Online Reference Guide

Welcome to the MYOB Premier Online Reference Guide! This set of information describes all the windows in the MYOB Premier system, including the individual fields that appear in each window.

To find information about a particular window, click the icon below that represents the command centre to which the window you want belongs.

If you want to learn more about a particular selection on a menu, click the name of the menu in the illustration below to learn more about it.

You can also use the Online Reference Guide’s search function to find the information you’re looking for. To do this, click the Contents button at the top of this window to display the Contents window for the Online Reference Guide. Click the Find tab, then follow the directions on the screen to find the information you want.


File menu

Click each command below for a description of its function.


Edit menu

Click each command below for a description of its function.


Command Centres menu

The Command Centres menu lists all the command centres in MYOB Premier, and provides you with an alternate method of navigating to the main windows in each command centre. Notice that keyboard equivalents for major MYOB Premier windows are shown in the Command Centres menu.


Setup menu

Click each command below for a description of its function.


Reports menu

Click each command below for a description of its function.


Form menu

Click each command below for a description of its function.


Window menu

The Window menu lists the MYOB Premier windows that are currently open. Use the Window menu to quickly switch to a window that may have been obscured by other windows.


Help menu

Click the selections in the illustration below to learn more about the Help menu.


Help Overview command

The Help Overview command opens a help file that provides a brief description of all the other online help resources available to you with MYOB Premier.


Reference Guide command

The Reference Guide command opens the help file you’re currently using, MYOB Premier’s Online Reference Guide.


Procedures Guide command

The Procedures Guide command opens MYOB Premier’s Online Procedures Guide, a help file that contains step-by-step instructions for every task you can perform using MYOB Premier.


MYOB on the Web command

The MYOB on the Web command opens a help file that points you to a number of valuable resources on MYOB Australia's website, including links to support notes, product updates, certified consultants and tax reform information.


Cue Cards command

The Cue Cards command opens MYOB Premier’s cue cards, a help file of step-by-step instruction for some of MYOB Premier’s more complex tasks.


Networking with MYOB Premier command

The Networking with MYOB Premier command opens a help file that provides an overview of computer networks - the hardware and software components that make them up - along with general information about the sorts of network tools that are most appropriate if you choose to use MYOB Premier in network environment.


What's New in This Version command

The Late-Breaking Changes command opens a help file of important information about MYOB Premier that may not be included in your MYOB Premier manual or other online help sources.


How to Get Personalised Assistance command

The How to Get Personalised Assistance command opens a help file that provides information about MYOB Australia’s support plan, MYOB Cover, along with information about introductory free support and other support options that are available to you when the MYOB Premier manuals and online documentation don’t provide you with the detailed information you need.


Support Notes command

The Support Notes command opens a help file that explains how to obtain MYOB Premier support notes. More than 100 support notes are available via the World Wide Web or by fax.


MYOB Premier Compatible Forms command

The MYOB Premier Compatible Forms command opens a help file that provides information about the many custom forms that Forms Express has designed for use with MYOB Premier. The help file includes information on how to contact Forms Express to place an order.


About MYOB Premier command

This command displays information about the version of MYOB Premier you’re currently using.


Send to Back command

Since a number of items may appear in the Customise window for a form, you may occasionally find that one item completely overlaps another. If this is your situation, the field “in front” will be selected when you click it, but the field “behind” the first field won’t be selected. If you want to select the field behind the field “in front,” choose Send to Back, then click the fields again.


Bring to Front command

Choose this command if you want the currently selected field to be placed “behind” a field it’s overlapping.


Change Fonts command

Choose this command after selecting a field or many fields to open the Font window. When you make selections using the Font window, the selection will apply to all fields you selected in the Customise window.


General Ledger windows

Account Historical Balances

Accounts List

Analysis Selection:Analyse Balance Sheet

Analysis Selection:Analyse Profit & Loss

Analyse Balance Sheet

Analyse Jobs

Analyse Profit & Loss

Budget Shortcuts

Edit Accounts

Customer Reimbursable Expenses

Edit Job

General Journal Entry

General Ledger Command Centre

History and Budgets

Job Budgets by Account

Job Reimbursable Expenses

Jobs List

Markup Information

New Job


Chequebook windows

Cash Flow Worksheet

Chequebook Command Centre

Customise Cheques

Forms Selection: Print Cheques

Make a Deposit

Reconcile Accounts

Review Cheques Before Printing

Write Cheques


Sales windows

Aging Date:Analyse Receivables

Analyse Receivables

Analyse Sales

Backorder List

Comments & Shipping Methods

Customer Payments

Customise Invoice Statements

Customise Item Invoices

Customise Labels (Item)

Customise Labels (Professional)

Customise Labels (Service)

Customise Labels (Time Billing)

Customise Packing Slips (Item)

Customise Packing Slips (Professional)

Customise Packing Slips (Service)

Customise Professional Invoices

Customise Service Invoices

Customise Time Billing Invoices window

Edit Comments

Edit Shipping Methods

Forms Selection:Print Invoices

Forms Selection:Print Statements

Review Invoices Before Printing

Review Packing Slips Before Printing

Review Shipping Labels Before Printing

Review Statements Before Printing

Sales

Sales Command Centre

Select from List:Settle Returns & Credits

Settle Returns & Credits

Tax Information window

Type (Sales window)


Purchases windows

Aging Date:Analyse Payables

Analyse Payables

Customise Item Purchases

Customise Professional Purchases

Customise Service Purchases

Forms Selection:Print Purchase Orders

Purchases

Purchases Command Centre

Review Orders Before Printing

Select from List:Settle Returns & Debits

Settle Returns & Debits

Tax Information window

Type (Purchases window)

Vendor Payments


Inventory windows

Adjustment Information

Analyse Inventory

Auto-Build Info

Auto-Build Inventory

Count Inventory

Inventory Adjustments

Inventory Command Centre

Inventory Transfers

Item Information

Items List

Pricing Shortcuts

Set Item Prices


Card File windows

Card File Command Centre

Card File Entry

Contact Log Entry

Credit Terms

Customise Labels

Forms Selection:Personalised Letters

Forms Selection:Print Mailing Labels

Identifiers

Review Cards Before Exporting

Review Labels Before Printing

Sales History

Time Billing Card Setup

View Card File

View Contact Log


Time Billing Command Centre windows

Activity Information

Activity List

Activity Log

Activity Slip

Prepare Time Billing Invoice

Time Billing Command Centre

Time Billing Customers


New command

The New command allows you to begin creating a new data file to store financial information in MYOB Premier. If you want to learn more about creating a data file, click the button below.

  To create a data file while MYOB Premier is running


Open command

The Open command allows you to open a different data file while MYOB Premier is running. When you choose a different data file to open, the current data file will close. If you want to learn more about opening a data file, click the button below.

  To open a different data file while MYOB Premier is running


Close Window command

Choose the Close Window command to close the current MYOB Premier window.

You can also close MYOB Premier windows by clicking each window’s close box in their title bar.


Active Workstations command

The Active Workstations command opens the Active Workstations window, where you can see a list of the people who are currently using this data file. You may need to use this window if you want to perform an exclusive task with the data file, such as backing up the data file, and you want to know which users must exit the data file before you can proceed.


Print command

The Print command works differently, depending upon which MYOB Premier window is currently displayed. If you’re viewing a window with a report displayed in it, choosing the Print command will begin the printing process for the report. If you’re viewing a window with a transaction displayed in it, the appropriate form (if any) will be printed. If you’re viewing any other type of MYOB Premier window, choosing the Print command will open the Index to Reports window.


Print Setup/Page Setup command

The Print Setup (Windows) and Page Setup (Macintosh) command open a window that allows you to choose the options you want for the printing of your paper reports and forms. The window that appears when you choose Print Setup or Page Setup depends upon the type of computer and printer you’re using.


Default Fonts command

The Default Fonts command allows you to choose the fonts you want to use most often in your reports and forms (and, if you use MYOB Premier for Windows, in your MYOB Premier windows). When you choose this command, the Default Font Selection window will open.


Backup command

The Backup command allows you to automatically create a backup of your data file. If you want to learn more about making backups, click the button below.

  To make a backup


Restore command

The Restore command allows you to make a previously backed-up data file available for use. If you want to learn more about using the Restore command, click the button below.

  To restore a backup


Verify Data File command

The Verify Data File command allows you to check your data file for any computer-related errors that might have occurred due to a power fluctuation or other incident that might cause damage to your data file. It’s a good idea to use this command often to ensure that your data file is sound. To learn more about checking your data file for errors, click the button below.

  To manually check your data file for errors


Purge commands

The Purge commands (Purge Closed Sales, Purge Closed Purchases, Purge Journal Entries, Purge Activity Slips and Purge Contact Logs) allow you to reduce the size of your data file by removing old, unneeded entries that you’ve made into your data file. Purging is a process you probably should perform on a regular basis. To learn more about the Purge commands, click the buttons below.

  Purging information that’s no longer needed

  To purge closed sales

  To purge closed purchases

  To purge outdated journal entries

  To purge activity slips

  To purge business contacts


Start a New Year commands

The Start a New Year commands (Start a New Fiscal Year and Start a New Payroll Year) allow you to close the current financial or payroll year and start a new financial or payroll year. To learn more about these commands, click the buttons below.

  To close a financial year

  To close a payroll year


Import Data, Export Data and Accountant Link commands

These commands allow you to copy data from other programs into MYOB Premier (importing data) and make a copy of MYOB Premier data to use in other programs (exporting data). The commands in the Accountant Link™ sub-menu allow you to export MYOB Premier data in special formats used by many accountants. If you want to learn more about importing and exporting data, click the buttons below.

  Importing data into MYOB Premier

  Exporting MYOB Premier data


Exit/Quit command

The Exit command (Windows) and Quit command (Macintosh) allows you to end your current session in the MYOB Premier system. Depending upon your selections in the Preferences window, you may be asked to check your data file for errors, back up your data file and print a Session Report that describes your activity for the session you’re about to end.


Editing commands (Undo, Cut, Copy, Paste, Erase, Select All)

These commands work similar to commands of the same name in other software programs.

The Undo command “undoes” the previous action you performed. In some cases, the Undo command won’t be able to reverse the actions of what you did.

The Cut command removes any selected items (text, fields, graphics, and so on) and places it on the Clipboard.

The Copy command copies any selected items (text, fields, graphics and so on) and places it on the Clipboard.

The Paste command pastes any items currently on the Clipboard onto the place where your highlight currently resides.

The Clear command permanently removes any selected items (text, fields, graphics and so on).

The Erase command removes any entries you’ve recently made in the current window. For example, if you’ve typed all the information about an invoice in the Sales window, but you haven’t recorded it yet, you can choose Erase to clear the Sales window of the information you typed without affecting your records.

The Select All command will select all the elements on the screen that can be selected.


Search command

The Search command allows you to view a list of cards, accounts or items to choose from. The Search command is available only if the highlight is positioned on a field in which a card, account or item can be entered.


Recap Transaction command

The Recap Transaction command opens the Recap Transaction window,


Easy Setup Assistant command

The Easy Setup Assistant command opens the main window of the Easy Setup Assistant, which allows you to enter beginning information for a new data file.


Balances command

Use the Balances commands (Account Opening Balances, Job Opening Balances, Receivable Opening Balances and Payable Opening Balances) to enter the beginning balances of your accounts, as well as the opening balances of your jobs, customers and vendors. Each command opens a different window: the Account Opening Balances window, the Job Opening Balances window, the Receivable Balances window and the Payable Balances window,


Linked Accounts commands

The Linked Accounts commands (General Ledger, Receivable, Payable, Payroll) allow you to choose the accounts you want to link to particular types of transactions you enter in the MYOB Premier system. Each command opens a different window: the General Ledger Linked Accounts window, the Accounts Receivable Linked Accounts window, the Accounts Payable Linked Accounts window and the Payroll Linked Accounts window.


Preferences command

The Preferences command opens the Preferences window, where you can customise the way you work in the MYOB Premier system.


Custom Fields and List Names command

The Custom Fields and List Names command opens the Custom Fields and List Names window, where you can assign names to the price levels, custom lists and custom fields you use to track information about your inventory items.


Company Information command

The Company Information command opens the Company Information window, where you can enter general information about your company.


Business Calendar command

The Business Calendar command opens the Business Calendar window, where you can establish your company’s work week, holidays and other important events in a calendar format.


Tax Code List command

The Tax Code List command opens the Tax Code List window, where you can view the tax codes used by your business.


Currency List command

The Currency List command opens the Currency List window, which displays general information about the currencies your company uses.

This command appears only if you’ve selected the “I Deal in Multiple Currencies” option in the Preferences window.


Load Payroll Tax Tables command

The Load Payroll Tax Tables command opens the first of the Load Tax Tables windows, which allows you to begin the process of loading new payroll tax tables to ensure you’re withholding the proper amounts on your employees’ paycheques.


General Payroll Information command

The General Payroll Information command opens the General Payroll Information window, which allows you to enter your company’s basic payroll information.


Forms Info command

Choose this command to open the Forms Information window for the form you’re customising. The Forms Information window contains summary information about the form you’re customising. Depending upon the form you’re customising, information such as the number of forms per page, paper size, margins and form size appears in the Forms Information window. You can make changes in this window, if you wish.


Hide Inactive Fields command

Inactive data fields in the Customise window appear dimmed. If inactive fields are getting in the way while you’re customising a form, choose Hide Inactive Fields to “hide” inactive data fields from the Customise window. The inactive fields won’t be removed from your form; you just won’t be able to see them.

Show Inactive Fields command

This command can also appear in the Form menu. Choose this command to view inactive data fields that you’ve hidden using the Hide Inactive Fields command.


Index to Reports command

The Index to Reports command opens the Index to Reports window.


Report Batches command

The Report Batches command opens the Report Batches window.


Print XX Copies

Specify the number of copies of this form that you want to print.

Please note: If your operating system 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. There are some cases, in which you may find it useful to enter amounts both in MYOB Premier and in the Print dialog box.

When you print multiple copies using MYOB Premier, all the copies for one form will be printed before the second form is printed; all copies of the second form will be printed, then all copies of the third form will be printed, and so on. If you print multiple copies using the Print dialog box, all the forms will be printed once, then a complete set of copies will be printed, followed by another full set of copies, and so on, until all the copies you requested have been printed.

This can be useful for printing groups of statements, for example, if you print multiple statements on a single page. By using MYOB Premier to print your multiple copies, you can print all copies of each statement on the same page. If you use the Print dialog box, the employee's statements won't be printed together.

You also can use this feature to your advantage when printing mailing labels. Say you're printing customer mailing labels, and you want three labels for each customer to be printed in succession in each set of labels, and you want two sets of labels to be printed. To do this, enter 3 in the Review Labels Before Printing window (to print three labels in a row for each customer), and enter 2 in the Print dialog box (to create two sets of labels). A total of six labels will be created for each customer.


Cash Flow Worksheet window

The Cash Flow Worksheet window allows you 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.

To find this window...

Choose Cash Flow from the MYOB Analyst list in any command centre.

The information this window uses to forecast cash needs includes recurring transaction information entered in the Save Recurring Transaction window in many of MYOB Premier’s command centres.

The Cash Flow Worksheet window uses two views to display cash flow information: Worksheet View and Analysis View. Each view is described in the topics below.

Worksheet View

Analysis View


Cheque Account

Select the cheque account whose future cash needs you want to review.

The accounts in this list were assigned cheque privileges in the Chart of Accounts window.


Days to Look Ahead

Enter the number of days you want the Cash Flow Worksheet to forecast your cash needs for this account.

We recommend you enter a number of days that falls within your normal credit terms, such as 30, 60 or 90, since it’s difficult for a business to accurately predict cash flow activity beyond those time frames.

After you enter a number in this field, press TAB to display the Cash Flow Worksheet, containing future transactions that are scheduled to occur with this account.

The Cash Flow Worksheet window uses two views to display cash flow information: Worksheet View and Analysis View. Each view is described below.


