To choose a font for a specific report or form

  To choose a default font for all your reports and forms


Warning: Onscreen fonts may look different when they're printed
Warning: Onscreen fonts may look different when they’re printed

Keep in mind that some fonts appear less clear on printed documents than when they’re displayed on your computer screen. In most MYOB Premier windows where fonts are chosen, information about a font’s probable print quality is provided when you select a font.


To choose a font for a specific report or form

If you wish to assign a font to a specific report or form, see Formatting reports (reports) or Customising forms  (forms).


To choose a default font for all your reports and forms

If you wish, you can change the default font for reports, forms or both. Default fonts are selected using the Change Default Font windows.

If you’ve already customised some reports and forms, any changes you make in the Change Default Font windows won’t affect the customised documents.

1.	From the File menu, choose Default Fonts to open the Default Font Selection window.

2.	In the Default Font Selection window, click either the Reports button or the Forms button, depending upon the type of document whose default font you want to change.

3.	Choose the font style and size for the printed characters on your documents. When you choose a font style and size, use the box in the bottom half of the window to preview how the font looks.

4.	When you’ve chosen your new default font, click OK.


Choosing preferences for reports and forms

Using the Preferences window, you can make a few settings that can make working with reports and forms easier.

  To choose preferences for reports and forms


To choose preferences for reports and forms

1.	From the Setup menu, choose Preferences to open the Preferences window.

2.	Click the Reports & Forms tab to display the preferences available for reports and forms.

Specify the aging periods that will be used for your sales and purchases transactions. You can use either daily or monthly aging periods. Click here for more information about MYOB Premier's user-defined aging feature.

Mark the Include Currency Symbols option if you wish to display currency symbols next to the financial amounts on your reports. Mark the Include Currency Symbols in Forms option if you wish to display currency symbols next to financial amounts on statements, invoices, cheques and other forms. Mark the Always Display Filters Before Printing Reports option if you want the Report Filters window to appear each time you click the Print or Display buttons in the Index to Reports window. This feature eliminates the need for clicking the Filters button to determine the information you want on your reports.

If you wish to choose a different default font for your reports or forms, click the Reports button or the Forms button at the bottom of the window. Make your changes in the window that appears, then click OK to redisplay the Preferences window.

3.	Make the selections you want, then click OK to record the changes you made.


Understanding user-defined aging for sales and purchases in MYOB Premier

With MYOB Premier, you can choose to use daily aging periods of any length you like; you also can use monthly aging periods. The selections you make will affect the way information is displayed in the Analyse Receivables and Analyse Payables windows, on plain-paper statements and on the summary and detail versions of the following reports: Aged Receivables, Aged Payables, Receivables Reconciliation and Payables Reconciliation.

If you choose to use daily aging, you can use any number of days you like, up to 999 days. For example, if aging periods of 7, 14 and 21 days are common in your industry, enter 7 for the first aging period, 14 for the second aging period, and so on.

If you choose to use monthly aging, you can identify your aging periods by either month name or month number. If you choose month names, your MYOB Premier reports and windows will include transactions in the months they came due. If you choose month numbers, MYOB Premier reports and windows will categorise transactions by the number of months they are overdue.

Click here for a detailed example of monthly aging.

If you don't select any aging options using the Preferences window, your transactions will continue to be aged at 30-, 60- and 90-day intervals as they have been in previous versions of MYOB Premier.


Examples of monthly aging

When MYOB Premier performs aging on a monthly basis, it determines  the month in which an invoice or purchase was recorded, and adds its value to that month’s column. For example, assume you have the following invoices:

Customer	Date	Amount	Terms	Due
A-Z Stationery	1 Jul 99	$123.45	21 days from Inv	22 Jul 99
A-Z Stationery	14 Jul 99	200.50	21 days from Inv	4 Aug 99
Chelsea Mosset	2 Jul 99	400.24	C.O.D.	2 Jul 99
Footloose Dance Studio	30 Apr 99	25.00	30 days from Inv	30 May 99
Footloose Dance Studio	12 May 99	112.30	30 days from Inv	11 Jun 99
Footloose Dance Studio	29 Jun 99	149.30	30 days from Inv	29 Jul 99
Footloose Dance Studio	30 Jun 99	20.35	30 days from Inv	30 Jul 99
Footloose Dance Studio	6 Jul 99	90.70	30 days from Inv	5 Aug 99
Footloose Dance Studio	21 Jul 99	85.12	30 days from Inv	20 Aug 99
My Town Realty	26 May 99	210.45	7 days from EOM	7 Jun 99
My Town Realty	10 Jun 99	142.40	7 days from EOM	7 Jul 99

Aging by invoice date using month names

Assume you chose to age on a monthly basis and selected to identify your aging periods by month names. If you age these invoices by invoice date using any date in July 1999, the invoices will be aged in the following fashion.

	Total	Jul	Jun	May	Pre-May
A-Z Stationery	323.95	323.95
Chelsea Mosset	400.24	400.24
Footloose Dance Studio	482.77	175.82	169.65	112.30	25.00
My Town Realty	352.85		142.40	210.45
Totals	1,559.81	900.01	312.05	322.75	25.00
Aging Percent		57.7%	20.0%	20.7%	1.6%
In the example above, each aging period represents the month in which the invoice came due.

Aging by invoice date using month numbers

Assume you chose to identify your aging periods by month numbers. The results would be the same as in the previous example, but with different headings, as follows:

	Total	1 Month	2 Month	3 Months	3+ Months
A-Z Stationery	323.95	323.95
Chelsea Mosset	400.24	400.24
Footloose Dance Studio	482.77	175.82	169.65	112.30	25.00
My Town Realty	352.85		142.40	210.45
Totals	1,559.81	900.01	312.05	322.75	25.00
Aging Percent		57.7%	20.0%	20.7%	1.6%

In this example, each aging period represents the number of months by which the invoices assigned to the period are overdue.

Aging by month name using invoice terms

If you were to age the transactions based on their invoice terms, the results would be similar to those in the previous example. However, your report or MYOB Premier window would show the month in which the invoice falls due.

	Total	Current	Jul	Jun	Pre-June
A-Z Stationery	323.95	200.50	123.45
Chelsea Mosset	400.24		400.24
Footloose Dance Studio	482.77	175.82	169.65	112.30	25.00
My Town Realty	352.85		142.40	210.45
Totals	1,559.81	376.32	835.74	322.75	25.00
Aging Percent		24.1%	53.6%	20.7%	1.6%

Aging by month number using invoice terms

If you were to age the example transactions based on their invoice terms and using month numbers, the results would look like this:

	Total	Current	1 Month	2 Months	2+ Months
A-Z Stationery	323.95	200.50	123.45
Chelsea Mosset	400.24		400.24
Footloose Dance Studio	482.77	175.82	169.65	112.30	25.00
My Town Realty	352.85		142.40	210.45
Totals	1,559.81	376.32	835.74	322.75	25.00
Aging Percent		24.1%	53.6%	20.7%	1.6%


Finding reports

Over 80 MYOB Premier reports provide you with comprehensive information about your business. MYOB Premier reports encompass detailed lists of your business’s records as well as valuable comparative analysis reports of your transaction activity. Be sure to explore the capabilities of MYOB Premier’ reports when you need up-to-the-minute information about your business.

  To find a report


To find a report

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

The Index to Reports window provides a single location for you to work with your MYOB Premier reports. Using the Index to Reports window, you can:

View lists of all the reports in the MYOB Premier system

View a short description of each report

Print reports on your printer or your computer screen

Save report information as files on your computer’s hard disk

Modify the look of the reports you print

Determine the information you want to include on your reports

Display your reports in Microsoft Excel if you’ve chose to use MYOB Premier’s OfficeLink feature

2.	At the top of the window, click the name of the Command Centre that applies to the report you’re looking for. The report will appear in the list in the middle of the window.


Customising reports

MYOB Premier gives you complete control of the content and appearance of your MYOB Premier reports. Your can customise your reports in two different ways:

Filtering:   Determining the amount of information to include on a report

Formatting:  Determining the appearance of a report

You can use either or both of these methods to customise a report. You can customise a report and print it immediately; when you’ve finished, the report reverts back to its original settings.

The following topics contain detailed information about filtering and formatting reports.

  Filtering reports

  Formatting reports

  Saving custom reports


Filtering reports

You can control the amount of information that appears on your reports by using MYOB Premier’s filters feature. 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.

  To filter a report

  To use wildcards to filter reports


To filter a report

Filters are set up using the Report Filters window for each report in the MYOB Premier system.

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

2.	Locate the report whose filters you want to change. When you find it, highlight it, then click the Filters button at the bottom of the window.

3.	The Report Filters window appears. The Report Filters window varies, depending upon the report you’re filtering.

4.	Make entries and selections in the Report Filters window, then click OK to close the window. You can now print or display the report with the filters you selected.

  Warning: Filters aren’t saved!


Warning: Filters aren't saved!
Warning: Filters aren’t saved!

Filters you set up for an individual report are used only if you print or display the report immediately after you set up the filters. If you don’t print or display a report after you set up its filters and then change a different report’s filters, the first report’s filters won’t be saved. You’ll need to set up the filters again before you attempt to print the report.


To use wildcards to filter reports

Wildcards are special characters that give you more flexibility in selecting various records, such as account numbers and invoice numbers, to print on reports that use that type of information.

You can use two wildcard characters, the asterisk (*) and the question mark (?), in the Report Filters window.

The asterisk

Using the asterisk in the Report Filters window allows you to print a report for a specific group of records. For example, if you want to print an Account Inquiry Report for all accounts whose account numbers begin with 1, you can use the asterisk wildcard to do so. (Without the asterisk wildcard, you could print the report only for a single account or for all your accounts.)

To select only the accounts whose numbers begin with 1, enter 1* in the Selected field in the Report Filters window for the Account Inquiry Report.

When you print the report, only the accounts whose numbers begin with 1 will be included on the report.

You can use the asterisk in other locations in an account or job number in the Selected field, as well. For example, if you have several job numbers whose numbers end in GOV (to indicate the jobs are associated with government contracts), you can enter *GOV in the Selected field to print a report that includes only the jobs whose numbers end in GOV.

The question mark

The question mark wildcard allows you to restrict a report even further than the asterisk. Using the question mark, you can limit your report to elements that contain only a specific number of characters.

For example, say you want to print a Job Inquiry Report for the Cadwell Corporation. All Cadwell job numbers are three characters long and begin with the letter C. However, you have other jobs that start with the letter C, and you don’t want those jobs to appear on the report. In the Selected field of the Job Inquiry Report’s Report Filters window, enter C?? to limit the report to three-character jobs that begin with C.

Similar to the asterisk wildcard, the question mark can be used in other locations of account, purchase order, invoice and card names, as well.


Formatting reports

You can modify the look of individual reports by using different font styles, sizes, colours, alignments and effects, and by changing the reports’ page margins.

  Note: Formatting changes won’t appear in reports exported to Excel

  To format a report

  To change a report back to its original format


Note: Formatting changes won't appear in reports exported to Excel

Any formatting changes you make to your report in MYOB Premier will not appear in Excel, if you export the report to Excel using MYOB OfficeLink. If you plan to export your report, we suggest you make formatting changes in Excel after the report has been exported.


To format a report

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

2.	Locate the report you want to design. When you find it, highlight it, then click the Format button at the bottom of the window.

3.	The Report Format window appears.

4.	The left side of the Report Format window contains a representation of the sections that will be printed on your report. If you’re formatting a report that doesn’t use a particular section (for example, if you’re formatting a list of items, the Subtotals section won’t be used), the unused section won’t appear in the Report Format window. You can make separate changes to each section that’s available for the report.

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.

  Note: How to work with formatted reports’ page settings

5.	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.

6.	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 Report Format window. If you use MYOB Premier for Macintosh, you can also click the Page Setup button at the bottom of the window to make further changes to your page settings. (If you’re using MYOB Premier for Windows, you’ll need to close the Report Format window and choose Print Setup from the File menu to make additional page settings changes.)

7.	After you’re satisfied with the changes you’ve made to a report, click OK to save the report’s changes and close the Report Format window.


Note: How to work with formatted reports' page settings
Note: How to work with formatted reports’ page settings

If you wish to use fonts other than the default font on individual reports, keep in mind that the new fonts may dramatically change the appearance of your reports.

When you choose a font in the Report Format window, MYOB Premier calculates the approximate number of columns that will fit on a printed page, using the fonts you’ve selected and your current page setup selections.

The widest MYOB Premier report is 106 columns. If your font and page setup selections cause a report’s calculated number of columns to be greater than 106, it may not fit on a printed page. When this happens, you must either change your page settings using the Print Setup (Windows) or Page Setup (Macintosh) window to accommodate a wider page or choose another font that fits better. (If you’re using MYOB Premier for Windows, consider using the 8-point Arial font; if you’re using MYOB Premier for Macintosh, consider using the 9-point Geneva font, and scale your report at 86%.)


To change a report back to its original format

If you’ve formatted a report and want to change it back to its original format, follow these steps.

1.	Display the report in the Report Format window again.

2.	Click the Default button (if you use MYOB Premier for Windows) or the Use Default button (if you use MYOB Premier for Macintosh).

3.	A message appears asking you to confirm your selection. Click OK to restore the report’s original selections and close the Report Format window.


Printing, displaying and saving reports

Once you’ve chosen the report you want to print and have made the customisations you need, you’re ready to see the finished product. In MYOB Premier, there are three ways to work with a report:

Print the report on your printer

Display the report on your computer screen

Save the report as a file on your computer’s hard disk

These options are described in the following topics.

  To print reports on your printer

  To display reports on your computer screen

  To save reports as files on your hard disk


To print reports on your printer

Once you’ve properly set up your MYOB Premier system, your computer and your printer, and you’ve filtered, designed and formatted the report you want to print, printing the MYOB Premier report is a simple task: Click the Print button!

There are a number of Print buttons available in windows throughout MYOB Premier; only in the Index to Reports window, however, will you have the ability to print all the reports in the MYOB Premier system.

  Idea: Save paper by displaying reports on your computer screen

See To display reports on your computer screen to learn how to preview your report before you print it.

Regardless of the window in which you find a Print button, clicking Print will probably open the standard Print window for your computer and printer, unless you set up your computer to print documents immediately. (If, however, you marked the Always Display Filters Before Printing Reports selection in the Preferences window, the Report Filters window for the report will appear before the standard Print window appears.) The Print window varies, depending upon the type of computer and printer you use; however, many Print windows allow you to choose a range of pages to print and the number of copies of the report you wish to print.

  Note: If you can’t make entries in your print selection window


Idea: Save paper by displaying reports on your computer screen

If you’re not sure whether a particular report is the report you want, we suggest that you display the report on your computer screen before you attempt to print the report. If you decide that you want to print the report when you’re viewing it on the screen, you’ll be able to print the report immediately. This feature allows you to preview a report and avoid wasting paper if you decide you don’t want the report.


To display reports on your computer screen

Using the Display button in the Index to Reports window, you can display an on-screen version of any report in the MYOB Premier system.

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

2.	Locate the report you want to display. When you find it, highlight it, then click the Display button at the bottom of the window.

3.	The Screen Reports window appears, containing the report you selected to view in the middle part of the window.

4.	Like printing a report on paper, displaying a report on your computer screen is affected by your entries and selections in the Print Setup window (if you’re using MYOB Premier for Windows) or Page Setup window (if you’re using MYOB Premier for Macintosh). If necessary, use the scroll bars in the Screen Reports window to view the entire report.

  Note: Only one report at a time can be on your screen

5.	If you want to make changes to the report that’s displayed, you can use the Screen Reports window to do so. The Disk button allows you to save the currently displayed report as a file on your hard disk; the Filters button allows you to determine how much information you want to print; and the Format button allows you to change a report’s appearance.

If you chose to use Microsoft Excel with MYOB OfficeLink when you installed MYOB Premier, you can click the Excel button to automatically display your report in Excel. To learn more about using OfficeLink with Excel, see Viewing MYOB Premier reports in Microsoft Excel using OfficeLink.

6.	You can also view more detail about a particular report by “zooming” to the detail from the Screen Reports window. To do this, move your mouse pointer over a piece of information in the Screen Reports window about which you want to see more detail. The mouse pointer will change into a magnifying glass.

When you see this magnifying glass, click your mouse button; the window used to enter the information you clicked on will appear, displaying the report information in more detail. When you're finished viewing the detailed information, close the window to return to the Screen Reports window.


Note: Only one report at a time can be on your screen

You can display only one report on your computer screen at a time. If you attempt to display a report when another report already is displayed on the screen, the first report’s Screen Reports window will close before the second report is displayed.


To save reports as files on your hard disk

If you don’t want to print a report on your printer or display it on your computer screen, you can save it as a file on your computer’s hard disk. When you save a report as a file, you have the flexibility to do whatever you want with the report: You can further modify it using a word-processing program, move it to another computer for printing or simply save it for your permanent records.

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

2.	Locate the report you want to display. When you find it, highlight it, then click the Disk button at the bottom of the window.

3.	A window appears, listing four formats in which you can save the file.

Tab-Delimited Text File  When you save a report in tab-delimited format, the individual pieces of information in the report are separated by tab characters. For example, if the last name Martin and the address 300 Roundhill Drive appears in a report of customer names, a tab character will appear between Martin and 300 Roundhill Drive in the file.

Comma-Separated Text File  When you save a report in comma-separated format, the individual pieces of information in the report are separated by commas. For example, if the last name Martin and the address 300 Roundhill Drive appears in a report of customer names, a comma will appear between Martin and 300 Roundhill Drive in the file. (Individual pieces of information that actually contain commas are surrounded by quotation marks.)

Text  When you save a report in text format, the individual pieces of information are separated by spaces so the appearance of the report is as similar as possible to a printed version of the report. (The amount of similarity between the file’s appearance and the report’s printed appearance depends upon the type of computer and fonts you’re using in the report.)

HTML  When you save a report in HTML (Hypertext Markup Language) format, the report is saved in a format capable of being viewed in World Wide Web browsers such as Netscape Navigator and Microsoft Internet Explorer.

4.	When you’ve selected the format you wish to use, click Save; the Save As window appears.

5.	In the Save As window, enter a name for the file you’re creating and specify a location for the file.

6.	When you’re finished using the Save As window, click OK (Windows) or Save (Macintosh) to save the report as a file.


Creating and printing report batches

Report batches are groups of reports you set up that allow you to print several reports at a time. You can set up report batches to serve a number of purposes. For example, you may wish to create a report batch that contains all your regular monthly financial statements; with a few clicks of the mouse, you can start the printing process so the reports print while you work on other important tasks.

  Creating report batches

  Printing report batches


Creating report batches

Report batches are created and maintained in the Report Batches and New/Edit Batch windows.

  Note: Some reports can't be put in batches

  To create a report batch


Note: Some reports can't be put in batches

Some reports, such as the Reconciliation Report, can't be added to report batches because you need to specify information to be printed each time you want to print the report. If you attempt to add a report that can't be included in a batch, an alert message will appear.


To create a report batch

  Note: This task requires single-user access

1.	From the Reports menu, choose Report Batches to open the Report Batches window.

2.	To begin creating a new batch, click the New button. The New/Edit Batch window appears.

3.	Enter a name for the batch in the Batch Name field.

4.	Choose the reports that belong to the batch by clicking the name of each report. A mark will appear next to each selected report, indicating that it's included in the new batch. To remove a report from the batch, click the name a second time. The mark will disappear and the report will no longer be included in this batch.

5.	When you're satisfied with the selections you've made, click OK. The Report Batches window will appear again, displaying the name of the new batch in its scrolling list.


Printing report batches

Printing a report batch is slightly different than printing an individual report. Instead of making entries and selections in a Report Filters window before you print, you'll use the Report Batches window to choose the reporting period for the batches you want to print.

  To print a report batch

  To change a report batch

  To remove a report batch


To print a report batch

1.	From the Reports menu, choose Report Batches to open the Report Batches window.

2.	The Report Batches window displays a list of the report batches you've created. Highlight the report batch you want to print.

3.	From the Period list, choose the reporting period you wish to include on the reports in the batch. You can choose any of the months or quarters in the current fiscal year, or you can choose to print information for the entire year to date.

  Note: More information about your selection in the Period list

4.	Click the Print button to display the Print window for your workstation, make the selections you want, and click OK (Windows) or Print (Macintosh). The information you enter in the Print window, such as number of copies and page orientation, will be applied to each report in the batch.


Note: More information about your selection in the Period list

Your selection in the Period list in the Report Batches window affects different types of reports in different ways. As an example, say you chose January from the Period list.

Activity reports, such as the Job Activity Report, will show job activity information from January 1 through January 31.

Balance sheet reports will show information as of January 31.

Sales and purchases reports will show information about your sales and purchase balances as of January 31.


To change a report batch

  Note: This task requires single-user access

1.	From the Reports menu, choose Report Batches to open the Report Batches window.

2.	To begin editing an existing batch, highlight the name of the batch you want to change and click the Edit button. The New/Edit Batch window appears.

3.	In the New/Edit Batch window, you can change the batch's name and the reports contained in the batch.

4.	When you're finished changing the batch, click OK to save your changes.


To remove a report batch

  Note: This task requires single-user access

1.	From the Reports menu, choose Report Batches to open the Report Batches window.

2.	Highlight the name of the batch you want to remove, then choose Delete Batch from the Edit menu.


Designing reports

Using MYOB Premier’s report designer, you can choose which types of information you want to include on reports. With the report designer, you can 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 by designing the report so it includes tax amounts. You can also choose the order in which information is printed on your reports when you design them.

  Idea: Check out the existing reports before you design new ones

  To design a report


Idea: Check out the existing reports before you design new ones

MYOB Premier reports are already set up to be comprehensive enough for most businesses. You may want to consider printing a report or displaying it on your computer screen before you design it, just to check to see whether the report already contains the information you want.


To design a report

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

2.	Locate the report you want to design. When you find it, highlight it, then click the Design button at the bottom of the window.

3.	The Report Design window appears. The Report Design window displays the fields that are available to be printed on the report you’ve selected in the Index to Reports window.

4.	Mark the Display column next to the fields that you want to display on the report.

5.	Drag the fields around the window to indicate the order in which you want the fields to be printed on the report. The fields at the top of the Report Design window will appear at the leftmost end of the report.

6.	When you’re finished designing the report, click OK to close the window. You can now print or display the report with the design you selected.


Saving custom reports

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


To save a custom report

To save a custom report, use the following steps.

1.	Customise your report using the Report Design and Report Format windows. When you're finished in each window, be sure to click OK to record your changes.

2.	In the Index to Reports window, click the Display button. The Screen Reports window appears, displaying your report with your design changes. Take a look at the report to be sure it includes the changes you want; if you’d like to make changes, click 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.)

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

4.	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.

5.	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.

6.	To view 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, including printing them, displaying them on your computer screen, and saving them as files on your hard disk.

  Note: Where are my custom reports stored?

  Storing custom MYOB Premier reports on a network

  Note: If you’ve created custom reports with a previous MYOB product


Note: Where are my custom reports stored?

When you save a custom report using the steps in the previous section, the report’s customisation information is stored in a special location on your computer’s hard disk. This special location is a directory or folder named CUSTOM, and is located inside the directory or folder in which the MYOB Premier program is located. For example, if you use a Windows computer and MYOB Premier is installed in C:\PREMIER2, your custom reports will be stored in C:\PREMIER2\CUSTOM. If you use a Macintosh and MYOB Premier is installed in the MYOB Premier V2 folder, the Custom folder will be located inside the MYOB Premier V2 folder. Each custom report will appear in this directory or folder.

Be very careful when you use Windows Explorer or the Finder with the CUSTOM folder; if you delete or rename this folder, you won’t be able to use your custom reports in the Index to Reports window.


Viewing MYOB Premier reports in Microsoft Excel using OfficeLink

While MYOB Premier provides a wide range of reports and graphing tools, there may be times when you’ll find it more convenient to use Microsoft Excel to create what-if scenarios, budgets and the like. With OfficeLink, you can transfer MYOB Premier reports to Excel as easily as you can print them.

  Note: OfficeLink must be installed before you can view MYOB Premier reports in Excel

  Note: Exporting very long reports to Excel using OfficeLink

  To view MYOB Premier reports in Excel


Note: OfficeLink must be installed before you can view MYOB Premier reports in Excel

In order to use OfficeLink, you must also be using an OfficeLink-compatible version of Microsoft Excel. In addition, you must have selected to use Excel when you installed OfficeLink.

If the Excel button in the Index to Reports window is dimmed, OfficeLink hasn’t been installed properly for Excel.


Note: Exporting very long reports to Excel using OfficeLink

Microsoft Excel allows no more than 16,384 rows in a worksheet. It's possible that you may exceed this limit if you export an very long report to Excel from MYOB Premier using MYOB OfficeLink. If this occurs, MYOB Premier will export only the first 16,384 rows of the report to Excel; additional information won’t appear in the Excel worksheet.


To view MYOB Premier reports in Excel

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

2.	Locate the report you want to display in Excel. When you find it, highlight it.

If you wish to limit the amount of information that appears on the report, click the Filters button at the bottom of the Index to Reports window. The Report Filters window appears, and you can specify the information you want to see on the report. When you’ve made your selections, click OK to redisplay the Index to Reports window.

3.	Click the Excel button at the bottom of the Index to Reports window. The report will appear in an Excel worksheet.

(If you want to view the information on the report in MYOB Premier before opening Excel, click the Display button, rather than the Excel button; the report will appear in MYOB Premier’s Screen Reports window. When you’re ready to view the report in Excel, click the Excel button in the Screen Reports window.)

  Warning: Avoid exiting MYOB Premier for Windows while exporting reports using OfficeLink

4.	In Excel, make any changes you like to the report information.

  Warning:  Use caution when modifying MYOB Premier’s Excel templates!


Warning: Avoid exiting MYOB Premier for Windows while exporting reports using OfficeLink

While you are exporting MYOB Premier reports to Excel using OfficeLink, it’s very important that you don't use the Windows Close Program window to close either MYOB Premier or the DRVXL16.exe program. If you exit either MYOB Premier or the DRVXL16.exe program using the Close Program window before all the report information has been transferred from MYOB Premier to Excel, a General Protection Fault error will occur. We strongly recommend that you wait until the report information has been transferred to Excel before attempting to exit MYOB Premier.


Warning: Use caution when modifying MYOB Premier's Excel templates!

If you modify the Excel templates for your MYOB Premier reports, be sure that you do not move the [[Tbl:Body Table]] field. This field must be located in Column B, row 15, in order for each report’s total amounts to be calculated correctly. If you move [[Tbl:Body Table]], the totals will be inaccurate.

Also note that you cannot directly reference a specific piece of data within a report when creating additional calculations on your report data. This is because Excel will push the reference field you create to a field below the end of the report body when the report is imported into Excel. As an alternative, we suggest that you either create a macro that will be calculated after the report is imported or place your reference field on a separate spreadsheet that will be updated after the report is imported.

Click here for a list of all the MYOB OfficeLink templates for Microsoft Excel.


MYOB OfficeLink templates for Microsoft Excel

To display an MYOB Premier report in Microsoft Excel, MYOB Premier uses a set of special Excel templates, which are installed when you indicate that you use Excel during the MYOB Premier installation process. Each Excel template is associated with a specific MYOB Premier report.

  Note: If you accidentally delete an OfficeLink template

Reports	Template File Name
GENERAL LEDGER TAB
Account History (OfficeLink)	accthist.xlt
Account Inquiry	acctinq.xlt
Balance Sheet	balsht.xlt
Balance Sheet (Spreadsheet)	balshts.xlt
Balance Sheet (Budget Spreadsheet)	balshtbs.xlt
Balance Sheet  (Last Year Analysis)	balshtla.xlt
Balance Sheet (Budget Analysis)	balshtba.xlt
Chart Of Accounts (Summary)	coasum.xlt
Chart Of Accounts (Detail)	coadet.xlt
Currency List	curlst.xlt
Currency - Realised Gain/Loss	curre.xlt
Currency - Unrealised Gain/Loss	curunre.xlt
General Journal	genjrl.xlt
General Ledger (Summary)	genjrls.xlt
General Ledger (Detail)	genjrld.xlt
Job Activity (Summary)	jobacts.xlt
Job Activity (Detail)	jobactd.xlt
Job Budget History (OfficeLink)	jobbudhi.xlt
Job History (OfficeLink)	jobhist.xlt
Job Inquiry	jobinq.xlt
Job Profit & Loss	jobpl.xlt
Job Reimbursable Expenses	jobreexp.xlt
Jobs (Budget Analysis)	jobba.xlt
Jobs List	joblist.xlt
Profit & Loss	pl.xlt
Profit & Loss (Spreadsheet)	pls.xlt
Profit & Loss (Budget Spreadsheet)	plbs.xlt
Profit & Loss (with Year to Date)	plytd.xlt
Profit & Loss (with Last Year)	plly.xlt
Profit & Loss (% Sales Analysis)	plsa.xlt
Profit & Loss (Last Year Analysis)	pllya.xlt
Profit & Loss (Budget Analysis)	plba.xlt
Recurring General Journal Entry	recgj.xlt
Session Report	session.xlt
Trial Balance	tribal.xlt
Trial Balance (Summary)	trlbas.xlt
Trial Balance (Detail)	trlbald.xlt
CHEQUEBOOK TAB
Bank Deposit Slip	bds.xlt
Cash Disbursements Journal	cdjrnl.xlt
Cash Flow Analysis	cashflw.xlt
Cash Receipts Journal	crjrnl.xlt
Chequebook Register	chkbkreg.xlt
Reconciliation Report	reconcil.xlt
Recurring Cheques	recchk.xlt
Recurring Deposits	recdep.xlt
To Do List (Recurring Transactions)	tdlrectn.xlt
SALES TAB
Aged Receivables (Summary)	agedars.xlt
Aged Receivables (Detail)	agedard.xlt
Analyse Sales (Item)	zsalit.xlt
Analyse Sales (Item - vs. Last Year)	zsalitly.xlt
Analyse Sales (Item Spreadsheet)	zsalits.xlt
Analyse Sales (Customer)	zsalc.xlt
Analyse Sales (Customer - vs. Last Year)	zsalcly.xlt
Analyse Sales (Customer Spreadsheet)	zsalcs.xlt
Analyse Sales (Salesperson)	zsalsp.xlt
Analyse Sales (Salesperson - vs. Last Year)	zsalsply.xlt
Analyse Sales (Sales Person Spreadsheet)	zsalsps.xlt
Customer Payment History	custpyh.xlt
Customer Payments (Salesperson)	custpysp.xlt
Customer Reimbursable Expense	custrexp.xlt
GIS Customers	gisc.xlt
GIS Sales	giss.xlt
Invoice Inquiry	invinq.xlt
Receivables Reconciliation (Summary)	arrecsum.xlt
Receivables Reconciliation (Detail)	arrecdtl.xlt
Recurring Sales	recsale.xlt
Sales & Receivables Journal	salejrnl.xlt
Sales (Customer Summary)	salcusts.xlt
Sales (Customer Detail)	salcustd.xlt
Sales History by Customer (OfficeLink)	salhiscu.xlt
Sales History by Salesperson (OfficeLink)	salhissp.xlt
Sales (Salesperson Summary)	salsps.xlt
Sales (Salesperson Detail)	salspd.xlt
Sales (Item Summary)	salitms.xlt
Sales (Item Detail)	salitmd.xlt
Sales Tax (Summary)	saltxsa.xlt
Sales Tax (Summary - Cash)	saltxsca.xlt
Sales Tax (Detail)	saltxd.xlt
Sales Tax (Detail - Cash)	saltxdc.xlt
To Do List (Receivables)	tdlar.xlt
To Do List (Recurring Sales)	tdlrcsal.xlt
To Do List (Orders to be Shipped & Received)	tdlordrs.xlt
TIME BILLING TAB
Activity List	actlist.xlt
Activity Log (Detail)	actlogdl.xlt
Activity Log (Diary)	actlogdy.xlt
Activity Slip (Activity Detail)	axactdet.xlt
Activity Slip (Activity Summary)	asactsum.xlt
Activity Slip (Customer Detail)	ascusdet.xlt
Activity Slip (Customer Summary)	ascussum.xlt
Activity Slip (Employee Detail)	axempdet.xlt
Activity Slip (Employee Summary)	asempsum.xlt
Activity Slip Inquiry	actslinq.xlt
Analyse Sales (Activity Spreadsheet)	zsalacs.xlt
Analyse Sales (Activity vs. Last Year)	zsalacly.xlt
Analyse Sales (Activity)	zsalac.xlt
Hourly Productivity (Detail)	hrprodd.xlt
Hourly Productivity (Summary)	hrprods.xlt
Rate Exceptions	rateexcp.xlt
Sales (Activity Detail)	salactd.xlt
Sales (Activity Summary)	salacts.xlt
PURCHASES TAB
Aged Payables (Summary)	agedaps.xlt
Aged Payables (Detail)	agedapd.xlt
Analyse Purchases (Item Spreadsheet)	zpurits.xlt
Analyse Purchases (Vendor FY Comparison)	zpurvly.xlt
Analyse Purchases (Vendor Spreadsheet)	zpurvs.xlt
Analyse Purchases (Vendor)	zpurv.xlt
Payables Reconciliation (Summary)	aprecons.xlt
Payables Reconciliation (Detail)	aprecond.xlt
Purchase History by Vendor (OfficeLink)	purhisv.xlt
Purchase Order Inquiry	poinq.xlt
Purchases & Payables Journal	papjrnl.xlt
Purchases (Vendor Summary)	purvends.xlt
Purchases (Vendor Detail)	purvendd.xlt
Purchases (Item Summary)	puritms.xlt
Purchases (Item Detail)	puritmd.xlt
Recurring Purchase Order	recpo.xlt
To Do List (Payables)	tdlap.xlt
To Do List (Recurring Purchases)	tdlrecpr.xlt
To Do List (Expiring Discounts)	tdlexpd.xlt
Vendor Payments	vdrpyt.xlt
PAYROLL TAB
Employee Payroll List	empyrlst.xlt
Entitlement Balance (Summary)	ebs.xlt
Entitlement Balance (Detail)	ebd.xlt
Payroll Activity (Summary)	payactsx.xlt
Payroll Activity (Detail)	paycatd.xlt
Payroll Advice	pradv.xlt
Payroll Category Inquiry	paycatiq.xlt
Payroll Journal	payjrnl.xlt
Payroll Register (Summary)	payregsx.xlt
Payroll Register (Detail)	payregd.xlt
Payroll Summary	paysum.xlt
Quarterly Tax Totals	qtrtt.xlt
Recurring Paycheques	recpychk.xlt
Superannuation Remittance Report	superrem.xlt
Tax Detail (Employee)	txdetemp.xlt
INVENTORY TAB
Analyse Inventory (Summary)	zinvs.xlt
Analyse Inventory (Detail)	zinvd.xlt
Auto Build	autobld.xlt
Inventory Count Sheet	invctst.xlt
Inventory Journal	invjrnl.xlt
Item Sales History (OfficeLink)	itemsalh.xlt
Items List (Summary)	itmls.xlt
Items List (Detail)	itmld.xlt
Price Analysis	pricez.xlt
Price List (Summary)	prclsst.xlt
Price List (Detail)	prclsstd.xlt
To Do List (Stock Alerts)	tdlsa.xlt
CARD FILE TAB
Address List	addlst.xlt
Card File (Summary)	cfsum.xlt
Card File (Detail)	cfdet.xlt
Card File (inquiry)	cfinq.xlt
Contact Log	clog.xlt
GIS Card File	giscf.xlt
Identifiers	ids.xlt
To Do List (Overdue Contacts)	tdloc.xlt


Note: If you accidentally delete an OfficeLink template

If you accidentally delete an OfficeLink template for your Excel reports or word processing program’s letters, you can recreate the missing template by reinstalling MYOB Premier’s program files. Any missing templates will be added when you reinstall.