Cash Flow Worksheet window (Worksheet View)

Worksheet View provides a list of a number of transactions that are overdue or expected to occur for this account. This view allows you to verify and enter all the transactions that will affect the account during the specified number of days.

The transactions that appear as defaults in this list include:

All recurring transactions that are expected to occur for this account within the specified range of days. The frequency that was established in the Save Recurring Transaction window for each transaction is used to determine the date when the transaction should occur.

All recurring transactions that were supposed to occur before the current date. These transactions will appear only if the account was designated a linked cheque account in either the Accounts Receivable Linked Accounts window or the Accounts Payable Linked Accounts window.

You can change any of the information that appears in Worksheet View to better estimate your cash flow needs. For example, if one of the default transactions indicates you’ll be spending $1,000 for June’s commission payments, but you know you’ll only spend $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 Worksheet View. 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.

Changes, deletions and additions you make in Worksheet View 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.

Fields in this window:

Cheque Account

Days to Look Ahead

Description

Due Date

Money In

Money Out

Analyse Cash Needs button

Cancel button


Description

This column displays a list of the expected or overdue transactions that will affect the account’s balance. You can make changes in this column, if you wish.


Due Date

This column displays the dates each transaction is due - or was due, if the date has already occurred. You can make changes in this column, if you wish.


Money In

This column displays the amounts expected to be received for each “cash in” transaction in the list. You can make changes in this column, if you wish.


Money Out

This column displays the amounts expected to be paid for each “cash out” transaction in the list. You can make changes in this column, if you wish.


Analyse Cash Needs button

Click this button to display Analysis View, where the information in Worksheet View is used to calculate the balance of the account throughout the specified time period.


Cash Flow Worksheet window (Analysis View)

Analysis View lists all the transactions that appeared in Worksheet View, along with their corresponding amounts and the running balance of the account as each transaction amount is added or subtracted from it. This view allows you to see the status of the account during the specified time period.

Fields in this window:

Date

Description

Amount

Cash Available

Print button

Excel button

Return to Worksheet button

Cancel button


Date

This column lists the dates in which transactions are scheduled to occur - or, if some dates have already occurred, when they were supposed to occur. This column is listed chronologically.


Description

This column displays a list of the expected or overdue transactions that will affect the account’s balance.


Amount

This column displays the amounts assigned to each transaction.


Cash Available

This column displays the account’s running balance as each transaction is added to or subtracted from it. The amount that’s displayed at the bottom of this column is the forecasted balance of the account at the end of the specified time period.


Excel button

Click this button to display the Cash Flow Analysis report in a Microsoft Excel spreadsheet.

The Excel button is part of MYOB Premier’s OfficeLink feature. In order to use OfficeLink, you must also be using a version of Microsoft Excel that is compatible with OfficeLink. In addition, you must have selected to use Excel when you installed OfficeLink. If the Excel button is dimmed, OfficeLink hasn’t been installed properly for Excel. If this is the case, you may wish to reinstall MYOB Premier to take advantage of OfficeLink’s capabilities.


Return to Worksheet button

Click this button to return to Worksheet View, where you can adjust the transaction information for this account or select another account to analyse.


Chequebook Command Centre

Click each button below for a description of its function.

Other fields in this window:

To Do List

Inquiry Registers

MYOB Analyst

Reports


Electronic Payments button

The Electronic Payments button opens the Electronic Payments Selection window, where you can select payment transactions to be included in an electronic file you can transmit to your bank for payment. Electronic payments can be made to either vendors or employees.


Write Cheques button

The Write Cheques button opens the Write Cheques window, where you can create records of your cheques drawn from any of your business’s cheque accounts. You can also use the Write Cheques window to set up recurring cheques of the same value.


Print Cheques button

The Print Cheques button opens the Print Cheques window, where you can print the cheques you’ve created in the Write Cheques, Settle Returns & Credits and Vendor Payments windows. Using this window, you can also open a window where you can customise the printed cheques so they look like the cheques you use.


Reconcile Accounts button

The Reconcile Accounts button opens the Reconcile Accounts window, where you can verify that the balances of your MYOB Premier cheque accounts match the balances on your bank’s statements. You can also verify whether balances of credit cards and loans are correct using this window.


Make a Deposit button

The Make a Deposit button opens the Make a Deposit window, where you can record deposits into your MYOB Premier cheque accounts. You can also use this window to set up recurring deposits of the same value.


Transaction Journal button

The Transaction Journal button allows you to open the Transaction Journal window, where you can view information about all transactions you’ve entered in the MYOB Premier system, for all journals. From the Transaction Journal window, you can also “zoom” to the original window in which transactions (except inventory transactions) were entered.


MYOB Analyst

Use the MYOB Analyst field to open windows that allow you to analyse a number of keys aspects of your business. For example, you can analyse sales and profitability trends, estimate short-term cash needs and chart your progress on jobs. You also can see which accounts in your chart of accounts have the highest balances, which customers owe you money, and other information that can help you to make informed business decisions. Many Analyse windows allow you to view your company's information in table form or in graphical form, as pie charts or bar graphs.

Click the arrow next to the MYOB Analyst field to display a list of all the areas that can be analysed, then choose the area you want, or click the analyst icon in this field to display an Analyse window for the command centre currently displayed.


To Do List

Use the To Do List field to open the To Do List window, where you can view the business tasks that affect your company on a regular basis. You can also use the To Do List to automatically act upon the tasks you need to perform, such as creating purchase orders for items whose quantities are low. Click the arrow next to this field to display a list of all the tasks associated with the To Do List, then choose the task you want, or click the list icon in this field to display the task for the command centre currently displayed.


Inquiry Registers

Use the Inquiry Registers field to open the Inquiry Register window, where you can view summary information about each of your company’s accounts, sales, purchases, cards, payroll categories and jobs. This window also allows you to zoom to the windows in which the individual items were entered. Click the arrow next to this field to display a list of all the inquiry registers available with MYOB Premier, then choose the register you want, or click the book icon in this field to display the register for the command centre currently displayed.


Reports

Use the Reports field to open the Index to Reports window. You can use this window to print virtually all of the reports available with MYOB Premier; you also can display these reports on your computer screen if you like. Using selections in the Index to Reports window, you can customise your reports or export them to Microsoft Excel if you're using MYOB Premier for Windows and you've chosen to install the MYOB OfficeLink feature.

Click the arrow next to this field to display a list of all the tabs in the Index to Reports window, then choose the tab for the command centre whose reports you want to view, or click the report icon in this field to display the tab for the command centre currently displayed.


Electronic Payments Selection window

The Electronic Payments window allows you to create an electronic file containing payments for your employees and vendors. Once the file has been created, transmit it to your bank electronically or via a diskette.

Before you make electronic payments, you must first record banking information for your company, as well as the employees and vendors you wish to pay, in the Banking Information window.

To find this window...

Click Electronic Payments in the Payroll Command Centre or in the Chequebook Command Centre.

Fields in this window:

Type

Account

Date for Bank Processing

Unprocessed Payments Only

Payments Dated From / to

Cheque Numbers Between / and

OK button

Cancel button


Type

Choose the type of payment you want to make - paycheques, payables cheques or both.


Account

Choose the account that will be used to make the electronic payments.


Date for Bank Processing

Enter the date on which your bank should make the electronic payments you're about to create.


Unprocessed Payments Only

Mark this option if you want to include only transactions that have never been paid before.


Payments Dated From / to

If you wish to include payments that were recorded during a particular range of dates, enter those dates in these fields.


Cheque Numbers Between / and

If you wish to include payments that were recorded using a particular range of cheque numbers, enter those numbers in these fields.


Forms Selection window (Print Cheques)

The Print Cheques window allows you to print the cheques you’ve created in four windows in MYOB Premier:

Write Cheques window  (Chequebook Command Centre)

Settle Returns & Credits window (Sales Command Centre)

Vendor Payments window (Purchases Command Centre)

Write Paycheques window (Payroll Command Centre)

To find this window...

Click Print Cheques in the Chequebook Command Centre or Print Payroll Cheques in the Payroll Command Centre.

Using this window, you can also open a window where you can customise the printed cheques so they look like the cheques you use.

Fields in this window:

Selected Cheque Account

Number of First Cheque in Printer

Unprinted Cheques Only

Cheques Dated From/to

Cheque Numbers Between/and

Selected Form for Cheques

Cancel button

Print Alignment Cheque(s) button

Customise button

OK button


Selected Cheque Account

Select the cheque account you normally use to write the cheques you want to print.

The accounts in this list were assigned cheque privileges in the Chart of Accounts window. If an account you wish to use isn’t listed here, mark the Cheque Privileges selection in the Chart of Accounts window for the account you want to use.


Number of First Cheque in Printer

Enter the number of the first cheque that’s in your printer.

This field is used to track each cheque you’ve printed in MYOB Premier.  Note that if you enter a number here, each cheque printed will be renumbered in sequence beginning with this number.


Unprinted Cheques Only

Mark this selection if you want to print only the cheques you haven’t printed yet.

If you marked the Handwritten selection for any cheques when you created them, those cheques won’t be printed.


Cheques Dated From/to

Mark this selection and enter a range of dates if you wish to print cheques for a specific time period.


Cheque Numbers Between/and

Mark this selection and enter a range of cheque numbers if you wish to print a specific set of cheques.


Selected Form for Cheques

Select the form layout you use to print cheques. You can choose one of the following standard form layouts or any of the custom form layouts you may have created for your cheques using the Customise Cheques window.

CONTINUOUS FEED CHEQUE: Choose this selection if your cheques are printed on connected pages of cheques.

LASER CHEQUE: Choose this selection if your cheques are printed using a laser printer, where individual pages of cheques are printed at a time.


Print Alignment Cheque(s) button

Click this button to print a sample cheque (or page of cheques, if you selected Laser Cheque) that allows you to determine whether the cheques loaded in your printer are positioned correctly for printing.

Before you begin printing, remember to load the cheques in the appropriate printer. When you click this button, the Print dialog box for your computer will appear; click OK to print the alignment cheque or page of cheques. If the position of the cheques is incorrect, adjust the cheques and print another alignment cheque or page of cheques. You can print as many alignment cheques as you like.


Customise button

Click this button to display the Customise Cheques window, where you can adjust the location of various parts of your cheques.


OK button

Click this button to accept the entries you’ve made in this window. The Review Cheques Before Printing window will appear, where you can review information about each cheque you selected, as well as choose specific cheques to print.


Make a Deposit window

The Make a Deposit window allows you to record deposits into your MYOB Premier cheque accounts. The top half of the window contains fields that allow you to enter deposit information. The bottom half of the window contains a scrolling list of the accounts and jobs affected by each deposit, as well as the amounts that comprise each deposit.

You can also use this window to set up recurring deposits of the same value and examine the Cash Receipts Journal.

To find this window...

Click Make a Deposit in the Chequebook Command Centre.

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


Cheque accounts list

Select the cheque account you wish to make a deposit into.

The accounts in this list were assigned cheque privileges in the Edit Accounts window.


Balance

This field displays the current balance of the cheque account you selected at the top of the window. If you wish to display the Inquiry Register window to view more detailed information about the cheque account, click the zoom arrow.


Payor

Enter the name of the person or company in the Card File from whom you received this deposit, or click the search icon to display a search list of the people and companies in your Card File that you can select from.

After a card name is entered in this field, you can click the zoom arrow to display the Card File Entry window and view detailed information about the person or company.


ID #

Accept the default journal number that appears in this field, or enter the journal number you want to assign to this transaction using up to eight characters. This number will be recorded in the Cash Receipts Journal.

When you highlight this field, the default entry changes to Auto# to remind you that unless you change the default entry, the next number in sequence will be assigned to the transaction.

We recommend that you use the default journal number, because it ensures that you don’t use duplicate journal numbers, which may cause confusion in your recordkeeping. If you want to assign a different number, consider leaving the CR prefix assigned to the number, so it’s easy for you to distinguish the transaction as a Cash Receipts Journal transaction.

One instance where you might find duplicate journal numbers handy is when you include more than one deposit transaction on a single deposit slip you send to your bank. Use the same journal number for each deposit transaction so you can remember that the deposits were grouped together when you sent them to the bank.


Amount

Enter the total amount of the deposit.

When you record this deposit, the balance of the cheque account you selected at the top of the window will be increased by the amount you enter here. If you enter a negative amount here, the cheque account will be decreased by that amount.


Memo

Enter a description of the transaction. This description will appear on various MYOB Premier reports, as well as the Cash Receipts Journal.

We suggest you use the word “Deposit” in the memo to remind you of the nature of the transaction.


Allocation Account columns

Enter the number of the account(s) you want to assign this deposit amount to. Typically, deposits are assigned to income accounts. The name of the account you entered will also appear here.

The deposit amount you entered in the Amount field is considered a debit amount. When you enter accounts and positive amounts in this list, the accounts will be credited by the amounts you enter.


Amount column

Enter the amount that you wish to assign to this account for this deposit. If the total of the amounts in this column doesn’t match the amount in the Amount field (in other words, if the transaction is out of balance), this field will display a default amount that balances the transaction. You can change the default, if you wish.

The deposit amount you entered in the Amount field is considered a debit amount, and the amounts you enter in this column are considered credit amounts. If you want an amount in this column to be used as a debit instead, enter the amount as a negative number.


Job column

You can assign a job to each account in the list. To do so, enter the job number here.

If you need to assign an amount from one account to more than one job, use multiple lines to record the transaction. For example, assume you want to credit your Gadget Income account $100, but you want to assign $30 to job 12 and $70 to job 43. To do this, enter the Gadget Income account number in the Acct # column, then enter $30 in the Amount column and 12 in the Job column. Move to the next line, enter the Gadget Income account number again, enter $70 in the Amount column and 43 in the Job column.


Tax column

If the amount being deposited is subject to tax, enter the appropriate tax code in this column. The tax amount will be automatically calculated and displayed in the Tax field below the scrolling window.

The deposit amount entered in the Amount field at the top of the Make a Deposit window is considered to be tax inclusive. Any tax amount is deducted from the amount displayed in the Amount column of the scrolling window, and the total deposit amount will be unchanged.


Record button

Click this button to record the transaction you’ve made in this window.

If the total of the amounts in the Amount column in the bottom half of this window don’t equal the number you entered in the Amount field in the top half of the window, you won’t be allowed to record the deposit. Change your entries in the Amount column so they total the number in the Amount field.


Reconcile Accounts window

The Reconcile Accounts window allows you to verify that the balances of your MYOB Premier cheque accounts match the balances on your bank’s statements. You can also verify whether balances of credit cards and loans are correct using this window.

To find this window...

Click Reconcile Accounts in the Chequebook Command Centre.

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


Account

Enter the number of the account you want to reconcile, or click the search icon to display a search list of accounts you can select from.

After you enter an account number, many of the fields will display current information about the account.


Calculated Statement Balance

This field displays the current balance of the account you entered in the Account field. If you wish to display the Inquiry Register window to view more detailed information about the account, click the zoom arrow.


Last Reconciled Date

If you’ve previously reconciled this account, the date this account was last reconciled appears in this field. This field is updated with the date you enter in the Date of Bank Statement field when you complete the MYOB Premier reconciliation process.

If you’ve never reconciled this account, no date will appear in this field.


Out of Balance

This field displays the dollar difference between the amount in the Current Balance field (the balance of the account in MYOB Premier) and the amount in the New Balance from Statement field (the balance of the account according to your bank). The account isn’t considered reconciled until this number is $0.00.


Bank Statement Date

Enter the date that appears on your bank statement, or accept the default date, which is the current date.

This field will be used to update the Last Reconciled field when you complete the MYOB Premier reconciliation process.


New Statement Balance

Enter the ending balance that appears on your bank statement for this account, or accept the default amount, which is the balance in MYOB Premier for this account. If the default amount is the same as the amount on your bank statement, all transactions in the list below have been recorded by the bank.


x column

This column is used to designate which transactions in the list have been recorded by the bank, as indicated on your bank statement. All transactions with a mark displayed in this column are marked to be reconciled; if a transaction hasn’t been recorded by the bank yet, click the mark to remove it. If a transaction has been recorded by the bank and a mark doesn’t appear in this column, click the column to add a mark.

When you complete the reconciliation process, all marked transactions will be removed from the list.


Mark All Cleared Transactions columns

This column displays all transactions that haven’t been recorded by your bank yet.

Only transactions that you’ve recorded in MYOB Premier are displayed in this list. Remember to click the Record button in transaction entry windows such as Sales or General Journal Entry to fully record the transactions you enter before you use this window.


Deposits column

This column displays the amounts assigned to deposit transactions in the list.


Withdrawals column

This column displays the amounts assigned to cheque and withdrawal transactions in the list.


Date button

Click this button to display all uncleared transactions in the list by the dates they were recorded.


ID # button

Click this button to display all uncleared transactions in the list by the numbers that they were assigned.


Bank Entry button

Click this button to open the Record Service Charges and Interest Earned window, where you can enter the bank charges and interest payments that appear on the bank statement you're using to reconcile your account.


Reconcile button

Click this button to attempt to reconcile the current balance of this account with the balance shown on your bank statement.

MYOB Premier will calculate a new current balance by removing the transaction amounts that were marked with a mark in the list, adding all uncleared withdrawals to the current balance and subtracting all uncleared deposits from the current balance. MYOB Premier will then compare the new balance amount with the amount in the New Statement Balance field.

If the new MYOB Premier account balance matches the amount in the New Statement Balance field, an alert message will appear, informing you that you can complete the reconciliation process. Click the OK button in this message to remove all transactions that have been recorded by the bank from the list in the Reconcile Accounts window. If you wish to print a report displaying cleared transactions (the transactions that are about to be reconciled), along with any outstanding transactions, click the Print Report button instead of OK. The Reconciliation Report will be printed for you. When you're read to reconcile the account, click the Reconcile button again, then click the OK button in the dialog box that appears.

If the new account balance doesn't match the amount in the New Statement Balance field, an alert message will appear, showing you the amount by which the two amounts differ; the message also will indicate a number of possible causes for this difference. When you click OK in this message, the difference will be displayed in the Out of Balance field. When you've located and fixed the error, click the Reconcile button again to reconcile the account.


Record Service Charges and Interest Earned window

The Record Service Charges and Interest Earned window allows you to record the bank fees and interest amounts that appear on the bank statement for an account you're reconciling.

To find this window...

Click Reconcile Accounts in the Chequebook Command Centre to display the Reconcile Accounts window, then click the Bank Entry button in the Reconcile Accounts window.

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


Account

The account you selected in the Reconcile Accounts window is displayed.


Service Charge

If your bank statement includes a service charge or other fees, enter the amount of the charges or fees in this field. Your cheque account will be credited for the amount entered here.


ID #

A default identification number for the service charge transaction appears. The default entry is based on the date that appears in the Bank Statement Date field in the Reconcile Accounts window; you can change the ID number if you like, but we suggest that you use a unique, easily identifiable number. This number will appear in the Transaction Journal window, along with other details about the transaction.


Date

Enter the date the service charge was deducted from your bank account. The date you entered in the Bank Statement Date field in the Reconcile Accounts window appears as a default entry, but you can change it if you like.


Expense Account

Enter or select the account you use to track bank fees. This account will be debited by the amount that appears in the Service Charge field.


Memo

Enter a descriptive note about the charges if you like.


Interest Earned

If the money in your bank account earns interest and an interest amount is included on your bank statement, enter that amount in this field. Your cheque account will be debited for the amount entered here.


ID #

A default identification number for the interest income transaction appears. The default entry is based on the date that appears in the Bank Statement Date field in the Reconcile Accounts window; you can change the ID number if you like, but we suggest that you use a unique, easily identifiable number. This number will appear in the Transaction Journal window, along with other details about the transaction.


Date

Enter the date the interest amount was deposited into your bank account. The date you entered in the Bank Statement Date field in the Reconcile Accounts window appears as a default entry, but you can change it if you like.


Income Account

Enter or select the account you use to track interest income. This account will be credited by the amount that appears in the Interest Earned field.


Memo

Enter a descriptive note about the interest amount if you like.


Record button

Click this button to record the entries you've made in the Record Service Charges and Interest Earned window. If you've entered both a service charge and an interest amount, two separate transactions will appear in the Reconcile Accounts window. These transactions will be marked automatically and the amount in the Calculated Account Balance field in that window will be updated to reflect the charges and interest income amounts you entered in this window.


Review Cheques Before Printing window

The Review Cheques Before Printing window allows you to review information about each of the cheques you selected in the Print Cheques window, as well as choose specific cheques to print.

To find this window...

Click Print Cheques in the Chequebook Command Centre or click Print Payroll Cheques in the Payroll Command Centre. Make entries in the Forms Selection window, then click OK.

Fields in this window:

Print __ Copies of Each Selected Cheque

Print column

List of cheques

All button

None button

Print button

Cancel button


Print column

This column is used to designate which cheques you want to print. All cheques with a mark displayed in the Print column are marked to be printed; if you don’t want to print a specific cheque, click the mark to remove it. If you wish to print a cheque and a mark doesn’t appear in the Print column, click the column to add it.


List of cheques

The list displays summary information about all cheques you selected in the Print Cheques window, including the cheque number, date, payee and amount. If you wish to display the window where the cheque originated to view or change detailed information about a cheque, click the zoom arrow next to the cheque number.


None button

Click this button to clear all marks from the Print column. When you click this button, no cheques can be printed because no cheques are selected for printing.


All button

Click this button to enter marks in the Print column for every cheque in the list.


Print button

Click this button when you’re satisfied with the cheques you’ve selected to print. When you click this button, the Print dialog box for your computer will appear; click OK to print the cheques.


Cancel button

Click this button to exit this window.


Review Payments Before Processing window

The Review Payments Before Processing window allows you to review information about each of the payments you selected in the Electronic Payments Selection window, as well as choose specific payments to process.

To find this window...

Click Electronic Payments in the Payroll Command Centre or in the Chequebook Command Centre. Make entries for the cheques you wish to print using the Electronic Payments Selection window, then click OK.

Fields in this window:

Include column

List of payments

Print button

All button

None button

Process button

Cancel button


Include column

This column is used to designate which payments you wish to include in the electronic file that will be sent to your bank. All payments with a mark displayed in the Include column are marked to be included in the file; if you don’t want to include a particular payment, click the mark to remove it. If you wish to include a payment and a mark doesn’t appear in the Include column, click the column to add it.


List of payments

The list displays summary information about all payments you selected in the Electronic Payment Selection window, including the cheque number, date, payee and amount. If you wish to display the Write Cheques window (if you're viewing information about a payables cheque) or the Write Paycheques window (if you're viewing information about a paycheque) to view or change detailed information about a cheque, click the zoom arrow next to the cheque's number.


Print button

Click this button to print the Electronic Payments Register. This report lists all of the payments currently selected to be paid, including the account they're to be drawn from, the transaction date, payee and amount entered for each payment, and information about your company's bank account (your bank's BSB number and your account number and name).

Please note that since you can make changes after printing this report, it may not reflect the information actually transmitted to your bank.


All button

Click this button to enter a mark in the Include column for every payment in the list.


None button

Click this button to clear all marks from the Include column. When you click this button, any selections you made previously will be unmarked.


Process button

Click this button when you’re satisfied with the payments you’ve selected to process. When you click this button, the Save As dialog box will appear; note the name assigned to your electronic payments file and choose the location where the file will be created. Then click OK to create the file.

Be sure to deliver the file to your bank on diskette or by some other means.


Write Cheques window

The Write Cheques window allows you to create records of your cheques drawn from any of your business's cheque accounts. The top half of the window is designed to look like an actual paper cheque, with fields that allow you to enter cheque information. The bottom half of the window contains a scrolling list of the accounts and jobs affected by each cheque, as well as the amounts that make up each cheque.

You can also use this window to set up recurring cheques of the same value and examine the Cash Disbursements Journal.

To find this window...

Click Write Cheques in the Chequebook Command Centre.

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


Cheque accounts list

Select the cheque account you normally use to write cheques.

The accounts in this list were assigned cheque privileges in the Edit Accounts window.


Balance

This field displays the current balance of the cheque account you selected in the left-hand corner of the window. If you wish to display the Inquiry Register window to view more detailed information about the cheque account, click the zoom arrow.


Handwritten

Mark this selection if you don’t plan to print this cheque using MYOB Premier.

When you mark this selection, MYOB Premier will record the cheque as printed; when you select Unprinted Cheques Only in the Print Cheques window, this cheque won't be printed.

If you're viewing a cheque that's been printed, this selection will be already marked.


Card

Enter the name of the person or company in the Card File who will receive this cheque, or click the search icon to display a search list of the people and companies in your Card File that you can select from.

After a card name is entered in this field, you can click the zoom arrow to display the Card File Entry window and view detailed information about the person or company.

If the person or company isn't in the Card File and you don't want to add them to the Card File, press TAB to move the highlight to the Payee field, where you can enter “Pay to the Order of” information for the person or company. We recommend, however, that you include the person or company in the Card File, so you have more flexibility in tracking where your money is going.


Payee

If you entered the name of a person or company from the Card File in the Card field, this field will display the name and address of the person or company. The name and address that's displayed was entered in the Card File Entry window. If you wish, you can change this information for this cheque; the original information will remain in the Card File Entry window.

If you left the Card field blank, enter the name and address of the person or company to whom you're writing this cheque.

This information will be printed in the “Pay to the Order of” section of the cheque. If you use window envelopes, this information will show through the window.


Memo

Enter a description of the transaction. This description will appear on various MYOB Premier reports, as well as the Cash Disbursements Journal. If you don't enter anything in this field, the first line of the Payee field will appear in the Cash Disbursements Journal.

We suggest you use the word “Cheque” in the memo to remind you of the nature of the transaction.


Cheque No.

Enter the number of the cheque you wish to print, or accept the default cheque number, which is one number higher than the last cheque written from this cheque account.

When you highlight this field, the default entry changes to Auto# to remind you that unless you change the default entry, the next number in sequence will be assigned to the transaction.


Date

Enter the date of the cheque.

Dates that occur before your conversion date or in a prior financial year can't be used.


Amount

Enter the total amount of the cheque.

When you record this cheque, the balance of the cheque account you selected in the left-hand corner of the window will be decreased by the amount you enter here.


Allocation Account columns

Enter the number of the account you want to assign to each line in the transaction. The name of the account you selected will also appear here.

The cheque amount you entered in the Amount field is considered a credit amount. When you enter accounts and amounts in this list, the accounts will be debited by the amounts you enter.


Amount column

Enter the amount that you wish to assign to this account for this cheque. If the total of the amounts in this column doesn't match the amount in the Amount field (in other words, if the transaction is out of balance), this field will display a default amount that balances the transaction. You can change the default, if you wish.

The cheque amount you entered in the Amount field is considered a credit amount, and the amounts you enter in this column are considered debit amounts. If you want an amount in this column to be used as a credit instead, enter the amount as a negative number.


Job column

You can assign a job to each account in the list. To do so, enter the job number here.

If you need to assign an amount from one account to more than one job, use multiple lines to record the transaction. For example, assume you want to debit your Office Supplies account $100, but you want to assign $30 to job 12 and $70 to job 43. To do this, enter the Office Supplies account number in the Acct # column, then enter $30 in the Amount column and 12 in the Job column. Move to the next line, enter the Office Supplies account number again, enter $70 in the Amount column and 43 in the Job column.


Tax column

If the cheque amount is subject to tax, enter the appropriate tax code in this column. The tax amount will be automatically calculated and displayed in the Tax field below the scrolling window.

The cheque amount entered in the Amount field at the top of the Write Cheques window is considered to be tax inclusive. Any tax amount is deducted from the amount displayed in the Amount column of the scrolling window, and the total cheque amount will be unchanged.


Record button

Click this button to record the transaction you've entered in this window.

If the total of the amounts in the Amount column in the bottom half of this window don't equal the number you entered in the Amount field in the top half of the window, you won't be allowed to record the cheque. Change your entries in the Amount column so they total the number in the Amount field.


Card File Command Centre

Click each button below for a description of its function.

Other fields in this window:

To Do List

Inquiry Registers

MYOB Analyst

Reports


Cards button

The Cards button opens the View Card File window, where you can display a list of the people and companies with whom you do business. From this window, you can open the Card File Entry window, where you can create a new Card File record or edit an existing Card File record.


Mailing Labels button

The Mailing Labels button opens the Forms Selection/Print Mailing Labels window, where you can set up and print mailing labels for individual people or companies in the Card File.


Personalised Letters button

The Personalised Letters button opens the Forms Selection/Personalised Letters window, where you can create a mail merge file containing information about individual people or companies in the Card File, for the purpose of creating letters customised with each person’s or company’s name.


Identifiers button

The Identifiers button opens the Identifiers window, where you can enter descriptions for the identifiers you use throughout the MYOB Premier system. For each letter of the alphabet, you can enter a line of text that can be used to group people or companies that exist in your Card File.


Contact Log button

The Contact Log button opens the View Contact Log window, where you can display a summary list of all contacts made to a specific person or company in the Card File. You can also open the Contact Log Entry window using this window, where you can access more detailed information about the individual contacts you’ve made.


Card File Entry window

The Card File Entry window allows you to add, change, delete and view information about individual customer, vendors, employees and personal contacts - known as cards.

To find this window...

Click Cards in the Card File Command Centre. In the View Card File window, click New or select a card and click Edit.

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

Other fields in this window:

A/P Balance

A/R Balance

Company

Company Name

Contact Name

Ship To

Terms button


A/P Balance

This field displays the current outstanding balance of your purchasing transactions with the vendor displayed in this window. To view the Analyse Payables window, containing a list of the transactions that comprise this balance, click the zoom arrow.

This field appears only if you’re viewing a vendor card.


Dial button

Click this button to dial a telephone or fax number for the card you’re viewing.


A/R Balance

This field displays the current outstanding balance of the sales transactions for the customer displayed in this window. To view the Analyse Receivables window, containing a summary list of the transactions that comprise this balance, click the zoom arrow.

This field appears only if you’re viewing a customer card.


Currency

If you’re creating a card for a foreign customer or vendor, or for an employee whose sales a exclusively in a foreign currency, select that currency from the Currency list.

If you’re creating a vendor card, your selection here will determine the currency used for purchase orders and other transactions with this vendor.

If you’re creating a customer card, your selection here will determine the currency used for invoices and other transactions with this customer.

If you’re creating an employee card, your selection here will determine how the employee’s sales are displayed on sales analysis reports. Your selection won’t affect the employee’s paycheques - all paycheques are printed in Australian dollars.


Mark Card as Inactive

Mark this option if you rarely use this card and you don't wish to see it in selection lists. If you mark the card as inactive, existing transactions won't be affected in any way and you'll still be able to enter new transactions for the customer, vendor, employee or personal card if you wish.

When you print the Card File List (Summary) or Card File List (Detail), you have the option to omit inactive cards.


Address

Enter the address for the card displayed in this window.

If you’re viewing a vendor card, two Address fields appear in this window. The first Address field is the vendor’s primary address; this address will be used on purchase orders you create. The second Address field is the vendor’s secondary address, if you need to send purchase orders to an address other than the primary address.


Card Type

Choose a type of card - Customer, Vendor, Employee or Personal - from the list.

You don’t have to track individual customers if you don’t want to. However, if your company makes sales of any type, you’ll need to set up at least one customer card. You may want to name this card “Cash Customer” or something similar to distinguish it as a card used to track sales transactions.

Similarly, if you don’t track individual vendors, you’ll need to set up at least one vendor card if you make purchases of any type. You may wish to set up a vendor card named “Cash Vendor” or something similar to distinguish it as a card used to track purchasing transactions.


City

Enter the city in which this person or company is located.

If you’re viewing a customer card, two City fields appear in this window. The first City field is the customer’s primary address; this city will be used in the address for invoices. The second City field is the customer’s “ship-to” address; this city name will be used in invoices and shipping labels.