Any templates you’ve modified won’t be replaced when you reinstall MYOB Premier. If you wish to replace a modified template when you reinstall MYOB Premier, you must first rename or delete the template you modified. (Refer to the documentation that accompanied your computer for information about renaming and deleting files using your computer’s operating system.)


Procedures Guide Part 23 - Forms

In MYOB Premier, forms are documents that you’ll often use in your day-to-day business. Usually, forms are used to track transaction activity, such as the sales and purchases you make. Typical forms include invoices, purchase orders and cheques. In MYOB Premier, administrative documents such as mailing labels and personalised letters are also considered forms.

MYOB Premier provides you with a great deal of flexibility as you work with forms. You can choose which information you want to print, as well as customise the look of the documents so they use the text styles you prefer.

  Idea: Get ready to print forms

In this part:

  Finding forms

  Printing forms

  Customising forms

  Tips for customising cheques

  Tips for customising purchase orders

  Tips for customising mailing labels


Idea: Get ready to print forms

Before you begin working with and printing your MYOB Premier forms, we suggest that you review Preparing your printer and computer for printing  and Preparing MYOB Premier for printing.


Finding forms

Each MYOB Premier form can be found in the Command Centre in which the form’s associated transaction was entered. Here’s a list of the MYOB Premier Command Centres and their forms.

Chequebook Command Centre

Type of form	To find the form, click:

Cheques	Print Cheques

Sales Command Centre

Type of form	To find the form, click:

Invoices
(item, service, professional and time billing)	Print Invoices

Packing slips
(item, service and professional)	Print Invoices

Labels
(item, service, professional and time billing)	Print Invoices

Statements
(invoice and activity)	Print Statements

Cheques	Print Cheques

Purchases Command Centre

Type of form	To find the form, click:

Purchase orders
(item, service and professional)	Print Purchases

Cheques	Print Cheques

Card File Command Centre

Type of form	To find the form, click:

Mailing labels	Print Mailing Labels

Personalised letters	Personalised Letters


Printing forms

Once you’ve found the form you want to print, you’re ready to make some important decisions about how you want to print the form. Before you begin printing, you can choose form types, the specific information you want to display on the form, and the type of paper you intend to print the form on. You can also print alignment forms to ensure your MYOB Premier information prints properly on the paper in your printer, and you can personalise the look of your forms.

The topics below describe the forms-printing process in general; if you want detailed information about how to print a specific type of form, refer to the part of this online guide that discusses that specific form.

Checklist: How to print a form

In general, there are seven steps you need to follow to print a form:

  Step 1: Acquire the paper forms you need

  Step 2: Choose the information you want to print

  Step 3: Choose a form layout

  Step 4: Customise the form (optional)

  Step 5: Print alignment forms (optional)

  Step 6: Review the forms you’ve selected for printing

  Step 7: Print the forms


Step 1: Acquire the paper forms you need

Before you print your MYOB Premier forms, you should be sure that you have all the paper forms you need to print your MYOB Premier forms information.

It’s important that you choose the right paper forms to use with MYOB Premier, because MYOB Premier is set up to print information in particular places on your forms. If you don’t use forms that are compatible with MYOB Premier, your information may not be printed in the locations you want.

Fortunately, Forms Express has an extensive stock of specially designed and affordable MYOB Premier-compatible paper forms available for purchase. To learn more about Forms Express’s MYOB Premier-compatible products, call Forms Express on 1 800 808 862.


Step 2: Choose the information you want to print

You have a great deal of flexibility in choosing the information you want to appear on your forms. You’ll choose this information in the Forms Selection window for the form you’re printing.

  To choose the information you’ll print


To choose the information you'll print
To choose the information you’ll print

1.	Open the Forms Selection window for the form. (If you don’t know how to find the form you want to print, see Finding forms for help.)

2.	In the top portion of the Forms Selection window, choose the various elements that you want to appear on your forms, including the type of form you want to print, the status of the transactions you want to print, as well as ranges of transaction dates and transaction numbers that apply to the form you plan to print.


Step 3: Choose a form layout

The bottom section of all Forms Selection windows (except for personalised letters) allows you to choose the layout you wish to use when you print your forms. MYOB Premier provides a number of layout choices, depending upon the type of form you’re currently working with. Each of the form layouts are described below; make the selection that best fits your needs.

Select the pre-printed form layout if you want to print a form’s information onto paper that already contains lines, columns and headings. The pre-printed layout is designed to match most commonly used forms provided by third-party forms vendors.

Select the plain paper form layout if you want to print a form’s information onto blank paper. Lines, columns and headings are automatically printed with the form’s information.

Select a user-customised form layout if you want to print a form you’ve customised using the form’s Customise window. Depending upon the form layout you customised, lines, columns and headings may be automatically printed with the customised form’s information.

  Note: You may have more than one custom form layout for your forms

If you’re viewing the Forms Selection window for cheques, choose the Continuous Feed Cheque form layout or the Laser Cheque form layout, or a custom layout you've created. The Continuous Feed Cheque form layout allows you to print cheques on connected sheets of cheque forms; the Laser Cheque form layout allows you to print cheques one page at a time on a laser printer. The Laser Cheque form layout is also set up so two cheque stubs are printed after the cheque form. (See Customising forms to learn more about customising your cheques and cheque stubs.)

If you’re viewing the Forms Selection window for mailing labels or shipping labels, choose from a list of measured form layouts, or a custom layout you've created. Measured form layouts are determined by a variety of factors on your computer. For example, if you’re using metric settings on your computer, you’ll be able to choose between label form layouts that use metric measurements.


Note: You may have more than one custom form layout for your forms

If you are printing one of the following forms, you may have more than one custom form layout.

Invoices, packing slips and labels

Cheques

Statements

Purchase orders

Paycheques

Mailing labels

See Customising forms to learn how to use the Customise window to personalise the look of your printed forms.


Step 4: Customise the form (optional)

Each of MYOB Premier’s forms is unique in the information it provides and the specific layouts it reflects. Depending upon the needs of your business, the MYOB Premier forms that are already set up when you begin using MYOB Premier may fully serve your needs.

You may, however, occasionally find the need to make changes to specific forms to better accommodate your business needs. If you’re in this situation, see Customising forms  to learn about MYOB Premier's comprehensive set of forms-customisation tools.


Step 5: Print alignment forms (optional)

Since it’s important that your printed information is positioned correctly on paper forms, MYOB Premier allows you to print alignment forms to ensure the information you’ll print is aligned in the proper locations. When you print an alignment form, no actual information is printed on the form in your printer; instead, generic information will appear on the page where actual information would appear if you were printing an actual form.

  To print an alignment form


To print an alignment form

1.	Load the paper you intend to use for your documents into your printer. If you’re using a continuous-feed printer, be sure the paper is as straight as possible.

2.	Click the Print Alignment button. (This button will also display the name of the type of form you’re printing.)

3.	Depending upon the type of computer you use and the settings you’ve established for your printer, the alignment form may begin to print immediately, or a print window may appear on your computer screen. If a print window appears, make your selections in the window, then click the button in the window that begins the printing process (the button is usually labeled “OK” or “Print”).

4.	After the form is finished printing, review the document to see whether the generic text was printed in the proper locations on the paper. If the information isn’t displayed the way you want, you may need to either change the position of the paper in your printer or customise the form layout so the information is printed where you want it on the paper.

5.	You can print as many alignment forms as you want. If your first attempt at aligning the information on the page wasn’t correct, make the necessary changes, then follow steps 1 through 4 until you’re satisfied with the way the information will be printed.


Step 6: Review the forms you've selected for printing
Step 6: Review the forms you’ve selected for printing

Before you begin printing, MYOB Premier allows you to review the information that’s about to be printed on your forms. This review process allows you to view summaries of the information that will be printed on your forms, choose specific forms to print, and, if you’re reviewing invoices, choose to print packing slips and shipping or mailing labels immediately after you print your invoices. Depending on the form you’re working with, you can also zoom to transaction or card detail while you’re reviewing your forms.

  To review forms before you print them


To review forms before you print them

1.	To begin the review process, click the OK button in the Forms Selection window after you’re satisfied with the entries and selections you’ve made in the window.

2.	A window appears, displaying the information that fit the criteria you specified in the Forms Selection window. The name of this window begins with the word “Review,” and is followed by the name of the form you’re working with.

3.	Review the transactions that are displayed. If you don’t want to print a form for one or more of the transactions, click in the Print column next to each of the transactions to remove the X that appears there.

4.	If you want to print multiple copies of the form, enter the number of copies you want in the Print XX Copies field.

  Note: Printing multiple copies using MYOB Premier versus using your operating system's Print dialog box


Note: Printing multiple copies using MYOB Premier versus using your operating system's Print dialog box

If your operating system’s Print dialog box allows you to specify the number of copies you want to print, you generally should enter 1 if you’ve already specified the number of copies you want using MYOB Premier If you specify multiple copies both in MYOB Premier and in the Print dialog box, you may end up with many more copies of the form than you’d planned.


Step 7: Print the forms

When you’re finished reviewing the information that appears in the Review window, you’re ready to print!

1.	To begin printing the forms, click the Print button in the Review window.

2.	Depending upon how your computer is set up, the first form may begin to print immediately, or a print window may appear on your computer screen. If a print window appears, make your selections in the window, then click the button in the window that begins the printing process (the button is usually labeled “OK” or “Print”).

  Note: If you can’t make entries in your print selection window


Customising forms

You can modify the look and content of individual forms in many ways. You can choose the types of information you want on your forms, design the way you want your forms to look, add graphics to enhance the appearance of your forms, change fonts and styles, draw lines and shapes, and select the size of the paper you’ll print your forms on. In other words, there’s little you can’t do if you’re customising your forms.

Checklist: How to customise a form

  Step 1: Decide whether you need to customise the form

  Step 2: Open the form in the Customise window

  Step 3: Add elements to the form (optional)

  Step 4: Change the elements on the form (optional)

  Step 5: Move the elements around on the form (optional)

  Step 6: Remove elements from the form (optional)

  Step 7: Preview the customised form (optional)

  Step 8: Save the customised form

  Step 9: Print the customised form


Step 1: Decide whether you need to customise the form

MYOB Premier provides an extensive set of well-designed form layouts so you can begin printing professional-looking documents immediately. This set of forms is designed to print properly on MYOB Premier-compatible business forms. If the MYOB Premier form layouts match your preprinted forms, you don’t need to customise your forms.

If the preprinted forms you currently use don’t match the form layouts provided in MYOB Premier, you’ll need to customise MYOB Premier form layouts for each form that doesn’t match your preprinted forms.

Although customising forms in MYOB Premier isn’t a difficult process, you’ll probably find that using MYOB Premier-compatible forms is easier and a less time-consuming venture. MYOB Premier-compatible forms are available from Forms Express. For more information, call Forms Express on 1 800 808 862.


Step 2: Open the form in the Customise window

To customise your forms, you’ll use the Customise window. To begin the process of customising the form, you’ll need to open the form in this window.

  To open the form in the Customise window


To open the form in the Customise window

1.	Open the Forms Selection window for the form you want to customise. See Finding forms to learn how to do this.

2.	In the Forms Selection window, make the selections and entries you need to make to choose the type of form you want to customise. For example, if you want to customise an item purchase order, you’ll need to be sure that Item is selected from the Order Type list in the Forms Selection window for purchase orders.

3.	When you’re finished making selections in the Forms Selection window, click the Customise button at the bottom of the window to open the Customise window.


Step 3: Add elements to the form (optional)

You can add new elements - data fields, text fields, lines, rectangles and pictures - to your form in the Customise window in a variety of ways. The following procedures explain how you can add these elements to the Customise window.

  To add a text field to a form

  To draw a line on a form

  To draw a rectangle on a form

  To add a picture or logo to a form (Windows)

  To add a picture or logo to a form (Macintosh)

  To add a data field to a form

  To activate a data field

  To copy and paste a data field


To add a text field to a form

1.	Click the text tool (the icon with the letter A that appears at the bottom of the Customise window), then click the location on the form where you want the new text field to appear. A new text field, labeled “Text Field,” appears.

2.	Double-click the new field to open the Field Information window.

3.	In the Text field of the Field Information window, enter the characters you want to use in the text field you created

4.	Click OK to close the Field Information window. The new field will be displayed in the Customise window.

If the text you entered is longer than the size of the new text field, you may need to change the size of the text field. See To change the size of a data field, text field, rectangle or picture to learn about changing the size of a text field.


To draw a line on a form

1.	Click the line tool (the icon with a cross that appears at the bottom of the Customise window), then click the location on the form where you want the line to begin; a cross appears on your computer screen.

2.	Drag the cross to where you want the line to end, then release the mouse button.


To draw a rectangle on a form

1.	Click the rectangle tool (the icon with a plain rectangle that appears at the bottom of the Customise window), then click the location on the form where you want the top left corner of the rectangle to appear; a cross appears on your computer screen.

2.	Drag the cross to where you want the bottom right corner of the rectangle to appear, then release the mouse button.


To add a picture or logo to a form (Windows)

If you use MYOB Premier for Windows, you can paste or load a bitmap file graphic (typically assigned the extension .BMP) in an MYOB Premier form. Either of the following procedures can be used to add a picture to an MYOB Premier form; both will produce the same results.

  Note: If you want to use a picture that is not a bitmap image

  To paste a picture into a form

  To load a picture into a form


To paste a picture into a form

Use the following procedure to paste a picture using MYOB Premier for Windows:

1.	Using whatever graphics program you normally use, copy the graphic to the Clipboard.

2.	In MYOB Premier, click the picture tool in the Customise window (it’s an icon with a picture frame; it appears at the bottom of the window). Then click the location on the form where you want the picture to appear. A picture field appears.

3.	Double-click the picture field to open the Field Information window. Click the Paste Picture button; the graphic appears.

If the Paste Picture button in the Field Information window is inactive, be sure the graphic has been copied to the Clipboard.

4.	Click OK to close the Field Information window. The picture will be displayed in the Customise window.


To load a picture into a form

Use the following procedure to load a picture using MYOB Premier for Windows:

1.	In MYOB Premier, click the picture tool in the Customise window (it’s an icon with a picture frame; it appears at the bottom of the window). Then click the location on the form where you want the picture to appear. A picture field appears.

2.	Double-click the picture field to open the Field Information window. Click the Load Picture button; the Open dialog box appears.

3.	Using the Open dialog box, locate the bitmap image you want to use. Highlight it, and click OK. The image appears in the Customise window.


Note: If you want to use a picture that is not a bitmap image

If the picture you want to use is in a format other than .BMP, such as .GIF or .JPG, use the To paste a picture into a form procedure. MYOB Premier can display any picture that appears on the Clipboard, regardless of its original format. (Some images, such as those saved in encapsulated Postscript format, cannot be pasted to the Clipboard; those images can’t be used with MYOB Premier.)


To add a picture or logo to a form (Macintosh)

If you use MYOB Premier for Macintosh, you can paste a graphic in the PICT or JPEG file format onto an MYOB Premier form. Either of the following procedures can be used to add a picture to an MYOB Premier form; both will produce the same results.

  Note: If you want to use a picture that is not a PICT or JPEG image

  To paste a picture into a form

  To load a picture into a form


To paste a picture into a form

Use the following procedure to paste a picture using MYOB Premier for Macintosh:

1.	Using whatever graphics program you normally use, copy the graphic to the Clipboard.

2.	In MYOB Premier, click the picture tool in the Customise window (it’s an icon with a picture frame; it appears at the bottom of the window). Then click the location on the form where you want the picture to appear. A picture field appears.

3.	Double-click the picture field to open the Field Information window. Click the Paste button; the graphic appears.

If your graphic doesn’t appear, be sure the graphic has been copied to the Clipboard.

4.	Click OK to close the Field Information window. The picture will be displayed in the Customise window.


To load a picture into a form

Use the following procedure to load a picture using MYOB Premier for Macintosh:

1.	In MYOB Premier, click the picture tool in the Customise window (it’s an icon with a picture frame; it appears at the bottom of the window). Then click the location on the form where you want the picture to appear. A picture field appears.

2.	Double-click the picture field to open the Field Information window. Click the Load button; the Open dialog box appears.

3.	Using the Open dialog box, locate the PICT image you want to use. Highlight it, and click Open. The image appears in the Field Information window.

4.	Click OK to close the Field Information window. The picture will be displayed in the Customise window.


Note: If you want to use a picture that is not a PICT or JPEG image

If the picture you want to use is in a format other than .BMP, such as .GIF or .JPG, use the To paste a picture into a form procedure. MYOB Premier can display any picture that appears on the Clipboard, regardless of its original format. (Some images, such as those saved in encapsulated Postscript format, cannot be pasted to the Clipboard; those images can’t be used with MYOB Premier.)


To add a data field to a form

Each MYOB Premier form is supplied with an extensive array of data fields that apply to the form’s purposes. As a result, you can’t - and probably don’t need to - add data fields to a form. However, you might be able to serve your needs by activating or pasting a copy of a data field on a form. To do this, see To activate a data field and To copy and paste a data field.


To activate a data field

1.	In the Customise window, double-click the field you want to activate; the Field Information window appears.

2.	If you’re using a Windows computer, mark the Field Is Active selection on the right side of the window. If you’re using a Macintosh, mark the Active selection in the left side of the window.

3.	Click OK.


To copy and paste a data field

1.	Click the data field once to select it.

2.	Choose Copy from the Edit menu.

3.	If you want to paste the data field onto another form, display that form in the Customise window.

  Note: Pasting data fields onto other forms

4.	Choose Paste from the Edit menu. A copy of the data field will appear in the window.


Note: Pasting data fields onto other forms

You can copy a data field and paste it onto another form, but only if the form onto which you’re pasting is the same type of form as the form from which you copied the field. For example, you can copy a data field from a plain-paper item invoice to a customised item invoice, but you can’t copy a data field from an invoice form to a statement form.


Step 4: Change elements on the form

You can make changes to the data fields, text fields, lines, rectangles and pictures on your form in the Customise window.

  To change the size of a data field, text field, rectangle or picture

  To change the length of a line

  To change the text in a text field

  To change the font characteristics of a data field or text field

  To change the orientation of a line

  To change the thickness of a line or rectangle

  To change the size of a picture or logo


To change the size of a data field, text field, rectangle or picture

There are two ways to change the size of a data field or text field in the Customise window. They are:

Use the pointer. To do this, follow these steps:

1. 	Highlight the field you want to change; a solid line appears around it.

2. 	A small square, called a “handle,” appears in the bottom right corner of the field. To change the size of the field, simply drag the handle.

Change the field’s exact size. To do this, follow these steps:

1.	Double-click the field you want to change. The Field Information window appears.

2.	In the two Field Size boxes in this window, enter the vertical and horizontal sizes of the field.

3.	Click OK.


To change the length of a line

There are two ways to change the length of a line in the Customise window:

Use the pointer. To do this, follow these steps:

1.	Select the line you want to change.

2.	Two small squares, called “handles,” appear on each end of the line. To change the length of the line, simply drag either handle.

Change the line’s exact length. To do this, follow these steps:

1.	Double-click the line you want to change. The Field Information window appears.

2.	If you’re using MYOB Premier for Windows, change the bottom Field Location box to the length you want. If you’re using MYOB Premier for Macintosh, change the Line Ends boxes so they reflect the length you want.

3.	Click OK.


To change the text in a text field

1.	Double-click the text field in the Customise window to open the Field Information window.

2.	Change the text in the Text field of the Field Information window.

3.	Click OK.


To change the font characteristics of a data field or text field

1.	Double-click the field you want to change. The Field Information window appears.

2.	Make your choices in the Justify, Font, Size and Style fields in this window.

3.	Click OK.

  Idea: Use default fonts


Idea: Use default fonts

You can change the default font that appears on every non-customised form by choosing Default Fonts from the File menu, or by clicking the Forms button in the Reports & Forms section of the Preferences window. See Preparing MYOB Premier for printing to learn more about default fonts.


To change the orientation of a line

1.	Double-click the line in the Customise window to open the Field Information window.

2.	If you’re using MYOB Premier for Windows, select either Horizontal or Vertical in the Orientation field. If you’re using MYOB Premier for Macintosh, make entries in the Line Begins and Line Ends boxes.

3.	Click OK.


To change the thickness of a line or rectangle

1.	Double-click the line or rectangle in the Customise window to open the Field Information window.

2.	Choose a thickness in the Line Size or Frame Size section of the Field Information window.

3.	Click OK.


To change the size of a picture or logo

1.	Click the picture or logo to select it. A thin border will appear around it, and a small black square, called a “handle,” will appear in the lower right corner.

2.	Place the mouse pointer over the handle and press and hold the mouse button. The pointer should change to a plus sign (+).

3.	Continue to hold down the left mouse button and drag the mouse; the size of the picture will change as you move the mouse. When the picture is the size you want, release the mouse button.

Although you can’t edit a picture in MYOB Premier (other than to change its size), you can replace an existing picture with a different picture. If you need to edit a picture, you’ll need to use a graphics program to do so; after the picture is edited, you can then replace the old picture with the edited picture.


Step 5: Move elements around on the form

You can change the position of the data fields, text fields, lines, rectangles and pictures on your form in the Customise window.

  To move a data field or text field

  To move a line

  To move a rectangle or picture


To move a data field or text field

There are two ways to move a data field or a text field in the Customise window. They are:

Use the pointer to select the field you want and drag it to the new location; or

Change the field’s exact coordinates. To do this, follow these steps:

1.	Double-click the field you want to move. The Field Information window appears.

2.	In the two Field Location boxes in this window, enter where you want the top and left edges of the field to be located on the form.

3.	Click OK.


To move a line

There are two ways to move a line in the Customise window:

Use the pointer to select the line you want and drag it to the new location; or

Change the line’s exact coordinates. To do this, follow these steps:

1.	Double-click the line you want to move. The Field Information window appears.

2.	If you use MYOB Premier for Windows, enter the distance from the top and left edges of the form where you want the line to begin in the top two Field Location boxes. If you use MYOB Premier for Macintosh, enter the distance from the top and left edges of the form where you want the line to begin in the two Line Begins boxes.

3.	Click OK.


To move a rectangle or picture

There are two ways to move a rectangle or picture in the Customise window:

Use the pointer to select the element you want and drag it to the new location; or

Change the element’s exact coordinates. To do this, follow these steps:

1.	Double-click the element you want to move. The Field Information window appears.

2.	Enter the distance from the top and left edges of the form where you want the element to begin in the Field Location boxes.

3.	Click OK.


Step 6: Remove elements from the form

You may want to remove some of the data fields, text fields, lines, rectangles and pictures on your form in the Customise window.

  To remove a text field, line, rectangle or picture from a form

  To remove a data field from a form

  To inactivate a data field


To remove a text field, line, rectangle or picture from a form

To remove a text field, line, rectangle or picture, select the element you want to remove and press the BACKSPACE or DELETE key on your keyboard.


To remove a data field from a form

You can’t remove data fields from a form. If you don’t want a particular data field to print on a form, you can inactivate the data field. See To inactivate a data field to learn how to inactivate a data field you don’t want on a form.

If you have more than one copy of the same data field on a form, however, you can remove the copies. To do so, select the duplicate field you want to remove and press the BACKSPACE or DELETE key on your keyboard.


To inactivate a data field

1.	In the Customise window, double-click the field you want to inactivate; the Field Information window appears.

2.	If you’re using a Windows computer, unmark the Field Is Active selection on the right side of the window. If you’re using a Macintosh, unmark the Active selection in the left side of the window.

3.	Click OK.


Step 7: Preview the customised form

At any time during the customisation process, you can display an on-screen preview of your work.

  To preview the customised form


To preview the customised form

1.	In the Customise window, click the Preview button to open the Print Preview window, displaying the form.

2.	If you wish to view the form in more detail, click the zoom buttons on the left side of the Print Preview window.

3.	If you want to check your current printer and page settings, click the Print Setup button (Windows) or the Page Setup button (Macintosh).

4.	When you’re finished previewing the form, click OK in the Print Preview window.


Step 8: Save the customised form

When you’re satisfied with the changes you’ve made to the form, you should save the customised form. The changes you make will be saved in a user-customised form layout, which will appear in the Selected Forms list whenever you choose to print this form.

  To save the customised form


To save the customised form

If you wish to save changes to a custom form you created previously, click the Save Form button.

If you wish to create a new custom form layout that contains the changes you've made, click the Save Form As button. The Save As window appears; enter a name and a brief description for the new layout and click OK.


Step 9: Print the customised form

Printing a customised form is the same task as printing an unchanged MYOB Premier form.

  To print the customised form


To print the customised form

1.	Open the Forms Selection window for the form you customised.

2.	In the bottom section of the window, choose the form layout you want from the Selected Form list.

3.	Click OK to begin the printing process.


Tips for customising cheques

Cheques 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 that the stub is attached to. 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 & Credit Notes window.

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

In the following topics, you’ll learn how to make changes to cheque forms and stubs. You’ll also learn how to add two stubs to one cheque form.

  Customising the cheque form

  Customising the stub form


Customising the cheque form

To customise an entire cheque, you’ll need to perform two separate tasks: customise the cheque form and customise the stub form. You’ll start by making changes to the cheque form itself.

  To customise the cheque form


To customise the cheque form

1.	Open the cheque form you want to modify in the Customise window. Notice that only the fields for the cheque, not for the stub, appear in the window.

2.	Open the Form menu at the top of your computer screen; notice that the Cheque Layout command is selected. This indicates that you’re currently viewing the layout for the cheque form only.

3.	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.

Make any changes you want to the cheque form. If you need help, see Customising forms for more information about making basic changes to your forms.


Customising the stub form

Once your cheque form is customised, you can make changes to the stubs that are attached to the cheque form. For every custom cheque you create, you can create a custom layout for each of the four types of cheque stubs available in MYOB Premier - Regular, Payable, Refund and Paycheque.

  To customise the stub form

  Adding two stub forms to a cheque form


To customise the stub form

1.	From the Form menu, choose the type of stub you want to customise. 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.)

  Note: Getting back to the cheque form

2.	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.

Make any changes to the cheque stub at this time. If you need help, see Customising forms for more information about making basic changes to your forms.

3.	If you want, you can make changes to all three available cheque stubs at this time; however, the 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 the same change to apply to all three stubs.

  Idea: Preview your forms

4.	When you’re finished making changes to the cheque form and stub forms, click Save Form in the Customise window. If you’re making changes to a custom layout, all changes you’ve made will be saved. If you’re working with one of MYOB Premier’s predefined form layouts, the Save As window appears; enter a name and description for your new form layout and click OK.

  Idea: Don’t waste your cheque forms!


Note: Getting back to the cheque form

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, choose Cheque Layout from the Form menu.


Idea: Preview your forms

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


Idea: Don't waste your cheque forms!
Idea: Don’t waste your cheque forms!

After you’re satisfied with the changes you’ve made to your cheques and cheque stubs, consider printing some alignment cheques to verify whether the changes you made print correctly on your printer. Print alignment cheques by clicking the Print Alignment Cheques button in the Forms Selection window.

When you’re printing alignment cheques, though, don’t waste the valuable preprinted paper forms you normally use for cheques - use plain paper instead. You should be able to easily compare the alignment text on the plain paper with a preprinted form.


Adding two stub forms to a cheque form

Some companies prefer to include two cheque stubs with each cheque. Sometimes, when this type of form layout is used, the cheque form is located between the two cheque stubs. In a few steps, you can customise your cheque layout to incorporate two stubs in this manner. Use the following procedure to customise a cheque with a stub above it and a stub below it.

  Note: If you want two stubs below a cheque

  To add two stub forms to a cheque form


Note: If you want two stubs below a cheque

If you want two stubs to be printed after the cheque form is printed, you simply need to choose the Laser Cheque selection from the Selected Form for Cheques list at the bottom of the Forms Selection window for cheques before you print the cheque forms. You don’t need to follow these instructions.


To add two stub forms to a cheque form

1.	In the Chequebook Command Centre, click Print Cheques to open the Forms Selection window for cheques.

2.	In the Forms Selection window, choose the Laser Cheque selection at the bottom of the window, then click the Customise button. The Customise window appears.

3.	From the Form menu, choose the stub form you want to include with the cheque. The stub’s fields will appear in the window (you may need to use the scroll bar on the right side of the window to view the stub’s fields.) Since you’re customising the Laser Cheque form layout, two stubs appear in the Customise window - that’s okay; you’ll be using both stubs.

4.	Select all the items on the first cheque stub, including all active and inactive data fields, text fields and any drawing objects on the stub. To select multiple items, press the SHIFT key as you click the items you want to select.

  Warning: Be careful selecting items on the stub!

5.	Drag the selected stub’s items to the proper position in the Customise window. Use the rulers and the dimmed cheque form’s fields to find the location on the form where you want the stub to print. When you’re satisfied with the location you’ve dragged the fields to, release the mouse button. (You’ll probably place the stub’s items directly on top of the cheque form, and the Customise window will look a little confusing for the time being.)