If you’re viewing a vendor card, two City fields also appear in this window. The first City field is the vendor’s primary address; this city will be used in the address for purchase orders. The second City field is the vendor’s secondary address, if you need to send purchase orders to an address other than the primary address.


Company

Choose this selection if you wish to set up a card in the Card File for a company or organisation.


Company Name

Enter the name of a company you wish to add to the Card File. This field appears only if the Company selection is marked.


Contact Name

Enter the name of the person with whom you regularly do business for the person or company whose card is displayed in this window.

The name you enter here can be used as the addressee for personalised letters.


Fax #

Enter the fax number of the person or company whose card you’re viewing.


First Name

Enter the first name of a person you want to add to your Card File. This field appears only if the Individual selection is marked.


History button

Click this button to open the Sales History window, which allows you to view and enter sales totals from the pervious and current financial years for the customer or employee card you’re viewing.

This button is available only if you’re viewing a customer or employee card.


Identifiers

Enter up to 10 identifiers for the person or company whose card you’re viewing. If you wish to view or add to the list of identifiers you can use, click the zoom arrow; the Identifiers window will appear.


Individual

Choose this selection if you wish to set up a card in the Card File for an individual person or a specific company contact.


Payroll button

Click this button to open the Employee Payroll Information window, which allows you to view and edit general information about the employee card displayed in this window.

This button is available only if you’re viewing an employee card.


Last Name

Enter the last name of a person you want to add to your Card File.


Log button

Click this button to open the View Contact Log window, which allows you to view a summary list of all contacts made to the person or company whose card you’re viewing.


Notes

Use this field to enter additional information about the person or company whose card you’re viewing.


Phone #1

Enter the telephone number of the person or company whose card you’re viewing.


Phone #2

Enter a second telephone number of the person or company whose card you’re viewing.


Salutation

Enter a name or title you wish to use in the greeting of a personalised letter for the person or company whose card you’re viewing. For example, if you want to greet a customer named Kara Watanabe as “Kara,” enter Kara in this field. The personalised letters you create for Kara Watanabe will begin with “Dear Kara.”


Ship To

Enter the address to which items are delivered to the customer displayed in this window.

If this entry is the same as the entry you made in the Address field, you can leave this field blank.

This address will appear as a default on the customer’s invoices. You can override the address on individual invoices, if you want.


State

Enter the state in which this person or company is located.

If you’re viewing a customer card, two State fields appear in this window. The first State field is the customer’s primary address; this state will be used in the address for invoices. The second State field is the customer’s “ship-to” address; this state name will be used on invoices and shipping labels.

If you’re viewing a vendor card, two State fields also appear in this window. The first State. field is the vendor’s primary address; this state will be used in the address for purchase orders. The second State field is the vendor’s secondary address, if you need to send purchase orders to an address other than the primary address.


Terms button

Click this button to open the Credit Terms window, where you can create a set of credit terms for the customer or vendor displayed in this window.

When you create a set of default terms using the Credit Terms window here, the terms you select will be applied only to the customer or vendor displayed in this window. If you wish, you can create a set of default terms for all new customers and vendors in the MYOB Premier system. To do this, open the Credit Terms window by clicking the Terms button in the Preferences window.


Postcode

Enter the postcode in which this person or company is located.

If you’re viewing a customer card, two postcode fields appear in this window. The first postcode field is the customer’s primary address; this postcode will be used in the address for invoices. The second postcode field is the customer’s “ship-to” address; this code will be used in invoices and shipping labels.

If you’re viewing a vendor card, two postcode fields also appear in this window. The first postcode field is the vendor’s primary address; this postcode code will be used in the address for purchase orders. The second postcode field is the vendor’s secondary address, if you need to send purchase orders to an address other than the primary address.


Letter button

Using MYOB Premier's OfficeLink feature, 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.

To create a letter for a specific person or company, display the card to whom you want to send a letter, then click the Letter button. 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.

For more information about using OfficeLink to create personalised letters, see Creating personalised letters using OfficeLink in your Online Procedures Guide.


Bank Info button

Click this button to open the Banking Information window, where you can enter the banking information needed to make electronic payments for the vendor or employee whose name is displayed in the Card File Entry window.

This button is available only if you're viewing information for an employee or vendor.


Time Billing button

Click this button to open the Time Billing Card Setup window, where you can enter time billing information for your vendors, employees and customers.

This button appears for vendor, employee and customer cards only.


Contact Log Entry window

The Contact Log Entry window allows you to note every time you call, meet, bill or otherwise contact a person or company in the Card File. You can also use this window to place a telephone call to a person or company in the Card File.

To find this window...

Click Contact Log in the Card File Command Centre. In the View Contact Log window, click the New button.

Fields in this window:

Date

Dial button

Elapsed Time

Log button

Name

Notes

Recontact Date


Date

Enter the date this contact was made.


Dial button

If you have a modem properly connected to your computer, click this button to dial the telephone number of the contact whose name appears in the Name field. MYOB Premier allows you to choose to dial the number you entered in the Phone #1, Phone #2 or Fax # fields of the Card File Entry window for this contact.


Elapsed Time

Enter the duration of the contact, up to 99 hours and 59 minutes. If you bill for time spent with customers, you can use this field to track your time billing.

You can make your entry in either HH:MM format (where HH is the number of hours and MM the number of minutes), or by entering the total number of minutes the contact lasted. If the total number of minutes is 60 or larger, the field will convert the number to an hourly format (for example, 61 minutes will appear as 01:01).


Log button

Enter a card name in the Name field, then click this button to open the View Contact Log window, where you can view a summary list of all contacts made to the card.


Name

If you wish to enter information about a contact made with a person or company that already exists in the Card File, enter the name in this field or click the search icon to display a list of cards to search from.

If you wish to enter information about a contact made with a person or company not in the Card File, enter the name of the person or company, then press TAB or RETURN; a search list of all cards in the Card File will appear. Click New; the Card File Entry window will appear, where you can enter information about the person or company. When you click Record, the Contact Log Entry window will appear again, and you can enter the contact information.


Notes

Enter a description of the contact, using up to 255 characters.


Recontact Date

Enter the next date you should contact this person or company.

This date will be stored in the To Do List, where a reminder will appear on the date you entered here.


Credit Terms window

The Credit Terms window allows you to set up various credit terms for customers and vendors. Depending upon how you opened this window, you can set credit terms for individual customers and vendors, or for all new customer and vendor records you create.

To find this window...

Click Cards in the Card File Command Centre. In the View Card File window, click the zoom arrow of the contact you want to view. In the Card File Entry window, click the Terms button.

If you’re setting up default credit terms for all customers, choose Preferences from the setup menu. Click the Sales tab in the Preferences window and click the Terms button.

If you’re setting up default credit terms for all vendors, choose Preferences from the setup menu. Click the Purchases tab in the Preferences window and click the Terms button.

The functions and fields of this window differ, depending upon whether you’re viewing the terms of a customer or a vendor.

Fields in this window:

Payment is Due

Discount Days

Balance Due Days

% Discount for Early Payment

% Monthly Charge for Late Payment

Price Level

Tax Code

Credit Limit

Tax ID No.

Use Item's Tax Code When Sold

Use Item's Tax Code When Bought

Volume Customer Discount %

Volume Vendor Discount %

Cancel button

OK button


Payment is Due

Choose either C.O.D., Prepaid, In a Given # of Days, On a Day of the Month, # of Days after EOM, or Day of Month after EOM from the list.

C.O.D.: The balance of the transaction is due at the time the items are delivered.

PREPAID: The balance of the transaction is due at the time the transaction occurs.

IN A GIVEN NUMBER OF DAYS: The payment due date and early payment discount date are based on a number of days since the transaction date.

ON A DAY OF THE MONTH: The payment due date and early payment discount date are based on the month in which the transaction was recorded and the selections you make in the Discount Date and Balance Due Date fields. For example, if the transaction was recorded in April, the discount date is 10th (the first of the month) and the balance due date is EOM, a discount would apply if the balance was paid by April 10 and the entire balance would be due April 30.

# OF DAYS AFTER EOM: The payment due date and early payment discount date are based on a number of days after the end of the month.

DAY OF MONTH AFTER EOM: The payment due date and early payment discount date are based on the month after which the transaction was recorded and the selections you make in the Discount Date and Balance Due Date fields. For example, if the transaction was recorded in April, the discount date is 1st (the first of the following month) and the balance due date is EOM, a discount would apply if the balance was paid by May 1 and the entire balance would be due May 31.


Discount Days

Enter the number of days from the transaction date for which the discount applies. For example, if the transaction date is April 20 and the number of discount days is 10, a discount would apply if the balance was paid on or before April 30.

If you selected On a Day of the Month or Day of Month after EOM in the Payment is Due field, select the day of the month for which the discount applies.

If you select a day in the month that comes before the transaction date, the discount will apply until that day in the next month. For example, if the transaction date is April 20 and the discount date is 19, a discount would apply if the balance was paid on or before May 19.


Balance Due Days

Enter the number of days from the transaction date that the balance of the transaction is due. For example, if the transaction date is April 20 and the number of balance due days is 10, the balance must be paid on or before April 30.

If you selected On a Day of the Month or Day of Month after EOM in the Payment is Due field, select the day of the month the transaction is due.

If you select a day in the month that comes before the transaction date, the balance won’t be due until that day in the next month. For example, if the transaction date is April 20 and the balance due date is 19, the balance must be paid on or before May 19.


% Discount for Early Payment

Enter the discount percentage offered if a transaction balance is paid on or before the discount due date.


% Monthly Charge for Late Payment

Enter the monthly charge percentage you assign to this customer’s balance if their transaction balance isn’t paid by the balance due date.

This field appears only if you’re viewing a customer’s credit terms.


Tax Code

Select the tax code that applies to this customer, if you’re entering customer information, or the tax code that applies to your company, if you’re entering information for one of your vendors.

If you're entering credit terms for a vendor, the tax code you enter here will appear as a default entry on purchase orders for the selected vendor. If you're entering credit terms for a customer, the tax code you enter here will appear as a default entry on all invoices for this customer, except item invoices in the following circumstance: If you mark the Use Item's Tax Code When Sold option in the Credit Terms window, the tax code assigned to each item will appear as the default entry on the invoices, rather than the customer's tax code.

Only tax codes that have been assigned a tax type of Sales Tax, Goods & Services Tax or Consolidated can be selected here. (If you select a consolidated tax code, it must contain only Sales Tax and Goods & Services Tax codes.)


Credit Limit

Enter this customer’s credit limit with your company, or your credit limit with this vendor.


Tax ID No.

Enter the tax identification number of the customer or vendor whose terms you’re viewing.

You can print this number on invoices and purchase orders.


Use Item's Tax Code When Sold

Mark this option if you want the tax codes assigned to items to appear as default entries on item invoices for this customer. If this option is unmarked, the tax code you selected for the customer in the Tax Code field in this window will appear as a default entry on the customer's item invoices.

This field appears only if you’re viewing a customer’s credit terms.


Use Item's Tax Code When Bought

Mark this option if you want the tax codes assigned to items to appear as default entries on item purchase orders for this vendor. If this option is unmarked, the tax code you selected for the vendor in the Tax Code field in this window will appear as a default entry on the item purchase orders for the vendor.

This field appears only if you’re viewing a vendor’s credit terms.


Volume Customer Discount %

Enter the discount percentage you offer to this customer when you make large volume sales to the customer. You can enter a number between 0 and 100.

This field appears only if you’re viewing a customer’s credit terms.


Volume Vendor Discount %

Enter the discount percentage offered by this vendor when you make large volume purchases from this vendor. You can enter a number between 0 and 100.

This field appears only if you’re viewing a vendor’s credit terms.


Price Level

Choose the customer’s price level. Items prices at the level you choose here will appear as default entries on item invoices for this customer.

This field appears only if you’re viewing a customer’s credit terms.


Tax Status

Select your customer’s tax status, if you’re entering customer information, or your company’s tax status, if you’re entering information for one of your vendors.


Forms Selection window (Personalised Letters)

The Forms Selection window for personalised letters allows you to create a mail-merge file containing information about individual people or companies in the Card File, for the purpose of creating letters customised with each person’s or company’s name.

To find this window...

Click Personalised Letters in the Card File Command Centre.

Fields in this window:

Card Type

All

Selected

Identifiers

Last Contact Before

Recontact On/Before

Postcode

Cancel button

OK button


Card Type

Select a type of card - Customer, Vendor, Employee, Personal or All - to restrict the list of cards you want to include in the mail merge file. If you select a type other than All, the All selection on the right will change to reflect the type you selected.

You can further restrict the list of cards by making entries in the Selected, Identifiers, Last Contact Before, Recontact On/Before and Postcode fields.


All

Choose this selection to create a mail merge file for all cards that match the selection criteria you entered in the Card Type, Selected, Identifiers, Last Contact Before, Recontact On/Before and Postcode fields.


Selected

Choose this selection if you wish to create a mail merge file for a single card. In the field next to this selection, enter the name of the card or click the search icon to display a search list of cards from which you can select the card you want.

The card you enter here must be assigned the card type you selected in the Card Type field.


Identifiers

Enter as many as 10 identifiers to restrict the list of cards you want to include in the mail merge file. You can create the mail merge file for all cards that are assigned the identifiers you enter and match the other search criteria you’ve entered.


Last Contact Before

Enter a date to restrict the list of cards for which you want to create mailing labels to the people and companies who haven’t been contacted since that date. You can create labels for all cards that haven’t been contacted since the date you enter and match the other search criteria you’ve entered.


Recontact On/Before

Enter a date to restrict the list of cards for which you want to create mailing labels to the people and companies whose recontact dates occur on or before that date. You can create labels for all cards with a recontact date on or before the date you enter and that match the other search criteria you’ve entered.


Postcode

Enter a postcode to restrict the list of cards for which you want to create mailing labels to the people and companies whose primary address (entered in the Address field of the Card File Entry window) is located in that postcode. You can create labels for all cards that match your entry and the other search criteria you’ve entered.

To broaden your search, you can enter a partial postcode in this field.


OK button

Click this button to accept the entries you’ve made in this window. The Review Cards Before Exporting window will appear, allowing you to verify the information you’ll be including in the mail merge file before the file is created.


Forms Selection window (Print Mailing Labels)

The Forms Selection window for mailing labels allows you set up and print mailing labels for individual people or companies in the Card File.

To find this window...

Click Mailing Labels in the Card File Command Centre.

Fields in this window:

Card Type

All

Selected

Identifiers

Last Contact Before

Recontact On/Before

Postcode

Selected Form for Mailing Labels

Cancel button

Print Alignment Label(s) button

Customise button

OK button


Card Type

Select a type of card - Customer, Vendor, Employee, Personal or All - to restrict the list of cards for which you want to create mailing labels. If you select a type other than All, the All selection at the right  will change to reflect the type you selected.

You can further restrict the list of cards by making entries in the Selected, Identifiers, Last Contact Before, Recontact On/Before and Postcode fields.


All

Choose this selection to create mailing labels for all cards that match the selection criteria you entered in the Card Type, Selected, Identifiers, Last Contact Before, Recontact On/Before and Postcode fields.


Selected

Choose this selection if you wish to create a mailing label for a single card. In the field next to this selection, enter the name of the card or click the search icon and select the card you want from the list.

The card you enter here must be assigned the card type you selected in the Card Type field.


Identifiers

Enter as many as 10 identifiers to restrict the list of cards for which you want to create mailing labels. You can create labels for all cards that are assigned the identifiers you enter and match the other search criteria you’ve entered.


Last Contact Before

Enter a date to restrict the list of cards for which you want to create mailing labels to the people and companies who haven’t been contacted since that date. You can create labels for all cards that haven’t been contacted since the date you enter and match the other search criteria you’ve entered.


Recontact On/Before

Enter a date to restrict the list of cards for which you want to create mailing labels to the people and companies whose recontact dates occur on or before that date. You can create labels for all cards with a recontact date on or before the date you enter and that match the other search criteria you’ve entered.