6.	Choose Cheque Layout from the Form menu. Both stubs will disappear, leaving the cheque form’s fields alone in the Customise window.

7.	Choose Select All from the Edit menu to select all the cheque form’s items.

8.	Using the rulers as a guide, drag the cheque form’s items into the proper position in the centre of the Customise Cheques window. (You may find it handy to verify the location of the cheque stub you moved in step 5. To do so, choose the appropriate stub from the Form menu. After you determine the location of the stub, choose Cheque Layout from the Form menu again.)

9.	After you’ve positioned the cheque form correctly, choose the stub layout you’re customising from the Form menu, then click the Preview button. The layout of the cheque form and the two stubs will appear in the Print Preview window. When you’re finished viewing the layout, click OK to close the Print Preview window.

10.	Continue moving the cheque stubs or cheque form until all items on the entire form are positioned the way you want, then click Save Form in the Customise window to save your changes. If you’re making changes to a custom layout, all changes you’ve made will be saved. If you’re working with one of MYOB Premier’s predefined form layouts, the Save As window appears; enter a name and description for your new form layout and click OK.

  Note: Be sure to change all the stubs you'll use with this form


Warning: Be careful selecting items on the stub!

Don’t use the Select All command to select all the items on the first cheque stub; you’ll mistakenly select all the fields on both the stubs.


Note: Be sure to change all the stubs you'll use with this form

Every custom cheque form you create has four cheque stub forms associated with it - Regular, Payable, Refund and Paycheque. If you're planning to use your custom cheque form to print multiple types of cheques - payable and refund cheques, for example - be sure to modify all the appropriate stub form layouts.

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 cheques that are written using the Write Paycheques window.


Tips for customising mailing labels

MYOB Premier’s mailing label forms are set up so they can be printed easily on popular mailing labels. In the Selected Form for Mailing Labels list at the bottom of the Forms Selection window, the top selection - 7.3 x 2.54 cm Labels - is set up so you can print three mailing labels per row on your paper. Labels printed in this manner are often known as “3-Up” labels.

A second selection in the Selected Form for Mailing Labels list - 3.81 x 10.16 cm. Labels - is set up so you can print two mailing labels per row on your paper. Labels printed in this manner are often known as “2-Up” labels.

MYOB Premier's 3-Up and 2-Up label formats are designed to be printed on standard A4-sized pages of labels.

   Changing the size of your labels

  Changing the position of your labels


Changing the size of your labels

Changing the size of your labels is the same process as changing the size of any MYOB Premier form.

  Warning: Changes may affect the way you print

  To change the size of your labels


To change the size of your labels

To change the size of your labels, you must create a custom form layout. Follow these steps to do so.

1.	In the Card File Command Centre, click Mailing Labels to open the Forms Selection window for mailing labels.

2.	In the Forms Selection window, choose the form layout of the mailing labels you want to change, then click the Customise button to open the Customise window.

3.	Choose Forms Info from the Form menu to open the Forms Information window.

4.	In the Forms Information window, change the entries in the Form Size fields, and click OK.

5.	In the Customise window, click the Save Form As button. The Save As window appears; enter a name and a brief description for the new layout and click OK. (If you selected a custom form in step 1, click Save Form to save your changes without creating a new form layout.)


Changing the position of your labels

Some printers aren’t capable of printing information on the top row of mailing label paper. If this is your situation, you’ll need to customise your mailing label form so the form’s top margin matches the printing capabilities of your printer.

  Warning: Changes may affect the way you print

  To change the position of your labels


Warning: Changes may affect the way you print

Keep in mind that the changes you make to your forms’ margins will most likely affect other aspects of how your printer will print your labels.


To change the position of your labels

1.	In the Card File Command Centre, click Mailing Labels to open the Forms Selection window for mailing labels.

2.	In the Forms Selection window, choose the form layout of the mailing labels you want to use, then click the Customise button to open the Customise window.

3.	Choose Forms Info from the Form menu to open the Forms Information window.

4.	In the Forms Information window, change the top Margins field so it matches the location where your printer begins printing. For example, if your printer begins printing 2 centimetres from the top edge of the page, enter 2.0 in the top Margins field. When you’ve made your changes, click OK.

5.	In the Customise window, click the Save Form As button. The Save As window appears; enter a name and a brief description for the new layout and click OK. (If you selected a custom form in step 1, click Save Form to save your changes without creating a new form layout.)


Tips for customising purchase orders

Item purchase orders contain a variety of information that’s intended to serve the needs of most businesses. However, you may find it useful to review the data fields that appear on the original item purchase order form before you begin printing item purchase orders, in case the data fields we’ve selected don’t match your needs exactly.

The item numbers that are printed on item purchase orders are an important piece of information. The default item purchase order is 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 to items in the Item Information window. This section contains information about how to ensure the item numbers you want are printed on your item purchase orders.

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

  Printing your item numbers on an item purchase order


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

To ensure the primary vendor’s item numbers are printed on an 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 Vendor for Reorders field in the Buying Details view 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 in the Buying Details view 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 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, the item numbers that appear in the Items List window), you must customise the item purchase order form.

  To print your item numbers on an item purchase order


To print your item numbers on an item purchase order

1.	In the Purchases Command Centre, click Print Purchases to open the Forms Selection window for purchase orders.

2.	Select Item from the Order Type list.

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

4.	Click the Customise button at the bottom of the window. The Customise window appears.

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.	If you’re using MYOB Premier for Windows, unmark the Field is Active selection. If you’re using MYOB Premier for Macintosh, mark the Inactive selection. 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.	If you’re using MYOB Premier for Windows, mark the Field is Active selection. If you’re using MYOB Premier for Macintosh, mark the Active selection. 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.	When you’re finished, click the Save Form As button. The Save As window appears; enter a name and a brief description for the new layout and click OK. (If you selected a custom form in step 1, click Save Form to save your changes without creating a new form layout.)

Each time you want to print item purchase orders with your item numbers, be sure to select the custom purchase order layout you've just created.


Procedures Guide Part 24 - Graphs

Staying in touch with your company’s financial activity must be one of your most important tasks. Using the full-featured graphs in MYOB Premier's Analyse Balance Sheet, Analyse Profit & Loss and Analyse Sales windows, you can gain a quick and accurate picture of your company’s financial health.

This part provides you with the information you need to display, print and modify the look of your MYOB Premier graphs.

In this part:

  Displaying graphs

  Using advanced graph tools

  Modifying your Macintosh graphs


Displaying graphs

Displaying a graph in MYOB Premier is as easy as opening any other type of MYOB Premier window. When you display a graph, you can also specify a number of criteria to show the data you want.

  To display a graph


To display a graph

1.	Open the window in which the graph can be displayed:

Analyse Sales graph  Choose the Sales Command Centre, then click the MYOB Analyst button. The Analyse Sales window will appear.

Analyse Profit & Loss graph  Choose the General Ledger Command Centre, then choose Profit & Loss from the MYOB Analyst list. The Analyse Profit & Loss window will appear.

Analyse Balance Sheet graph  Choose the General Ledger Command Centre, then choose Balance Sheet from the MYOB Analyst list. The Analyse Balance Sheet window will appear.

2.	You can select a range of dates to appear in the graph, as well as other criteria, to group the data that appears on the graph. To do this, click the Filters button at the bottom of the window. You’ll open the Analysis Selection window for the graph you’re viewing. Use this window to select the information that will be displayed in the graph and click OK

  Note: If a pie graph doesn’t show every item or account


Note: If a pie graph doesn't show every item or account
Note: If a pie graph doesn’t show every item or account

MYOB Premier pie graphs can be divided into 13 sections only. The 12 largest amounts are shown individually. Everything else is represented by a 13th section.

If you use MYOB Premier for Macintosh, the 13th section is labeled “Other.”


Using advanced graph tools

If you use MYOB Premier for Windows, your graph capabilities are strongly enhanced by a series of specialised tools that allow you to view your graph information more closely, change the appearance of your graphs on your computer screen and print your graphs.

  Note: You can use these graph tools using MYOB Premier for Windows only

  Viewing details in a graph

  Using the graph toolbar


Note: You can use these graph tools using MYOB Premier for Windows only

You can display graphs in both the Windows and Macintosh versions of MYOB Premier, and you can choose the types and quantities of information you view in your graphs in both versions. However, you can print graphs and use advanced graph tools only if you use MYOB Premier for Windows.


Viewing details in a graph

You can focus more closely on the details that make up each component of a graph.

  To view details in a graph

  To make details stand out in a graph


To view details in a graph

1.	Display the graph you want to view.

2.	Double-click the element in the graph you want to view. A “balloonful” of additional information about that slice of the graph will be displayed.


To make details stand out in a graph

You can highlight important parts of a pie graph by separating slices of the pie graph from the rest of the graph.

1.	Position the mouse pointer over the slice of the pie graph you want to separate from the rest of the graph.

2.	Hold down the mouse button, then drag the slice of the graph away from the rest of the graph.


Using the graph toolbar

You can change the appearance of a graph and work with the information in a graph using the graph toolbar at the top of the graph window. The following topics describe the buttons in the graph toolbar.

  Idea: Use the right mouse button

  To use the graph toolbar

  To adjust the three-dimensional characteristics of a graph


Idea: Use the right mouse button

You can also learn the purpose of each button in the graph toolbar by pressing the right mouse button when the mouse pointer is over a button on the toolbar.


To use the graph toolbar

Read the descriptions of the buttons on the toolbar below to learn what tasks you can perform with the toolbar.

	Export Chart  Click this button to create an export file of the data in the graph you’re viewing.
	Copy as Bitmap  Click this button to copy the graph you’re viewing as a bitmap graphic onto the Clipboard.
	Copy as Data  Click this button to copy the data represented by the graph you’re viewing onto the Clipboard.
	Print  Click this button to print the graph you’re viewing. If you’re viewing a graph and its legend, you’ll print the legend and the graph.   Warning: Be mindful of the colours in your graph
	Change Colour  To change the colour of a portion of the graph you’re viewing, click the Change Colour button and select a colour from the palette that appears; then drag the colour from the Change Colour box to the portion of the graph you want to change. You can change the colour of any part of the graph you’re viewing, including the graph’s background and the legend’s background.
	3D-2D  Click this button to toggle between a two-dimensional and three dimensional view of the graph.
	Rotate  Click this button to open the 3D View Properties window, where you can choose your perspective of a three-dimensional graph. You can also add depth and shadow to a three-dimensional graph using this window. See To adjust the three-dimensional characteristics of a graph for more information about these features.
	Z-Clustered Series  Click this button to add a Z axis to a three-dimensional bar graph.
	Zoom  Click this button and then drag a rectangle around the section of the graph you want to view in greater detail. Click the Zoom button again to return to normal view.
	Show/Hide Legend  Click this button to either show or hide the graph’s legend box.
	Vertical Grid  Click this button to display a bar graph with a vertical grid.
	Horizontal Grid  Click this button to display a bar graph with a horizontal grid.
	Edit Titles  Click this button to open the Titles window, where you can enter, edit or delete titles for the graph you’re viewing. Click the Apply button in the Titles window to apply your changes to the graph titles. Click OK in the Titles window to apply your changes to the graph titles and close the Titles window.
	Change Text Fonts  Click this button to change the font characteristics of text in the graph window. When you click the button, choose the text you want to change from the menu that appears, then change the font characteristics in the Font dialog box and click OK.
	Tools  The Tools menu appears when you click this button. By choosing commands from the Tools menu, you can show or hide the legend box, the Palette Bar, the Pattern Bar or the Data Editor.  The legend box is a key that identifies the sections of the graph according to colour and pattern. To show the legend box, click the Tools button and choose Legend from the Tools menu. You can also show and hide the legend box clicking the Show/Hide Legend button on the graph toolbar. You can drag the legend box to any location on your computer screen. You can resize the legend box by dragging its edges. The Palette Bar allows you to change the colour of a portion of the graph you’re viewing. To show the Palette Bar, click the Tools button and choose Palette Bar from the Tools menu. Drag the colour from the Palette Bar to the portion of the graph you want to change. You can change the colour of any part of the graph you’re viewing, including the graph’s background and the legend’s background. Use the arrows at the left of the Palette Bar to scroll through the available colours. You can double-click a colour on the Palette Bar to open the Colour window, where you can define custom colours. The Pattern Bar allows you to add a pattern to the graph you’re viewing. To show the Pattern Bar, click the Tools button and choose Pattern Bar from the Tools menu. Drag the pattern from the Pattern Bar to the portion of the graph you want to change. To edit a pattern, double-click the pattern in the Pattern Bar to open the Pattern Editor window. Click a pixel in the Pattern Bitmap section of the window to activate or deactivate it. When you’re satisfied with the changes you’ve made, click OK.  The Data Editor allows you to change the information represented by the graph you’re viewing so you can plot projected goals, predicted sales, and so on. To show the Data Editor, click the Tools button and choose Data Editor from the Tools menu. When you’re satisfied with your changes, click the Tools button and choose Data Editor from the Tools menu to return to graph view. Using the Data Editor, you can change amounts represented in the graph and the legend names. Any changes you make to the graph using the Data Editor won't affect your data file; any changes you've made will be erased when you close the graph window.


Warning: Be mindful of the colours in your graph

If you plan to print a graph, keep in mind that some colours don’t print well on white paper. Lighter colours, such as yellow, may not show up well at all, regardless of whether you’re printing with a black-and-white printer or a colour printer.


To adjust the three-dimensional characteristics of a graph

The 3D View Properties window allows you to adjust the way you view a three-dimensional graph.

	Click the Rotate button, shown to the left, on the graph toolbar to open the 3D View Properties window.


Modifying your Macintosh graphs

If you use MYOB Premier for Macintosh, you can change the appearance of your graphs by altering the colours and patterns of the “pie slices” in the graphs. The instructions the topic below show you how to do this.

  To modify your Macintosh graphs


To modify your Macintosh graphs

1.	From the Setup menu at the top of your computer screen, choose Preferences to open the Preferences window.

2.	Be sure the System tab is selected, then click the Pies button at the bottom of the window to open the Pie Slice Patterns window.

Click the box that represents the pie slice whose colours and pattern you want to change, then choose a pattern from the top of the window, or click the Foreground Colour and Background Colour buttons to change the slice’s attributes.

3.	The Pie Slice Patterns window allows you to choose the patterns and colours you wish to apply to the pie slices in all the MYOB Premier graphs you view on your computer screen.

Take a few moments to understand how this window works. First, notice the row of 14 coloured boxes in the middle of the window. These boxes represent the pie slices that can appear in any one graph in MYOB Premier.

If you want to change the colours or pattern of one of the slices, you first must click the box that represents the slice you want to change.

4.	To change the pattern of a particular pie slice, click the box representing that slice, then choose the pattern you want from the rows of patterns at the top of the window. You’ll notice that the box changes to display the choice you made.

5.	To change the colours of a particular pie slice, click the box representing that slice, then choose the colours you want by clicking the buttons labeled Foreground Colour and Background Colour. These two buttons open a window from which you can choose any colour that your Macintosh supports.

6.	If you want to review the changes you’ve made to your pie slices, click the Sample Pie button at the bottom of the window. A sample graph displaying your choices will appear in a dialog box.

7.	When you’re finished in the Pie Slice Patterns window, click the OK button to record your changes.


Procedures Guide Part 25 - Month-end Procedures

Month-end procedures usually are performed at the end of every month, but they can be done at any time during the month. The key to success is to perform these tasks regularly.

  Idea: Check with an accountant before performing month-end tasks

In This Part:

  Reviewing your trial balance

  Reviewing and adjusting budgets

  Reviewing cash flow

  Reviewing items’ order status

  Purging information that’s no longer needed

  Reconciling cheque accounts

  Other month-end procedures

  Closing an accounting period


Idea: Check with an accountant before performing month-end tasks

Some tasks need to be performed at a specified time every month. Consult your accountant if you’re unsure which of these tasks are required for your business.


Reviewing your trial balance

Reviewing a trial balance report - also known to accountants as a general ledger - regularly is an optional month-end task, but it can make your job easier in the future. If you regularly review your trial balance, you’ll spot incorrectly recorded amounts quickly and will be able to fix them without much effort. If you decide to skip this procedure, however, and an error appears, you may find yourself sifting through several month’s worth of transactions trying to find the one that’s incorrect.

  To print a trial balance

  To review your trial balance


To print a trial balance

Printing a detailed trial balance is easy with MYOB Premier. The following procedure explains how to print the report. If you want information about customising the trial balance, see Customising reports. Please note, though, that you don't need to make any modifications to print the detailed trial balance in its standard format.

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

2.	Select the General Ledger tab to display a scrolling list of reports that are associated with the General Ledger Command Centre. Scroll to the bottom of the list to display the Trial Balance selection; highlight this selection.

3.	Click the Filters button at the bottom of the Index to Reports window. The Report Filters window appears. Check to be sure that the proper period has been selected for the report. When you’re satisfied with the selections in this window, choose OK to redisplay the Index to Reports window.

4.	Choose the Print button.


To review your trial balance

Because each company’s business practices are unique, we can’t tell you precisely what you should look for when reviewing the trial balance. The following list offers some ideas, though, and your accountant can give you additional ideas based on the way your company does business.

When you review the report, look for:

Entries that seem unusually high or low for the account that’s been affected

Debit amounts for accounts that normally have credit entries, and vice versa

Unusually high or low ending balances


Reviewing and adjusting budgets

Reviewing the monthly amounts you’ve budgeted for your accounts will help you keep your fingers on the pulse of your business. The best way to do this in MYOB Premier is to consult a special balance sheet that’s designed specifically for budget analysis.

For more information about setting up an initial budget for your accounts, see Entering budgets for an account.

  To print a balance sheet for budget analysis

  To review your budget

  To change a budgeted amount


To print a balance sheet for budget analysis

Use the following procedure to print the Analyse Balance Sheet report, which lists your accounts’ actual balances for the current month, along with the amounts you budgeted for them. If you want information about customising the Analyse Balance Sheet report, see Customising reports. Please note, though, that you don’t need to make any modifications to print the balance sheet in its standard format.

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

2.	Select the General Ledger tab to display a scrolling list of reports that are associated with the General Ledger Command Centre. Scroll through the list until you see the Balance Sheet (Budget Analysis) selection; highlight this selection.

3.	Click the Filters button at the bottom of the Index to Reports window. The Report Filters window appears. Cheque to be sure that the correct month has been selected for the report; also be sure that level 4 is selected, so you can see comparison information for all the accounts in your chart of accounts. When you’re satisfied with the selections in this window, choose OK to redisplay the Index to Reports window.

4.	Choose the Print button.


To review your budget

After you’ve printed your budget, you’re ready to review it. Follow the steps below for some suggestions on how to do this.

When reviewing the Analyse Balance Sheet report, begin by looking at the $ Difference column on the right side of the report. This column shows the difference between the amount you budgeted to spend during the month and the amount you actually recorded for each account in your chart of accounts. Many accounts will have a slight variation from the amount you’ve budgeted - that’s normal. What you’re concerned with is an unusually large departure from the amount you’ve budgeted.

Here are some differences that should be of particular concern to you:

Sales accounts that are lower than projected.

Expenses that are higher than you’d planned. If your expenses often exceed your expectations, you may need to put spending controls in place.

Wage or salary expenses that are different than you’d planned. This could mean you’re paying more overtime than you’d planned to, for example.

Accounts payable that are higher than expected. Accounts payable need careful management to ensure that you’re not paying your bills before you have to, but also aren’t losing discounts and paying unnecessary interest charges.

Accounts receivable that are higher than expected. This may mean that your customers are taking longer than anticipated to pay off their accounts with you.

Any significant variation from the amount you’ve budgeted deserves further investigation, but these are key areas for you to consider.

  Idea: If you need to change your budgets


Idea: If you need to change your budgets

Make a note on the report of any changes that are needed to your budgets for future periods. That will make your next task - adjusting the budgets - easier.


To change a budgeted amount

If you’ve determined that changes need to be made to the amounts you’ve budgeted for the coming months, you can use the following procedure to do so.

You’ll use the History and Budgets window to make changes to your budgets.

1.	From the General Ledger Command Centre, choose Chart of Accounts to open the Chart of Accounts window.

2.	In the Chart of Accounts window, highlight an account you want to change, then click Edit. The Edit Accounts window appears, displaying information about the account. In this window, click the Budgets button to display the History and Budgets window.

3.	Make any needed changes to the amounts displayed in the Budget column.

Remember to enter only the expected change (increase or decrease) in the account’s balance; don’t enter the expected balance for the account during the month in question. Also be sure to enter a positive amount if you expect the account’s balance to rise. Even if the amount represents an expense to your company, it should be positive if it causes the account’s balance to rise.

4.	When you’ve made all the changes you want for the account that’s currently displayed, click OK. Then click OK in the Edit Accounts window to redisplay the Chart of Accounts window. You can select another account if you need to make additional budget changes, or click Close if you don’t have any more changes to make.


Reviewing cash flow

Having an acceptable supply of available cash can often make a huge difference in determining how well your company performs next month. In MYOB Premier, you can use the Cash Flow Worksheet window to estimate your short-term cash needs by using information you’ve entered throughout MYOB Premier to create a forecast of your cheque accounts’ future.

The information used in the Cash Flow Worksheet window to forecast cash needs comes from recurring transaction information that you’ve entered throughout the MYOB Premier system.

  To review cash flow


To review cash flow

1.	In any command centre, click the arrow that appears next to the MYOB Analyst button and choose Cash Flow from the list that appears. The Cash Flow Worksheet window appears.

2.	Choose the cheque account you want to analyse from the Cheque Account list.

3.	Enter the number of days for which you want to analyse your cash needs in the Days To Look Ahead field. When you make your entry here, the list in the middle of the window will display all the transactions your company is due to perform during the time period you specified. Any transactions that are overdue also appear here.

4.	You can change any of the information that appears in the list to better estimate your cash flow needs. For example, if one of the transactions that’s displayed indicates you’ll be spending $1,000 for June’s commission payments, but you know you’ll spend only $500, you can change that amount. If no commission payment was needed for June, you could delete the amount entirely.

You can also add transactions to the list. To do this, scroll to the bottom of the list and add transaction information in the blank line. When you’re finished, press TAB to create a new blank line, where you can enter additional transaction information.

  Note: The Cash Flow Worksheet doesn’t affect your data file

5.	After you’ve made the necessary changes to the list, click the Analyse Cash Needs button at the bottom of the window.

6.	A new view of the Cash Flow Worksheet window appears, listing all the transactions that appeared in the previous list. Their corresponding amounts appear in the Amount column. The running balance of the account as it is affected by each transaction appears in the Cash Available column. You can simply view the information here if you like, or you can click the Print button to print a copy of the Cash Flow Analysis Report that contains the information displayed on your computer screen.

7.	If you wish, you can click the Return to Worksheet button and make more changes to the list of transactions. Experiment with the two views of the window to make different forecasts of your account.

8.	When you’re finished using the Cash Flow Worksheet window, click the Cancel button.


Note: The Cash Flow Worksheet doesn't affect your data file

Changes, deletions and additions you make in the list are used for the purposes of the Cash Flow Worksheet window only. The changes you make here won’t be reflected anywhere else in the MYOB Premier system.


Purging information that's no longer needed
Purging information that’s no longer needed

After you’ve used MYOB Premier for a long time, you’ll notice that the size of your data file has grown considerably. Information such as journal entries, invoices, purchase orders, business contacts and sales history figures build up over time. When your data file has grown larger than you want it to, you can remove the parts of the data that are no longer needed from the file. The process of removing data from your data file is called purging.

  Warning: Purging information will change the way you view your financial activity

When you purge information from your records, you should plan out a strategy to do so. We strongly recommend that you purge your information in the following order:

1.	Closed sales

2.	Closed purchases

3.	Journal entries

4.	Activity slips

Business contacts can be purged at any time.

  To purge closed sales

  To purge closed purchases

  To purge journal entries

  To purge activity slips

  To purge business contacts


Warning: Purging information will change the way you view your financial activity

Various types of information, including journal entries, closed sales and purchasing transactions and contact logs, can be removed from a data file. The information you can remove won’t prevent you from keeping accurate financial records, but removing some types of information could change the way you analyse your information. We suggest you carefully consider the results of purging data from your data file before you do so. Although you can recover the information from a backup copy of the data file, the process may take more time and effort than you’re willing to invest.


To purge closed sales

  Note: This is a task that requires single-user access

1.	Print all the reports that you wish to keep that show the closed sales you’ll be purging. You might consider printing a copy of the Sales Journal, which contains detailed information about all sales.

2.	Make a backup of your data file. Clearly mark this backup and put it in storage as part of your permanent records.

3.	Open the Sales Command Centre.

4. 	Choose Purge Closed Sales from the File menu. The Purge Closed Sales window  appears.

5.	From the Purge Sales Closed BEFORE list, choose the first month for which you don't want to remove closed sales. Be especially careful when you select a month - don’t include an accounting period that isn’t completely closed. All closed sales dated prior to the month you select are marked for purging.

6.	Choose to purge detailed information about closed sales only, or to purge entire closed sales. If you choose to purge detail only, the sales ID number, date, customer, memo, ship-to address, comment, shipping date, shipping method, sales tax, freight amounts, salesperson and customer purchase order number for each closed sale will remain. If you choose to purge entire closed sales, all information about the closed sales will be removed.

7.	Click the Continue button. Another Purge Closed Sales window appears, listing all customers in the Card File.

8.	From the list of customers, select the customers whose closed sales you want to purge. If you wish to keep closed sales for any customers, remove the x that appears next to each of the customers’ names by clicking it.

9.	Click the Purge Closed Sales button. The closed sales for the time frame you specified and for the customers you selected in this window will be removed.

After you purge any information from your data file, it's a good idea to optimise your data file. Optimising your data file reduces the size your data file's size and makes your data file more efficient.

  To optimise a data file

If you purged only the detailed information about your closed sales, you can still view the remaining information about each closed sale in the Sales Journal. When you click a zoom arrow next to a closed sale whose detail has been purged, the original window in which the transaction was entered will appear, displaying only the information that wasn’t purged.

If you purged entire closed sales, you can still use the Sales Journal to view the transactions that were previously assigned to the closed sales. Since these transactions’ sales records have been removed, however, you won’t be able to view any details about the transactions, other than those that appear on the Sales Journal.


To purge closed purchases

  Note: This task requires single-user access

1.	Print all the reports that you wish to keep that show the closed purchases you’ll be purging. You might consider printing a copy of the Purchases Journal, which contains detailed information about all purchases.

2.	Make a backup of your data file. Clearly mark this backup and put it in storage as part of your permanent records. (If you’ve just purged closed sales and made a backup during that procedure, it’s not necessary to make a second backup for purchases.)

3.	Open the Purchases Command Centre.

4.	Choose Purge Closed Purchases from the File menu. The Purge Closed Purchases window appears.

5.	From the Purge Purchases Closed BEFORE list, choose the first month for which you don't want to remove closed purchases. Be especially careful when you select a month - don’t include an accounting period that isn’t completely closed. All closed purchases dated prior to the month you select will be marked for purging.

6.	Choose to purge detailed information about closed purchases only, or to purge entire closed purchases. If you choose to purge detail only, the purchase ID number, date, vendor, shipping method, comment, shipping date, sales tax, freight, memo and vendor invoice number for each closed purchase will remain. If you choose to purge entire closed purchases, all information about the closed purchases will be removed.

7.	Click the Continue button. Another Purge Closed Purchases window appears, listing all vendors in the Card File.

8.	From the list of vendors, select the vendors whose closed purchases you want to purge. If you wish to keep closed purchases for any vendors, remove the x that appears next to each of the vendors’ names by clicking it.

9.	Click the Purge Closed Purchases button. The closed purchases for the time frame you specified and for the vendors you selected in this window will be removed.

After you purge any information from your data file, it's a good idea to optimise your data file. Optimising your data file reduces the size your data file's size and makes your data file more efficient.

  To optimise a data file

If you purged only the detailed information about your closed purchases, you can still view the remaining information about each closed purchase in the Purchases Journal. When you click a zoom arrow next to a closed purchase whose detail has been purged, the original window in which the transaction was entered will appear, displaying only the information that wasn’t purged.

If you purged entire closed purchases, you can still use the Purchases Journal to view the transactions that used to be assigned to the closed purchases. Since these transactions’ purchasing records have been removed, however, you won’t be able to view any details about the transactions, other than those that appear on the Purchases Journal.


To purge journal entries

  Note: This task requires single-user access

1.	Print all the reports that you wish to keep that show the transactions you’ll be purging. Account inquiry reports contain most of the information you may want to retain.

2.	Make a backup of your data file. Clearly mark this backup and put it in storage as part of your permanent records. (If you’ve just purged closed sales or purchases and made a backup during one of those procedures, it’s not necessary to make another backup for journal entries.)

3.	Open the General Ledger Command Centre.

4.	Choose Purge Journal Entries from the File menu. The Purge Journal Entries window will appear.

5.	From the Purge Journal Entries BEFORE list, choose the first month for which you don't want to remove journal entries. Be especially careful when you select a month - don’t include an accounting period that isn’t completely closed. All journal entries dated prior to the month you select will be marked for purging.

6.	Click the Continue button. Another Purge Journal Entries window will appear, listing all the accounts in your chart of accounts.

7.	From the list of accounts, select the accounts whose unreconciled journal entries you don't want to purge. Typically, you should select the accounts you regularly reconcile in the Reconcile Accounts window.

Note: This is different than what you did with sales and purchases!

8.	Click the Purge Journal Entries button. The journal entries for the time frame you specified and for the accounts you didn’t select in this window will be removed.

After you purge any information from your data file, it's a good idea to optimise your data file. Optimising your data file reduces the size your data file's size and makes your data file more efficient.

  To optimise a data file


Note: This is different than what you did with sales and purchases!

Be sure to mark the accounts that have unreconciled journal entries you don't want to be removed. Don’t make the mistake of marking the accounts you do want to be removed, even though that’s what you may have done if you purged sales or purchases. Be careful when you make your selections!


Note: This is different than what you did with sales and purchases!

Be sure to mark the accounts that have unreconciled journal entries you don't want to be removed. Don’t make the mistake of marking the accounts you do want to be removed, even though that’s what you may have done if you purged sales or purchases. Be careful when you make your selections!


To purge activity slips

You can purge activity slips that haven’t been billed on invoices. If you’ve billed an activity slip on an invoice, you can purge that activity slip only if the invoice on which it was billed has been purged. Use the following instructions to purge activity slips.

   Note: This task requires single-user access

1.	Print all the reports that you wish to keep that show the activity slips you’ll be purging. You might consider printing an Activity Slip Report for Completed Work, on which you can include information whatever information you need about the activity slips you’re about to purge.

2.	Make a backup of your data file. Clearly mark this backup and put it in storage as part of your permanent records. (If you’ve just purged closed sales, closed purchases or journal entries and made a backup during one of those procedures, it’s not necessary to make another backup for activity slips.)

3.	Open the Time Billing Command Centre.

4.	Choose Purge Activity Slips from the File menu. The Purge Activity Slips window appears.

5.	From the Purge Activity Slips BEFORE list, enter the first month from which you don’t want to remove activity slips. All activity slips dated prior to the month you select will be marked for purging.

6.	If you’ve assigned identifiers to people and companies in the Card File and wish to purge activity slips for employees and vendors with the same identifier(s), enter the identifier(s).

7.	Click the Continue button. Another Purge Activity Slips window appears, listing all the employees and vendors in the Card File whose activity slips match the criteria you entered in the first Purge Activity Slips window.

After you purge any information from your data file, it's a good idea to optimise your data file. Optimising your data file reduces the size your data file's size and makes your data file more efficient.

  To optimise a data file


To purge business contacts

  Note: This task requires single-user access

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 contacts.

2.	Make a backup of your data file. Clearly mark this backup and put it in storage as part of your permanent records.

3.	Open the Card File Command Centre.

4.	Choose Purge Contact Logs from the File menu. The Purge Contact Logs window appears.

5.	From the Purge Contact Logs BEFORE list, choose 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 contact log 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, mark the Do Not Purge if Entry has a Recontact Date option.

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 will be removed.

After you purge any information from your data file, it's a good idea to optimise your data file. Optimising your data file reduces the size your data file's size and makes your data file more efficient.

  To optimise a data file


Reconciling cheque accounts

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 account that’s assigned chequing privileges; that is, any account for which you’ve selected Detail Cheque Account in the Edit Accounts window.

  To reconcile an account

  To reconcile an account for the first time


To reconcile an account

Once you’ve made sure all the cheques and deposits that appear on your bank statement are entered in MYOB Premier, you’re ready to reconcile your account. Follow these steps to reconcile.

  Note: If you’re reconciling for the first time

  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. Be sure to mark all bank charges and interest you’ve received.

5.	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. A 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: If you're reconciling for the first time
Note: If you’re reconciling for the first time

If you’ve never used MYOB Premier's Reconcile Accounts window before, there are some special steps that you should perform before you begin the reconciliation process. If this is your situation, see To reconcile an account for the first 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.


To reconcile an account for the first time

Most likely, you wrote some cheques and made some deposits that affected your cheque account before you began using MYOB Premier. Those cheques and deposits will be reflected in your bank statement when you receive it, but, since you conducted the transactions before you began using MYOB Premier, there will be no MYOB Premier record of those transactions. This situation must be resolved before you can reconcile your cheque account. Use the following instructions to perform this task.

1.	Create a General Journal entry for the cheque account, with a separate debit for each deposit that hasn’t cleared yet and a separate credit for each cheque that hasn’t cleared yet.

For example, say you made one deposit and wrote four cheques with your cheque account before you began using MYOB Premier, and those transactions haven’t cleared the bank yet. In the General Journal Entry window, the deposit amount would appear in the Debit column and the cheque amounts would appear in the Credit column.

2.	It's unlikely that the debits will equal the credits in the General Journal Entry window. If the Out of Balance field underneath the scrolling list shows an amount, you’ll need to enter another line item with an amount that balances the debits and credits.

For example, assume that the transaction is out of balance by $91.74 on the debit side of the transaction. You’d need to enter an additional line item with an entry in the Credit column, for $91.74, to balance the transaction.

3.	Once the General Journal entry is balanced, click the Record button.

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

5.	In the Account field, enter the account you want to reconcile. You’ll notice that all the cheques and deposits you’ve entered in MYOB Premier, as well as the individual line items in the General Journal entry you just created, appear in the scrolling list in the middle of the window.

6.	In the New Statement Balance field, enter the ending balance on the statement that your bank sent you.

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

8.	Mark all cheques and deposits that are on your bank statement, also mark the balancing amount entry you created in step 2.

9.	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. 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 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. 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.

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.

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

11.	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.

In future months, when you receive bank statements that contain the other transactions you performed before you began using MYOB Premier, you can mark off the other line items from the General Journal entry.


Other month-end procedures

Many procedures in MYOB that are documented in other parts of the Online Procedures Guide can also be considered month-end procedures. The following procedures might be performed at the end of the month at your company; we suggest you refer to the topics mentioned below to learn how to perform these tasks.

  Printing customer statements

Most businesses send statements of sales activity to their customers at the end of each month. See Printing statements for information about customer statements.

  Analysing sales

It’s a good idea to be aware of your company’s sales activity and trends on a month-by-month basis. MYOB Premier's Analyse Sales window can provide you with a graphical representation of your monthly sales. See Reviewing your sales information for information about analysing your sales activity.

  Analysing purchases

Tracking your company’s monthly expenses is a wise business practice. See Reviewing your purchase information for information about analysing your purchase activity.

  Recording unrealised gains and losses

If you use MYOB’s Multicurrency feature, you may need to make a journal entry to record your company’s unrealised gains and losses for the current month and reverse the previous month’s entry. See Recording unrealised gains and losses to learn more about these tasks.


Closing accounting periods

The process of closing an accounting period in MYOB Premier doesn’t include changing any of your accounting records. The things you do to “close” an accounting period are more for the sake of keeping track of your periodic business activity, so you have accurate historical records to refer to in the future. As a result, the tasks in the following procedure are merely suggestions - but they’re suggestions that may help you out a great deal someday.

  To close an accounting period


To close an accounting period

1.	If you’ve received statements from your bank, use the Reconcile Accounts window to reconcile amounts in MYOB Premier with the amounts on the statements. Refer to Reconciling cheque accounts for more information about this task.

2.	Print a Trial Balance Report for the period. Check to see whether the activity that appears in the report is what you expected; for example, zero amounts in accounts that usually have regular activity may indicate a problem. Refer to Reviewing your trial balance for more information about this task.

3.	If the information in the trial balance reports is acceptable, print the reports you want to keep as part of your permanent business records. Suggested reports include the balance sheet, profit and loss statement, Aged Payables Report, Aged Receivables Report and all journal reports.

4.	Make a backup of your data file. Clearly mark this backup and put it in storage as part of your permanent records.

5.	When you’ve performed the previous steps, choose Preferences from the Setup menu to open the Preferences window. When the Preferences window appears, select the Security tab.

6.	Change your selection in the Lock Periods list to the period you’re closing. This will prevent you from inadvertently making an entry in a month in which you don’t want new entries. This selection merely places a temporary “lock” on the month you select and all months before it. If, at a later time, you need to make an entry in a month that occurs before the month you selected here, simply change your selection here so that month is “unlocked” and available for transaction entry again.


Reviewing items' order status
Reviewing items’ order status

Knowing what items you have on hand is fairly simple. Knowing which items are on order from vendors and promised to customers is more complicated. Many businesses keep what they call an “order book.” It’s what they use to track the comings and goings of inventory items.

The Analyse Inventory window functions as your “order book” by monitoring what you have:

On hand

On order (pending purchases) from vendors

On backorder (pending sales) to customers

The Analyse Inventory window allows you to review the current status of the items you’ve entered into the MYOB Premier system. The fields in this window are view-only; that is, you can’t change any of the information using this window.

  Idea: Try the Analyse Sales window, too

  To review your items’ order status


Idea: Try the Analyse Sales window, too

This window shows quantity information only. If you want to see past sales activity of items, use the Analyse Sales window to do so.


To review your items' order status
To review your items’ order status

1.	In the Inventory Command Centre, click the MYOB Analyst button to open the Analyse Inventory window.

2.	Two different views are available in the Analyse Inventory window: Summary and Detail.

Summary View, displayed by choosing the Summary selection at the top of the window, allows you to view quantity information for all items in the MYOB Premier system.

Detail View, displayed by entering a specific item number in the Item Number field at the top of the window, allows you to view pending transaction information for a single item at a time. The Detail view can also be displayed from the Summary view by clicking the zoom arrow next to an item's number.


Procedures Guide Part 26 - Year-end Procedures

At the end of each fiscal year, you’ll need to perform a few extra tasks to prepare your MYOB Premier system for the coming year. If you’re using MYOB Premier Payroll, you’ll need to take some additional steps – such as printing group certificates – each July, as well.

For many companies, the fiscal year and the calendar year are the same. That is, their business year begins on the 1st of July and ends on the 30th of June. Other companies choose to begin their fiscal year at some other time; for example, businesses whose sales are cyclical might choose to start the fiscal year during a slower time of the sales cycle, so the year-end closing process doesn’t interfere with their sales efforts at a busier time of the year.

In this part:

  Preparing to close a fiscal year or payroll year

  Closing your fiscal year and starting a new one

  Closing a payroll year and starting a new one


Preparing to close a fiscal year or payroll year

Although we refer to the activities in this part as “year-end” tasks, you could also think of them as “year-beginning” tasks, since they usually are performed in the first month of the new year and are meant to prepare you for the new year. This topic provides a small amount of background information about the tasks you should perform before you begin closing a fiscal year.

When you close the fiscal year, you must perform these tasks:

Month-end procedures

Fiscal year-end procedures

Payroll year-end procedures

The month-end tasks and all pay runs for June must be completed before you perform any year-end procedures. Complete the monthly tasks at the times you normally would, then go on to the year-end procedures. See Procedures Guide Part 23 - Month-end Procedures to learn about performing month-end tasks.

  Note: When your years must be closed

  Idea: Make a reference copy of your data file before closing the year


Note: When your years must be closed

The payroll year must be closed in July. A fiscal (financial) year is customarily closed in the first month of the new fiscal year.

MYOB Premier doesn’t require that you close your fiscal year at any particular time. You can continue to use MYOB Premier for up to 24 months after the end of your fiscal year without concern, since MYOB Premier allows you to track information for the previous, current and next fiscal years. (If you don’t close your fiscal year within 24 months, you won’t be able to print current information on some reports, however.) In general, it’s a good business practice to close your previous fiscal year in the first month of the new fiscal year, but the choice is yours.


Idea: Make a reference copy of your data file before closing the year

Since closed transactions are purged during the year-end closing process, many MYOB Premier users choose to make a copy of their MYOB Premier data file that will be stored on their computer’s hard disk so that the previous year’s transactions will be easily accessible. (In effect, they are creating a historical copy of their data file.) If you choose to do this, we recommend that you rename the historical data file to reflect the fiscal year included in the file. For example, if your data file is named GADGETS.PRM, you might name the historical file GADGET99.PRM. Once the historical data file has been renamed, you can store it in the same directory as your working data file. See Changing the names of data files for information about renaming data files. See Opening data files to learn how to open your historical data file.


Closing a fiscal year and starting a new one

Closing a fiscal year is an important process in MYOB Premier, in which a number of tasks are performed to officially close the year that’s just ended and to prepare for the new year. Fortunately, MYOB Premier takes care of nearly all these processes automatically.

When you’ve entered all the information that’s required for a fiscal year, you’re ready to close the year and start a new fiscal year.

Things that happen when you start a new fiscal year include:

The previous fiscal year’s monthly totals for all accounts are changed to “last year” categories. If “last year” amounts already existed, those amounts will be replaced.

All closed sales, closed purchases and journal entries assigned to closed sales and closed purchases are purged.

The balance of your current-year earnings account is transferred to your retained earnings account.

The balances of your income and expense accounts are returned to zero.

If you wish, the new fiscal year can be changed so it ends in a different month than the previous fiscal year. (If you choose to make this change, check with an accountant about how to report information for a “short” fiscal year.)

If you wish, the new fiscal year can be changed so it contains 13 accounting periods. If your previous fiscal year used 13 periods but you didn’t make any entries in the 13th period, you can also change your new fiscal year so it contains only 12 accounting periods

Things that don’t happen when you start a new fiscal year include:

Journal entries assigned to open or pending invoices or purchase orders aren’t purged.

Journal entries assigned to reimbursable expenses that haven’t been reimbursed aren’t purged.

Transactions that haven’t been reconciled using the Reconcile Accounts window aren’t purged.

Business contacts aren’t purged.

Any information dated in the new fiscal year isn’t changed.

  To close a fiscal year


To close a fiscal year

  Note: This task requires single-user access

1.	Print all the reports that you wish to keep that show the previous year’s transaction activity. You might consider printing a copy of each MYOB Premier journal, because they show all transaction activity for a specified period.

2.	Make a backup of your data file. Clearly mark this backup and put it in storage as part of your permanent records.

3.	Choose Start a New Year from the File menu; a submenu will appear. Choose Start a New Fiscal Year from this submenu.

4.	Follow the instructions that appear on your computer screen.

  Warning: Fiscal years should probably not be changed


Warning: Fiscal years should probably not be changed

Once you’ve established your fiscal year, you are legally limited in your ability to make changes to it. For example, if your fiscal year begins on the 1st July, you may not be able to move it to the 1st August. Consult your accountant before considering any such change.

When your fiscal year is different from the calendar year, it usually takes the name of the calendar year in which it ends. For example, if your fiscal year is from the 1st July 1999, to the 30th June 2000, that year is referred to as “fiscal year 2000.”


Closing a payroll year and starting a new one

When you start a new payroll year, all pay history amounts from the previous year are cleared from your data file, and your data file is prepared for the new year.

Before you close the old year and start the new one, you must print group certificates for your employees. In addition, you may not print paycheques for the new year until you've completed the procedure for starting the new year.

We strongly recommend that you make a backup of your MYOB Premier data file after printing group certificates and before starting the new year. Once you start the new year, detailed payroll information for the previous year is no longer available, and group certificates and other reports can't be printed for that year. If you've made a backup, however, you can restore that backup and print the necessary documents. (If you do this, be sure to make a copy of your current MYOB Premier data file and restore this copy once you've printed your reports.)

  Printing group certificates

  To close a payroll year and start a new one


Printing group certificates

With MYOB Premier, you can print group certificates for your employees using either preprinted forms available from the Australian Taxation Office or plain paper. If you choose to print group certificates on plain paper, MYOB Premier will also create a file containing your company's group certificate information, as required by the ATO.

  To print group certificates on preprinted forms

  To print group certificates on plain paper


To print group certificates on preprinted forms

MYOB Premier Payroll can print group certificates using the Continuous-Feed "NAT46" Group Certificate stationery available from the Australian Taxation Office. (This is the only stationery MYOB Premier is designed use; please be sure to order these forms well before you need to print them.)

1.	In the Payroll Command Centre, click Print Group Certificates to start the MYOB Premier Group Certificate Assistant. This assistant will guide you through the steps necessary to print your group certificates.

2.	In the first window that appears, you can indicate the type of group certificate you wish to print. Select Continuous Form (NAT46) Group Certificates, then click the Next button.

3.	Link the boxes that appear on group certificate forms with payroll categories that should appear in each of these boxes. To link a group certificate box with specific payroll categories, highlight the group certificate box in the list on the left side of the window. Then, in the list on the right side of the window, mark the wages and deductions that should appear in the group certificate box you've selected. Enter descriptions for the group certificate boxes, if necessary.

When you've finished this step, click Next to continue.

(Take care when completing this step - incorrectly marking or omitting a category will result in erroneous amounts on the group certificates. Refer to the Guide to Group Certificate Preparation included with your Group Employer's Payment Book for information about which wages and deductions should be included in each box.)

4.	Now indicate the employees for whom you want to print group certificates. Mark the Print column next to the name of each employee who will receive a certificate. Then click Next.

The print dialog box will appear and you can print your company's group certificates. Be sure you've inserted your NAT46 forms in the appropriate printer.

5.	The final window that appears provides general instructions for providing your group certificate information to the ATO. When you've read this information, click Finish to close the MYOB Premier Group Certificate Assistant window.


To print group certificates on plain paper

1.	In the Payroll Command Centre, click Print Group Certificates to start the MYOB Premier Group Certificate Assistant. This assistant will guide you through the steps necessary to print your group certificates.

2.	In the first window that appears, you can indicate the type of group certificate you wish to print. Select Plain Paper Group Certificates, then click the Next button.

3.	Next, review your company's name and address. The information that you entered in the Company Information window when you set up MYOB Premier appears automatically. When you're satisfied with the information displayed in the window, click Next.

4.	The ATO requires companies using plain-paper group certificates to provide contact information for the person processing the certificates. In this window, enter your name, phone and fax numbers. If you have approval from the ATO, you also can specify an authorised signatory; this person’s name will appear in the “Signature of Authorised Person” area on your employees’ group certificates.

Also review the group number that appears automatically, and make any changes that may be necessary. The group number that appears is the one that appears in the General Payroll Information window, and any changes you make to the group number here will be reflected in that window, as well. Click Next to continue.

5.	Next, link the boxes that appear on group certificate forms with payroll categories that should appear in each of these boxes. To link a group certificate box with specific payroll categories, highlight the group certificate box in the list on the left side of the window. Then, in the list on the right side of the window, mark the wages and deductions that should appear in the group certificate box you've selected. Enter descriptions for the group certificate boxes, if necessary.

When you've finished this step, click Next to continue.

(Take care when completing this step - incorrectly marking or omitting a category will result in erroneous amounts on the group certificates. Refer to the Guide to Group Certificate Preparation included with your Group Employer's Payment Book for information about which wages and deductions should be included in each box.)

6.	Now indicate the employees for whom you want to print group certificates. Mark the Print column next to the name of each employee who will receive a certificate. Then click Next.

The print dialog box will appear and you can print your company's group certificates. When the group certificates have been printed, a Magnetic Media Information form will be printed, as well. You will need to complete this form and fax it to the ATO once you've finished using the MYOB Premier Group Certificate Assistant.

7.	The window that appears informs you that a dialog box will appear; you can use this dialog box to indicate where the electronic file containing your group certificate information will be created. The file must be named EMPDUPE and must be provided to the ATO. Click Next to display the dialog box, and indicate the location (on your hard disk, a DOS-formatted diskette or a network drive) where you want the EMPDUPE file to be created.

8.	The final window that appears provides general instructions for providing your group certificate information to the ATO. When you've read this information, click Finish to close the MYOB Premier Group Certificate Assistant window.


To close a payroll year and start a new one

  Note: This task requires single-user access

1.	Print all the reports that you wish to keep that show the previous year's payroll activity. You might consider printing a copy of the Cash Disbursements Journal, since it shows all "cash paid out" transaction activity, including the paycheques you wrote.

2.	Important! Make a backup of your data file. Clearly mark this backup and put it in storage as part of your permanent records.

3.	Choose Start a New Year from the File menu; in the submenu that appears, choose Start a New Payroll Year.

4.	Follow the instructions that appear on your computer screen.


Procedures Guide Part 27 - Your MYOB Premier Data File

An important task in the course of your regular work in MYOB Premier is managing the information, or data, you enter in the MYOB Premier system. Your business’s financial records will remain accurate and useful to you only if you take a few moments occasionally to be sure you’re properly working with your MYOB Premier data.

This part discusses the concepts you should know to work with your MYOB Premier data, including information about MYOB Premier data files, backing up, checking and restoring your data, and importing and exporting data.

In this part:

  Creating data files

  Opening data files

  Changing the names of data files

  Changing the location of data files

  Backing up and restoring data files

  Checking data files for errors

  Optimising data files

  Importing data into MYOB Premier

  Exporting MYOB Premier data

  Importing and exporting MYOB Premier information using AppleScript


Creating data files

Before you can begin using MYOB Premier, you must create a data file to store your company's business information. When you create a new data file, you'll use the MYOB Premier New Data File Assistant to simplify the process. The New Data File Assistant asks you a few important questions about your company and creates your data file.

After you’ve created a new data file, you can use the MYOB Premier Easy Setup Assistant, which will assist you in entering the beginning financial information for your company.

  To create a data file while MYOB Premier is running

  To create a data file when MYOB Premier isn’t running


To create a data file while MYOB Premier is running

1.	Choose New from the File menu.

2.	An alert message may appear, asking you whether you want to back up the current data file. Make the choice you want; if you choose Yes, MYOB Premier begins the backup process.

3.	After you’ve responded to this message, the current data file will close and the first step in the MYOB PREMIER New Data File Assistant appears.

4.	Follow the steps that appear on your computer screen. If you need additional information about the answers you'll enter while using the New Data File Assistant, click the Help button that appears in the New Data File Assistant window.

5.	When you've completed all the steps in the New Data File Assistant, your new data file will be created, and you'll be ready to set up your company's records in the data file.


To create a data file when MYOB Premier isn't running

1.	Locate the MYOB Premier icon on your computer.

(Windows) The icon you’re looking for is named MYOB Premier V2, and it’s located in the folder that was created in the Windows Programs folder on your Start menu when you installed MYOB Premier.

If you chose all the suggested options during the installation process, your MYOB Premier system was installed in the MYOB Premier V2 folder and contains a number of icons.

(Macintosh) The icon you're looking for is named MYOB Premier V2, and it's located in the folder that was created when you installed MYOB Premier.

If you chose all the suggested options during the installation process, your MYOB Premier system will be installed in the MYOB Premier V2 folder and contain a number of icons.

2.	Once you’ve located the MYOB PREMIER icon, open it. The Welcome to MYOB Premier window appears.

3.	Click the Create A New MYOB Data File button. The first step in the MYOB PREMIER New Data File Assistant appears.

4.	Follow the steps that appear on your computer screen. If you need additional information about the answers you’ll enter during the New Data File Assistant, be sure to click the Help button at the bottom of each window in the assistant.

5.	When you've completed all the steps in the New Data File Assistant, your new data file will be created, and you’ll be ready to set up your company’s records in the data file.


Opening data files

After you create a data file for your company, you can open it in the same manner as you open files and documents that you’ve created with other software programs, such as spreadsheets and word processing programs.

  To open a data file (Windows)

  To open a data file (Macintosh)

  To open a different MYOB Premier data file while MYOB Premier is running

  To open a data file in single-user access mode


To open a data file (Windows)

1.	Locate the MYOB Premier icon on your computer. The icon you’re looking for is named MYOB Premier V2, and it’s located in the folder that was created in the Windows Programs folder on your Start menu when you installed MYOB Premier.

If you chose all the suggested options during the installation process, your MYOB Premier system is installed in the MYOB Premier V2 folder and contains a number of icons.

2.	Once you’ve located the MYOB Premier icon, open it. The Welcome to MYOB Premier window appears.

3.	Click the button labeled Open an Existing Data File. The Open window appears, allowing you to locate and select the data file you want to open. The Open window works similar to other "open file" windows in other Windows programs; if you need more information about using "open file" windows, refer to your Windows documentation.

4.	Locate the MYOB Premier data file you want to open, then highlight it and click the OK button.

5.	The Sign-on window appears. In this window, enter your user ID and password (if you have one). If you want others to be able to use the data file at the same time, leave the Multi-user Access button marked; if you want to restrict others from using the data file while you're using it, mark the Single-user Access button. When you're finished, click OK. The MYOB Premier Command Centre window appears, displaying the name of your company in the upper left corner.


To open a data file (Macintosh)

1.	Using the Finder, locate the MYOB Premier program icon on your computer. The icon you’re looking for is named MYOB Premier V2 and it’s located in the folder that was created when you installed MYOB Premier.

If you chose all the suggested options during the installation process, your MYOB Premier system was installed in the MYOB Premier V2 folder, which is located on your computer’s desktop.

2.	Once you’ve located the MYOB Premier program icon, open it. The Welcome to MYOB Premier window appears.

3.	Click the button labeled Open an Existing Data File. The Open window appears, allowing you to locate and select the data file you want to open. The Open window works similar to other "open file" windows in other Windows programs; if you need more information about using "open file" windows, refer to your Windows documentation.

4.	Locate the MYOB Premier data file you want to open, then highlight it and click the OK button.

5.	The Sign-on window appears. In this window, enter your user ID and password (if you have one). If you want others to be able to use the data file at the same time, leave the Multi-user Access button marked; if you want to restrict others from using the data file while you're using it, mark the Single-user Access button. When you're finished, click OK. The MYOB Premier Command Centre window appears, displaying the name of your company in the upper left corner.


To open a different MYOB Premier data file while MYOB Premier is running

1.	Choose Open from the File menu. When you use the Open command to open a different data file, the current data file will close first. (Two data files can’t be open on a single workstation at the same time.)

2.	An alert message may appear, asking you whether you want to back up the current data file. Make the choice you want; if you choose Yes, MYOB Premier begins the backup process.

3.	An “open file” window appears, allowing you to select the data file you want to open. Locate the data file, select it and click OK (Windows) or Open (Macintosh) to open it.

4.	The Sign-on window appears. In this window, enter your user ID and password (if you have one). If you want others to be able to use the data file at the same time, leave the Multi-user Access button marked; if you want to restrict others from using the data file while you're using it, mark the Single-user Access button. When you’re finished, click OK. The MYOB Premier Command Centre window appears, displaying the name of your company in the upper left corner.


Changing the names of data files

You can change the name of your data file at any time. Follow the instructions below that apply to the type of computer you use.

  Warning: Changing the name of a data file might cause problems for other users

  To change the name of your data file (Windows)

  To change the name of your data file (Macintosh)


Warning:  Changing the name of a data file might cause problems for other users

Don’t forget that other users might need to access the data file whose name you plan to change. With this in mind, there are two things you should remember:

  If others are using the data file, you should wait until they've closed the data file before you attempt to rename it. Renaming a data file while others are using it could damage the data file.

  If necessary, remember to inform other users of the data file's name change. They'll need to know the new name of the data file if they want to open it in the future.


To change the name of your data file (Windows)

  Warning:  Changing the name of a data file might cause problems for other users

1.	Exit MYOB Premier.

2.	Using Windows Explorer, click once on the data file you want to rename.

3.	Select Rename from the File menu.

4.	Enter the new name you want to use for the file and then press ENTER. The new name is assigned to the file.


To change the name of your data file (Macintosh)

  Warning:  Changing the name of a data file might cause problems for other users

1.	Quit MYOB Premier.

2.	In the Finder, click once on the name of the data file you want to rename. The name is highlighted.

3.	Enter the new name you want to use for the file and press RETURN. The new name is assigned to the file.


Changing the location of data files

You can move your MYOB Premier data file to another location on your network at any time. Follow the instructions below that apply to the type of computer you use.

    Warning: Moving a data file might cause problems for other users

  To move a data file (Windows)

  To move a data file (Macintosh)


Warning: Moving a data file might cause problems for other users

Don’t forget that other users might need to access the data file you plan to move. Be sure the location to which you’re moving the file has “write” access; in other words, be sure other users are able to make changes to files that are stored in the new location.

Also, if you move a data file, the custom reports that you’ve created for that data file will no longer be available unless you also move the reports to the new location. We suggest that you copy the current CUSTOM folder that exists in the location where the data file is currently stored and paste the folder into the new location.


To move a data file (Windows)

1.	Exit MYOB Premier and be sure no other users are currently using the data file you wish to move.

2.	Open Windows Explorer.

3.	Open the folder containing the file you want to move (probably the PREMIER2 folder). A list of the files in that folder appears.

4.	Drag the icon of the data file you want to move to the folder you want to move it to. Your data file is placed in that folder.


To move a data file (Macintosh)

1.	Exit MYOB Premier and be sure no other users are currently using the data file you wish to move.

2.	Open the folder containing the file you want to move (probably the folder labeled "MYOB Premier V2").

3.	Drag the icon of the data file you want to move to the folder you want to move it to. The data file is placed in that folder.


Backing up and restoring data files

As reliable as computers are these days, they can’t be fully trusted to provide you with trouble-free recordkeeping. As is the case with all machines, computers are capable of failure. In addition, interruptions in your power supply can seriously damage the hardware and software you use to keep track of your business. In short, you need to ensure the information you enter using your workstation is safe; without this security, all the information you’ve ever entered could disappear in a moment, never to be recovered.

As a result, we strongly recommend that you preserve your MYOB Premier information in another location regularly - and very often. The process of preserving your information in another location is called making a backup. The “other location” you preserve your information is a file called a backup.

You can use MYOB Premier’s Backup command to automatically create a backup of your data file, and the Restore command to use a backup file. Before we discuss how to use the Backup and Restore commands, however, please read the following information about backups.

  Some facts about backups

  Some facts about making backups

  Following a system of making backups

  Making backups of data files

  Restoring backed-up data files


Some facts about backups

A backup typically takes the form of a diskette, removable hard disk or tape backup system, depending upon the size of the information that’s being preserved. You can get information about these systems from most computer manuals, as well as the person who sold you your MYOB Premier package.

If your data file is less than 1.4 megabytes (MB) in size, it can be easily backed up onto a high-density diskette. (If you’re using MYOB Premier for Windows, the backup program included with MYOB Premier will allow you to create a backup that spans two or more diskettes. Be sure to have an adequate number of formatted diskettes before beginning your backup if you choose this option.)

If your data file is more than 1.4MB in size, special software programs are available that allow you to compress your data file to a smaller size, so it could possibly fit onto a high-density diskette.

If your data file is too large to fit on a diskette, additional hardware and software packages exist on the market today that will help you store large amounts of data.


Some facts about making backups

The process of making a backup of your MYOB Premier data file is usually as easy as copying the data file to another location - a standard task that’s quickly performed on any computer.

The time you spend making backups of your data file pales in comparison to the amount of time you may need to spend reentering data lost as a result of a damaged data file.

If you use MYOB Premier’s Backup command, you’ll back up your data file only. Any custom forms, reports, spreadsheets and letter templates you’ve created won’t be backed up because they aren’t stored in your data file. You don’t have to back up custom information as often as your data file, but you should keep a copy of your FORMS, CUSTOM, SPREDSHT and LETTERS folders in another location. These folders are in the location where you installed MYOB Premier.

If you don’t want to use MYOB Premier’s Backup and Restore commands, other software programs are available that automate the entire process of making backups - not only for your MYOB Premier data file, but for your entire hard disk, as well. If you don’t want to take the time to make backups yourself, consider purchasing such a product.

We also recommend that you make multiple backups of your MYOB Premier data file - that is, more than one copy of your data file at different locations, at different times. The purpose of multiple backups is simple: backups can fail as easily as computers. If you’ve made one backup of your data file and the data file on the network is damaged, your sole insurance is the backed-up file. If the backed-up file is damaged, as well, you’re in just as much trouble as you would be without any backup at all.

  Warning: We usually can’t help if you don’t have a backup


Warning: We usually can't help if you don't have a backup
Warning: We usually can’t help if you don’t have a backup

Not everyone makes backups of their MYOB Premier data file, and we at MYOB Australia often hear from these people as they attempt to recover from damaged data files. As much as we’d like to help, the most common way to regain lost data - if a backup doesn’t exist - is to reenter the lost data, which may take hours, days or even weeks. Since you don’t have time to waste, we suggest that you strongly consider making a commitment to making regular backups of your data file.


Following a system of making backups

It’s important that you follow a system of making and storing your backups properly so you’re always covered in event of an emergency. Here are some suggestions for making backups:

Make a backup each time you exit MYOB Premier. To make this easy to remember, mark the Prompt for Data Backup When Closing selection in the Security section of the Preferences window. Then, each time you exit MYOB Premier, an alert message will appear, asking whether you want to create a backup of your data file.

Store your backups in places other than the hard disk where your company’s data file exists. If your hard disk is damaged, a backup file could become as damaged as any other file. We recommend that as soon as you make a backup, copy that backup to a diskette or to a network location.

Keep more than one backup from different time periods, such as days or weeks. Say, for example, you use MYOB Premier every day; keep five backup diskettes - one for each business day of the week. At the end of each day, copy your backup onto the appropriate day’s diskette. The next week, copy Monday’s backup onto the diskette that contained the previous Monday’s backup, and so on for the rest of the week. This will ensure that you’ll always have a reliable backup from a recent past time period.

After you’ve made all entries for an accounting period - which typically happens a few days into the next accounting period - make an official “end-of-the-month” backup and store it in a safe place. We suggest you label this backup clearly with the name of the month. At the end of the 12-month financial year, you should have 12 monthly backups.


Making backups of data files

MYOB Premier’s Backup command creates a backup of the data file you’re currently using, and compresses it to a smaller, more manageable size. Use the topic below to use MYOB Premier’s Backup command.

  To make a backup


To make a backup

  Note: This task requires single-user access

1.	Be sure you’ve made all the accounting entries you want to include in the backup.

2.	Choose Backup from the File menu.

If you’ve chosen to check your data file for errors during the backup process, continue to step 3. If you’ve chosen not to check your data file for errors, skip to step 4.

  Note: If the backup process doesn't work

3.	If you’ve chosen to check your data file for errors during the backup process, a message will appear, describing the data verification process. Click OK in the message to begin the process of checking your data file for errors. (For more information about MYOB Premier's data verification feature, see Checking data files for errors.)

  Note: Data verification will take some time

When the data verification process is complete, a message will appear, describing the results of the test. If the process was successful, continue to step 4.

If the process discovered errors in your data file, we recommend that you optimise the damaged file using the MYOB Premier Optimisation Assistant. Although the Optimisation Assistant is designed to make your data file more efficient, it also is capable of fixing certain types of data errors that can occur in MYOB Premier data files. See Optimising data files to learn more about optimising your data file.

Once you’ve optimised the file, perform the data verification procedure again to determine whether the data errors have been repaired. If errors continue to be discovered, you should strongly consider restoring the most recent backup of your data file and using that data file instead. (We recommend that you check that data file for errors, as well.)

4.	A window appears, allowing you to enter a name and select a location for the backup file you’re about to create.

  Note: If the backup process doesn’t work

5.	Enter the name you want to assign to the backup, or accept the default name, and select the location you want to create the backup. (If a diskette is in your diskette drive and your data file’s size will allow it to fit on a diskette, you can create the backup on the diskette, if you want.)

6.	Click OK (Windows) or Save (Macintosh) to create the backup.


Note: If the backup process doesn't work
Note: If the backup process doesn’t work

When you installed MYOB Premier, special software used for the backup process was also installed. If an alert message appears when you try to use the Backup command, this software may have been removed from the location where it needs to exist. Contact MYOB Australia Technical Support for information about reinstalling this software.