Postcode

Enter a postcode to restrict the list of cards for which you want to create mailing labels to the people and companies whose primary address (entered in the Address field of the Card File Entry window) is located in that postcode. You can create labels for all cards that match your entry and the other search criteria you’ve entered.

To broaden your search, you can enter a partial postcode in this field.


Selected Form for Mailing Labels

Select the form layout you use to print mailing labels. You can choose one of the following standard form layouts or any of the custom form layouts you may have created for your forms using the Customise Labels window.

7.3 cm X 2.54cm  LABELS: Choose this selection if you use pages of labels that have three labels in each horizontal row.

3.81cm X 10.16cm  LABELS: Choose this selection if you use pages of labels that have two labels in each horizontal row.


Print Alignment Label(s) button

Click this button to print a page of labels that allow you to determine whether the labels loaded in your printer are positioned correctly for printing.

Before you begin printing, remember to load the labels in the appropriate printer. When you click this button, the Print dialog box for your computer will appear; click OK to print the alignment labels. If the position of the labels is incorrect, adjust the labels and print another alignment page. You can print as many alignment labels as you like.


Customise button

Click this button to display the Customise Labels window, where you can adjust the location of various parts of your mailing labels.


OK button

Click this button to accept the entries you’ve made in this window. The Review Labels Before Printing window will appear, where you can review information about each of the labels you selected, as well as choose specific labels to print.


Identifiers window

The Identifiers window allows you to enter descriptions for the identifiers you use throughout the MYOB Premier system. For each letter of the alphabet, you can enter a line of text that can be used to group people or companies that exist in your Card File. When you print reports (including mailing labels), you can restrict the reports to print only cards that use a specific identifier or set of identifiers.

When you create a new card in the Card File Entry window, you can assign up to 10 identifiers to each card. For example, you could enter Cash for the letter C in this window; then, for each customer who should pay cash only for their transactions, you can enter C in the Identifiers field in the Card File Entry window.

To find this window...

Click Identifiers in the Card File Command Centre.

Fields in this window:

Identifiers list

Print button

OK button


Identifiers list

Enter a description for each letter of the alphabet, or each identifier, in these fields.


Review Cards Before Exporting window

The Review Cards Before Exporting window allows you to verify that the records you've chosen in the Forms Selection/Personalised Letters window are the records you wish to print in a set of personalised letters. Using this window, you can either use MYOB Premier's OfficeLink feature to create your letters or you can export your records to a file that can be "mail-merged" into your word-processing software.

To find this window...

Click Personalised Letters in the Card File Command Centre. Make entries in the Forms Selection window, then click OK.

Fields in this window:

Mail Merge column

List of cards

None button

All button

Disk button

Mail Merge button


Mail Merge column

The Mail Merge column in this list is used to designate which cards you wish to export. All cards with a mark displayed in the Mail Merge column are marked to be exported; if you don’t want to export a card, click the mark to remove it. If you wish to export a card and a mark doesn’t appear in the Mail Merge column, click the column to add it.


List of cards

This column displays summary information about all cards you selected in the Personalised Letters window, including the card name, type and balance associated with it, if applicable. If you wish to display the Card File Entry window to view or change detailed information about a card, click the zoom arrow next to the card’s name.


None button

Click this button to clear all marks from the Export column. When you click this button, a mail merge file can’t be created because no cards are selected for exporting.


All button

Click this button to enter marks in the Export column for every card in the list.


Disk button

Click this button when you're satisfied with the information you've selected to include in a file that can be "mail-merged" into your word processing software. When you click this button, a window will appear, allowing you to select the type of file - tab-delimited text file; comma-separated text file; text; or HTML - that will be created. After you make your selection and click OK, a dialog box will appear, allowing you to provide a name for the file. When you name the file and click OK, the file will be created; you can then mail-merge the file into your word processing program.


Mail Merge button

If you're using an MYOB OfficeLink-compatible word processing program and you've properly installed MYOB Premier's OfficeLink feature, you can click this button to automatically "mail-merge" the records you've marked in the Review Cards Before Exporting window into your favorite word processing software.

When you click this button, the Select From List window appears with a list of letter templates you can use to create personalised letters for the cards you've selected. For more information about using OfficeLink to create personalised letters, see Creating personalised letters in your Online Procedures Guide.


Review Labels Before Printing window

The Review Labels Before Printing window allows you to review information about each of the mailing labels you selected in the Forms Selection window for mailing labels, as well as choose specific labels to print.

To find this window...

Click Mailing Labels in the Card File Command Centre. Make entries in the Forms Selection window, then click OK.

Fields in this window:

Print __ Mailing Labels per Card

Print column

List of cards

None button

All button

Print button

Cancel button


Print column

This column is used to designate which cards you wish to print mailing labels for. All cards with a mark displayed in the Print column are marked to be printed; if you don’t want to print a mailing label for a specific card, click the mark to remove it. If you wish to print a mailing label for a card and a mark doesn’t appear in the Print column, click the column to add it.


List of cards

The list displays summary information about all cards you selected in the Mailing Labels window, including the card name, type and balance associated with it, if applicable. If you wish to display the Card File Entry window to view or change detailed information about a card, click the zoom arrow next to the card’s name.


None button

Click this button to clear all marks from the Print column. When you click this button, no mailing labels can be printed because no labels are selected for printing.


All button

Click this button to enter marks in the Print column for every card in the list.


Print button

Click this button when you’re satisfied with the cards you’ve selected to print mailing labels for. When you click this button, the Print dialog box for your computer will appear; click OK to print the mailing labels.


Cancel button

Click this button to clear the entries you’ve made in this window.


Sales History window

The Sales History window allows you to view and enter sales totals from the previous and current financial years for the customer or employee whose card is currently displayed in the Card File Entry window.

To find this window...

Click Cards in the Card File Command Centre. In the View Card File window, click the zoom arrow next to the customer or employee you want. In the Card File Entry window, click the History button.

Fields in this window:

Name

List of historical sales amounts

OK button


Name

This field displays the name of the customer or employee whose sales totals you’re viewing.

To display a different name, close this window, choose a different name in the View Card File window and click the Sales History button in that contact’s Card File Entry window.


List of historical sales amounts

The list displays the past sales amounts for this customer or employee. If an amount is incorrect or you’re setting up historical information, you can enter different amounts for months prior to the current month.

Keep in mind that these amounts can be changed at any time. If you change an amount, sales amounts will be added to the new amount, not to the previous amount. After you’ve changed an amount in this list, MYOB Premier can’t recover the previous amount.


OK button

Click this button to accept the entries you’ve made in this window.


Time Billing Card Setup window

The Time Billing Card Setup window allows you to enter default time billing information for your employee, vendor and customer cards. This information will be used when you create activity slips in the Time Billing Command Centre.

To find this window...

Click Cards in the Card File Command Centre. In the View Card File window, click the zoom arrow next to the customer, vendor or employee you want. In the Card File Entry window, click the Time Billing button.

Fields in this window:

Hourly Billing Rate

Estimated Cost Per Hour


Hourly Billing Rate

Enter the dollar amount that you want to appear as the hourly billing rate on activity slips for this card. You can enter an hourly billing rate for customer, vendor and employee cards. You can choose which hourly rate appears automatically on activity slips for each activity in the Activity Information window.


Estimated Cost Per Hour

Enter the cost of an hour of this card’s time as a dollar amount. This information is used to calculate cost of sales amounts in time billing transactions.

This field appears for employee and vendor cards only.


View Card File window

The View Card File window allows you to view summary information about all your customers, vendors, employees and personal contacts. You can also open the Card File Entry window from this window, where you can access more detailed information about the individual people and companies in the Card File.

To find this window...

Click Cards in the Card File Command Centre.

This window contains a number of ways you can restrict your search for a specific card. The Search field at the top of the window can be used to enter the name of a specific card, while the other fields in the window can be used to limit the search criteria to a specific card type, time frame, identifier and postcode.

Fields in this window:

Card tabs

Search

# Found

Last Contact Before

Recontact On/Before

Identifiers

Postcode

List of cards

Print button

Log button

Dial button

Letter button

New button

Edit button

Close button


Edit button

Click this button to open the Card File Entry window for the contact you’ve highlighted in the list.


Card tabs

Select a type of card - Customer, Vendor, Employee, Personal or All Cards - to restrict the list of cards you want to display in the list. If you wish, combine this selection with other search criteria in the other fields of this window to further define your search.


Search

Use this field to search for a specific card. Enter as much of the card’s name as you can remember and press TAB or RETURN. The highlight will be positioned on the card name most closely resembling the characters you typed.


# Found

This field displays the number of cards that matched your search criteria. The cards are displayed in the list.


Last Contact Before

Enter a date to restrict the list of cards to the people and companies who haven’t been contacted since that date. All cards that haven’t been contacted since the date you enter and match the other search criteria you’ve entered will be displayed in the list.


Recontact On/Before

Enter a date to restrict the list of cards to the people and companies whose recontact dates occur on or before that date.


Identifiers

Enter as many as 10 identifiers to restrict the list of cards you want to display in the list. All cards that are assigned the identifiers you enter and match the other search criteria you’ve entered will be displayed in the list.


Postcode

Enter a postcode to restrict the list of cards to the people and companies whose primary address (entered in the Address field of the Card File Entry window) is located in that postcode. All cards that match your entry and the other search criteria you’ve entered will be displayed in the list.

To broaden your search, you can enter a partial postcode in this field.


List of cards

The list of cards that appears in this window contains the cards that match the search criteria you enter in the fields at the bottom of the window.

If you wish to display the Card File Entry window to view or change information about a specific card, click the zoom arrow next to the card’s name in the list.


Dial button

Select a card in the list, then click this button to dial the telephone or fax numbers for the card you selected.


Letter button

Using MYOB Premier's OfficeLink feature, 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.

To create a letter for a specific person or company in the View Card File window, select the name of the person to whom you want to send a letter, then click the Letter button. 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.

For more information about using OfficeLink to create personalised letters, see Creating personalised letters using OfficeLink in your Online Procedures Guide.


New button

Click this button to open the Card File Entry window, where you can enter information about a new card for your Card File.


Log button

Select a card in the list, then click this button to open the View Contact Log window, where you can view a summary list of all contacts made to the card you selected.


View Contact Log window

The View Contact Log window allows you to display a summary list of all contacts made to a specific person or company in the Card File. You can also open the Contact Log Entry window from this window, where you can access more detailed information about individual contacts you’ve made.

To find this window...

Click Contact Log in the Card File Command Centre.

Fields in this window:

Name

Type

List of contacts

Print button

Dial button

New button

Edit button

Close button


Name

If you wish to view information about a contact made with a person or company that already exists in the Card File, type as much of the company’s name in the Name field as you can remember, then press TAB or RETURN. You can also click the search icon and select a name from the list. After you select a card, the View Contact Log window will reappear, containing the name of the person or company in the Name field and a list of the contacts made with that person or company. To view detailed information about the card, click the zoom arrow next to the card’s name.


Type

This field displays the card type - Customer, Vendor, Employee or Personal - assigned to this card. This field can’t be changed in this window.


List of contacts

The list of contacts contains the date, time and description of each contact made with the card, along with the recontact date you set when you recorded each contact. The list is sorted with the most recent contact at the top of the list. If you wish to display the Contact Log Entry window to view or change information about a specific contact, click the zoom arrow next to the contact’s date.


Dial button

Click this button to dial the telephone or fax numbers that are recorded for the card displayed at the top of the window.


New button

Click this button to open the Contact Log Entry window, where you can enter information about a new contact. If a name is displayed in the Name field when you click this button, that name will appear in the Name field in the Contact Log Entry window.


Edit button

Click this button to open the Contact Log Entry window for contact record you’ve highlighted.


Account Historical Balances window

The Account Historical Balances window allows you to view balances of the detail accounts in your chart of accounts for previous financial years. You can also enter the balances of detail accounts for the months of the current financial year before you began using MYOB Premier.

To find this window...

Click Chart of Accounts in the General Ledger Command Centre. The Accounts List window appears. Click the History button in the Accounts List window.

Fields in this window:

Balance Sheet

P&L

Month Ending

Acct# and Name columns

Month-End Balance column

Print button

Previous button

Next button

OK button


Balance Sheet

Choose this selection if you wish to work with historical balances for the balance sheet detail accounts (asset, liability and equity accounts) in your chart of accounts.


P&L

Choose this selection if you wish to work with historical balances for the profit and loss detail accounts (income, cost of sales, expense, other income and other expense accounts) in your chart of accounts.


Acct# and Name columns

These columns display the number and name of each balance sheet or profit and loss detail account in your chart of accounts.


Month-End Balance column

This column displays the month-end balances of each balance sheet or profit and loss detail account in your chart of accounts for all time through the month displayed at the top of the window. If no amounts appear in this column, historical balances don’t exist for this time period for this group of accounts.


Month Ending

This field displays the current month whose account balances are displayed in the scrolling list. Click the left arrow to change the Month Ending field to the previous month. Click the right arrow to change to the next month.


Previous button

Click this button to change the Month Ending field to the previous month.


Next button

Click this button to change the Month Ending field to the next month.


Accounts List window

The Accounts List window allows you to set up and maintain the accounts that you use in your business.

This window contains a list of your accounts, displayed in a way that looks like file folder tabs. Each tab allows you to view a list of accounts for one of MYOB Premier’s eight account types. To view the accounts assigned to a specific account type, click on that account type’s tab.

To find this window...

Click Chart of Accounts in the General Ledger Command Centre.

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


Assets tab

Asset accounts track things a business owns, such as the money in a cheque account, computers and office buildings. Money owed to a business is also considered an asset.

Current assets can be converted into cash (including cash itself) within a relatively short period of time (usually less than a year).

Fixed assets usually take more than a year to convert into cash. An office building can be considered a fixed asset.

Asset accounts are assigned the prefix 1 in MYOB Premier, and normally have a debit balance.


Liabilities tab

Liability accounts track things a business owes, such as a working capital loan. Money owed by a business for purchases is also considered a liability.

Current liabilities are due within a relatively short period of time (usually less than a year).

Long-term liabilities usually aren’t due for more than a year.

Liability accounts are assigned the prefix 2 in MYOB Premier, and normally have a credit balance.


Income tab

Income accounts, also known as “revenue accounts,” track the increase in equity from the sale of items or services.

Income accounts are assigned the prefix 4 in MYOB Premier, and normally have a credit balance.


Expenses tab

Expense accounts track the cost incurred when a business attempts to create income.

Expense accounts are assigned the prefix 6 in MYOB Premier, and normally have a debit balance.


Equity tab

Equity accounts track a company’s net worth. A company’s equity, also known as “owners’ equity” or “capital,” is calculated by subtracting its liabilities from its assets. Some common equity accounts are current year earnings, retained earnings and shareholders’ equity.

Equity accounts are assigned the prefix 3 in MYOB Premier, and normally have a credit balance.


Cost of Sales tab

Cost of sales accounts track the amount paid to sell an item or service. The amounts tracked by cost of sales accounts are sometimes referred to as “cost of goods sold” amounts.

Cost of sales amounts are subtracted from income amounts to determine gross profit.

Cost of sales accounts are assigned the prefix 5 in MYOB Premier, and normally have a debit balance.


Other Income tab

Other income accounts track the income that isn’t directly related to a company’s operations, such as interest income.

Other income accounts are assigned the prefix 8 in MYOB Premier, and normally have a credit balance.


Other Expense tab

Other expense accounts track the expenses that aren’t directly related to a company’s operations, such as loan interest and fines.

Other expense accounts are assigned the prefix 9 in MYOB Premier, and normally have a debit balance.


Account Name column

This column displays the accounts in the category you selected at the top of the window. If you want to view more detail about a specific account, click the zoom arrow next to the account’s name.


Type column

This column displays the type of each account in the list. The three types of accounts are described below. These types are assigned to accounts in the Edit Accounts window.

HEADER: Header accounts are used as titles of groups of accounts.

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

Header accounts aren’t required in MYOB Premier, except for the eight Level 1 accounts (asset, liability, income, expense, equity, cost of sales, other income and other expense). Header accounts you create must be either Level 2 or Level 3.

DETAIL: Detail accounts are the MYOB Premier accounts that have transactions assigned to them.

Each detail account is assigned to the header account that appears directly above it in the list in the left-hand 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.

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

Note: The equity account called Current Year Earnings is a detail account, but it can’t have transactions assigned to it. This account, used by MYOB Premier to record your company’s profit or loss, uses your year-to-date profit or loss as its current balance.

DETAIL CHEQUE: Detail cheque accounts are the MYOB Premier accounts whose funds you can use when you write cheques.

Accounts with cheque 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 in the left-hand side of the Accounts List window. Detail cheque accounts appear in plain type, and header accounts appear in bold type.

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

Only asset or liability accounts can be detail cheque accounts.


Linked column

This column displays a mark next to each account in the list that’s linked - in other words, those accounts that are automatically affected when a particular type of transaction is entered in MYOB Premier. For example, one asset account is linked to all sales transactions that result in money owed to you; each time 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 this account’s balance.

To view the types of transactions an account is linked to, click the zoom arrow next to the account’s name in the Account Name column. In the Edit Accounts window, the Linked Account for field describes what the account is linked to.


Balance column

This field displays the current balance of this account. If this is a header account, this field displays the sum of all the detail accounts assigned to it.

If this is an asset, liability or equity account, the amount shown here is the value of the account. If this is an income, expense, cost of sales, other income or other expense account, the amount shown here is the total of all activity with the account since the beginning of the current financial year.

Note: If you’re viewing the equity account named Current Year Earnings, the current balance displayed is your company’s year-to-date profit or loss amount.


Up button

Click this button to move the selected account up one level.

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

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

Depending upon the account that’s currently displayed, you can change the level of an account. For example, if the account is a Level 3 section header account with detail accounts under it, you won’t be able to change its level.


Down button

Click this button to move the selected account down one level.

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

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

Depending upon the account that’s currently displayed, you can change the level of an account. For example, if the account is a Level 3 section header account with detail accounts under it, you won’t be able to change its level. Similarly, if the account is a Level 3 detail account with a Level 2 section header account above it, you won’t be able to change its level down to Level 4.


History button

Click this button to open the Account Historical Balances window, where you can view and enter balances of the detail accounts in your chart of accounts from previous months.


New button

Click this button to open the Edit Accounts window, which allows you to create a new account in your chart of accounts.


Edit button

Click this button after highlighting an account in the list to open the Edit Accounts window, which allows you to make changes to the account you highlighted.


Analysis Selection window (Analyse Balance Sheet)

The Analysis Selection window attached to the Analyse Balance Sheet window allows you to set the criteria for how your asset, liability and equity accounts will appear in the Analyse Balance Sheet window.

To find this window...

Choose Balance Sheet from the MYOB Analyst list in any command centre. The Analyse Balance Sheet window appears. Click the Filters button.

Fields in this window:

This Year’s Actuals Only

Last Year’s Actuals Only

Budgets Only

Actuals vs. Budgets

This Year vs. Last Year

Selected Period

Cancel button

OK button


This Year's Actuals Only
This Year’s Actuals Only

Choose this selection if you want to view each account’s balance and percentage of its account type in the Analyse Balance Sheet window. The balance and percentage will be for the month you select at the bottom of this window for the current financial year.


Last Year's Actuals Only
Last Year’s Actuals Only

Choose this selection if you want to view each account’s balance and percentage of its account type in the Analyse Balance Sheet window. The balance and percentage will be for the month you select at the bottom of this window for the previous financial year.


Budgets Only

Choose this selection if you want to view the budgeted amounts for each of your asset, liability and equity accounts in the Analyse Balance Sheet window. The budgeted amounts will include the balance of each account at the start of the financial year and budget amounts through the month you select at the bottom of the window.


Actuals vs. Budgets

Choose this selection if you want to view a comparison of actual and budgeted amounts for each of your asset, liability and equity accounts in the Analyse Balance Sheet window.

The difference between actual amounts and budgeted amounts is the actual amount minus the budgeted amount. A positive difference for an asset or equity account is usually good news. A positive difference for a liability account is probably bad news.


This Year vs. Last Year

Choose this selection if you want to view a comparison of your current financial year’s balance sheet accounts with the previous financial year’s balance sheet accounts in the Analyse Balance Sheet window.


Selected Period

Choose a month by clicking its abbreviation in the panel. When you click the OK button to display the Analyse Balance Sheet window, the amounts displayed will reflect activity through the end of the month you select here.

Remember, if you chose the Last Year’s Actuals Only selection, the month you select here will be from the previous financial year. All other selections at the top of this window are for the current financial year.


OK button

Click this button to accept the entries you’ve made in this window. The information in the Analyse Balance Sheet window will reflect the entries you’ve accepted.


Analysis Selection window (Analyse Profit & Loss)

The Analysis Selection window attached to the Analyse Profit & Loss window allows you to set the criteria for how your income, cost of sales, expense, other income and other expense accounts will appear in the Analyse Profit & Loss window.

To find this window...

Choose Profit and Loss from the MYOB Analyst list in any command centre. The Analyse Profit & Loss window appears. Click the Filters button.

Fields in this window:

This Year’s Actuals Only

Last Year’s Actuals Only

Budgets Only

Actuals vs. Budgets

This Year vs. Last Year

Selected Period

Cancel button

OK button


This Year's Actuals Only
This Year’s Actuals Only

Choose this selection if you want to view each account’s balance and percentage of its account type in the Analyse Profit & Loss window. The balance and percentage will be for the month you select at the bottom of this window for the current financial year.


Last Year's Actuals Only
Last Year’s Actuals Only

Choose this selection if you want to view each account’s balance and percentage of its account type in the Analyse Profit & Loss window. The balance and percentage will be for the month you select at the bottom of this window for the previous financial year.


Budgets Only

Choose this selection if you want to view the budgeted amounts for each of your income, cost of sales, expense, other income and other expense accounts in the Analyse Profit & Loss window. The budgeted amounts will include the balance of each account at the start of the financial year and budget amounts through the month you select at the bottom of the window.


Actuals vs. Budgets

Choose this selection if you want to view a comparison of actual and budgeted amounts for each of your income, cost of sales, expense, other income and other expense accounts in the Analyse Profit & Loss window.

The difference between actual amounts and budgeted amounts is the actual amount minus the budgeted amount. A positive difference for an income or other income account is usually good news. A positive difference for an cost of sales, expense or other expense account is probably bad news.


This Year vs. Last Year

Choose this selection if you want to view a comparison of your current financial year’s profit and loss accounts with the previous financial year’s profit and loss accounts in the Analyse Profit & Loss window.


Selected Period

Choose a month by clicking its abbreviation in the panel, or select a range of months by dragging through the months required. When you click the OK button to display the Analyse Profit & Loss window, the amounts displayed will reflect activity through to the end of the month you select here.

Remember, if you chose the Last Year’s Actuals Only selection, the month you select here will be from the previous financial year. All other selections at the top of this window are for the current financial year.


OK button

Click this button to accept the entries you’ve made in this window. The information in the Analyse Profit & Loss window will reflect the entries you’ve accepted.


Analyse Balance Sheet window

The Analyse Balance Sheet window allows you to view detailed information about your asset, liability and equity accounts - known collectively as your balance sheet accounts. This window, using criteria set in the Analysis Selection window (Analyse Balance Sheet), provides two different methods of viewing of your account activity.

To find this window...

Choose Balance Sheet from the MYOB Analyst list in any command centre.

Two views are available in this window: Ledger View and Graph View.


Analyse Balance Sheet window (Ledger View)

The Analyse Balance Sheet window allows you to view detailed information about your asset, liability and equity accounts - known collectively as your balance sheet accounts. This window, using criteria set in the Analysis Selection window (Analyse Balance Sheet), also provides a graph feature that allows you to view illustrated reports of your account activity.

To find this window...

Choose Balance Sheet from the MYOB Analyst list in any command centre. Then click the Ledger button.

Fields in this window:

Month

List of accounts

List of amounts and percentages

Print button

Filters button

Up and Down buttons

Ledger button

Asset button

Liability button

Equity button

Dollar button

Percent button

Close button


Month

This field displays the month you selected in the Analysis Selection window. If you selected Last Year’s Actuals Only in the Analysis Selection window, this month is from the previous financial year. All other selections in the Analysis Selection window will display a month in the current financial year.


List of accounts

The list displays the asset, liability and equity accounts in your chart of accounts.

Choose a level with the Up and Down buttons at the bottom of the window to determine the account levels you wish to see in this list.


List of amounts and percentages

The list displays the amounts and percentages associated with each of the accounts in the list in the left-hand side of the window.

The amounts and percentages that appear in this list depend upon the selections you made in the Analysis Selection window.


Up and Down buttons

Click these buttons to designate the depth of account levels you wish to view.


Asset button

Click the Asset button to display a breakdown of your asset accounts in Graph View.

This button appears only if you selected This Year’s Actuals Only, Last Year’s Actuals Only or Budgets Only in the Analysis Selection window.


Liability button

Click the Liability button to display a breakdown of your liability accounts in Graph View.

This button appears only if you selected This Year’s Actuals Only, Last Year’s Actuals Only or Budgets Only in the Analysis Selection window.


Equity button

Click the Equity button to display a breakdown of your equity accounts in Graph View.

This button appears only if you selected This Year’s Actuals Only, Last Year’s Actuals Only or Budgets Only in the Analysis Selection window.


Ledger button

Click the Ledger button when you’re in Graph View to return to Ledger View.

This button appears only if you selected This Year’s Actuals Only, Last Year’s Actuals Only or Budgets Only in the Analysis Selection window.


Filters button

Click this arrow to return to the Analysis Selection window, where you can change the type of information that’s displayed in this window.


Dollar

Click the Dollar button to display the difference, in dollars, between the amounts displayed in the list in the top half of the window.

This button appears only if you selected Actuals vs. Budgets or This Year vs. Last Year in the Analysis Selection window.


Percent

Click the Percent button to display the difference, as a percentage, between the amounts displayed in the list in the top half of the window.

This button appears only if you selected Actuals vs. Budgets or This Year vs. Last Year in the Analysis Selection window.


Analyse Balance Sheet window (Graph View)

The Analyse Balance Sheet window allows you to view detailed information about your asset, liability and equity accounts - known collectively as your balance sheet accounts. This window, using criteria set in the Analysis Selection window (Analyse Balance Sheet), also provides a ledger feature that allows you to view numeric reports of your account activity.

To find this window...

Choose Balance Sheet from the MYOB Analyst list in any command centre. Then click the Asset, Liability or Equity button.

Fields in this window:

Month

Graph

List of accounts

Print button

Filters button

Up and Down buttons

Ledger button

Asset button

Liability button

Equity button

Close button

If you’re using MYOB Premier for Windows:

If you’re using MYOB Premier for Windows, you can use a special set of graph tools in the Analyse Balance Sheet window.

Click here for more information about using the graph toolbar.


Month

This field displays the month you selected in the Analysis Selection window. If you selected Last Year’s Actuals Only in the Analysis Selection window, this month is from the previous financial year. The This Year’s Actuals Only and Budgets Only selections in the Analysis Selection window will display a month in the current financial year.


Graph

The graph displays the accounts in the account type you selected at the bottom of the window.

Use the Up and Down buttons at the bottom of the window to determine the account levels you wish to see in the graph.


List of accounts

The list displays the accounts in the account type you selected at the bottom of the window, along with their corresponding percentages of the entire account type and their patterns used in the graph.

Use the Up and Down buttons at the bottom of the window to determine the account levels you wish to see in this list.


Asset button

Click the Asset button to display a breakdown of your asset accounts in Graph View.

This button appears only if you selected This Year’s Actuals Only, Last Year’s Actuals Only or Budgets Only in the Analysis Selection window.


Liability button

Click the Liability button to display a breakdown of your liability accounts in Graph View.

This button appears only if you selected This Year’s Actuals Only, Last Year’s Actuals Only or Budgets Only in the Analysis Selection window.


Equity button

Click the Equity button to display a breakdown of your equity accounts in Graph View.

This button appears only if you selected This Year’s Actuals Only, Last Year’s Actuals Only or Budgets Only in the Analysis Selection window.


Analyse Profit & Loss window

The Analyse Profit & Loss window allows you to view detailed information about your income, cost of sales, expense, other income and other expense accounts - known collectively as your profit and loss accounts. This window, using criteria set in the Analysis Selection window (Analyse Profit & Loss), provides two different methods of viewing of your net profit and loss.

To find this window...

Choose Profit and Loss from the MYOB Analyst list in any command centre.

Two views are available in this window: Ledger View and Graph View.


Analyse Profit & Loss window (Ledger View)

The Analyse Profit & Loss window allows you to view detailed information about your income, cost of sales, expense, other income and other expense accounts - known collectively as your profit and loss accounts. This window, using criteria set in the Analysis Selection window (Analyse Profit & Loss), provides two different methods of viewing of your net profit and loss.

Ledger View of the Analyse Profit & Loss window provides a list of your income, cost of sales, expense, other income and other expense accounts along with their corresponding amounts.

To find this window...

Choose Profit and Loss from the MYOB Analyst list in any command centre. Then click the Ledger button.

Fields in this window:

Month

List of accounts

List of amounts and percentages

Print button

Filters button

Up and Down buttons

Ledger button

Dollar button

Percent button

Sales button

Net P & L button

Close button


Month

This field displays the month or range of months you selected in the Analysis Selection window. If you selected Last Year’s Actuals Only in the Analysis Selection window, months displayed are from the previous financial year. All other selections in the Analysis Selection window will display months in the current financial year.


List of accounts

The list displays the income, cost of sales, expense, other income and other expense accounts in your chart of accounts.

Use the Up and Down buttons at the bottom of the window to determine the account levels you wish to see in this list.


List of amounts and percentages

The list displays the amounts and percentages associated with each of the accounts in the list in the left-hand side of the window.

The amounts and percentages that appear in this list depend upon the selections you made in the Analysis Selection window.


Filters button

Click this arrow to open the Analysis Selection window, where you can change the type of information that’s displayed in this window.


Up and Down buttons

Use these buttons to designate the depth of account levels you wish to view.


Net P & L button

Click the Net P&L button to display Profit & Loss information in Graph View.

The bars in Graph View are arranged horizontally. They allow you to view profit and loss information by month. The length of a bar displays the amount of a month’s profit and loss vertically.

Profit and loss information is displayed by month in the current year unless you’ve selected Last Year’s Actuals only or This Year vs. Last Year in the Analysis Selection window.

Bars appear in pairs if you’ve selected Actuals vs. Budgets or This Year vs. Last Year in the Analysis Selection window. If you’ve selected Actuals vs. Budgets, the left bar in a pair represents an actual amount and the right bar in a pair represents a budget amount. If you’ve selected This Year vs. Last Year, the left bar in a pair represents an amount for a month of the current year and the right bar in a pair represents an amount for a month of the previous year.


Ledger button

Click the Ledger button to return to Ledger view from Graph View.

This button appears only if you’ve selected This Year’s Actuals Only, Last Year’s Actuals Only or Budgets Only in the Analysis Selection window.


Dollar button

Click the Dollar button to display the difference, in dollars, between the amounts displayed in the list in the top half of the window in Ledger View.

This button appears only if you selected Actuals vs. Budgets or This Year vs. Last Year in the Analysis Selection window.


Percent button

Click the Percent button to display the difference, as a percentage, between the amounts displayed in the list in the top half of the window in Ledger View.

This button appears only if you selected Actuals vs. Budgets or This Year vs. Last Year in the Analysis Selection window.


Sales button

Click the Sales button to display the amounts displayed in the top half of the window as a percentage of sales in Ledger View.

This button appears only if you selected Actuals vs. Budgets or This Year vs. Last Year in the Analysis Selection window.