Note: Data verification will take some time

The process of checking your data file for errors is complex and time-consuming. Depending upon the size of your data file, the process may take several minutes.


Restoring backed-up data files

MYOB Premier’s Restore command closes the data file you’re currently using, decompresses an MYOB Premier backup file so you can use it, and opens the decompressed file. Follow the steps below to use MYOB Premier’s Restore command.

  Note: You can use other programs to restore backups

  To restore a backup


Note: You can use other programs to restore backups

If you want, you can use other software programs, such as PKUNZIP, to decompress a backup instead of the Restore command. Many other popular decompression programs will restore your backup files, as well.


To restore a backup

  Note: This task requires single-user access

1.	Be sure you’ve made all the accounting entries you want to include in the data file you’re currently using.

2.	Choose Restore from the File menu.

If you marked the Prompt for Data Backup When Closing selection in the Preferences window, an alert message appears, asking you whether you want to back up the data file you’re currently using. Make the choice you want.

  Note: If the restore process doesn't work

3.	A dialog box appears. In this box, locate the backup you want to restore. When you’ve found the backup, click Open.

4.	Another dialog box appears, allowing you to select the location of the decompressed backup. Select a location and click Restore.

5.	An alert message appears, showing you what the decompressed file will be named and where it will be located after it’s decompressed. Click OK to decompress the backup. When the restore process is done, MYOB Premier will reappear, with the decompressed backup as the current data file.


Note: If the restore process doesn't work

When you installed MYOB Premier, special software used for the backup process was also installed. If an alert message appears when you try to use the Restore command, this software may have been removed from the location where it needs to exist. Contact MYOB Australia Technical Support for information about reinstalling this software.


Checking data files for errors

One of the most proactive things you can do for your business is to spend a few minutes each day to create a daily backup of your company’s MYOB Premier data file. By doing so, you’ll keep yourself out of trouble if an unexpected calamity occurs, such as total computer failure or a damaging lightning storm.

Another tool you can use to keep your accounting information safe is MYOB Premier’s data verification feature. By checking your data file for errors, data verification can catch minor inconsistencies in your company’s data file before they cause serious problems.

  Note: What errors, exactly, does the data verification feature look for?

To make data verification a daily routine, the verification process can occur at the same time as the process of making a backup, if you wish. Or, if you wish to check your data file for errors immediately, you have that option, as well.

  To automatically check your data file for errors during the backup process

  To manually check your data file for errors


Note: What errors, exactly, does the data verification feature look for?

Generally speaking, MYOB Premier’s data verification feature scans everything inside your data file - from the transaction entries you’ve made into the MYOB Premier system to the computer code that makes up the basic foundation of any MYOB Premier data file.


To automatically check your data file for errors during the backup process

  Note: This task requires single-user access

1.	From the Setup menu at the top of your computer screen, choose Preferences to open the Preferences window.

2.	In the Preferences window, click the Security tab.

3.	Mark the box labeled Check Data File for Errors Before the Backup Process, then click OK.

4.	The next time you begin to back up your data file, the data verification process will begin.


To manually check your data file for errors

  Note: This task requires single-user access

1.	From the File menu at the top of your computer screen, choose Verify Data. A message will appear, describing the data verification process. Click OK in the message to begin the process of checking your data file for errors.

  Note: Data verification will take some time

2.	When the data verification process is complete, a message will appear, describing the results of the test. If the process was successful, congratulations! Click the OK button to end the data verification process.

If, on the other hand, data verification discovered errors in your data file, you should strongly consider restoring the most recent backup of your data file and using that data file instead of this one. (Once you restore the backup, we recommend that you check that data file for errors, as well.)


Importing data into MYOB Premier

MYOB Premier allows you to take various information entered in other software programs and incorporate it into your company’s data file. You can also incorporate information entered in one MYOB Premier data file into another MYOB Premier data file. This process is called importing data.

You can import the following types of information into the MYOB Premier system:

Accounts

Items

All types of cards

General Journal entries

All types of sales

All types of purchases

Quicken® Interchange Format (QIF) account names and journal transactions

QuickLine Interchange Format (QIF) account names and journal transactions

Refer to the topics below that describe how to import the type of information you want.

  To import account, item, card, General Journal entry, sales and purchase information

  To import QIF information from Quicken or QuickLine


To import account, item, card, General Journal entry, sales and purchase information

Follow the instructions below to import data into your data file.

  Note: This task requires single-user access

1.	Export the data you want from the software program you’ve used to create the data. For example, if you’ve used a spreadsheet program to track your data in the past, you should use that spreadsheet program to export the information you want to use in MYOB Premier.

The data you export must be stored in a file, known as an import file, that uses either the tab-delimited or comma-separated file format. These formats are described below:

Tab-delimited files contain fields that are separated by tab characters. For example, if a tab character appears between Brewster and 300 Roundhill Drive in a file of customer information, the file counts Brewster and 300 Roundhill Drive as two separate fields in a record.

Tab-delimited files are often used by popular spreadsheet and worksheet programs.

Comma-separated files contain records that are separated by commas. For example, if a comma appears between Brewster and 300 Roundhill Drive in a file of customer information, the file counts Brewster and 300 Roundhill Drive as two separate fields in a record.

Comma-separated files are often used by popular database programs.

2.	Make a backup of your MYOB Premier data file.

3.	Choose Import Data from the File menu and select the type of information you want to import from the Import Data sub-menu. The Import File window will appear.

4.	In the Import File Format field, select the file format of the import file you created in step 1.

5.	In the First Record Is field, select whether the first record in the import file is a header record or a data record.

Header records are usually used as titles in import files; for example, some header records in an import file of customers might be titled “Customer Name,” “Address” and “Telephone Number.” If you indicate that your import file’s first record is a header record, that record won’t be imported into MYOB Premier.

Data records are actual information that you want to include in your MYOB Premier data file. If you indicate that your import file’s first record is a data record, that record will be imported into MYOB Premier.

6.	Depending upon the type of information you’re importing, more fields may appear in the Import File window. These fields will appear in either of the following circumstances:

If you're importing accounts or item records, use the Duplicate Records field to indicate whether you want to reject duplicate records or update existing records.

In MYOB Premier, you can’t have accounts or items with identical numbers. If you attempt to import an account or item with a duplicate number, MYOB Premier will either reject the number or add the record’s unique information to your data file, depending upon your selection here.

For example, say Item #100 already exists in your data file and you select Update Existing Record here. When you import information about a different Item #100, the information about Item #100 in your data file will be changed to reflect the information that’s in the import file.

If you choose to reject duplicate records, the information that’s rejected will be placed in the Import Log report, which is created at the time you import.

If you're importing customer, vendor, employee or personal contact records, select whether to reject duplicate records, update existing records or add duplicate records.

In MYOB Premier, you can have customers, vendors, employees or personal contacts with the same name. If you attempt to import a duplicate number or name, MYOB Premier will reject the name, add the record’s unique information to the record with the same name or add a new record to your data file, depending upon your selection here.

For example, say Sam Davies already exists in your data file and you select Update Existing Record here. When you import information about another Sam Davies, the information about Sam Davies in your data file will be changed to reflect the information that’s in the import file. If you select Add Them instead, a new Sam Davies record will be included in your data file when you import.

If you choose to reject duplicate records, the information that’s rejected will be placed in the Import Log report, which is created at the time you import.

7.	After you’ve made your selections in the Import File window, click Continue. A dialog box appears, allowing you to locate your import file. Locate the file, highlight it and click OK (Windows) or Open (Macintosh).

8.	The Import Data window appears. In this window, you’ll match the information in the import file with its corresponding fields in MYOB Premier. To do this, highlight the name of a field in your import file from the Import Fields column.

Next, click the MYOB Premier field in the MYOB Premier Fields column that you want to match the import field with. When you click the MYOB Premier Fields column, the import field you selected will appear in the Matching Import Field column.

If you want to remove an import field’s name from the Matching Import Field column, simply click the import field’s name.

  Note: Some fields must be imported

If all the fields in the import file match the fields in the MYOB Premier Fields column, you can match all the fields at one time by clicking the Match All button at the bottom of the window.

9.	When you’re done matching fields, click the Import button to begin the importing process.

During the importing process, the Import Log report is created. This report, titled MYOBPLOG.TXT, lists information about any problems that occurred during the importing process, as well as information about rejected duplicate records. This report is created as a text file, and is located in the same place on your network as your data file.

Each time you import, the Import Log report is created, using the same name. If an Import Log report already exists when you create another one, the existing report will be removed.


Note: Some fields must be imported

MYOB Premier fields whose names have asterisks (*) next to them must have matching import file fields assigned to them.


To import QIF information from Quicken or QuickLine

Follow the instructions below to import Quicken Interchange Format (QIF) data into your data file.

  Note: This task requires single-user access

1.	Using Quicken, export the data you want to use in MYOB Premier. See your Quicken documentation to learn how to do this.

2.	Make a backup of your MYOB Premier data file.

3.	Choose Import Data from the File menu, then choose Quicken® (QIF) File or QuickLine (QIF) File from the Import Data sub-menu.

4.	A dialog box appears, allowing you to locate the QIF file you want to import. Locate the file, highlight it and click OK (Windows) or Open (Macintosh). The import process begins.

5.	If you receive an alert message during the import process  Only banking information from Quicken or QuickLine (account names and journal transactions) can be imported into MYOB Premier. If other information, such as information about investments, is included in the file you attempted to import, an alert message appears, explaining that the file can’t be imported into MYOB Premier. Click OK to clear this message and cancel the import process.

To properly import QIF information, you’ll need to create a QIF file that contains banking information only. Refer to your Quicken documentation for information about creating QIF files. After you’ve created a new QIF file, begin these instructions at step 2 again.

If the file you attempted to import contained valid information only, this alert message won’t appear. Continue to the next step.

6.	If the import process proceeds without an alert message  When MYOB Premier determines that the QIF file contains the proper data, two situations may occur:

If all your QIF account information corresponds with MYOB Premier accounts, a window will appear, describing the number of records that were imported. This window probably won’t appear the first time you import a QIF file; however, when this window appears, the import process is complete.

If your QIF account information doesn’t correspond with MYOB Premier accounts, the Choose an Account window will appear. Use the following instructions to work with this window.

7.	MYOB Premier checks each account in the QIF file when you import the file. If MYOB Premier finds an account in the QIF file that doesn’t match any MYOB Premier account, the Choose an Account window appears. In this window, you’ll need to choose an MYOB Premier account, or create a new MYOB Premier account, to track the information about the QIF account.

When MYOB Premier finds an account in the QIF file that doesn’t match an MYOB Premier account, the Choose an Account window will display the name of the account in the QIF Account field or QIF Category field. (The QIF Account field will appear if this is the first time you’ve seen the Choose an Account window; the QIF Category field will appear after the first time you’ve seen the Choose an Account window.)

In the MYOB Premier Account field, enter the MYOB Premier account that best matches the account displayed in the QIF Account field or QIF Category field. If you wish, you can click the search icon next to the MYOB Premier Account field to open a search list of accounts to choose from. You can also use the Easy-Add function in the search list to create a new account to track the information.

8.	When the account you want to use is displayed in the MYOB Premier Account field, click OK.

If additional QIF accounts need to be matched with MYOB Premier accounts, the Choose an Account window will appear for each QIF account that needs to be matched. Follow the instructions in step 7 for each QIF account until all the accounts are matched.

9.	When all QIF accounts are matched to MYOB Premier accounts, a window will appear, describing the number of records that were imported.

If some records were skipped during the import process, or some other event occurred, a message will appear in this window, indicating that the Import Log report was created. This report, labeled MYOBPLOG.TXT on your hard disk, lists information about any problems that occurred during the importing process, as well as information about rejected records. This report is created as a text file, and is located in the same place as your data file on your network.

Each time you import, the Import Log report is created, using the same name. If an Import Log report already exists when you create another one, the existing report will be removed.


Exporting MYOB Premier data

You can take various information entered in MYOB Premier and use in other software programs or in other MYOB Premier data files. This process is called exporting data.

You can export the following types of information from the MYOB Premier system:

Accounts

Items

All types of cards

General Journal entries

All types of sales

All types of purchases

Journal entries in Cee Data format

Journal entries in Solution 6 MAS format

Journal entries in Teletax format

*Although MYOB Premier exports all types of journals, when importing all journal entries go into the general journal.

The following instructions describe how to export your MYOB Premier data.

  To export MYOB Premier data

  To export MYOB Premier journal entries to Ceedata, HandiLedger, Solution 6 MAS or TELETAX

  To export MYOB Premier company information, accounts and journal entries to CaseWare

  Creating personalised letters


To export MYOB Premier data

  Note: This task requires single-user access

1.	Make a backup of your MYOB Premier data file.

2.	Choose Export Data from the File menu, and select the type of information you want to export from the Export Data sub-menu. The Export File window will appear.

3.	In the Export File Format field, select the file format you want to use for the export file. You can choose either the tab-delimited file format or the comma-separated file format.

Tab-delimited files contain fields that are separated by tab characters. For example, if a tab character appears between Brewster and 300 Roundhill Drive in a file of customer names, the file counts Brewster and 300 Roundhill Drive as two separate fields in a record.

Tab-delimited files are often used by popular spreadsheet and worksheet programs.

Comma-separated files contain records that are separated by commas. For example, if a comma appears between Brewster and 300 Roundhill Drive in a file of customer names, the file counts Brewster and 300 Roundhill Drive as two separate fields in a record.

Comma-separated files are often used by popular database programs.

4.	In the First Record Is field, select whether you want the first record in the export file to be a header record or a data record.

Header records are usually used as titles in import files; for example, some header records in an export file of customers might be titled “Customer Name,” “Address” and “Telephone Number.”

Data records are pieces of actual MYOB Premier information.

5.	Depending upon the type of information you’re exporting, more fields will appear in the Export File window. These fields will appear in the following circumstances:

If you’re exporting accounts, select to export account balances from the current or previous financial year, then select the period whose ending balances you want to export.

If you’re exporting customer, vendor, employee or personal cards, you can restrict the people whose records you export by entering identifiers and postcodes.

-	If you enter more than one identifier in the Identifier field, the people whose records you export will only be those who have been assigned all the identifiers you entered.

-	If you enter a partial postcode in the Post Code field, the people whose records you export will be those whose postcodes match the numbers you entered.

If you’re exporting journal entries in any format, choose the journal you want to export from. You can also select a time period to restrict the journal entries to export.

If you’re exporting sales or purchases, you can restrict the transactions you export by the identifiers assigned to the customers and vendors you conducted the transactions with. You can also select a time period to restrict the miscellaneous sales and miscellaneous purchases to export. Additionally, if you’re exporting item, service or professional invoices or purchase orders, you can choose the type of invoice or purchase order you want to export.

  Note: When you export sales or purchases

6.	After you’ve made your selections in the Export File window, click Continue. The Export Data window opens.

7.	In the Export Data window, choose the MYOB Premier fields you want to export, and the order in which you want to export them. To do this, click on the first field you want to export in the MYOB Premier Fields column. The title Field 1 will appear in the Export Order column next to the field you selected, and the field name will also appear at the top of the Export Fields column on the left side of the window.

Follow this process for each field you want to export.

  Note: Some fields must be exported

If you want to remove a field’s name from the Export Fields column, click on the field’s name in the MYOB Premier Fields column.

If you want to export all the fields in the order they’re shown in the MYOB Premier Fields column, click the Match All button. If you want to clear all the selections in the Export Fields column, click the Unmatch All button.

8.	When you’re done selecting fields, click the Export button. A window appears, allowing you to name the export file that will be created, as well as assign a location to the file.

9.	Name your export file, select a location for it and click OK. The exporting process begins.


Note:  When you export sales or purchases

When you export sales and purchases from one data file and then import those transactions into a second data file, the imported transactions in the second data file will be assigned the default credit terms for the customers or vendors on those transactions. If any of the transactions you imported used credit terms other than the customers' or vendors' default credit terms, you'll need to change the terms for those particular transactions back to the proper terms in the second data file.


Note: Some fields must be exported

MYOB Premier fields whose names have asterisks (*) next to them must be included in the Export Fields column before you can export any data.


To export MYOB Premier journal entries to Ceedata, HandiLedger, Solution 6 MAS or TELETAX

1.	Make a backup of your MYOB Premier data file.

2.	Choose Accountant Link from the File menu, then choose the program (Ceedata, HandiLedger, Solution 6 MAS or TELETAX) you wish to export to from the sub-menu. The Export File/Export window appears.

3.	From the Source Journal field, choose the type of journal entries you want to export.

4.	In the Dated From and To fields, enter the range of dates that include the transactions you wish to export. You can export journal entries for the current year and next year.

5.	When you’re done selecting fields, click the Export button. A window appears, allowing you to name the export file that will be created, as well as assign a location to the file.

6.	Name your export file, select a location for it and click OK. The exporting process begins.


To export MYOB Premier company information, accounts and journal entries to CaseWare

Follow these steps to create a comma-separated text file that you can use to import your MYOB Premier company information, detail account information and journal entries into CaseWare software.

1.	Make a backup of your MYOB Premier data file.

2.	Choose Accountant Link from the File menu, then choose CaseWare from the sub-menu. The Export File/Export to CaseWare window appears.

3.	If you wish to export MYOB Premier journal entries in addition to company and account information, be sure the Include Journal Entries in Export File box is marked. (Keep in mind, however, that exporting journal entries may take some time, and probably will create a very large export file.)

4.	From the Dated to End Of list, choose the most recent month you want to include in the file. All journal entries from the first day of the fiscal year through the last day of the month you selected will be included in the text file.

5.	When you're ready to create the CaseWare export file, click the Continue button.

6.	A dialog box appears, allowing you to enter a name and location for the export file. Make entries in the dialog box, then click OK to begin creating the CaseWare export file.

7.	When the file has been created, you're ready to import the MYOB Premier information into CaseWare.


Idea: Assign a contact name and salutation to cards

Two fields in the Card File Entry window, Contact Name and Salutation, can be helpful if you intend to create personalised letters using your word-processing software.

If a card is indexed by a company name rather than an individual name, you can enter the name of a contact person in the Contact Name field. Then, when you import the card’s data, you can send letters to a specific person at that company.

Similarly, by using the Salutation field, you can enter the name that a contact person prefers to be called, instead of their formal name.


To export data for use in personalised letters

The files you export from the Card File in MYOB Premier contain the information you enter in the Card File Entry window. They include the card’s name, addresses, phone and fax numbers, contact name, salutation and, if applicable, balance and overdue balance amounts. Use the following instructions to export Card File information from MYOB Premier.

  Note: This task requires single-user access

1.	Click Personalised Letters in the Card File Command Centre. The Forms Selection/Personalised Letters window appears.

2.	In the Personalised Letters window, make selections about the data you want to export and then click OK. The Review Cards Before Exporting window appears.

3.	In the Review Cards Before Exporting window, all cards whose data fit the criteria you entered in the Personalised Letters window appear in the list with a mark next to them in the Export field.

If you don't want to export the data for a card, click in the Export field next to the card to remove the mark that appears there.

4.	When you’ve marked all cards whose data you want to export, click Export. In the window that appears, name the export file that will be created and assign a location to the file. Also select one of the following formats for the file:

Tab-Delimited Text File  When you save a report in tab-delimited format, the individual pieces of information in the report are separated by tab characters. For example, if the last name Smith and the address 300 Roundhill Drive appears in a report of customer names, a tab character will appear between Smith and 300 Roundhill Drive in the file.

Comma-Separated Text File  When you save a report in comma-separated format, the individual pieces of information in the report are separated by commas. For example, if the last name Smith and the address 300 Roundhill Drive appears in a report of customer names, a comma will appear between Smith and 300 Roundhill Drive in the file. (Individual pieces of information that actual contain commas are surrounded by quotation marks.)

Text  When you save a report in text format, the individual pieces of information are separated by spaces so the appearance of the report is as similar as possible to a printed version of the report. (The amount of similarity between the file's appearance and the report's printed appearance depends upon the type of workstation and fonts you're using in the report.)

HTML Formatted Text File  When you save information in HTML (HyperText Markup Language) format, the information can be viewed with World Wide Web browser software. If you use MYOB Premier for Windows, the file's default three-digit extension will be .HTM.

You're now ready to merge your Card File data with letters and mailers.


Creating personalised letters

From time to time, you may need to send a letter to a customer, reminding him that his payment is late, or perhaps to tell a customer the items she’s ordered are back ordered and will be delayed by a few days. Using OfficeLink, it’s easy to create letters for a single person or several companies - the only requirement is that they have cards in your MYOB Premier Card File.

  Note: OfficeLink must be installed before you create personalised letters

Even if you haven’t installed OfficeLink, you can create a “mail-merge” file that can be used with your word processing program to create personalised letters. This process is more time-consuming, however. We recommend that you take advantage of OfficeLink’s capabilities if you can.

MYOB Premier provides a number of letter templates for you to use. If you wish to make permanent modifications to the templates, see Changing the MYOB OfficeLink templates and consult the documentation for your word processing program for instruction on doing so.

  To send personalised letters to multiple people in your Card File

  To send personalised letters to a single person or company

  To send personalised letters to customers who have unpaid invoices

  If you're not using OfficeLink


If you're not using OfficeLink

If you haven’t installed OfficeLink, you still can export card information from MYOB  Premier and import it into word processing software to create personalised correspondence for the people you do business with. If you’re not planning to use OfficeLink, read the following topics for more information about creating letters using exported data from MYOB Premier.

  Idea: Assign a contact name and salutation to cards

  To export data for use in personalised letters

  To create personalised letters using exported MYOB Premier data


To create personalised letters using exported MYOB Premier data

To import your personalised letters data into your word processing program, you’ll need to refer to the documentation that accompanied your word processing software.

  Idea: Try searching for “mail-merge”

If you want to use the model business letters you installed with MYOB Premier, you’ll find those documents in the Letters folder (Windows) or Personalised Letters folder (Macintosh) inside the folder where MYOB Premier resides on your workstation’s hard disk. These documents are available in a few different formats so you can edit them using your word processing software to suit the needs of your business.


Idea: Try searching for "mail-merge"
Idea: Try searching for “mail-merge”

The process of importing data into a word processing program’s document is often referred to as “mail-merging” a document. If you’re having trouble finding help, check for that term in your word processing program’s documentation.


Note: OfficeLink must be installed before you create personalised letters

In order to use OfficeLink, you must also be using an OfficeLink-compatible version of Microsoft Word or Corel WordPerfect. In addition, you must have selected one or more of these programs when you installed OfficeLink.


Changing the MYOB OfficeLink templates

MYOB Premier's OfficeLink templates are specially designed to work with your MYOB Premier data and your word processing software to create personalised letters. Special entries, known as field codes, have been inserted in these templates to ensure your MYOB Premier data appears in the proper places in your letters. These field codes are similar, but are not the same, as the typical mail-merge field codes that you would normally work with in Microsoft Word or Corel WordPerfect. As a result, we recommend that you don't make changes to any of the field codes in your MYOB OfficeLink templates. If you must make changes, however, be sure to read this topic before you attempt to do so. Also, if you plan to change your templates, we suggest that you first learn about how your word processing program works with templates.

IMPORTANT NOTE! You must have extensive knowledge about Word or WordPerfect templates to use the information we’ve provided here. If you don’t feel comfortable with this information, we strongly encourage you to enlist some assistance from someone who is more knowledgeable about templates, such as an MYOB certified consultant.

Location of OfficeLink templates

MYOB OfficeLink templates for personalised letters are located in the Letters folder inside the folder in which MYOB Premier is installed. Letters with the extension .DOT are Microsoft Word templates; letters with the extension .WPT are WordPerfect templates. We recommend that you make backups of the existing templates before you begin making changes.

Format for the OfficeLink field codes

In each template, the format for each MYOB OfficeLink field code is text surrounded by double brackets, like this:

[[Name]]

If you intend to manually add or change any OfficeLink field codes, be sure the codes use double brackets in this manner.

MYOB Premier fields that can be merged into OfficeLink

Only a specific number of MYOB Premier fields are available for use in the OfficeLink templates. Click here to see a list of these fields.

How to view MYOB OfficeLink field codes

In Microsoft Word, you can choose Options from the Tools menu to display the Options window. To view field codes, mark the Field Codes option and click OK.

In Corel WordPerfect, you can view field codes simply by opening a template. Depending upon how your system is set up, the field codes may be displayed in a different colour.

If you wish to disable the dialog boxes that prompt you for your name and title, see this related topic:

  Removing prompts for your name and title from OfficeLink templates


Removing prompts for your name and title from OfficeLink templates

When you use MYOB OfficeLink to print mail-merge letters using Microsoft Word or Corel WordPerfect, you’ll be prompted to enter your name and title in a dialog box when the letters are created. Your entries will appear at the end of your letters. If you’re the only person who prints mail-merge letters, however, you may wish to remove these prompts and place your name and title in the letter templates you use most often. Use the following instructions to remove the dialog boxes and enter your name and title directly into the templates you use.

  To modify Microsoft Word templates

  To modify Corel WordPerfect templates


To modify Microsoft Word templates

1.	Start Microsoft Word.

2.	Choose Open from the File menu. The Open dialog box will appear.

3.	Using this dialog box, locate your MYOB Premier folder, then locate the Letters folder within it. Display the contents of this folder.

4.	Choose All Files (*.*) from the Files of Type field. All your OfficeLink letter templates will appear.

5.	Highlight the template you wish to modify, and click Open. The template you selected will open.

(If you’re unsure about which template you want, consult this list of OfficeLink letter templates.)

6.	Choose Options from the Tools menu; the Options window will appear.

7.	Click the View tab. If the Field Codes option isn’t marked, mark it, then click OK. When this option is marked, a number of hidden fields will appear in your template.

8.	Locate the following fields at the bottom of the template, and delete them:

9.	Type your name and title at the bottom of the letter.

10.	Choose Save from the File menu.


To modify Corel WordPerfect templates

1.	Start Corel WordPerfect.

2.	Choose Open from the File menu. The Open dialog box will appear.

3.	Using this dialog box, locate your MYOB Premier folder, then locate the Letters folder within it. Display the contents of this folder.

4.	Choose WP Templates (*.wpt) from the For Type field. All your OfficeLink letter templates for WordPerfect will appear.

5.	Locate the template you wish to modify, and make a note of its name; you’ll need this information in a later step. Highlight the template and click Open. The template you selected will open.

(If you’re unsure about which template you want, consult this list of OfficeLink letter templates.)

6.	A dialog box will appear, asking for your name and title (and other information, possibly, depending upon the template you’ve chosen). Choose Cancel.

7.	Locate the following fields at the bottom of the template, and type your name and title in their place. Don’t put brackets around the text you enter.

[Please Enter Your Name]

[Please Enter Your Title]

8.	Choose Save As from the Edit menu. The Save As dialog box will appear. Save the document using a name other than the template’s earlier name (the name we asked you to note in step 5). That way, you’ll be able to use the original template again in the future if you wish to do so. Be sure your modified template has a .wpt extension, and be sure to save it in the Letters folder inside your MYOB Premier folder.


MYOB Premier fields that can be merged into OfficeLink

The following MYOB Premier fields can be merged into OfficeLink templates.

IMPORTANT NOTE! You must have extensive knowledge about Word or WordPerfect templates to use the information we’ve provided here. If you don’t feel comfortable with this information, we strongly encourage you to enlist some assistance from someone who is more knowledgeable about templates, such as an MYOB certified consultant.

MYOB Premier field	Where the field is located in MYOB Premier
[[Company]]	Company Name field in the Company Information window
[[Cadd1]]	First line of the Address field in the Company Information window
[[Cadd2]]	Second line of the Address field in the Company Information window
[[Cadd3]]	Third line of the Address field in the Company Information window
[[Cadd4]]	Fourth line of the Address field in the Company Information window
[[CPhone]]	Phone Number field in the Company Information window
[[Name]]	Company Name field in the Card File Entry window for companies; Last Name and First Name fields in the Card File Entry window for individuals
[[Add1]]	First line of the top Address field in the Card File Entry window
[[Add2]]	Second line of the top Address field in the Card File Entry window
[[Add3]]	Third line of the top Address field in the Card File Entry window
[[Add4]]	Fourth line of the top Address field in the Card File Entry window
[[Add5]]	Fifth line of the top Address field in the Card File Entry window
[[City1]]	The top City field of the Card File Entry window
[[State1]]	The top State field of the Card File Entry window
[[Post1]]	The top postcode field of the Card File Entry window
[[Sadd1]]	First line of the bottom Address field in the Card File Entry window (used for customers and vendors only)
[[Sadd2]]	Second line of the bottom Address field in the Card File Entry window (used for customers and vendors only)
[[Sadd3]]	Third line of the bottom Address field in the Card File Entry window (used for customers and vendors only)
[[Sadd4]]	Fourth line of the bottom Address field in the Card File Entry window (used for customers and vendors only)
[[Sadd5]]	Fifth line of the bottom Address field in the Card File Entry window (used for customers and vendors only)
[[City2]]	The bottom City field of the Card File Entry window (used for customers and vendors only)
[[State2]]	The bottom State field of the Card File Entry window (used for customers and vendors only)
[[Post2]]	The bottom postcode field of the Card File Entry window (used for customers and vendors only)
[[Phone1]]	Phone #1 field in the Card File Entry window
[[Phone2]]	Phone #2 field in the Card File Entry window
[[Fax]]	Fax field in the Card File Entry window
[[Salutation]]	Salutation field in the Card File Entry window
[[Contact]]	Contact Name field in the Card File Entry window
[[Balance]]	The balance, in dollars, of customers’ and vendors’ accounts, as calculated by MYOB Premier
[[Overdue]]	The overdue balance, in dollars, of customers and vendors, as calculated by MYOB Premier


To send personalised letters to multiple people in your Card File

You can send personalised letters to groups of people or companies for which you’ve created cards using the Card File Entry window.

If you’re using a word processing program that is compatible with MYOB Premier’s OfficeLink feature, you can create the letters in a few easy steps. If you’re using another word processing program, you’ll need to complete a few additional steps. You can use the following steps to create your letters, regardless of the word processing software you’re using.

1.	Click Personalised Letters in the Card File Command Centre. The Forms Selection/Personalised Letters window appears.

2.	In the Personalised Letters window, make selections about the data you want to export and then click OK. The Review Cards Before Exporting window appears.

3.	In the Review Cards Before Exporting window, all cards whose data fit the criteria you entered in the Personalised Letters window appear in the list with a mark in their Export field.

If you don’t want to export the data for a card, click the mark in its Export field to remove the mark.

When you’ve completed this step, go on to step 4 if you’re using an OfficeLink-compatible word processing program. Otherwise, go on to step 7.

If you’re using an OfficeLink-compatible word processing program:

4.	When you’ve marked all cards whose data you want to export, click Mail Merge.

5.	The Select From List window appears with a list of letter templates you can use to create personalised letters for the customers you’ve selected. (If you’re using a word processing program that isn’t compatible with OfficeLink, skip this step and go on to steps 7 through 9.)

Highlight the template you want from the following list, and click the Use Template button.

Click here for a list of letter templates available for use with OfficeLink.

  Warning: Some templates shouldn’t be used or changed

6.	Your word processor will open, and a series of dialog boxes will appear, allowing you to enter additional information that will appear in the letters. For all letters, you’ll be asked to enter your name and business title.

If you’re printing letters to alert your customers that some of their items are on back order, using the BACKORD template, you also will be asked to indicate the items that are on back order. If you enter multiple items, they will be printed in a column; to ensure that they appear properly, we suggest that you make your entries in the dialog box in the following format:

#WP-VIC	Victorian Wallpaper
#WP-FLO	Floral Wallpaper

  Note: The items you enter in the dialog box will be used on all the letters you’ve selected

If you’re printing letters to alert customers that the cheques they used to pay you have bounced, using the BOUNCED template, you’ll be asked to specify the cheque number and the amount for each customer you’ve selected.

When you’ve made all the entries required, the personalised letters for the customers you selected will be displayed. You can edit these letters, if you like, or print them just as they are.

If you’re not using an OfficeLink-compatible word processing program:

7.	(Complete steps 7 through 10 only if you’re using a word processing program that isn’t compatible with MYOB OfficeLink.)

When you’ve marked all cards whose data you want to export, click the Disk button (Windows) or Mail Merge button (Macintosh). Then complete steps 8 through 10.