Analyse Profit & Loss window (Graph View)

The Analyse Profit & Loss window allows you to view detailed information about your income, cost of sales, expense, other income and other expense accounts - known collectively as your profit and loss accounts. This window, using criteria set in the Analysis Selection window (Analyse Profit & Loss), provides two different methods of viewing of your net profit and loss.

Graph View of the Analyse Profit & Loss window displays graphs of your net profit and loss.

To find this window...

Choose Profit and Loss from the MYOB Analyst list in any command centre. Then click the Net P&L button.

Fields in this window:

Print button

Filters button

Up and Down buttons

Ledger button

Dollar button

Percent button

Sales button

Net P & L button

Close button

If you’re using MYOB Premier for Windows

If you’re using MYOB Premier for Windows, you can use a special set of graph tools in the Analyse Profit & Loss window.

Click here for more information about using the graph toolbar.


Budget Shortcuts window

The Budget Shortcuts window allows you to quickly set an account’s budget amounts for all months in the current financial year.

To find this window...

Click Chart of Accounts in the General Ledger Command Centre. In the Chart of Accounts window, click the zoom arrow next to an account in the Account Name column. In the Edit Accounts window, click Budgets. In the History and Budgets window, click Shortcuts.

Fields in this window:

Amount

Frequency

Monthly Dollar Increase

Monthly Percentage Increase

Cancel button

OK button


Amount

Enter an amount to use in the shortcut calculation of this account’s budgets.

When you click OK, this amount will be multiplied by the annual number of occurrences selected in the Frequency list, then divided by 12 to produce a monthly budget amount. For example, if you have a $2,000 fortnightly payroll expense, enter 2,000 in this field and select Fortnightly from the Frequency list. When you click OK, MYOB Premier will multiply 2,000 by the number of times the Bi-Weekly frequency occurs in a year (26), then divide the product by 12.


Frequency

Select a frequency  - Weekly, Fortnightly, Semi-Monthly or Monthly  - from the list to use in the shortcut calculation of this account’s budgets.

When you click OK, the annual number of occurrences in this frequency will be multiplied with the amount entered in the Amount field, then divided by 12 to produce a monthly budget amount. For example, if you have a $2,000 bi-weekly payroll expense, enter 2,000 in the Amount field and select Fortnightly from this list. When you click OK, MYOB Premier will multiply 2,000 by the number of times the Fortnightly frequency occurs in a year (26), then divide the product by 12.


Monthly Dollar Increase

Enter an amount you wish each month’s budget to increase.

If you enter an amount in the Amount field and in this field, January’s budget will be the amount in the Amount field, and each succeeding month will be incremented by the amount in this field. For example, if you enter $500 in the Amount field and $100 in this field, January’s budget will be $500, February’s $600, March’s $700 and so on.


Monthly Percentage Increase

Enter a percentage you wish each month’s budget to increase.

If you enter an amount in the Amount field and a percentage in this field, January’s budget will be the amount in the Amount field, and each succeeding month will be incremented by the percentage in this field. For example, if you enter $100 in the Amount field and 10% in this field, January’s budget will be $100, February’s $110 ($100 plus 10% of $100), March’s $121 ($110 plus 10% of $110) and so on.


OK button

Click this button to perform the budget shortcut you entered.


Edit Accounts window

The Edit Accounts window allows you to add new accounts and make changes to existing accounts in your chart of accounts.

To find this window...

Click Chart of Accounts in the General Ledger Command Centre. In the Accounts List window, click New or select an account and click Edit.

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

Other fields in this window:

Detail Credit Card Account (Postable)

When Reporting, Generate a Subtotal for This Section


Mark Account as Inactive

Mark this option if you rarely use this account and you don't wish to see it in selection lists. If you mark the account as inactive, existing transactions won't be affected in any way and you'll still be able to enter new transactions for the account if you wish.

Only detail accounts can be marked as inactive.

When you print the Chart of Accounts (Summary) or Chart of Accounts (Detail) report, you have the option to omit inactive accounts.


Account Classification

If you’re creating a new account, select the type of account you’re creating. If you’re viewing an existing account’s information, the account’s classification appears here.

Each account in an MYOB Premier chart of accounts is assigned a unique number that consists of a one-digit prefix and four-digit number. The prefix is a fixed number that’s assigned to the account classification. Prefixes in MYOB Premier are assigned to account classifications in the following manner:

1	Asset accounts

2	Liability accounts

3	Equity accounts

4	Income accounts

5	Cost of sales accounts

6	Expense accounts

8	Other income accounts

9	Other expense accounts


Account Name

Enter up to 30 characters to describe this account.


Account Number

Enter the four-digit account number used to uniquely identify this account. Any four digits except 0000 can be used in the account number. If you enter fewer than four digits, zeros will be added to the end of the number. When you enter an account number, the number will be automatically placed in the chart of accounts list in numerical order.

You can change the number of an account at any time; however, we suggest you keep the same account numbers if you’ve used MYOB Premier for some time, because a new numbering system may be confusing to remember.


Budgets button

Click this button to open the History and Budgets window, where you can create monthly budgets for this account.

This button is available only if a detail account is displayed in the window.


Current Balance

This field displays the current balance of this account. If this is a header account, this field displays the sum of all the detail accounts assigned to it.

If this is an asset, liability or equity account, the amount shown here is the value of the account. If this is an income, expense, cost of sales, other income or other expense account, the amount shown here is the total of all activity with the account since the beginning of the current financial year.

If this is a detail account and you want to view more information about the account balance, click the zoom arrow. The Inquiry Register window will appear, listing the transactions that make up the current balance.

If you’re viewing the equity account named Current Year Earnings, the current balance displayed is your company’s year-to-date profit or loss amount.


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 in the left-hand 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 cheque 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..

The equity account named Current Year Earnings is a detail account, but it can’t have transactions assigned to it. This account, used by MYOB Premier to record your company’s profit or loss, uses your year-to-date profit or loss as its current balance.


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 cheque 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 in the left-hand 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 should be used only if this is an asset or liability account.

Cheque numbers are entered in windows such as Write Cheques, 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 in the left-hand 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 should be used only if this is a liability account.

For more information about using credit card accounts, see Tracking credit card purchases


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 of a similar purpose. Typically, header accounts have detail accounts “under” them; that is, detail accounts are assigned to specific header accounts. In the list in the left-hand 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 (asset, liability, income, expense, equity, cost of sales, other income and other expense). Header accounts you create must be either Level 2 or Level 3.


Linked Account for

This field displays the types of transactions this account is linked to. When an account is linked to a particular type of transaction, that account’s balance is automatically updated whenever a transaction of that transaction type is entered anywhere in MYOB Premier. For example, one asset account is linked to all sales transactions that result in money owed to you; each time 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 account’s balance.

To view the window in which the account was linked to a transaction type, click the zoom arrow. If this field displays Unlinked, you can link the account to a transaction type using the Linked Accounts command in the Setup menu.


Opening Balance

Enter the balance of this account as of the first day of your conversion month. If an amount already appears in this field, you may have already entered an opening balance for this account in the Account Opening Balances window.


Currency

If you’re using MYOB’s Multicurrency feature and this account will be used to track funds in a currency other than Australian dollars, choose the appropriate currency code for the currency you want from this list.

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 in the Online Procedures Guide for more information about this task.

This field appears only if you’re using Multicurrency (you’ve marked the I Deal in Multiple Currencies option in the Preferences window).


Currency Exchange Account

If you selected a currency other than Australian dollars in the Currency field, you must specify an exchange account to track changes in the balance of the account you’re creating that occur as a result of fluctuations in the foreign currency’s exchange rate.

You have the option to have an exchange account created for you automatically when you specify a foreign currency in the Currency field; if you choose not to have an exchange account created for you, enter the exchange account for the account you’re creating. The account you select must be an Australian dollars account, and it must be used only for tracking currency fluctuations for the account you’re creating. Don’t assign the same exchange account to more than one foreign-currency account.

This field appears only if you’re using Multicurrency (you’ve marked the I Deal in Multiple Currencies option in the Preferences window) and you selected a foreign currency in the Currency field.

For more information about exchange accounts, see Understanding exchange accounts in the Online Procedures Guide.


When Reporting, Generate a Subtotal for This Section

Mark this selection if you want to combine the amounts of all the detail accounts under this header account  and print the total amount on reports.

This selection appears only if a header account is displayed in this window.


Edit Job/New Job windows

The Edit Job window allows you to change information about existing jobs in your company.

The New Job window allows you to set up information about a new job in your company.

Both of these windows are often collectively called the “Job Information window.”


Edit Job window

The Edit Job window allows you to change information about existing jobs in your company.

To find this window...

Click Jobs List in the General Ledger Command Centre. In the Jobs List window, select a job and click Edit.

See also Delete Job (Edit menu).

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


Header Job (Non-Postable)

Mark this selection if this job will be used as a header job in your jobs list. You can assign transactions to detail jobs only, but you may want to create a header job for each group of detail jobs. The header job will display the totals of the detail job information in the Jobs List window.


Detail Job (Postable)

Mark this selection if this job will be used as a detail job in your jobs list. You can assign transactions to detail jobs throughout the MYOB Premier system.


Mark Job as Inactive

Mark this option if you rarely use this job and you don't wish to see it in selection lists. If you mark the job as inactive, existing transactions won't be affected in any way and you'll still be able to enter new transactions for the job if you wish.

When you print the Jobs List, you have the option to omit inactive jobs.


Job Number

Enter a number for this job. You can use letters in your job numbers also. The jobs list is in alphanumeric order, therefore the position of this job in the jobs list is determined by the number you enter in this field.

Jobs with these numbers:	Will sort in this order:
5	005
055	055
06	05A
005	06
05A	0A5
0A5	5

The level of a new job you create in the Job Information window will be the same as the level of the job preceding it in the jobs list. You can change the level of the new job you create using 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 one job, the linked customer for the job you’re changing will be changed to the linked customer for the new hierarchy. Any jobs at a lower level beneath the job you’re moving will move up one level.


Job Name

Enter a name for this job.


Description

Enter a short description of this job.


Contact

Enter the name of your contact person for this job.


Track Reimbursables

Mark this selection if you want to track reimbursable expenses for this job. This selection appears only if you’re viewing a detail job. You must enter a linked customer also if you want to track reimbursable expenses for this job.


Percent Complete

If you’re viewing a detail job, enter a percentage of completion to represent your progress on this job. This percentage will be used for budget analysis.


Start Date

Enter a starting date for this job.


Finish Date

Enter the date on which you expect to finish this job.


Manager

Enter the name of the manager responsible for this job.


Linked Customer

Enter the customer you want to link to this job or click the search icon and select the customer from the list. You must enter a linked customer if you want to track reimbursable expenses for this job. Click the zoom arrow to view more information about the customer in this field. The linked customer you enter will apply to all the jobs in this job’s hierarchy.

If you attempt to change the linked customer for a job, an alert message appears to inform you that the linked customer will be changed for every job in the hierarchy. If you change a job’s number and the new job number places that job in a different hierarchy in the jobs list, the linked customer for the job you’re moving will change to the linked customer of the new hierarchy.

If you change the level of a job only or the position of a job within its current hierarchy, the job retains its linked customer.

Linking this job to a customer enables you to track reimbursable expenses for the job and prepare invoices for expense reimbursements automatically. More information about preparing reimbursement invoices appears later in this chapter.


Budgets button

Click this button to open the Job Budgets by Account window, where you can view and enter budgets for this job. This button is active only if you’re viewing a detail job. More information about entering budgets for your jobs appears in the next section.


New button

Click this button to record the entries you’ve made in this window and begin creating a new job.


Reimburse button

Click this button to open the Job Reimbursable Expenses window, where you can view information about reimbursable transactions for this job. This button is active only if you marked the Track Reimbursables selection and this job is a detail job or this job is a header job with detail jobs in its hierarchy.

To remove a job while it’s displayed in this window, select Delete Job from the Edit menu.

Note: A job can’t be removed until all transactions assigned to it are purged.


General Journal Entry window

The General Journal Entry window allows you to enter transactions that aren’t specific to the Chequebook, Sales and Receivables, Purchases and Payables and Inventory Command Centres.

To find this window...

Click General Journal Entry in the General Ledger Command Centre.

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


General Journal #

Using up to eight characters, enter the journal number you want to assign to this transaction, or accept the default journal number. This number will be recorded in the General Journal.

When you highlight this field, the default entry changes to Auto# to remind you that unless you change the default entry, the next number in sequence will be assigned to the transaction.

We recommend that you use the default journal number, because it ensures that you don’t use duplicate journal numbers, which may cause confusion in your recordkeeping. If you want to assign a different number, consider leaving the GJ prefix assigned to the number, so it’s easy for you to distinguish the transaction as a General Journal transaction.


Memo

Using up to 255 characters, enter a description of the transaction. This description will appear on various MYOB Premier reports, as well as the General Journal.


Acct # column

Enter the number of the account you want to assign this transaction to.


Name column

This column displays the name of the account.


Debit column

If you want to assign a debit amount to the account you entered in the Acct # column, enter that amount in this column. If you wish to assign a credit amount for the account, press TAB to move the highlight to the Credit column.

For each line, you can enter an amount in either the Debit column or the Credit column only; you can’t enter amounts in both columns in the same line. (In other words, you can’t debit and credit the same account on one line.) You can, however, use the same account on multiple lines.

Negative numbers can’t be entered in this window. If you want to record a negative debit amount, enter a positive amount of the same number in the Credit column. Likewise, if you want to record a negative credit amount, enter a positive amount of the same number in the Debit column.

If the Out of Balance field at the bottom of the window lists an amount other than $0.00, this field will display a default amount that matches the Out of Balance amount. You can change this amount, if you wish.

If you don’t want to enter an amount in either the Debit or the Credit column, move to the next line. Keep in mind, however, that lines without amounts aren’t recorded as part of a journal entry.


Credit column

If you want to assign a credit amount to the account you entered in the Acct # column, enter that amount in this column. If you wish to assign a debit amount for the account, press TAB to move the highlight back to the Debit column.

For each line, you can enter an amount in either the Debit column or the Credit column only; you can’t enter amounts in both columns in the same line. (In other words, you can’t debit and credit the same account on one line.) You can, however, use the same account on multiple lines.

Negative numbers can’t be entered in this window. If you want to record a negative debit amount, enter a positive amount of the same number in the Credit column. Likewise, if you want to record a negative credit amount, enter a positive amount of the same number in the Debit column.

If the Out of Balance field at the bottom of the window lists an amount other than $0.00, this field will display a default amount that matches the Out of Balance amount. You can change this amount, if you wish.

If you don’t want to enter an amount in either the Debit or the Credit column, move to the next line. Keep in mind, however, that lines without amounts aren’t recorded as part of a journal entry.


Job column

Enter the number of the job to which you wish to assign this amount.

If you need to assign an amount from one account to more than one job, use multiple lines to record the transaction. For example, assume you want to credit your Gadget Sales account $100, but you want to assign $30 to job 12 and $70 to job 43. To do this, enter the Gadget Sales account number in the Acct # column, then enter $30 in the Credit column and 12 in the Job column. Move to the next line, enter the Gadget Sales account number again, enter $70 in the Credit column and 43 in the Job column.


Total

This field displays the total amounts of the Debit and Credit columns entered above. If the amounts are the same, you can click Record to add the transaction to your records.


Out of Balance

This field displays the amount by which this journal entry is out of balance. If the amount appears below the Debit column, the debit amount is larger than the credit amount. If the amount appears below the Credit column, the credit amount is larger than the debit amount.

To record a journal entry, the total debit amount must equal the total credit amount - in other words, no amount should appear in the Out of Balance field if you want to record a journal entry.


General Ledger Command Centre

Click each button below for a description of its function.

Other fields in this window:

To Do List

Inquiry Registers

MYOB Analyst

Reports


Jobs List button

Using the windows opened from the Jobs List button, you can set up, change and analyse the activity surrounding your company’s jobs.


Chart of Accounts button

Using the windows opened from the Chart of Accounts button, you can work with the accounts in your business’s chart of accounts. You can create new accounts, edit and remove existing accounts, establish budgets and enter historical account information in these windows.