8.	A window appears, listing four formats in which you can save the file. Select one of the following formats:

Tab-Delimited Text File  When you save a report in tab-delimited format, the individual pieces of information in the report are separated by tab characters. For example, if the last name Brewster and the address 300 Roundhill Drive appears in a report of customer names, a tab character will appear between Brewster and 300 Roundhill Drive in the file.

Comma-Separated Text File  When you save a report in comma-separated format, the individual pieces of information in the report are separated by commas. For example, if the last name Brewster and the address 300 Roundhill Drive appears in a report of customer names, a comma will appear between Brewster and 300 Roundhill Drive in the file. (Individual pieces of information that actual contain commas are surrounded by quotation marks.)

Text  When you save a report in text format, the individual pieces of information are separated by spaces so the appearance of the report is as similar as possible to a printed version of the report. (The amount of similarity between the file's appearance and the report's printed appearance depends upon the type of workstation and fonts you're using in the report.)

HTML  When you save a report in HTML (HyperText Markup Language) format, the report can be viewed with World Wide Web browser software. If you use MYOB Premier for Windows, the file's default three-digit extension will be .HTM.

9.	The Save As window appears, allowing you to specify a name and location for the export file. Enter this information, then click OK to create the export file.

10.	You’re now ready to merge the export file’s data with your word-processing software’s documents. For information on how to do this, see To create personalised letters using exported MYOB Premier data.


Warning: Some templates shouldn't be used or changed

OfficeLink uses several templates to create personalised letters, and some of these templates shouldn’t be used to create letters, changed or deleted.

If you are using Microsoft Word, avoid using or changing the MYOBMAIN.DOT template.

If you are using WordPerfect, avoid using or changing the MYOBFIL7.WPT, MYOBFIL.WPT, MYOBGTA7.WPT and MYOBGTAG.WPT templates.


Note: The items you enter in the dialog box will be used on all the letters you've selected

You can enter more than one item in the dialog box that appears when your word processing program is started. It’s important to note, however, that whatever entries you make in the dialog box will be used for every letter you’ve selected. Using the example above, every customer you’ve selected will be told that their Victorian wallpaper and floral wallpaper are on back order.

If some customers have ordered another combination of items that are back ordered, you’ll need to repeat this procedure for those customers. Following our example, you might create one set of letters for people who ordered Victorian wallpaper, a second set of letters for those who ordered floral wallpaper, and a third set of letters for those who ordered both types of wallpaper.


To send personalised letters to a single person or company

Using OfficeLink, you can send personalised letters to any person or company for whom you’ve created a card using the Card File Entry window. You may find this handy for writing collection letters, apologies or notices that your customer’s items have been back ordered.

Use the following steps to create your letters:

1.	Display the card for the person or company you want to write to in either the View Card File window or the Card File Entry window. If you’re using the View Card File window, click on the name you want to highlight it.

2.	Click the Letter button at the bottom of the window.

3.	The Select From List window will appear with a list of letter templates you can use to create personalised letters for the person or company you’ve selected.

Highlight the template you want from the following list, and click the Use Template button.

Click here for a list of letter templates available for use with OfficeLink.

  Warning: Some templates shouldn’t be used or changed

4.	Your word processor will open, and a series of dialog boxes will appear, allowing you to enter additional information that will appear in the letter. For all types of letters, you’ll be asked to enter your name and business title.

If you’re printing a letter to alert your customer that some of their items are on back order, using the BACKORD template, you also will be asked to indicate the items that are on back order.

If you enter multiple items, they will be printed in a column; to ensure that they appear properly, we suggest that you make your entries in the dialog box in the following format:

#WP-VIC	Victorian Wallpaper
#WP-FLO	Floral Wallpaper

  Note: The items you enter in the dialog box will be used on all the letters you’ve selected

If you’re printing a letter, using the BOUNCED template, to alert a customer that the cheque they used to pay you has bounced, you’ll be asked to specify the cheque number and the amount of the cheque that bounced.

When you’ve made all the entries required, the personalised letter for the customer you selected will be displayed. You can edit this letter, if you like, or print it just as it is.


To send personalised letters to customers who have unpaid invoices

Follow these steps to view a list of all your unpaid receivables - that is, the sales you’ve entered in MYOB Premier that your customers haven’t fully paid yet. When you’ve finished viewing the information, you can create collection letters to send to customers whose payments are overdue.

1.	In any command centre, click the To Do List button in the MYOB Analyst section of the window. The To Do List window appears.

2.	Click the A/R (Accounts Receivable) tab to display a list of all your unpaid receivables. Refer to the online help for the To Do List for a detailed description of each column in the list.

3.	If you want to view detail about a specific sale, click the zoom arrow to the left of the customer’s name.

4.	Click the Action column for each customer in the list to whom you want to send a letter, then click the Mail Merge button at the bottom of the window.

5.	The Select From List window appears with a list of letter templates you can use to create personalised letters for the customers you’ve selected. MYOB Premier provides four templates for collection letters. Highlight the template you want from the following list, and click the Use Template button.

Click here for a list of letter templates available for use with OfficeLink.

  Warning: Some templates shouldn’t be used or changed

6.	Your word processor will open, and a series of dialog boxes will appear, allowing you to enter your name and business title.

When you’ve made all the entries required, the personalised letters for the customers you selected will be displayed. You can edit these letters, if you like, or print them just as they are.


MYOB OfficeLink letter templates

Template name:	Description:
APOLOGY.DOT (Word - all versions) APOLOGY.WPT (WordPerfect V.7 and 8) 6APOLOGY.WPT (WordPerfect V.6)	Use this letter template to apologise for a problem your company has caused for a customer, and to assure the customer that the problem will be addressed. Click here to see a sample of this letter.
BACKORDR.DOT (Word - all versions) BACKORD.WPT (WordPerfect V.7 and 8) 6BACKORD.WPT (WordPerfect V.6)	Use this letter template to let your customers know the items they’ve ordered are on back order and will be shipped as soon as possible. Click here to see a sample of this letter.
BLANK.DOT (Word - all versions) BLANK.WPT (WordPerfect V.7 and 8) 6BLANK.WPT (WordPerfect V.6)	Use this letter format when none of the other OfficeLink templates meet your needs and you wish to write your own letter. The following information for the selected person or company will appear in your word processing document: contact name, company name, address, city, state, postcode and salutation. In addition, your company name and address will appear at the top of the document. Click here to see a sample of this letter.
BOUNCECK.DOT (Word - all versions) BOUNCED.WPT (WordPerfect V.7 and 8) 6BOUNCED.WPT (WordPerfect V.6)	Use this letter template for customers whose payment cheques have been returned to you marked “NSF” (non-sufficient funds). Click here to see a sample of this letter.
COLL_1ST.DOT (Word - all versions) COLL_1.WPT (WordPerfect V.7 and 8) 6COLL_1.WPT (WordPerfect V.6)	Use this letter template for customers whose accounts have become past due. This letter serves as a gentle reminder to your customers to bring their account balance up to date. Click here to see a sample of this letter.
COLL_2ND.DOT (Word - all versions)  COLL_2.WPT (WordPerfect V.7 and 8) 6COLL_2.WPT (WordPerfect V.6)	This letter template expresses greater urgency than COLL_1ST and requests that your customer contact you immediately. Click here to see a sample of this letter.
COLL_3RD.DOT (Word - all versions) COLL_3.WPT (WordPerfect V.7 and 8) 6COLL_3.WPT (WordPerfect V.6)	This letter template is similar to COLL_2ND, but expresses even greater urgency, and encourages the customer to take action before his credit history is damaged. Click here to see a sample of this letter.
COLL_FIN.DOT (Word - all versions) COLL_FI.WPT (WordPerfect V.7 and 8) 6COLL_FI.WPT (WordPerfect V.6)	This letter template is the most strongly worded of MYOB Premier’s collection letters. It indicates that that you’ll turn the customer’s account over to a collection agency if payment isn’t made within a specified number of days. Click here to see a sample of this letter.
FAXCOVER.DOT (Word - all versions) FAXCOVR.WPT (WordPerfect V.7 and 8) 6FAXCOVR.WPT (WordPerfect V.6)	Use this letter template to create a fax cover page for the people or companies you’ve selected. This page includes room for a memo, should you wish to include one. Click here to see a sample of this letter.
RESOLVED.DOT (Word - all versions) RESOLUT.WPT (WordPerfect V.7 and 8) 6RESOLUT.WPT (WordPerfect V.6)	Use this letter format for customers who have questioned an amount on their monthly statement. This letter indicates that you are looking into the matter and that you’ll credit the customer’s account for the amount in question while the matter is investigated. Click here to see a sample of this letter.
THANKYOU.DOT (Word - all versions) THANKYO.WPT (WordPerfect V.7 and 8) 6THANKYO.WPT (WordPerfect V.6)	Use this letter to thank new customers for their business. Click here to see a sample of this letter.


Apology letter

INFOTECH CONSULTING

237 MASON PARADE

NORTH SYDNEY, NSW 2060

11/02/99

Dave Bertrand

Bertrand Engineering

25 Pacific Highway

Sydney, NSW 2000

Dear Dave:

Please accept my sincere apology, on behalf of InfoTech Consulting for the difficulties we've caused you. We've made a sincere effort to address your problem, and we hope that you find the resolution satisfactory. Please contact me directly if you have any remaining issues or questions; it's important to me that your concerns are fully addressed.

Sincerely,

Mark Davidson

Vice President


Backorder letter

INFOTECH CONSULTING

237 MASON PARADE

NORTH SYDNEY, NSW 2060

11/02/99

Dave Bertrand

Bertrand Engineering

25 Pacific Highway

Sydney, NSW 2000

Dear Dave:

Thank you for the order you placed. Unfortunately, the following item(s) you've ordered are currently on back order with our supplier:

WP -- Corel WordPerfect

 We expect these items to arrive shortly, and we'll ship your order as soon as they do.

If you have any questions or you'd like to make a change to your order, please call us. We appreciate your business, and we apologise for any inconvenience this delay causes you.

Sincerely,

Mark Davidson

Vice President


Blank letter

INFOTECH CONSULTING

237 MASON PARADE

NORTH SYDNEY, NSW 2060

11/02/99

Dave Bertrand

Bertrand Engineering

25 Pacific Highway

Sydney, NSW 2000

Dear Dave:

Sincerely,

Mark Davidson

Vice President


Bounced cheque letter

INFOTECH CONSULTING

237 MASON PARADE

NORTH SYDNEY, NSW 2060

11/02/99

Dave Bertrand

Bertrand Engineering

25 Pacific Highway

Sydney, NSW 2000

Dear Dave:

Your bank has returned your cheque, number 5001, for $1,000 to us. The bank indicated that your account doesn't have sufficient funds to pay the cheque.

In order for you to keep your account with us in good standing, it's important that you make payment within 3 days. We ask that you use the enclosed envelope to make your payment., and we ask that you make your payment using a certified cheque, money order or cashier's cheque. (If the overdraft occurred because of a bank error, please simply send a replacement cheque.)

If you're unable to make a full payment or if you have questions about the returned cheque, please call immediately. We will work with you, if need be, to find a solution that allows you to keep your good credit standing with us.

Sincerely,

Mark Davidson

Vice President


First collection letter

INFOTECH CONSULTING

237 MASON PARADE

NORTH SYDNEY, NSW 2060

11/02/99

Dave Bertrand

Bertrand Engineering

25 Pacific Highway

Sydney, NSW 2000

Dear Dave:

Our records show that your current balance with us is $1,866.56, of which $1,866.56 is now past due. We hope this is merely an oversight on your part. If you haven't already sent a payment for the past due amount to us, please do so today. If a problem has arisen that we should be aware of, please call us immediately to discuss it.

We value your business, and we'd like for you to resolve this issue as quickly as possible.

Sincerely,

Mark Davidson

Vice President


Second collection letter

INFOTECH CONSULTING

237 MASON PARADE

NORTH SYDNEY, NSW 2060

11/02/99

Dave Bertrand

Bertrand Engineering

25 Pacific Highway

Sydney, NSW 2000

Dear Dave:

Is there a reason we have not heard from you?  Your overdue balance is now $1,866.56 and is long past due.  This is beginning to concern us.  Please let us hear from you at once.

Sincerely,

Mark Davidson

Vice President


Third collection letter

INFOTECH CONSULTING

237 MASON PARADE

NORTH SYDNEY, NSW 2060

11/02/99

Dave Bertrand

Bertrand Engineering

25 Pacific Highway

Sydney, NSW 2000

Dear Dave:

We have not yet received your overdue balance of $1,866.56. Please contact us immediately.

We'd like to continue thinking of you as a valued customer. We'd prefer not to damage our relationship by turning your account over to a collection agency. However, we will do so if we don't receive payment from you immediately.

If you've already sent the payment, please call us. If you haven't done so, please send your payment in full today.

Sincerely,

Mark Davidson

Vice President


Final collection letter

INFOTECH CONSULTING

237 MASON PARADE

NORTH SYDNEY, NSW 2060

11/02/99

Dave Bertrand

Bertrand Engineering

25 Pacific Highway

Sydney, NSW 2000

Dear Dave:

Despite our previous efforts to settle this matter, your account remains unpaid and is long overdue. Unless we receive full payment of  $1,866.56, we will turn your account over to our collection agency for collection.

As you know, such action is likely to damage your credit rating and your ability to do business with other companies. We don't wish for that to happen. We've enjoyed doing business with you, but we really must settle your account.

If you call me, we may be able to find a solution that allows you to make payment and avoid the unpleasantness of the collection process. I urge you to call me today.

Please call today or make immediate payment in full. Otherwise, I will turn your account over to our collection agency.

Sincerely,

Mark Davidson

Vice President


Fax cover page

FAX Cover Page

To:	Dave Bertrand

Bertrand Engineering

25 Pacific Highway

Sydney, NSW 2000

Fax:  	387 8931

From:	InfoTech Consulting

25 Pacific Highway

North Sydney, NSW 2060

959 1753

Date:	11/02/99

Pages:  	______

Memo:


Resolution letter

INFOTECH CONSULTING

237 MASON PARADE

NORTH SYDNEY, NSW 2060

959 1752

11/02/99

Dave Bertrand

Bertrand Engineering

25 Pacific Highway

Sydney, NSW 2000

Dear Dave:

Thanks for alerting us to your concerns about your statement. We are researching the charges on the statement, and we expect to contact you shortly with a resolution to the problem. In the meantime, we've credited your account for the amount in question.

Please feel free to call me if you have further questions about this matter, or if I can assist you in some other way.

Sincerely,

Mark Davidson

Vice President


Thank you letter

INFOTECH CONSULTING

237 MASON PARADE

NORTH SYDNEY, NSW 2060

959 1752

11/02/99

Dave Bertrand

Bertrand Engineering

25 Pacific Highway

Sydney, NSW 2000

Dear Dave:

Thanks for choosing us!  We appreciate your business and the opportunity to serve you. We know you could have chosen one of our competitors, and we're delighted and honoured that you've chosen to work with us instead. I trust we'll meet or exceed your expectations in the coming months and years.

Please call me if I can assist you in any way.

Sincerely,

Mark Davidson

Vice President


Importing and exporting MYOB Premier information using AppleScript

MYOB Premier now supports triggering of imports and exports using AppleScript. This means you can automate interaction between MYOB Premier and other AppleScript-aware applications if you use MYOB Premier on a Macintosh.

The AppleScript dictionary for MYOB Premier is available from any scripting tool, including Apple Computer’s Script Editor.

We've outlined MYOB Premier’s AppleScript dictionary for reference purposes. For information on scripting in general, refer to the information you received with your computer, consult one of the excellent reference books available, or search the Internet for information using the keyword AppleScript.


MYOB AppleScript dictionary

Import account data into MYOB Premier

import accounts

from alias - file to import from

username string - username for data file

password string - password for data file

[separated by tabs/commas] - default is tabs

[first record is header/data] - default is header

[duplicates are rejected/updated/added] - default is rejected

Result: list - list containing records imported without errors, skipped and imported with warnings

Import item data into MYOB Premier

import items

from alias - file to import from

[separated by tabs/commas] - default is tabs

username string - username for data file

password string - password for data file

[first record is header/data] - default is header

[duplicates are rejected/updated/added] - default is rejected

Result: list - list containing records imported without errors, skipped and imported with warnings

Import activity data into MYOB Premier

import activities

from alias - file to import from

[separated by tabs/commas] - default is tabs

username string - username for data file

password string - password for data file

 [first record is header/data] - default is header

[duplicates are rejected/updated/added] - default is rejected

Result: list - list containing records imported without errors, skipped and imported with warnings

Import activity slip data into MYOB Premier

import activity slips

from alias - file to import from

[separated by tabs/commas] - default is tabs

username string - username for data file

password string - password for data file

 [first record is header/data] - default is header

Result: list - list containing records imported without errors, skipped and imported with warnings

Import general journal entries into MYOB Premier

import journal entries

from alias - file to import from

[separated by tabs/commas] - default is tabs

username string - username for data file

password string - password for data file

 [first record is header/data] - default is header

Result: list - list containing records imported without errors, skipped and imported with warnings

Import card data into MYOB Premier

import cards

of type customer/vendor/employee/personal - type of card to import

from alias - file to import from

username string - username for data file

password string - password for data file

 [separated by tabs/commas] - default is tabs

[first record is header/data] - default is header

[duplicates are rejected/updated/added] - default is rejected

Result: list - list containing records imported without errors, skipped and imported with warnings

Import sales data into MYOB Premier

import sales

of type service/item/professional/timebilling/other - type of sales invoices to import

from alias - file to import from

username string - username for data file

password string - password for data file

 [separated by tabs/commas] - default is tabs

[first record is header/data] - default is header

Result: list - list containing records imported without errors, skipped and imported with warnings

Import purchases data into MYOB Premier

import purchases

of type service/item/professional/other - type of purchase orders to import

from alias - file to import from

username string - username for data file

password string - password for data file

 [separated by tabs/commas] - default is tabs

[first record is header/data] - default is header

Result: list - list containing records imported without errors, skipped and imported with warnings

Export account data from MYOB Premier

export accounts

to string - file to export to (must include full path)

username string - username for data file

password string - password for data file

 [separated by tabs/commas] - default is tabs

[first record is header/data] - default is header

[balances from month of january/february/march/april/may/

june/july/august/september/october/november/december] - default is current month

[in this year/last year] - default is this year

Export item data from MYOB Premier

export items

to string - file to export to

username string - username for data file

password string - password for data file

 [separated by tabs/commas] - default is tabs

[first record is header/data] - default is header

Export activity data from MYOB Premier

export activities

to string - file to export to

username string - username for data file

password string - password for data file

 [separated by tabs/commas] - default is tabs

[first record is header/data] - default is header

Export activity slips data from MYOB Premier

export activity slips

to string - file to export to

username string - username for data file

password string - password for data file

 [separated by tabs/commas] - default is tabs

[first record is header/data] - default is header

Export journal entries from MYOB Premier

export journal entries

to string - file to export to (must include full path)

username string - username for data file

password string - password for data file

[separated by tabs/commas] - default is tabs

[first record is header/data] - default is header

[source journal general/sales/purchases/disbursements/receipts/inventory/all journals] - default is general

[dated from date] - must use dated from and until together

[until date] - must use dated from and until together

[thirteenth period false/true] - from and until dates are both in thirteenth period

Export card data from MYOB Premier

export cards

of type customer/vendor/employee/personal - type of card to export

to string - file to export to (must include full path)

username string - username for data file

password string - password for data file

 [separated by tabs/commas] - default is tabs

[first record is header/data] - default is header

[identifiers string] - no default

[postal code string] - no default

Export sales data from MYOB Premier

export sales

of type service/item/professional/timebilling/other - type of sales invoice to export

to string - file to export to (must include full path)

username string - username for data file

password string - password for data file

[separated by tabs/commas] - default is tabs

[first record is header/data] - default is header

[status pending/open/credit/closed/all] - default is all

[identifiers string] - no default

[dated from date] - must use dated from and until together

[until date] - must use dated from and until together

Export purchases data from MYOB Premier

export purchases

of type service/item/professional/other - type of purchase order to export

to string - file to export to (must include full path)

username string - username for data file

password string - password for data file

[separated by tabs/commas] - default is tabs

[first record is header/data] - default is header

[status pending/open/debit/closed/all] - default is all

[identifiers string] - no default

[dated from date] - must use dated from and until together

[until date] - must use dated from and until together


Note: This task requires single-user access

This task requires single-user access to this data file; in other words, only one person can use this data file when this task is being performed. If other people are using the data file, they must close the data file - either by exiting MYOB Premier or by opening a different data file - before you can continue. To see which users currently have the data file open, choose Active Workstations from the File menu.

Click here if you’re the only user of the data file, but you still can’t start this task


Having problems with single-user access?

If you’re the only user of a particular data file but MYOB Premier still won’t allow you to begin a task that requires single-user access, some problem may have occurred when one of your coworkers last closed the data file. (For example, it’s possible that someone didn’t exit MYOB Premier properly when the data file was open, or a power interruption caused a workstation to shut down unexpectedly.)

To fix this problem, exit MYOB Premier, then start MYOB Premier again and open the data file. (When you use the Sign-on window to open the data file, you might want to consider choosing the Single-user Access option to ensure nobody else will open the data file.) You should now be able to perform the task.


Optimising data files

Over time, your MYOB Premier data file will grow considerably in size. As you enter transactions, then remove or purge them, the file will have unused areas that once contained the transactions you’ve gotten rid of. These unused areas can affect the efficiency with which MYOB Premier works with the data file, and they consume space on your hard disk that can be used for other purposes. We recommend that you use the MYOB Premier Data Optimisation Utility to remove the unused areas in the data file and keep your accounting software running in top form.

The Data Optimisation Utility should be used whenever you remove many transactions or other records from your MYOB Premier data file. In particular, it should be used after you complete any of these tasks:

Starting a new fiscal year

Starting a new payroll year

Purging sales, purchases and journal entries

In addition, you may want to use the Data Optimisation Utility on a regular basis if the transactions you enter are changeable and you make frequent changes to your transactions after they’ve been entered.

  To optimise a data file


To optimise a data file

The Data Optimisation Assistant is an easy-to-use tool that guides you through the process of optimising your data file. If you know the name of the data file as it appears in Windows Explorer or the Finder and its location on your network, you're ready to begin.

  Note: This task requires single-user access

1.	When you installed MYOB Premier, the Data Optimisation Assistant also was installed on your computer. The location of this program depends upon the version of Windows that's on your computer. Read the instructions below that apply to you:

(Windows) The Data Optimisation Assistant appears as an icon in the MYOB Premier V2 folder in the Programs folder of your Start menu. Locate this icon, then select it to start the Data Optimisation Assistant.

(Macintosh) The Data Optimisation Assistant appears as an icon in the MYOB Premier V2 folder on your hard disk. Locate this icon, then double-click it to start the Data Optimisation Assistant.

2.	In the Welcome to the MYOB Premier Data Optimisation Assistant window, click the Next button to begin.

3.	In the window that appears next, click the Find File button. The Open File to Optimise dialog box appears.

The Open File to Optimise dialog box works exactly like other Find File dialog boxes do. Use it to locate the data file you want, highlight the file's name and click OK.

4.	Click Next.

5.	A window will appear, explaining the optimisation process. Read the information carefully and click Next when you're ready to begin optimising your data file.

6.	A window with the words "Optimisation Complete" in it will appear when your data file has been optimised. If you keep accounting records for more than one company and you wish to optimise another data file, click the Next button. Otherwise, click the Finish button to exit the Data Optimisation Assistant.


Procedures Guide Part 29 - Running MYOB Premier on a network

The power behind MYOB Premier lies in its ability to run on your company’s network, with more than one person using the same data file at the same time. Using this power, you’ll be able to get more of your accounting functions done more quickly.

MYOB Premier operates a little differently than software programs that don’t run on networks. Since your accounting records are vital to your business, it’s important for you to understand how MYOB Premier works in your network environment. These topics can help you prepare to use MYOB Premier data files with other users and explains what happens when more than one person uses a data file at the same time.

  Preparing to share a data file with other users

  Sharing a data file with other users


Preparing to share a data file with other users

The way you set up a data file in MYOB Premier can affect the people in your company who use the data file.

A variety of setup options, known as preferences, are available in MYOB Premier; they enable you to customise the way you work. You can also set up a password-security system to protect your sensitive business records from those who shouldn’t have access to them. Preferences and passwords affect how MYOB Premier is run on a network by more than one person; click the topics below for more information.

  How preferences work in a network environment

  How passwords work in a network environment


How preferences work in a network environment

Some of the preferences you can choose in MYOB Premier’s Preferences window can affect how everyone works with your data file. Since these preferences, known as systemwide preferences, may affect other people, it’s a good idea to be aware of the effects of each choice you make in the Preferences window.

Each systemwide preference is clearly marked with the word System-wide in the Preferences window.

For more information about MYOB Premier’s preferences, see Customising your work using preferences.


How passwords work in a network environment

You can safeguard your company’s accounting data by setting up passwords that prevent people from using parts of the data file that they don’t need to use. This ensures that your confidential information will be seen only by authorised personnel. See Securing your company’s data to learn how to set up your company’s password-security system.

When you use the Password Access window to restrict access to specific windows in MYOB Premier, you may also restrict access to information shown in lists and reports throughout the entire MYOB Premier system. For details about how passwords affect specific lists and reports, see Lists and reports are affected by password security.


Lists and reports are affected by password security

When you restrict access to specific MYOB Premier windows using the Password Access window, you also may limit the information that appears in various lists and reports throughout the entire MYOB Premier system. For example, if you set up a password so Person A can’t use the Write Paycheques window, Person A will also be restricted from seeing any entries created in that window in MYOB Premier, such as those that normally appear in the Payroll Journal report or the Inquiry Register window. This ensures that Person A has no opportunity to view your company’s payroll records. Any information that doesn’t apply to paycheques, however, would still be displayed.

If you’ve restricted access to any of the following windows, you’ve also limited some access to the information in at least one corresponding list or report in MYOB Premier. Users will still be able to view or print such lists and reports, but the lists and reports may not contain complete information. Keep this in mind if someone who is assigned a particular password is viewing lists or printing reports in MYOB Premier.

General Journal Entry  Historical Purchase  Historical Sale  Inventory Adjustments  Inventory Transfers	Make a Deposit  Purchases  Sales  Write Cheques  Write Paycheques


Sharing a data file with other users

When two or more people use MYOB Premier simultaneously to keep accounting records for your company, they all access the same data file at the same time. This means that two or more users might be entering invoices, writing cheques, creating customer cards, and so on, at the same time. If you used MYOB Accounting or MYOB Accounting with Payroll in the past, you probably remember that only one person could use a data file with those programs.

MYOB Premier uses a special function, called file locking, that makes it possible for more than one user to enter information in the same data file at the same time. File locking is one of many features built in to MYOB Premier that allow you and your coworkers to work together in MYOB Premier. The topics listed below describe some MYOB Premier features that are activated when more than one person is using the same data file at the same time; we suggest that you spend a few minutes to read this information carefully.

  Protecting your accounting data using file locking

  Printing, displaying and customising reports in a multi-user environment

  Keeping the information on your computer screen up to date

  Assigning numbers to transactions in a multi-user environment


Protecting your accounting data using file locking

Since more than one person can use an MYOB Premier data file, you might run into situations where two or more people are making entries at the same time. There also are times when important maintenance procedures affect your entire data file, such as when you back up a data file. In each case, MYOB Premier uses file locking to protect your accounting data. File locking can take two forms: multi-user file locking and single-user file locking. Click the topics below to learn more about the two types of file locking.

  Multi-user file locking

  Multi-user file locking: Q&A

  Single-user file locking

  To open a data file in single-user access mode (Windows)

  To open a data file in single-user access mode (Macintosh)


Multi-user file locking

Multi-user file locking is used by MYOB Premier when more than one person is entering information into the same data file at the same time. It’s used to prevent different pieces of data from “colliding” into each other when they’re simultaneously entered into your data file; such a situation, if not prevented, could seriously damage the data file.

Let’s use an example to understand how multi-user file locking works. Say two people, Person A and Person B, are using the same MYOB Premier data file. Person A has created an invoice in the Sales window, but she hasn’t clicked the Record button to record the invoice into the data file yet. Person B has created a purchase order in the Purchases window, but he hasn’t clicked the Record button, either. At the exact same time, Person A clicks the Record button in the Sales window and Person B clicks the Record button in the Purchases window.

This is when multi-user file locking comes into effect. Both Person A and Person B want to record their entries into the data file at the same time, but MYOB Premier will record only one entry at a time - so only Person A’s entry is recorded first. Person B must wait (he is “locked out” of the data file) until Person A’s entries are properly recorded in the data file. Because Person B is “locked out,” the message File is busy; access denied appears on his computer screen. After Person A’s entries are completely recorded in the data file, Person B can then attempt to record his entries again by clicking the Retry button in the File is busy; access denied message.

Another way multi-user file locking works

Another instance of multi-user file locking occurs when you’re working with a particular record in the Sales, Purchases, Historical Sales, Historical Purchases, Customer Payments, Vendor Payments, Settle Returns & Credits and Settle Returns & Debits windows. In these windows, if you’ve marked the Automatically Refresh Lists When Information Changes box in the Preferences window and another person changes or removes the same record you’re working with, the window you’re using will automatically close.

For example, say Person A is viewing an invoice in the Sales window. Person A has marked the Automatically Refresh Lists When Information Changes box in the Preferences window. Now, Person B removes the invoice record. On Person A’s computer screen, the message The Sales window will close because the sale being displayed there has been deleted will appear.

If you haven’t marked the Automatically Refresh Lists When Information Changes box in the Preferences window, the window you’re using won’t close until you attempt to change or remove the record you’re viewing. For more information about the Automatically Refresh Lists When Information Changes box in the Preferences window, see Keeping the information on your computer screen up to date.

A number of other factors affect how multi-user file locking works on your company’s network. See multi-user file locking: Q&A for some answers to common questions about multi-user file locking.


Record

Inside a data file, all accounting information is organised in a specific way. Records are one of the main storage methods; they are the method by which your data is collected into logical groups. For example, all the information that you enter about a particular customer - such as his or her name and address - is stored as a single record in your MYOB Premier data file. Another example of a record is an invoice; the details on the transaction, including the invoice data, line items and sales tax amounts, are all part of that invoice.


Multi-user file locking: Q&A

Q:	How does MYOB Premier choose which information to record first when multiple users enter information at the same time?

A:	When two people make an entry into the same data file at the same time, it’s essentially a “race” between the two computers to see who reaches the data file first. The first computer that reaches the data file is the “winner” of the race. A few factors affect these races, such as:

Where the data file is located  If the data file is located on Person A’s computer, the chances are good that Person A’s entry will be made first, while Person B will need to wait.

Who has the fastest computer  If the data file is located on Person C’s computer, and Person A and Person B have both made an entry at the same time, the processing speed of the two “competing” computers may determine whose information is entered into the data file first.

How much physical distance the information must travel  If Person A’s entries must travel a shorter distance over the network to the data file than Person B’s entries, Person A has a better chance of saving his or her information first.

Q:	The message File is busy; access denied is displayed on my computer screen. How long do I have to wait before I can record my entry in the data file?

 A:	When this message appears on your computer screen, it means that another user is currently updating the contents of your company’s data file. As soon as the data file is updated, you’ll be able to record your own entry; this should take no more than a few seconds. When you’re ready to attempt to record your entry again, click the Retry button in the File is busy; access denied message. (If the message appears again, it’s possible that other users have attempted to record an entry at the same time; you can click the Retry button every few seconds until the file is “unlocked.”)

Q:	I just changed a customer’s address in the Card File Entry window. When I was done, I pressed the TAB key on my keyboard to move to the next field - and the File is busy; access denied message appeared. What happened?

A:	When you enter information in MYOB Premier, your data file is updated in one of two ways. The method MYOB Premier uses depends upon the window in which you made your entry.

Generally speaking, if the window you’re using has a Cancel button on it - such as the Write Cheques window - any information you enter in the window isn’t recorded in your data file until you click the window’s Record or OK button.

On the other hand, if the window you’re using doesn’t have a Cancel button on it - such as the Card File Entry window - any information you enter is recorded into your data file on a field-by-field basis. In other words, as soon as you press the TAB or ENTER key after making an entry in a field, the entry you made will be recorded into your data file. If other people are making entries into the same data file at the same time, it’s possible that you might encounter the File is busy; access denied message each time you press TAB or ENTER.

Q: 	All I want to do is print some reports in MYOB Premier. Will multi-user file locking affect me in any way?

A:	You can choose to activate multi-user file locking when you’re printing or displaying MYOB Premier reports - the choice is up to you. Click here to learn more about how multi-user file locking affects MYOB Premier reports.


Single-user file locking

A few important MYOB Premier tasks require that only one user is using the data file. Many of these tasks are file-maintenance procedures, such as backing up and checking your data file for errors, and require the “full attention” of the data file while they’re being performed. Single-user file locking ensures that only one user is using a data file when these tasks are occurring.

When you begin to perform a task that requires a single-user file lock, no other users can have the data file open. If you attempt to begin one of these tasks when the file is open on another user’s workstation, MYOB Premier will prevent you from starting the task. Similarly, if a single-user file lock is in effect on a data file, no other users will be able to open the file.

When you open a data file, you can specify that you wish to activate single-user file locking. To do this, see To open a data file in single-user access mode.

The tasks in which single-user data file locking occur include:

Backing up a data file

Restoring a backed-up data file

Checking a data file for errors

Purging journal entries, closed sales, closed purchases and business contacts

Exporting MYOB Premier data

Importing data into MYOB Premier

Starting a new fiscal year

Starting a new payroll year

Loading payroll tax tables

Optimising a data file

Setting up, changing or removing passwords

Setting up, changing or removing an employee’s payroll information

In addition, the following elements cannot be created, changed or removed when more than one person is using the data file:

Payroll categories

Report batches

If you wish to perform a task that requires single-user file locking but other users currently have the data file open, you can quickly determine who is using the data file by displaying the Active Workstations window. To do this, choose Active Workstations from the File menu.


To open a data file in single-user access mode

To open a data file and prevent any other users from using the data file, follow these steps. You may wish to perform this task if you plan to perform an MYOB task that requires single-user file locking.

1.	Locate the MYOB Premier icon on your computer. The icon you’re looking for is named MYOB Premier V2, and it’s located in the folder that was created in the Windows Programs folder on your Start menu when you installed MYOB Premier.

If you chose all the suggested options during the installation process, your MYOB Premier system is installed in the MYOB Premier V2 folder and contains a number of icons.

2.	Once you’ve located the MYOB Premier icon, open it. The Welcome to MYOB Premier window appears.

3.	Click the button labeled Open an Existing Data File. The Open window appears, allowing you to locate and select the data file you want to open. The Open window works similar to other "open file" windows in other Windows programs; if you need more information about using "open file" windows, refer to your Windows documentation.

4.	Locate the MYOB Premier data file you want to open, then highlight it and click the OK button.

5.	The Sign-on window appears. In this window, enter your user ID and password (if you have one), then mark the Single-user Access option. When you're finished, click OK. The MYOB Premier Command Centre appears, displaying the name of your company in the upper left corner.

At this point, you've activated single-user file locking. When you're ready to allow other users to work with the data file again, you'll need to close the data file first.


To open a data file in single-user access mode (Macintosh)

1.	Locate the MYOB Premier icon on your computer. The icon you’re looking for is named MYOB Premier V2, and it’s located in the folder that was created when you installed MYOB Premier.

If you chose all the suggested options during the installation process, your MYOB Premier system is installed in the MYOB Premier V2 folder and contains a number of icons.

2.	Once you’ve located the MYOB Premier icon, open it. The Welcome to MYOB Premier window appears.

3.	Click the button labeled Open an Existing Data File. The Open window appears, allowing you to locate and select the data file you want to open. The Open window works similar to other "open file" windows in other Macintosh programs; if you need more information about using "open file" windows, refer to your Macintosh documentation.

4.	Locate the MYOB Premier data file you want to open, then highlight it and click the Open button.

5.	The Sign-on window appears. In this window, enter your user ID and password (if you have one), then mark the Single-user Access option. When you're finished, click OK. The MYOB Premier Command Centre appears, displaying the name of your company in the upper left corner.

At this point, you've activated single-user file locking. When you're ready to allow other users to work with the data file again, you'll need to close the data file first.


Printing, displaying and customising MYOB Premier reports in a multi-user environment

When other people are using the same data file that you’re using, the way you print and display reports can affect how others perform their MYOB Premier tasks and how your reports look. Also, if you customise any MYOB Premier reports, there are some additional concepts you should keep in mind. The topics below discuss how MYOB Premier reports are affected by a network environment.

  Printing and displaying reports when others are using the same data file

  Printing user-activity reports

  Storing custom MYOB Premier reports on a network

  Using passwords to affect the reports that others print and display


Printing and displaying reports when others are using the same data file

When you’re printing reports on your printer or displaying reports on your computer screen and other people are using the same data file, you can choose to activate multi-user file locking yourself.

Before you print or display a report, open the Report Filters window for the report. The Report Filters window contains a box labeled Prevent Data Changes During Report Generation. This box allows you to activate multi-user file locking and prevent other users from adding, changing or removing any information from the data file while MYOB Premier is generating the report. When you print or display the report while this box is marked, the report will be as up to date and accurate as possible.

Keep in mind, however, that a few MYOB Premier reports take some time to be generated. You might want to consider printing these lengthy reports at times (for example, at the end of the work day) when other users won’t be forced to wait for the report to be generated before they can begin making entries into the data file again.

You can also leave the Prevent Data Changes During Report Generation box unmarked. When you do this, other users will be able to continue to make entries into the data file, but your report may not look exactly the way you intended. If another user changes information that affects the report as it’s being printed or displayed, that particular entry may be indicated by zeroes or blank spaces on the report. In addition, new entries that other users make might affect the total amounts on some reports. With this in mind, you should consider printing or displaying the report at a time when you know no entries are being made that will affect the completeness of the report.


"Generating" a report
“Generating” a report

MYOB Premier takes two steps to print a report on your printer or display a report on your computer screen. In the first step, MYOB Premier “generates,” or “builds,” the report by collecting all the necessary information about the report; in addition, if the report contains any amounts that need to be totalled, those amounts are totalled, as well. During this first step, a status bar appears on your computer screen. In the second step, the report is actually printed or displayed.

The Prevent Data Changes During Report Generation box affects other users only during the first step.


Printing user-activity reports

Some MYOB Premier reports allow you to view the entries made by a specific user during a specific time period. You can use these reports to determine who made a particular entry. You can also review your own entries during a certain time period.

You can print a General Journal, Sales Journal, Purchases Journal, Disbursements Journal, Cash Receipts Journal and Inventory Journal that lists all the activity of a single user, or all users, for a range of transaction dates and/or session dates.

When you’re finished using a data file at the end of the day, you can review your entries by printing a Session Report. The Session Report will show only the entries that you made during the time you had the data file open. (If you want the Session Report to be printed automatically whenever you close a data file, open the Preferences window and mark the Prompt for Session Report Upon Closing box.)


Storing custom MYOB Premier reports on a network

When you create custom reports in MYOB Premier, the information about the custom reports is stored on your workstation’s hard disk, not on the network. Other users of the same data file won’t be able to use your custom reports unless you copy the custom reports’ information to the appropriate locations on their workstations. (You may want to ask your system administrator to perform this task.)

Your custom report information is stored in the CUSTOM folder inside the folder on your workstation in which MYOB Premier is installed. (For example, if MYOB Premier is installed in C:\PREMIER2, your custom report information is stored in C:\PREMIER2\CUSTOM.) You can use File Manager or Windows Explorer to copy the custom report files onto other users’ workstations.

  Note: If you’ve created custom reports with a previous MYOB product


Note:  If you've created custom reports with a previous MYOB product

If you’ve created custom reports with MYOB Accounting or MYOB Accounting with Payroll, those custom reports won’t be available in MYOB Premier. You’ll need to re-customise those reports using MYOB Premier.


Using passwords to affect the reports that others print and display

You can restrict the information that other users print and display in reports by setting up a password-security system. To learn more about how reports are affected by passwords, click here.


Keeping the information on your computer screen up to date

Each time you open a list window (such as the Inquiry Register window) or display an MYOB Premier report in the Screen Reports window, the information that appears matches the contents of the data file as of the moment you opened the list or displayed the report. However, if you keep the list or report displayed on your computer screen for some time, the data that other users enter during that time may make the information on your screen obsolete or incorrect. With this in mind, it’s a good idea to keep the information that’s displayed on your computer screen as up to date as possible; that way, you’ll be sure you’re equipped with the latest data when you make your company’s financial decisions.

You can update the information displayed on your computer screen automatically or manually. The topics below explain both of these methods.

  To set up MYOB Premier so on-screen information is updated automatically

  To update on-screen information manually


To set up MYOB Premier so on-screen information is updated automatically

1.	From the Setup menu, choose Preferences to open the Preferences window.

2.	Click the System tab in the Preferences window, then mark the box labeled Automatically Refresh Lists When Information Changes.

3.	Click OK to close the Preferences window.

Once you’ve completed this task, entries that other users make in the data file will appear immediately in any lists that are currently open on your computer screen.

Click here to learn about another way this task affects the way you work.


Another automatic way your on-screen information stays up to date

Your on-screen information may also change automatically when you’re working with a particular record in the Sales, Purchases, Historical Sales, Historical Purchases, Customer Payments, Vendor Payments, Settle Returns & Credits and Settle Returns & Debits windows. In these windows, if you’ve marked the Automatically Refresh Lists When Information Changes box in the Preferences window and another person changes or removes the same record you’re working with, the window you’re using will automatically close.

More information about this functionality, which is part of MYOB Premier’s multi-user file locking feature, is located here.


To update on-screen information manually

If you don’t want your on-screen lists to be updated automatically, you can update the lists yourself. To do this, choose Refresh All from the Window menu. (For a reason why you might want to do this, click here.)

To update an on-screen report in the Screen Reports window, you’ll need to redisplay the report, using the procedure you originally followed to display the report.


Why update on-screen lists manually instead of automatically?

If you’re working in an environment where information is automatically being added or changed, you might find that your work is a little difficult to do because MYOB Premier is constantly updating the lists you’re using. By choosing to update your lists manually, you might find that your work goes more smoothly. However, we recommend that you update your lists manually once in a while to ensure you’re viewing the most current information.


Assigning numbers to transactions in a multi-user environment

Keeping your company’s financial records organised efficiently is a task that relies heavily on the numbers that are assigned to your transactions, such as cheques, invoices and purchase orders. If your company wishes to be careful about tracking transaction numbers, you can use MYOB Premier’s auto-numbering feature to keep your financial records in the proper order.

When you create a transaction in any of the windows listed below, the field that displays the transaction’s number (for example, Invoice Number) will display Auto #. This text indicates that the transaction will be automatically given an actual transaction number when it’s recorded into the data file. This ensures that two or more users won’t create transactions with the same transaction number at the same time.

If you wish, you can override the Auto # text by entering the number you want to be assigned to the transaction.

The windows in which auto-numbering is used include:

Vendor Payments  Customer Payments  General Journal Entry  Historical Purchase  Historical Sale  Inventory Adjustments  Inventory Transfers	Make a Deposit  Purchases  Sales  Settle Returns & Credits  Settle Returns & Debits  Write Cheques  Write Paycheques


Glossary

Allocation account	Finished item	Invoice Item	Reconciling
Applying	File	Job	Record
Auto-building	Form	Journal	Recurring transaction
Backing up	General Journal	Linked account	Reversing
Backup	Header	Locked period	Sales history
Cash Disbursements Journal	Highlight	Miscellaneous purchase	Sales Journal
Cash Receipts Journal	Historical balance	Miscellaneous sale	Sample company
Changeable	Historical purchase	Opening balance	Service invoice
Clearwater Pty Ltd	Historical sale	Password	Service item
Closed period	HTML	Pending purchase	Service purchase order
Command Centre	Icon	Pending sale	Session Report
Component	Identifier	Primary vendor	Source journal
Conversion month	Importing	Professional invoice	Source journal number
Credit terms	Inventoried item	Professional purchase order	Tax table
Data	Inventory adjustment	Profit and Loss Statement	Transaction
Data file	Inventory Journal	Purchase order	Unchangeable
Default	Inventory transfer	Purchases Journal	Wildcard
Exporting	Invoice	Purging	Zoom arrow
Field	Journal entry	Recap Transaction	Zooming


Allocation account

An account - usually an expense or income account - used to automatically balance a transaction such as a cheque or deposit.


Applying

The process of distributing customer payments to outstanding sales transaction balances, and vendor payments to outstanding purchasing transaction balances.


Backing up

The process of storing copies of computer files at a location other than the primary location, with the intent of easily recovering the information in the files if damage occurs to the files at the primary location.


Backup

Computer files stored at a secondary location, copied during the backing-up process.


Cash Disbursements Journal

A collection of information about transactions, containing the debit and credit amounts for affected accounts.

The Cash Disbursements Journal contains information about vendor payments that affect (credit) cheque accounts.


Cash Receipts Journal

A collection of information about transactions, containing the debit and credit amounts for affected accounts.

The Cash Receipts Journal contains information about customer payments that affect (debit) cheque accounts.


Changeable

Changeable transactions, as their name suggests, can be changed at any time. If you want transactions to be changeable, you must be sure the Transactions CAN'T Be Changed; They Must Be Reversed option is unmarked; this option appears on the Security tab in the Preferences window.


Closed period

An accounting period in which all activity is complete.

Transactions can be entered in a closed period until the period is “locked” from transactions using the Preferences window.


Command Centre

A location in which selections can be made to accomplish accounting tasks.


Conversion month

The month in which a business starts entering transactions in MYOB Premier.


Credit terms

The agreed-upon rules governing the number of days between delivery and payment, discounts for early payment and penalties for late payment.


Data

Information that’s entered by a user and stored in a company’s data file.


Data file

The medium by which data is stored. All the accounting information that’s entered in MYOB Premier for a single company is stored in one data file.


Default

A suggested entry that appears in a data entry field.


Exporting

The process of transferring data from MYOB Premier to a text file so it can be used with another software program.


Field

A single location where one unit of information, such as the phone number for a customer, is entered.


File

The medium by which data is stored. All the accounting information that's entered in MYOB Premier for a single company is stored in one data file.


Form

Documents that are typically distributed to people or companies outside a business, such as cheques, invoices, statements, purchase orders and mailing labels.


General Journal

A collection of information about transactions, containing the debit and credit amounts for affected accounts.

The General Journal contains transactions that don’t belong in the Sales, Purchases, Cash Disbursements or Cash Receipts journals.


Header

A report section that’s printed at the top of a page. Report headers typically include labels for each of the columns in a report, as well as the date and time the report was printed.


Highlight

The act of selecting an item in a list or field so you can perform an action that affects the selected item. For example, when you start MYOB Premier, you highlight the name of your data file in a dialog box, then click OK or Open to open the data file.


Historical balance

The balance of an account before it’s transferred to MYOB Premier.


Historical purchase

A purchase made before you began using MYOB Premier.


Historical sale

A sale made before you began using MYOB Premier


Icon

A graphic representation of an object that appears on a computer screen. Some of the icons in MYOB Premier include the zoom arrow and search icon.


Identifier

A character used to organise cards.


Importing

The process of receiving data into MYOB Premier that originated from a different software program, or from a different MYOB Premier data file.


Invoice

The written record of a sale.

Four types of invoices can be recorded: item invoices, which document the sale of inventoried items; service invoices, which document the sale of services and other items not included in inventory; professional invoices, which document the sale of services and other items not included in inventory, as well as the dates each individual service or item was sold; and time billing invoices, which document time spent working on a client’s behalf.


Item

A physical unit sold to customers or a billable service provided by a company.


Job

A series of specific transactions for which income and expenses are tracked, and for which a separate profit and loss statement is desired.

A profit centre, a product line or a similar division of a business can be considered a job.


Journal

A collection of information about transactions, containing the debit and credit amounts for affected accounts.


Journal entry

A transaction consisting of equal debit and credit amounts.


Linked account

An account to which specific transaction amounts are assigned automatically. Linked accounts were set up for you when you created your MYOB data file. Linked accounts ensure that transactions are recorded consistently and in the appropriate accounts; they also make entering transactions faster and easier.


Locked period

An accounting period in which entries are no longer allowed. Periods are locked using the Preferences window.


Miscellaneous purchase

Purchases that don’t require a printed purchase order.


Miscellaneous sale

Sales that don’t require a printed invoice.


Opening balance

An account balance that’s entered during the setup of the MYOB Premier system.


Password

A set of characters used to restrict access to specific parts of the MYOB Premier system. Passwords can be set up using the Preferences window.


Pending sale

A sale for which the items or services sold haven’t been delivered yet.


Pending purchase

A purchase for which the items or services purchased haven’t been delivered yet.


Professional invoice

A service invoice that contains the dates each service was performed.


Profit and Loss Statement

A financial statement showing a company’s performance over a period of time. Also referred to as “Income Statement.”

An MYOB Premier profit and loss statement shows the income gained by a business, the cost of sales and expenses incurred by the business and the net profit or loss that results.


Purchase order

The written record of a purchase.

In MYOB Premier, you can record service purchase orders, which record the purchase of services.


Purchases Journal

A collection of information about transactions, containing the debit and credit amounts for affected accounts.

The Purchases Journal contains purchasing transaction information affecting accounts payable and purchase expense accounts.


Purging

The process of removing unnecessary or outdated data from a company’s data file. Information that can be purged from the data file includes journal entries, closed sales, closed purchases, activity slips and business contacts.


Recap Transaction

A window that allows users to review a journal entry before it’s recorded. This window, selected from the Edit menu, may be helpful when viewing transactions such as invoices and purchase orders for which the journal entry isn’t apparent.


Reconciling

The process of verifying that a business’s recordkeeping of various accounts is consistent with a bank’s recordkeeping of the same accounts.


Record

A collection of information about individual parts of accounting data. For example, information about a single customer is stored as a record.


Recurring transaction

An accounting entry that occurs repeatedly, such as monthly rent.


Reversing

The process of offsetting the effects of an incorrect transaction by entering a new transaction (called a “reversing transaction”) that reverses the debit and credit entries of the incorrect transaction.


Sales Journal

A collection of information about transactions, containing the debit and credit amounts for affected accounts.


Sales history

The chronological list of past monthly sales amounts recorded for an invoice item, customer or salesperson.


Sample company

The term used to describe Clearwater Pty Ltd, a fictitious set of data that allows MYOB Premier users to experiment with MYOB Premier.


Service invoice

The written record of a sale of services or other items that aren’t invoice items.


Service item

A service performed by a company that’s entered in the Invoice Item Information window and can have item invoices written for it.


Service purchase order

The written record of a purchase of services.


Session Report

A report containing journal activity since the MYOB Premier data file was last opened. This report contains information only about the current user's activity, not the activity of all users of the data file.


Source journal

A recordkeeping tool used to categorise transactions into similar groups. When a transaction is recorded, it’s assigned to the source journal that best applies to it. MYOB Premier’s five source journals are the General Journal, Sales Journal, Purchases Journal, Cash Receipts Journal, and Cash Disbursements Journal.


Source journal number

An identification number assigned to a transaction.


Transaction

An entry that affects the balance of an account or group of accounts.


Unchangeable

If your transactions are unchangeable, you've marked the Transactions CAN'T be Changed selection in the Preferences window. If this is the case, transactions can't be changed or removed; you must enter a reversing transaction to undo any errors that occur.


Clearwater Pty Ltd

The term used to describe the sample company provided in the MYOB Premier package. Clearwater Pty Ltd is a fictitious set of data that allows MYOB Premier users to experiment with MYOB Premier.


Wildcard

A character used to further define search criteria in reports. MYOB Premier uses an asterisk (*) and a question mark (?) as wildcards.


Zoom arrow

An icon that allows a user to review, or “zoom to,” more detailed information about a specific topic, such as a transaction.


Zooming

The process of clicking a zoom arrow to review more detailed information about a specific topic, such as a transaction.


HTML

Hypertext Markup Language. This is the set of commands used to create documents that will be viewed using World Wide Web browsers such as Netscape Navigator and Microsoft Internet Explorer. In MYOB Premier, reports can be saved in HTML format.


Auto-building

The process of combining two or more inventoried items, known as “components,” to create another inventoried item, known as a “finished item.”


Component

An item combined with another item to create a finished item.


Finished item

An inventoried item that’s the final product of combining two or more components.


Inventoried item

A physical unit stored for possible sale to a customer. Usually referred to in MYOB Premier documentation simply as an “item.”


Inventory adjustment

The process of changing the quantity of an inventoried item so it matches the actual quantity on hand.


Inventory Journal

A collection of information about transactions, containing the debit and credit amounts for affected accounts.

In MYOB Premier, the Inventory Journal contains transaction information affecting quantities of inventoried items.


Inventory transfer

The process of adjusting item quantities after finished items are created.


Primary vendor

The vendor from whom an item is usually purchased.


Professional purchase order

A service purchase order that contains the dates each service was performed.


Tax table

A set of detailed PAYE tax information used for calculating employee withholding amounts. Tax tables are updated periodically by MYOB Australia and are available through MYOB Australia’s MYOB Cover plan.


Procedures Guide Part 30 - Multicurrency

In MYOB Premier, you can enter transactions in a number of currencies, in addition to the Australian dollar, if you like. MYOB Premier’s multicurrency features make it easy to record transactions in dollars, pounds, yen or any other currency you use when buying and selling goods and services. MYOB Premier also makes it easy to track overseas cheque accounts and foreign assets and liabilities.

If you deal in multiple currencies, it’s also important to track the effects of currency exchange rates on your business. MYOB Premier provides detailed reports to help you manage both unrealised gains and losses (potential changes in the value of overseas transactions) and realised gains and losses (the actual changes in the value of your assets, liabilities and equity that occur when you exchange foreign currency for Australian dollars).

In this part:

 	What is Multicurrency?

 	Setting up Multicurrency

 	Updating foreign currencies

 	Removing foreign currencies

 	Recording unrealised gains and losses

 	Transferring funds between accounts


What is Multicurrency?

Simply stated, multicurrency transactions are those that involve any currency other than Australian dollars. If you import goods from Japan, for example, some of your transactions may be in yen, while others will be in dollars. MYOB Premier’s Multicurrency feature makes it easy for you to track these transactions and account for them properly, regardless of the currency used to complete them. Once you’ve set up Multicurrency, using it is as easy as selecting the currency you want for your foreign-currency transactions.

 	Getting started with Multicurrency

 	Understanding exchange accounts

 	Entering multicurrency transactions

 	Determining the effects of exchange rates on your business


Getting started with Multicurrency

Multicurrency is optional; if all your business is conducted with Australians using Australian dollars, there’s no need for you to take advantage of this feature. If you do want to use Multicurrency, you’ll need to mark the I Deal in Multiple Currencies option in the System tab of the Preferences window. (Once you begin recording multicurrency transactions, you won’t be able to unmark the I Deal in Multiple Currencies option.)

You’ll also have to perform a number of setup steps, which are described in Setting up Multicurrency. For example, you’ll have to set up special accounts in your chart of accounts to track the transactions you make in each currency. If you plan to make sales in British pounds, for instance, you’ll need to create a separate Accounts Receivable account for your sales to customers in the United Kingdom. Every foreign-currency account you create will require a companion account known as an exchange account to track changes in the currency rate that affect the transactions assigned to that account. (Exchange accounts are explained more fully in Understanding exchange accounts.)

Only balance sheet accounts - asset, liability and equity accounts - can be assigned a foreign currency. All other types of accounts are tracked using Australian dollars.

Your home currency, Australian dollars, is set up automatically for you. Because this currency is used to determine the value of all other currencies, it can’t be deleted, and its exchange value is fixed at 1.

Before you begin entering transactions, you’ll also need to specify the proper currency for all your overseas customers and vendors. Only one currency can be used for each customer or vendor (unless you choose to set up multiple cards for them); this ensures that your records remain accurate, and it speeds transaction entry.


Understanding exchange accounts

For every foreign-currency account you create, there also must be a companion exchange account to track the effects that changes in the exchange rate have on the foreign-currency account. This is known as a “dual-account” approach to multicurrency. Each foreign-currency account must have its own exchange account - the same exchange account can’t be used for multiple foreign-currency accounts. MYOB Premier will create an exchange account for you each time you create a foreign-currency account, if you like, or you can specify an exchange account you’ve already created.

Although exchange accounts use the Australian dollar as their currency, it may be helpful to think of the amounts in these accounts as generic units of money, rather than a specific currency.

For example, assume you’ve deposited £100 in your British bank account. If the exchange rate is 2.5, your £100 is worth AUS$250. Your “British Cheque” account in MYOB Premier will show a debit balance of £100, and your “British Cheque Exchange” account will show a balance of AUS$150. The number of monetary units in the two accounts is 250 - which is the value of the account in Australian dollars.

You’ll seldom need to make entries in an exchange account - these accounts are updated automatically when you record sales and purchases, write cheques and make deposits. You will need to enter a beginning balance for each of your exchange accounts if the foreign-currency accounts associated with them has a balance. You’ll also update the exchange accounts each month when you record unrealised gains and losses. (These are the potential amounts by which the balances of your accounts have changed as a result of exchange rate fluctuations. Unrealised gains and losses are explained in more detail in Unrealised gains and losses.)


Entering multicurrency transactions

Once you’ve set up your currencies, you can begin entering transactions for them. Entering these transactions is easy - they’re just like standard transactions in Australian dollars.

Multicurrency transactions can be recorded in the following areas in MYOB Premier:

Sales

Purchases

Write Cheques

Make a Deposit

Customer Payments

Vendor Payments

Settle Returns and Credits

Settle Returns and Debits

Historical Sales

Historical Purchases

Customer Reimbursable Expenses

General Journal Entry

Multicurrency transactions can be viewed throughout MYOB Premier.

Because currencies continually fluctuate in value, you’ll want to update your currency records periodically. If you record many transactions in other currencies, you may want to update the exchange rates for your currency records often - every week, or even more frequently, depending upon the volatility of the currency and your desire for precision. These exchange rates will appear as default entries on your MYOB Premier transactions. As with all default entries in MYOB Premier, you can change the exchange rate on individual transactions. Likewise, when you reconcile your cheque accounts, you can update the exchange rates assigned to your cheques and deposits to reflect the rate used by your bank at the time the cheques were cleared or the deposits were made.


Determining the effects of exchange rates on your business

Periodically, you’ll want to determine the effect changes in exchange rates are having on your business. Even if you make no changes to an unpaid foreign-currency transaction, its value will be affected when exchange rates change. For example, if the Australian dollar is valued at a higher level at the end of the month than it was when you made your sale or purchase overseas, you’ll lose some money on your sales, but make money on purchases. On the other hand, if the Australian dollar is falling in value, sales made earlier in another currency will be worth more in Australian dollars, but your purchases will cost you more.

Businesspeople generally are concerned with both the potential effect of exchange rates on transactions that haven’t been completed yet and the actual effect on them once they’ve been closed. Read the following topics to learn more about these issues.

 	Unrealised gains and losses

 	Realised gains and losses


Unrealised gains and losses

If you want to understand the potential effect the exchange rate has on a multicurrency transaction, you need to determine the unrealised gain or loss for the transaction. Unrealised gain or loss affects only open (unpaid) transactions; it reflects the money you’d make or lose by either receiving payment for a sale or making payment on a debt using the current exchange rate.

Businesses typically calculate this amount for all their open transactions at the end of each accounting period and record a General Journal transaction to account for this potential income or expense. Unrealised gains typically are recorded using an income account, such as “Unrealised Currency Gain/Loss,” along with the exchange accounts for your foreign-currency accounts. We recommend that you consult your accountant to determine whether your business needs to track unrealised gains and losses, and if you do, the most appropriate way for you to do so.

To determine the unrealised gain or loss for a particular accounting period, print MYOB Premier’s Currency - Unrealised Gain/Loss report. This report shows the original and current value of your open transactions in Australian dollars, along with the total gain or loss as of the date you’ve selected.

You can learn more about unrealised gains and losses by reading Recording unrealised gains and losses.


Realised gains and losses

Once a transaction is closed - meaning it’s been paid in full - any unrealised gain or loss is considered realised. It now has an actual effect on your business’s bottom line. Realised amounts are automatically recorded in an income account created specifically for tracking currency gains and losses, along with the exchange accounts associated with your foreign-currency accounts. In MYOB Premier, the income account used for realised gains and losses is created for you automatically when you set up Multicurrency. Its name, appropriately, is “Currency Gain/Loss.”


Setting up Multicurrency

You must complete a number of steps before you begin recording multicurrency transactions in MYOB Premier. Once setup is complete, you’ll enter multicurrency transactions the same way you enter transactions based on Australian dollars.

To set up Multicurrency, you’ll complete the steps below.

Checklist: How to set up Multicurrency

 	Step 1: Select the Multicurrency option in the Preferences window

 	Step 2: Create records for the currencies you’ll use (if you plan to use any currencies other than the eight that are set up for you already)

 	Step 3: Create accounts to track your foreign-currency transactions

 	Step 4: Assign the accounts you’ve created to foreign currencies

 	Step 5: Assign the appropriate currency to foreign customers, vendors and salespeople


Step 1: Select the Multicurrency option in the Preferences window

Multicurrency is an optional feature, since many companies using MYOB Premier deal only in Australian dollars. To begin using Multicurrency, you need to select the “I deal in multiple currencies” option in the Preferences window.

 	To select the Multicurrency option in the Preferences window


To select the Multicurrency option in the Preferences window:

1.	Choose Preferences from the Setup menu. The Preferences window appears.

2.	Select the System tab if it isn’t already selected.

3.	Mark the I Deal in Multiple Currencies option.

4.	Click OK.


Step 2: Create records for the currencies you'll use

MYOB Premier provides you with records for seven commonly used foreign currencies, as well as your home currency, the Australian dollar. The following currencies have been set up for you already:

Canadian dollar

Australian dollar

European Union Euro

Great Britain pound

Hong Kong dollar

Japanese yen

New Zealand dollar

U.S. dollar

If you do business in any other currency, you’ll need to create a new record for the currency, enter its current exchange rate and indicate how you want amounts in that currency to be displayed.

 	To create a currency record


To create a currency record:

1.	Choose Currency List from the Setup menu. The Currency List window appears.

2.	Click the New button to display the Currency Information window.

3.	In the Currency Code field, enter a three-letter code to describe the currency you’re adding. This code will appear on the Currency button in transaction entry windows and elsewhere in MYOB Premier; we recommend that you use codes you’ll find easy to remember in the future.

4.	Enter the currency’s name (“Philippines peso,” for example) and its current exchange rate. (This is the amount of Australian money that one unit of this currency - one peso, for example - will buy.)

5.	Indicate how you want amounts in this currency to be displayed. The Positive Amount and Negative Amount fields show examples of how currency amounts will be displayed, based on the selections you’re making.

6.	Click OK.


Step 3: Create accounts to track your foreign-currency transactions

In order to track transactions in a foreign currency properly, you must create a number of accounts that are set up to use that currency, rather than Australian dollars. Later in the setup process, you’ll enter these accounts as the linked accounts for transactions recorded using this currency. You cannot simply use the same accounts you use for your Australian-dollar transactions in some cases, because the dollar and other currencies rarely trade at par with one another. (That is, one dollar rarely buys exactly one monetary unit in any other currency.)

You can learn how to create accounts by reading Creating accounts. Before you begin, though, review the following topics to gain a better understanding of the accounts you’ll need to add to your chart of accounts.

If you make foreign sales

If you make foreign purchases

If you track unrealised gains and losses


If you make foreign sales

Here’s a list of the accounts you’re likely to need if you accept payment from customers in a foreign currency.

Note: You can use either Australian dollars or the foreign currency for most accounts

The account you use to track receivables must use the currency of the transactions it will be tracking. All other accounts used to track foreign-currency sales transactions can be assigned either the foreign currency or Australian dollars. In fact, with the exception of the receivables account, you can use the same accounts that you use to track sales transactions to Australian customers.

Using separate accounts for each currency will allow you to see more quickly where freight, deposits and the like originated, but if that’s not important to you, you may want to use the same accounts for all your sales.

Asset account for tracking receivables (for instance, “Accounts Receivable - Malaysia”) This account must be assigned the foreign currency, not Australian dollars.

Cheque account where customer receipts in the foreign currency will be deposited. This can be an Australian funds account if your bank accepts deposits in other currencies.

Income account for freight (if you charge customers for freight). This account can be assigned the currency code for either the foreign currency or Australian dollars.

Liability account for deposits received (if you allow customers to make deposits on pending sales). This account can be assigned the currency code for either the foreign currency or Australian dollars.

Expense or cost of sales account for discounts (if you include a discount for early payment in your credit terms). This account can be assigned the currency code for either the foreign currency or Australian dollars.

Income account for late charges (if you assess a penalty for late payments on account). This account can be assigned the currency code for either the foreign currency or Australian dollars.

Liability account for sales tax collected (if you’re required to collect sales tax on foreign sales)


If you make foreign purchases

Here’s a list of the accounts you’re likely to need if you make payments to vendors in a foreign currency:

Note: You can use either Australian dollars or the foreign currency for most accounts

The account you use to track payables must use the currency of the transactions it will be tracking. All other accounts used to track foreign-currency purchase transactions can be assigned either the foreign currency or Australian dollars. (In fact, with the exception of the payables account, you can use the same accounts that you use to track purchases from Australian vendors.)

Using separate accounts for each currency will allow you to see more quickly where freight, deposits and the like originated, but if that’s not important to you, you may want to use the same accounts for all your purchases.

Liability account for tracking payables (for instance, “Accounts Payable - Malaysia”). This account must be assigned the foreign currency, not Australian dollars.

Cheque account that will be used to pay debts in a foreign currency. This can be an Australian funds account if your bank allows you to write cheques in other currencies.

Expense or cost of sales account for freight (if you pay freight charges). This account can be assigned the currency code for either the foreign currency or Australian dollars.

Asset account for deposits paid (if you make deposits on pending purchases). This account can be assigned the currency code for either the foreign currency or Australian dollars.

Expense or contra account for discounts (if you’re allowed to take discounts for early payment). This account can be assigned the currency code for either the foreign currency or Australian dollars.

Expense account for late charges (if you’re assessed a penalty for late payments on account). This account can be assigned the currency code for either the foreign currency or Australian dollars.

Liability account for import duties collected (if you’re required to pay duty on goods you import). This account can be assigned the currency code for either the foreign currency or Australian dollars.

Liability account for sales tax paid (if you’re required to pay sales tax on foreign purchases)


If you track unrealised gains and losses

If you plan to track unrealised gains and losses, you need to create an income account for this purpose. You may want to name it “Unrealised Currency Gain/Loss,” or something similar. We recommend that you consult your accountant to determine whether your business needs to track unrealised gains and losses, and if you do, the most appropriate way for you to do so.

Depending upon your business, you may need to create additional accounts to track foreign cheque accounts, assets held overseas and the like. If you’re unsure about the accounts you’ll need, your accountant or an MYOB Certified Consultant can assist you with this task.


Step 4: Assign the accounts you've created to foreign currencies

Once you’ve created accounts to track your foreign currency transactions, you must link them to the currency record they’re associated with. This ensures that transactions are recorded properly and that the balances in your chart of accounts accurately reflect your business activities.

To assign accounts to foreign currencies


To assign accounts to foreign currencies

1.	Choose Currency List from the Setup menu. The Currency List window appears.

2.	Highlight the currency you want to change and click the Edit button. The Currency Information window appears, displaying the information you’ve already entered about this currency.

3.	If customers pay you in this currency, click the Receivable Accounts tab to display the Receivable Accounts view of the Currency Information window. If you don’t make sales in this currency, skip to step 7.

4.	In the Asset Account for Tracking Receivables in This Currency field, enter or select the account you’ll use to track unpaid sales on account in the selected currency. This account must assigned the currency code for the currency you selected in step 2.

5.	In the Cheque Account for Customer Receipts in This Currency field, enter or select the cheque account in which customer payments will be deposited. This account may be an Australian funds account if your bank allows you to make deposits in the currency you selected in step 2.

6.	Review the remaining fields in the window. Mark the options that apply to your business. As you mark options, additional fields will appear, and you can enter the accounts you’ll use to track various parts of your transactions, such as freight, deposits and discounts.

7.	If you pay vendors using this currency, click the Payable Accounts tab to display the Payable Accounts view of the Currency Information window. If you don’t make payments in this currency, skip to step 11.

8.	In the Liability Account for Tracking Payables in This Currency field, enter or select the account you’ll use to track unpaid purchases on account in the selected currency. This account must be set up to use the currency you selected in step 2.

9.	In the Cheque Account for Paying Bills in This Currency field, enter or select the cheque account you’ll use to pay vendors in the selected currency. This account may be an Australian funds account if your bank allows you to write cheques in the currency you selected in step 2.

10.	Review the remaining fields in the window. Mark the options that apply to your business. As you mark options, additional fields will appear, and you can enter the accounts you’ll use to track various parts of your transactions, such as freight, deposits and import duty. Each of these accounts must be set up to use the currency you selected in step 2.

11.	When you’ve finished entering account information, click OK. Repeat steps 2 through 11 for each foreign currency you use.


Step 5: Assign the appropriate currency to foreign customers, vendors and salespeople

Once your currencies are set up, you must begin assigning them to new customers and vendors who will use them. The selection you make is important, since it determines the currency in which all future transactions for each customer or vendor will be conducted.

You also can assign a foreign currency to salespeople who make all their sales in a particular foreign currency. (Keep in mind, though, that the salespeople will be paid in Australian dollars if you use MYOB Premier Payroll to write paycheques for them. Assigning your salespeople a foreign currency simply allows you to print reports that show the sales they’ve made in the appropriate currency, if the salespeople are making sales in a currency other than Australian dollars.)

Only one currency can be assigned to each customer, vendor and salesperson in MYOB Premier. If you do business with a customer or vendor in more than one currency, you’ll have to create an additional customer card or vendor card for each additional currency in which you do business.

To learn how to set up new customer, vendor and employee cards, see Creating Cards.

 	Note: Existing customers, vendors and employees are set up to use Australian dollars automatically


Note: Existing customers, vendors and employees are set up to use Australian dollars automatically

Customers, vendors and salespeople for whom you’ve already recorded transactions are automatically assigned Australian dollars as the currency in which they conduct business with you. This selection can’t be changed. If you wish to begin using a different currency for these individuals, you’ll need to create a new customer, vendor or employee card for them. This is necessary to ensure that historical amounts for these individuals aren’t misstated.


Updating foreign currencies

Once you’ve set up Multicurrency, you should rarely need to make changes to your currency records, except to update the exchange rate. If you decide, however, that you’d like to see currency amounts in a different format, or if you’d like to change the linked accounts you’ve assigned to a currency, you can do that. Use the following procedure to make these changes.

 	To update foreign currencies


To update foreign currencies

1.	Choose Currency List from the Setup menu. The Currency List window appears.

2.	Highlight the currency you want to change and click the Edit button. The Currency Information window appears, displaying the information you’ve already entered about this currency.

3.	To update the exchange rate, click the Currency Profile tab and enter the new exchange rate in the Exchange Rate field. Keep in mind that your entry here should reflect the amount of Australian money that one unit of this currency - one British pound, for example - will buy.

4.	Review the other information you’ve entered for this currency to be sure it’s current. When you’re satisfied with your entries, click OK.


Removing foreign currencies

If you wish to remove currency records you never use, you can quickly do so with MYOB Premier.

There are some instances in which you’re not allowed to remove a currency record:

You can’t remove the currency record for your local currency (Australian dollars).

You can’t remove a currency that’s assigned to any account in your chart of accounts.

You can’t remove a currency that’s assigned to a customer or vendor in the Card File Entry window.

You can’t remove a currency that’s assigned to a cash transaction (a deposit or cheque).

If the currency meets all these criteria, it can be removed.

 	To remove a foreign currency


To remove a foreign currency:

1.	Choose Currency List from the Setup menu. The Currency List window appears.

2.	Highlight the currency you want to remove and choose Delete Currency from the Edit menu.


Recording unrealised gains and losses

Even before you make or take payment on overseas transactions or withdraw money from a foreign bank account, there is the potential for changes in the exchange rate to affect the value of your transactions and accounts. This potential is referred to as an unrealised gain or loss. For example, if you have a bank account in Paris and the value of the dollar drops compared to the French franc, the value of your Paris bank account goes up; you have the same number of francs, but those francs are worth more dollars than they used to be. Since those francs still are in your bank account, however, you haven’t taken advantage of, or realised, their increased value.

Some - but not all - companies need to account for unrealised gains and losses; consult your accountant if you’re unsure whether you need to track this information for your business.

To keep track of your unrealised gains and losses, you’ll print a report and then use information from the report to create a General Journal entry.

When you track unrealised gains and losses, you make an entry for the current month, then reverse the entry you made in the previous month. It’s important that you remember to reverse the previous month’s entry; if you don’t, gain and loss amounts for future months will be inaccurate.

 	Note: You must first update the exchange rates for the currencies you use

 	To print the Currency - Unrealised Gain/Loss Report

 	To record unrealised gains and losses

 	To reverse your General Journal entry from the previous month (if your transactions are unchangeable)

 	To reverse your General Journal entry from the previous month (if your transactions are changeable)


Note: You must first update the exchange rates for the currencies you use

In order to accurately calculate unrealised gains and losses for the current month, you must first update the currency’s exchange rate so it reflects the current rate of exchange. If you don’t perform this step, your unrealised gains and losses will be misstated. You can change the currency’s exchange rate to its previous rate after you’ve recorded your unrealised gains and losses.

To learn how to update the currency’s exchange rate, see Updating foreign currencies.


To print the Currency - Unrealised Gain/Loss Report:

1.	From the Reports menu, choose Index to Reports. The Index to Reports window appears.

2.	Click the General Ledger tab.

3.	Locate the Currency Unrealised Gain/Loss selection and highlight it. (You may have to scroll through the list of reports to locate it.)

4.	Click the Filters button to open the Report Filters window. In this window, enter the ending date for the period you want to include on the report. Then click OK.

5.	In the Index to Reports window, click the Print button to print the report.


To record unrealised gains and losses:

Print the Currency - Unrealised Gain/Loss Report, then complete the following steps:

1.	In the General Ledger Command Centre, click the General Journal Entry button. The General Journal Entry window appears.

2.	Enter the date (generally the last day of the month) and a description of the transaction.

3.	In the scrolling list in the middle of the window, enter a transaction for the unrealised gain or loss. This transaction should have a separate debit and credit entry for each account that appears on the Currency - Unrealised Gain/Loss Report. (All amounts are entered in Australian dollars.)

If the account is an asset account

If the account is a liability or equity account

4.	Save the General Journal entry as a recurring transaction. By doing this, you’ll save time when you record your unrealised gains and losses in future months. Click the Save Recurring button; the Save Recurring Transaction window appears.

5.	Enter a name for the transaction, then choose a frequency (we recommend that you choose Monthly) and the day on which you want this transaction to appear in the To Do List window each month. Click Record to save your entries and close the Save Recurring Transaction window.

6.	In the General Journal Entry window, click the Record button to record the transaction for this month.


If the account is an asset account

If the Currency - Unrealised Gain/Loss Report shows a currency gain for a cheque account or another asset account, credit the Unrealised Currency Gain/Loss account, and enter an equal debit amount for the exchange account associated with the asset account. (The Unrealised Currency Gain/Loss account should be an expense account.)

If the Currency - Unrealised Gain/Loss Report shows a currency loss for the asset account, debit the Unrealised Currency Gain/Loss account, and enter an equal credit amount for the exchange account associated with the asset account.


If the account is a liability or equity account

If the Currency - Unrealised Gain/Loss Report shows a currency gain for a liability or equity account, credit the Unrealised Currency Gain/Loss account, and enter an equal debit amount for the exchange account associated with the liability or equity account.

If the Currency - Unrealised Gain/Loss Report shows a currency loss for the liability or equity account, debit the Unrealised Currency Gain/Loss account, and enter an equal credit amount for the exchange account associated with the liability or equity account.


To reverse your General Journal entry from the previous month (if your transactions are unchangeable):

Use this procedure if you’ve marked the “Transactions CAN’T be changed; they must be reversed” option on the Security tab of the Preferences window.

1.	Display the General Journal entry for the previous month’s unrealised gains and losses in the General Journal Entry window.

2.	Choose Reverse General Journal Transaction from the Edit menu. After a few moments, a new transaction, containing amounts exactly opposite of the amount in the General Journal entry will be displayed in the General Journal Entry window.

3.	Enter the date (generally the first day of the current month) and a memo that indicates you’re reversing the previous month’s unrealised gains and losses.

4.	Click Record to record the reversed General Journal entry.


To reverse your General Journal entry from the previous month (if your transactions are changeable):

Use this procedure if you’ve chosen not to mark the “Transactions CAN’T be Changed; They Must be Reversed” option on the Security tab of the Preferences window.

(As an alternative, you can mark the “Transactions CAN’T be Changed; They Must be Reversed” option in the Preferences window to make your transactions unchangeable, then complete the To reverse your General Journal entry from the previous month (if your transactions are unchangeable) procedure. If you do this, be sure to unmark the “Transactions CAN’T be Changed” option again once you’re done making your reversing entry.)

1.	In the General Ledger Command Centre, click the General Journal Entry button. The General Journal Entry window appears.

2.	Enter the date (generally the first day of the current month) and a memo that indicates you’re reversing the previous month’s unrealised gains and losses.

3.	Enter a transaction that mirrors the transaction you made last month to record the unrealised gains and losses, but reverse the debits and credits - if an account was debited last month, enter the same amount in the Credit column. Likewise, if the account was credited last month, enter the same amount in the Debit column.

4.	Save the General Journal entry as a recurring transaction. By doing this, you’ll save time when you reverse your unrealised gains and losses in future months. Click the Save Recurring button; the Save Recurring Transaction window appears.

5.	Enter a name for the transaction, then choose a frequency (we recommend that you choose Monthly) and the day on which you want this transaction to appear in the To Do List window each month. Click Record to save your entries and close the Save Recurring Transaction window.


Transferring funds between accounts

From time to time, you may want to transfer funds from an Australian bank account to a foreign bank account, or from the foreign account to your Australian account. The quickest way to do this is to make a deposit into the account that will be receiving the funds. Use the following procedure to do this.

 	Note: Transfer amounts must be in the foreign currency, not Australian dollars

 	To transfer funds from an Australian account into a foreign account

To transfer funds from a foreign account into an Australian account


Note: Transfer amounts must be in the foreign currency, not Australian dollars

When transferring funds between local and foreign accounts, you must use the foreign currency value of the money, rather than its value in Australian dollars. This may require you to convert the amount from dollars to the foreign currency. If this is the case, you can use the Currency Calculator window to quickly figure out the money’s value in the foreign currency. To display the Currency Calculator window, choose Currency Calculator from the MYOB Premier Help menu.


To transfer funds from an Australian account into a foreign account:

1.	In the Chequebook Command Centre, click Write Cheques. The Write Cheques window appears.

2.	Choose the currency associated with the foreign account. Click the Currency button on the right side of the window to display the Exchange Rate window. Click the arrow next to the Currency field and choose the currency associated with the account you want from the list of currencies that appears.

3.	From the list of cheque accounts that appears in the upper left corner of the Write Cheques window, choose the account from which the funds will be drawn (your Australian funds account).

4.	Enter the transaction date and the amount being transferred. The amount must be in the foreign currency, not in Australian dollars. Also mark the Handwritten option if you  don’t plan to print an actual cheque.

5.	In the scrolling list, enter the account number for the account into which the funds are being deposited (your foreign-currency account). Enter the same amount that appears in the Amount field at the top of the window in the Amount column in the scrolling list.

6.	If you want to print a cheque, click the Print button. If you’ve marked the Handwritten option to indicate that the funds will be transferred electronically or in some other fashion, click Record.


To transfer funds from a foreign account into an Australian account:

1.	In the Chequebook Command Centre, click Write Cheques. The Write Cheques window appears.

2.	Choose the currency associated with the foreign account. Click the Currency button on the right side of the window to display the Exchange Rate window. Click the arrow next to the Currency field and choose the currency associated with the account you want  from the list of currencies that appears.

3.	From the list of cheque accounts that appears in the upper left corner of the window, choose the account from which the funds will be drawn (your foreign-currency account).

4.	Enter the transaction date and the amount being transferred. The amount must be in the foreign currency, not in Australian dollars. Also mark the Handwritten option if you  don’t plan to print an actual cheque.

5.	In the scrolling list, enter the account number for the account into which the funds are being deposited (your Australian funds account). Enter the same amount that appears in the Amount field at the top of the window in the Amount column in the scrolling list.

6.	If you want to print a cheque, click the Print button. If you’ve marked the Handwritten option to indicate that the funds will be transferred electronically or in some other fashion, click Record.


Procedures Guide Part 31 - GST

Though Australia's Goods & Services Tax (GST) won't be introduced until July 2000, MYOB Premier is ready for GST now. Read the following topics to learn more about GST and how to manage it using MYOB Premier.

In this part:

  What is GST, and what does it mean to me?

  GST and MYOB

  Using sales tax until GST is implemented


What is GST, and what does it mean to me?

As you probably know, the Goods & Services Tax (GST) which is scheduled to be implemented on the 1 July 2000 is the cornerstone of the Australian government's New Tax System. GST replaces the existing Wholesale Sales Tax and many other indirect or hidden taxes, with the goal of streamlining business practices and reducing the cost of doing business.

GST will be a broad-based 10% tax on most goods and services sold in Australia. It is similar in nature to value-added taxes in New Zealand, Singapore, the UK and other members of the European Union, Canada and South Africa, but Australia's GST is designed specifically for the Australian marketplace.

Under the current Wholesale Sales Tax (WST) scheme, tax is paid only once - by the retailer, who incorporates the tax amount into the final selling price of the goods being sold. The premise of GST is quite different; tax is charged each time a good is sold, so that wholesalers, distributors, retailers and consumers all will pay GST. (The good news is that businesses that sell the goods can deduct the GST they've paid from the GST they collect from their customers, so the tax liability is passed along to the ultimate consumers of the goods. The deductible amount is known as an input tax credit.) GST also will apply to most services consumed in Australia.

As a businessperson, you may be responsible for both paying and collecting GST. Currently your business may be exempt from paying WST, but most exemptions will disappear with GST. Generally, businesses with an annual turnover of $50,000 or more and non-profit organisations with an annual turnover of $100,000 or more must register for GST. You can apply to register from November 1999 and you must register by 31 May 2000 if you're required to do so. (Even if your turnover is below the levels mandated by the ATO, it may be to your advantage to register for GST. Consult your financial advisor if you're unsure whether GST registration is right for you.)

The ATO is undertaking a comprehensive education campaign to educate Australians about the changes GST will bring; for a more complete discussion of GST and its effects on your business, we recommend that you contact your local ATO.

  Examples of GST being paid and collected

  Examples of items that attract GST and items that are GST free


Examples of GST being paid and collected

In its simplest form, GST is added to the selling price of goods and services as they pass through the supply chain until they are finally consumed. To avoid the tax cascading and multiplying through the sales process, each purchaser is given a rebate of the GST they paid to their supplier when they on-sell the goods.

In the following examples, "taxable supply" refers to goods and services that attract GST.

Single-business example

In this example, a GST-registered retail business purchases a taxable supply from its GST-registered supplier for $1,100 including $100 in GST and sells the taxable supply for $3,300 including $300 in GST.

The retail business will remit to the ATO the difference between the GST paid and collected. It will pay the ATO $200, while the total GST paid the ATO on the taxable supply is $300.

Multiple-business example

What are the GST implications if a manufacturer produces goods (taxable supply) costing $55 (including $5 GST paid in its manufacturing costs) and sells the taxable supply to a retailer for $100 plus $10 GST, who then sells the taxable supply to a consumer for $200 plus $20 GST?

The manufacturer remits to the ATO the difference between the GST it has already paid in manufacturing the goods and the GST it charges the retailer. The manufacturer has paid $5 in GST to its own suppliers and has charged GST of $10 to the retailer. Therefore, the manufacturer needs to pass on $5 ($10 - $5 = $5) to the ATO.

In turn, the retailer remits to the ATO the difference between the GST it has paid the manufacturer and the GST it charges the consumer. The retailer has already paid $10 GST to the manufacturer and has charged $20 GST to the consumer. Therefore the retailer needs to pass on $10 ($20 - $10 = $10) to the ATO.

Overall, the total remitted to the ATO should be $20 on the final $200 sale. This $20 is added to the final sale price and paid by the consumer. The $20 is made up of $5 the manufacturer paid in GST to its own suppliers, $5 the manufacturer paid the ATO and $10 the retailer paid the ATO. As you can see, the tax is paid on the value added to the taxable supply (goods) as it travels through the supply chain.


Examples of items that attract GST and items that are GST free

Taxable supplies

All goods and services are subject to GST, unless they are specifically exempted from it. Goods and services that attract GST are sometimes referred to as "taxable supply."

Some example of taxable supply are computers, software, cooked meals, furniture, electrical goods and accountancy advice.

GST-free supplies

GST-free goods or services are GST tax free. That is, they are subject to a GST tax rate of zero. Businesses that sell GST-free goods or services can still claim input tax credits to recoup the GST they paid to bring the goods to market.

Examples of GST-free supplies are fresh food produce, many medical services and products, many educational courses, child care within the Childcare Rebate Act 1993, exports, religious supplies that are integral to religious practice, and cars for the disabled.

Input-taxed supplies

Input-taxed supplies are supplies on which no GST is added to the final selling price. The businesses supplying the input-taxed supplies aren't allowed to claim input tax credits for whatever GST they paid on the goods and services used to produce the supplies. In effect, the business pays the GST on the input-taxed supplies and must include the GST amount in the overall price they charge their customers.

Examples of input-taxed supplies are money, accounts, equity securities, unit trusts, futures and residential rents.


GST and MYOB

MYOB Australia is committed to providing MYOB customers with a  seamless transition from the existing tax system to GST on the 1 July 2000. Tax-related features throughout MYOB Premier Version 3 are designed to be used with both the Wholesale Sales Tax currently in place and the new GST.

If you've been using a earlier version of MYOB Premier, you'll need to complete a couple of simple setup procedures before you begin including GST on your purchases and sales. If MYOB Premier Version 3 is your first MYOB product, you may have completed these procedures when your created your MYOB data file using the New Data File Assistant. We recommend, however, that you follow these procedures to review your entries to be sure they're accurate and complete.

  Setting up MYOB Premier for GST


Using sales tax until GST is implemented

If you've used an earlier version of MYOB Premier, you'll find that taxes are calculated on sales and purchases in precisely the same fashion as they were in the past - tax codes are assigned to line items and freight, and the tax amount for each invoice and purchase is calculated on a line item-by-line item basis. To learn more about creating invoices and purchase orders, see Entering sales and Entering purchases.


Setting up MYOB Premier for GST

Although Australia's current tax laws remain in effect through the 30 June 2000, MYOB is GST-ready and you can begin preparing for the introduction of the Goods & Services Tax (GST) now.

  Entering your Australian Business Number (ABN)

  Setting up accounts to track GST

  Creating a tax code for GST

Once you've completed these steps, no further changes need to be made to MYOB Premier until GST is introduced. We suggest, however, that you spend the next several months learning about GST and the impact that it will have on your business.

When GST is implemented, you'll begin using the new GST tax code you've created when you enter taxable transactions. For most types of transactions, the procedures you'll use then are identical to those you use now. There are a few exceptions. Read the following topics to learn more about them:

  Printing tax invoices

  Recording customer discounts for early payments


Entering your Australian Business Number (ABN)

The Australian Business Number, or ABN, is required for all businesses that also are required (or elect) to register for GST. The ABN replaces earlier identifiers assigned by the government, including the Australian Company Number (ACN) and the Australian Registered Body Number (ARBN).

  To learn more about the ABN and other aspects of tax reform

You can use the Company Information window to enter your business's ABN, once it's been assigned to you by the ATO.

1.	From the Setup menu, choose Company Information to open the Company Information window.

2.	Enter your business's ABN in the A.B.N. field.

3.	Click the OK button.


To learn more about the ABN and other aspects of tax reform

MYOB Australia's website contains useful information about GST and other elements of the New Tax System, as well as links to websites for the ATO, Business Entry Point and other sources of information. To view the MYOB Australia website, go to www.myob.com.au/gst.


Setting up accounts to track GST

If you've been using an earlier version of MYOB Premier, your chart of accounts probably includes accounts to track the sales tax you've collected and that must be remitted to the government. You'll need to have similar accounts for GST, which you'll begin using on the 1 July 2000.

Assuming you've registered for GST, you'll need a GST Paid account to track the GST you've paid to vendors (also known as Input Tax Credits), and a GST Collected account. These accounts are closely related, since the GST amount you'll remit to the ATO is the difference between the GST you've paid to your vendors and the GST you've collected from your customers.

These accounts generally are liability accounts, though some MYOB users may prefer to set up their GST Paid account as an asset account instead.

  To create GST Collected and GST Paid accounts

Although most businesses will add GST to the amounts they charge their customers, you may want to distinguish between GST free and normal income that is subject to GST - the choice is yours. If your business is likely to sell GST free products and services, you could create separate income accounts to track the different GST rates. For example, a chemist who makes both GST taxed and GST free sales may benefit by separating these sales and their associated cost of sales from one another.

  To create separate accounts for GST free and taxable income


To create GST Collected and GST Paid accounts

The steps you'll follow to create your GST Collected and GST Paid accounts are the same as those you've used to create other accounts in MYOB Premier. If you need more detailed information about setting up accounts, consult the Creating accounts procedure.

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

2.	Click the Liability tab at the top of the Accounts List window: (If you're creating the GST Paid account and you'd prefer that this be an asset account, click the Asset tab instead.)

3.	Click the New button at the bottom of the window to open the Edit Accounts window.

4.	Enter basic information about the GST Collected account.

The account should be a detail posting account. If you you've created a header account for sales tax liabilities, you may wish to assign the new account an account number that's higher than the Sales Tax Liabilities account but lower than the next highest header account; that way,  the new GST account will appear under your sales tax liabilities header account.

For example, if your header account is Sales Tax Liabilities, 2-1300, you might assign GST Collected 2-1310, and you might assign GST Paid 2-1320.

If you're setting up these accounts well in advance of the implementation of GST, the account's balance should be zero.

5.	Click OK.

6.	Create your GST Paid account. Click either the Asset tab or the Liabilities tab at the top of the Accounts List window, depending upon the account type you want to use for GST Paid, and repeat steps 3 through 5.


To create separate accounts for GST free and taxable income

The steps you'll follow to create your income accounts are the same as those you've used to create other accounts in MYOB Premier. If you need more detailed information about setting up accounts, consult the Creating accounts procedure.

  Note: You may need to create an account only for GST Free Sales

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

2.	Click the Income tab at the top of the Accounts List window:

3.	Click the New button at the bottom of the window to open the Edit Accounts window.

4.	Enter basic information about the first income account you want to create.

The account should be a detail posting account. If you're setting up this account well in advance of the implementation of GST, the account's balance should be zero.

5.	Click OK.

6.	If you wish to create additional income accounts, repeat steps 3 through 5 to do so.


Note: You may need to create an account only for GST Free Sales

If the existing income accounts are appropriate for your GST taxable sales, you may decide that you want to continue using them, and you may need to create only one account - a GST Free Sales account. You can create as many accounts as you feel are necessary, however.


Creating a tax code for GST

The way you create tax codes in MYOB Premier has changed substantially in the latest version of our product. Use the procedure before to create a tax code for GST at the standard taxation rate of 10%. For more detailed information about creating tax codes, including codes for Input Taxed amounts, see Creating tax codes.

Once you've created the tax code, you can begin using it immediately on the 1 July 2000, when GST is implemented.

  To create a tax code for GST


To create a tax code for GST

1.	From the Setup menu, choose Tax Code List to open Tax Code List window.

2.	Click the New button to open the Tax Code Information window.

3.	In the Tax Code Information window, enter a descriptive code for the new tax code using up to three characters, along with a description. This code will appear in transaction entry windows, on invoices and purchase orders and elsewhere throughout the system. We recommend that you make the code as descriptive as possible so that it'll be easy to recognise when you're entering transactions.

4.	From the Tax Type list, select Goods & Services Tax.

5.	In the Rate field, enter 10%.

6.	In the Linked Account for Tax Collected field, enter the account you wish to use for tracking the GST you collect from customers (usually a liability account). If you created a GST Collected account using the Setting up accounts to track GST topic, enter that account here.

7.	In the Linked Account for Tax Paid field, enter the account you wish to use for tracking the GST you pay to vendors (usually an asset or liability account). If you entered a GST Paid account using the Setting up accounts to track GST topic, enter that account here.

8.	If you've created a card for the ATO, enter that card in the Linked Card for Tax Authority field. (This field is optional; if you don't have a card for the ATO, skip this step.)

9.	Click OK.


To assign the GST tax code to items

If you pay GST for a particular item but don't collect GST for it (for example, if the item is one that you'll use in your own business), skip step 4.

1.	In the Inventory Command Centre, click Items List to open the Items List window.

2.	In the list in the middle of the window, click the zoom arrow next to an item whose tax code you want to change. The Item Information window appears, displaying the basic information assigned to the item.

3.	Click the Buying Details tab to display the Buying Details view of the Item Information window.

4.	Enter the GST tax code in the Tax Code When Bought field. If you don't recall the code you assigned to GST, click the button that appears next to the Tax Code When Bought field to display a list of all the tax codes you've set up in MYOB Premier.

5.	Click the Selling Details tab to display the Selling Details view of the Item Information window.

6.	Enter the GST tax code in the Tax Code When Sold field. If you don't recall the code you assigned to GST, click the button that appears next to the Tax Code When Sold field to display a list of all the tax codes you've set up in MYOB Premier.

7.	Click OK to close the Item Information window.

8.	Repeat steps 2 through 7 for each


Printing tax invoices

Under the new GST legislation, vendors must supply a tax invoice for any sale over $50, if the customer requests such an invoice. MYOB Australia has created a number of custom forms that can be used to print GST-compliant tax invoices. If you're familiar with printing custom forms, you're already familiar with the steps outlined below.

1.	Create sales as you normally do, but choose to record the transactions, rather than printing an invoice for them.

2.	Insert blank forms in your printer.

3.	In the Sales Command Centre, choose Print Invoices to display the Forms Selection window for invoices.

4.	Specify the invoices you want to print using the Forms Selection window. Then choose the Tax Invoice custom form you want from the Selected Form for Invoices list. Choose one of the following:

  GST Plain Paper Invoice

  GST Pre-Printed Invoice

5.	Click OK to display the Review Invoices Before Printing window.

6.	Specify the number of copies of each invoice you want. If you want to print accompanying packing slips and labels, indicate the number of these documents you want, as well.

7.	Review the invoices that are displayed. Unmark any invoices you don't want to print at this time, then click Print. Depending upon how your computer is set up, the first form may begin to print immediately, or a print window may appear on your computer screen. If a print window appears, make your selections in the window, then click the button in the window that begins the printing process (the button is usually labeled “OK” or “Print”).

8.	If you chose to print either packing slips or labels with your invoices, a message will appear when the invoices are finished printing, indicating that you should load the appropriate paper in your printer. Load the paper, then click OK to begin printing the next set of forms.


Recording customer discounts for early payments

When you record payments from customers that include an early-payment discount of $50 or more, it may be necessary to create an adjustment tax invoice for the customer. (The legislation stating that a tax invoice must be supplied for any sale over $50, if requested, also applies to adjustment notes for discounts and other transactions.) If a customer claims a discount of $50 or more, be sure not to use the Discount column in the Customer Payments window to record the discount; instead you'll need to create a credit note using the Sales window.

  To create a credit note for an early-payment discount


To create a credit note for an early-payment discount

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

2.	In the Sales window, click the Type button. The Type window appears, displaying the five types of sales (service invoices, item invoices, professional invoices, time billing invoices and miscellaneous sales) you can create in the Sales window.

3.	Select the Service or Professional, then click the OK button. The Sales window will reappear, displaying the fields needed to create a service or professional invoice. (You must use a service or professional invoice, since you need to print an adjustment tax invoice later in the procedure.)

4.	Enter the customer's name.

5.	Enter a line item for the discount. You may want to use a description like "Discount given for early payment." Assign the transaction to your Discounts Given account (generally a Cost of Sales account), and enter the discount as a negative amount. For example, if the discount is $50, enter -$50 in the Amount column. Enter the tax code for GST in the Tax column.

6.	Click Record.

7.	Print an adjustment tax invoice using the Printing tax invoices procedure.