General Journal Entry button

Using the windows opened from the General Journal Entry button, you can work with transactions in MYOB Premier’s General Journal - transactions that aren’t specific to any of the other command centres in MYOB Premier.


Transaction Journal button

The Transaction Journal button allows you to open the Transaction Journal window, where you can view information about all transactions you’ve entered in the MYOB Premier system, for all journals. From the Transaction Journal window, you can also “zoom” to the original window in which transactions (except inventory transactions) were entered.


History and Budgets window

The History and Budgets window allows you to create monthly budgets for a detail account selected in the Accounts List window. The budgets you enter in this window can be used to review the progress of your accounts in the Analyse Balance Sheet and Analyse Profit & Loss windows.

To find this window...

Click Chart of Accounts in the General Ledger Command Centre. In the Chart of Accounts window, click the zoom arrow next to an account in the Account Name column. In the Edit Accounts window, click Budgets.

Fields in this window:

Account Name

List of historical balances

Budget column

Shortcuts button

OK button


Account Name

This field displays the name of the detail account you selected in the Chart of Accounts window.


List of historical balances

The list displays previous balances for this account. For asset, liability and equity accounts, these amounts are period-end balances; for income, cost of sales, expense, other income and other expense accounts, these amounts are the total value of each account’s transaction activity.

This list is for your information only; use it to help set up your current budgets.


Budget column

Enter budget amounts for each month in this column. The amount you enter should be the expected activity for each month.

Be sure you properly indicate whether the amounts in this 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’re indicating that you expect this account to cost you $100 for the month.

You can also use the Budget Shortcuts window (opened by clicking the Shortcuts button) to enter amounts in this column.


Shortcuts button

Click this button to open the Budget Shortcuts window, where you can quickly set budget amounts for all months in the current financial year.


Job Information window

The New Job window and Edit Job window are both often referred to as the “Job Information window.” If you want to learn about the New Job window or the Edit Job window, click the topics below.

New Job window

Edit Job window


Jobs List window

The Jobs List window allows you to view summary information about all the current jobs in your business. This window shows the jobs’ total income, cost, expenses and net profit or loss.

To find this window..

Click Jobs List in the General Ledger Command Centre.

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


Job column

This column displays the names of all jobs in the MYOB Premier system, arranged in levels.

If you wish to view detail about a particular job, click the zoom arrow next to the job’s name. The Edit Job window will appear, allowing you to view, change or delete job information.


Budgets button

Click this button to open the Job Budgets by Account window for the selected job. Using this window, you can view and enter budgets for a job. This button is active only if you’re viewing a detail job.


New button

Click this button to open the New Job/Job Information window, where you can begin creating a new job.


Revenue column
Income column

This column displays the total income gained from each job in the Job column.


Cost column

This column displays the total cost incurred by each job in the Job column. Amounts in this column are derived from Cost of Sales accounts.


Expenses column

This column displays the total expenses incurred from each job in the Job column.


Net Profit (Loss) column

This column displays the net profit or loss from each job in the Job column. This amount is calculated by subtracting the amounts in the Cost and Expenses columns from the amount in the Income column.


Edit button

Click this button after you’ve highlighted a job to open the Edit Job window, which allows you to view, change or remove an existing job in your company.


Up button

Click this button to move the selected job up one level.

If a detail job is moved up one level, all the detail jobs beneath it are also moved up one level.

The Up button is inactive if the level of the job you’ve selected can’t be changed.


Down button

Click this button to move the selected job down one level.

A detail job can only be moved down a level 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.

The Down button is inactive if the level of the job you’ve selected can’t be changed.


New Job window

The New Job window allows you to set up information about a new job in your company.

To find this window...

Click Jobs List in the General Ledger Command Centre. In the Jobs List window, click New.

See also Delete Job (Edit menu).

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


Delete Job (Edit menu)

To remove a job while it’s displayed in this window, select Delete Job from the Edit menu.

Note: A job can’t be removed until all transactions assigned to it are purged.


Delete Job (Edit menu)

To remove a job while it’s displayed in this window, select Delete Job from the Edit menu.


Job Budgets by Account window

The Job Budgets by Account window allows you to enter or view budget amounts, by account, for every detail job in the MYOB Premier system. The budget information you enter for a job is used in the Analyse Jobs window to help you assess your progress on a particular job and to determine the job’s effect on the state of your business.

To find this window:

Click Jobs List in the General Ledger Command Centre. In the Jobs List window, select the detail job whose budgets you want to enter or view and click the Budgets button. You can also open this window for a job by clicking the Budgets button in the job’s Job Information window.

Fields in this window:

Job Number

Acct# and Name columns

Budgets column

Jobs List button

OK button


Job Number

Enter the number of the detail job whose budgets you want to enter or view or click the search icon and choose the job from the list.

You can click the zoom arrow next to this field to open the Job Information window for the job you enter.


Acct# and Name columns

The number and name of each of your income, cost of sales, expense, other income and other expense accounts appear in these columns.


Budgets column

Enter the budgets for the job you’re viewing, by account, in the fields of this column. Any budgets you’ve entered previously appear in this column. You can change budget amounts in this window, if you wish.


Jobs List button

Click this button to open the Jobs List window.


OK button

Click this button to close this window.


Job Opening Balances window

The Job Opening Balances window allows you to enter or view opening balances, by account, for every detail job in the MYOB Premier system. If you started using MYOB Premier while a particular job was in progress, you could use this window to enter any account activity generated by the job so far.

To find this window:

Choose Balances/Job Opening Balances from the Setup menu.

Fields in this window:

Job Number

Acct# and Name columns

Opening Balance column

Jobs List button

OK button


Job Number

Enter the number of the detail job whose opening balances you want to enter or view or click the search icon and choose the job from the list.

You can click the zoom arrow next to this field to open the Job Information window for the job you enter.


Acct# and Name columns

The number and name of each of your income, cost of sales, expense, other income and other expense accounts appear in these columns.


Opening Balance column

Enter the opening balances for the job you’re viewing, by account, in the fields of this column. Any opening balances you’ve entered previously appear in this column. You can change opening balance amounts in this window, if you wish.


Jobs List button

Click this button to open the Jobs List window.


OK button

Click this button to close this window.


Job Reimbursable Expenses window

The Job Reimbursable Expenses window enables you to view information about your expenses for a particular job and all the jobs below it in the jobs list hierarchy. Using this window, you can determine which expenses have been reimbursed and those for which you still need to write invoices.

This window contains two lists: To Be Reimbursed and Reimbursed/Removed. The To Be Reimbursed list displays all reimbursable expenses for the selected hierarchy of jobs.

You can track reimbursable expenses for a job if you mark the Track Reimbursables selection and enter a linked customer in that job’s Job Information window. The Reimbursed/Removed list displays all reimbursed expenses for the selected hierarchy of jobs. To view a list, click the appropriate tab.

To find this window:

Click Jobs List in the General Ledger Command Centre. Select the job whose expense information you want to view and click Edit. In the Job Information window, mark the Track Reimbursables selection, enter a customer name in the Linked Customer field and click the Reimburse button.

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

Other fields in this window:

Remove from List button


Vendor column

This column displays the vendors from whom you purchased the items or services that are considered reimbursable or reimbursed expenses.


Description column

This column displays the descriptions of the items or services that are considered reimbursable or reimbursed expenses. Click the zoom arrow next to an item or service for more information about the purchase of the item or service.


Date column

This column displays the dates of the transactions through which you incurred the reimbursable or reimbursed expenses.


Job column

This column displays the job numbers to which the reimbursable or reimbursed expenses you’re viewing were allocated.


Cost column

This column displays the amounts of reimbursable or reimbursed expenses.


Remove column

Mark the field in this column for each expense you want to move to the other list in this window. If you want to remove a mark from this column, click the mark.

If you want to move a reimbursable expense from the To Be Reimbursed list to the Reimbursed/Removed list without billing the customer, click the To Be Reimbursed tab, mark the expense’s Remove field and click the Remove from List button. The expense will be considered reimbursed and appear in the Reimbursed/Removed list.

If you want to move an expense from the Reimbursed/Removed list to the To Be Reimbursed list so you can prepare a reimbursement invoice, click the Reimbursed/Removed tab, mark the expense’s Remove field and click the Remove from List button. The expense will be considered reimbursable and appear in the To Be Reimbursed list.


Customer

This field displays the name of the customer linked to the hierarchy of jobs for which you’re viewing expenses. Click the zoom arrow to view the customer’s card.


All button

Click this button to mark the Remove field of every item in the list.


None button

Click this button to remove all marks from the Remove column.


Remove from List button

Click this button to move all expenses whose Remove fields are marked from their present list to the other list in this window.

If you want to move a reimbursable expense from the To Be Reimbursed list to the Reimbursed/Removed list without billing the customer, click the To Be Reimbursed tab, mark the expense’s Remove field and click the Remove from List button. The expense will be considered reimbursed and appear in the Reimbursed/Removed list.

If you want to move an expense from the Reimbursed/Removed list to the To Be Reimbursed list so you can prepare a reimbursement invoice, click the Reimbursed/Removed tab, mark the expense’s Remove field and click the Remove from List button. The expense will be considered reimbursable and appear in the To Be Reimbursed list.

Note that this button is simply called “OK” until at least one item is selected in the Remove column.


Customer Reimbursable Expenses window

The Customer Reimbursable Expenses window enables you to view expense information for all jobs linked to a specific customer and prepare reimbursement invoices automatically.

To find this window:

This window is opened using the Sales window. In the Customer field of the Sales window, enter the customer’s name whose reimbursement invoice you want to write. Click the Reimburse button.

Click the name of a tab below for information about the fields associated with that tab.

To Be Reimbursed

Reimbursed\Removed


Customer Reimbursable Expenses window (To Be Reimbursed View)

To Be Reimbursed View of the Customer Reimbursable Expenses window contains a list of all reimbursable expenses for a specific customer. Using this tab of the window, you can prepare reimbursement invoices automatically. You can prepare reimbursement invoices to include markup, if you wish.

To find this window:

The Customer Reimbursable Expenses window is opened using the Sales window. In the Customer field of the Sales window, enter the customer’s name whose reimbursement invoice you want to write. Click the Reimburse button. Click the To Be Reimbursed tab.

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

Other fields in this window:

Reimbursement Account


Reimbursement Item

Enter the number of the “dummy” item you’ve set up to represent any services or items you don’t normally sell. You can also click the search icon and select the item from the list. Any services or items you don’t normally sell whose Action fields you’ve marked will appear on the reimbursement invoice with the “dummy” item number.

This field appears only if you open the Customer Reimbursable Expenses window by clicking the Reimburse button in the Sales window for item invoices.

Services and items you don’t normally sell don’t have item numbers, but they can appear in the To Be Reimbursed list. Line items without item numbers can’t be included on item invoices. You must set up a “dummy” item to represent services or items you don’t normally sell on reimbursement invoices for items.


Reimbursement Account

Enter an income account for the transaction you’re preparing. Any items you normally sell whose Action fields you’ve marked will be allocated to their customary linked accounts on the reimbursement invoice.

This field appears only if you open the Customer Reimbursable Expenses window by clicking the Reimburse button in the Sales window for service, professional or miscellaneous invoices.


Vendor column

This column displays the vendors from whom you purchased the items or services that are considered reimbursable expenses for this customer.


Description column

This column displays the descriptions of the items or services that are considered reimbursable expenses for this customer. Click the zoom arrow next to an item or service for more information about the purchase of the item or service.


Date column

This column displays the dates of the transactions through which you incurred the reimbursable expenses for this customer.


Job column

This column displays the job numbers to which the reimbursable expenses you’re viewing were allocated.


Cost column

This column displays the amounts of reimbursable expenses.


Action column

Mark the fields in this column for the reimbursable expenses you want to include on the reimbursement invoice you’re preparing. If you want to remove a mark from this column, click the mark.


Reimbursable column

This column displays the reimbursement amounts for the expenses you’ve marked as they will appear in the Sales window. You can change these amounts in the Customer Reimbursable Expenses window, if you wish.


Customer

This field displays the name of the customer linked to the jobs for which you’re viewing expenses. Click the zoom arrow to view the customer’s card.


All button

Click this button to mark the Action field of every item in the list.


None button

Click this button to remove all marks from the Action column.


Markup button

Click this button to open the Markup Information window, where you can calculate a reimbursement amount that includes markup for all the expenses whose Action fields you’ve marked. After you’ve calculated prices with markup, the reimbursement amounts appear in the Reimbursable column in the Customer Reimbursable Expenses window.


Reimburse button

Click this button to return to the Sales window and automatically enter the reimbursable expenses whose Action fields you’ve marked as line items in the Sales window. All the expenses whose Action fields you’ve marked are considered reimbursed when you click this button.


Print button

Click this button to print a Customer Reimbursable Expenses - To Be Reimbursed report.


Customer Reimbursable Expenses window (Reimbursed/Removed View)

The Reimbursed/Removed View of the Customer Reimbursable Expenses window contains a list of all reimbursed expenses for a specific customer.

To find this window:

The Customer Reimbursable Expenses window is opened using the Sales window. In the Customer field of the Sales window, enter the customer’s name whose reimbursement invoice you want to write. Click the Reimburse button. Click the Reimbursed/Removed tab.

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


Vendor column

This column displays the vendors from whom you purchased the items or services that are considered reimbursed expenses for this customer.


Description column

This column displays the descriptions of the items or services that are considered reimbursed expenses for this customer. Click the zoom arrow next to an item or service for more information about the purchase of the item or service.


Date column

This column displays the dates of the transactions through which you incurred the reimbursed expenses for this customer.


Job column

This column displays the job numbers to which the reimbursed expenses you’re viewing were allocated. Click the zoom arrow next to a job to open the Job Information window for that job.


Cost column

This column displays the amounts of reimbursed expenses.


Customer

This field displays the name of the customer linked to the jobs for which you’re viewing expenses. Click the zoom arrow to view the customer’s card.


All button

This button is active only if you’re viewing the To Be Reimbursed tab of the Customer Reimbursable Expenses window.


None button

This button is active only if you’re viewing the To Be Reimbursed tab of the Customer Reimbursable Expenses window.


Markup button

This button is active only if you’re viewing the To Be Reimbursed tab of the Customer Reimbursable Expenses window.


OK button

Click this button to return to the To Be Reimbursed tab of this window.


Markup Information window

This window enables you to calculate prices with markup automatically when preparing reimbursement invoices in the Customer Reimbursable Expenses window.

To find this window:

In the Customer field of the Sales window, enter the customer’s name whose reimbursement invoice you want to write. Click the Reimburse button. In the Customer Reimbursable Expenses window, click the To Be Reimbursed tab. Mark the Action fields of the expenses whose reimbursement prices you want to calculate with markup. Click the Markup button.

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


Round Prices

Select the method by which you want to round prices, depending upon whether you choose the Use Calculated Price selection, the Make Price a Multiple of selection or the Make Price End in selection in this window.

DOWN: Calculated prices will be rounded down by a dollar.

TO NEAREST: Calculated prices will be rounded to the nearest dollar.

UP: Calculated prices will be rounded up by a dollar.


Use Calculated Price
Use Calculated Prices

Choose this selection if you want to use the exact prices that are calculated by the markup function for the expenses you marked. When you change prices by clicking one of the Update buttons at the bottom of the window, the selected expenses’ prices will be the exact prices that were calculated.


Make Price a Multiple of
Make Prices a Multiple of

Choose this selection if you want to use a multiple of the prices that are calculated by the markup function for the expenses you marked. For example, if you want prices to end in either dollar or half-dollar amounts ($.00 or $.50), enter .50 in this field. When you change prices by clicking one of the Update buttons at the bottom of the window, the selected expenses’ prices will end in either .00 or .50.


Make Price End in
Make Prices End in

Choose this selection if you want a specific amount to be used in the prices that are calculated by the markup function for the expenses you marked. For example, if you want prices to end in “.99”, enter .99 in this field. When you change prices by clicking one of the Update buttons at the bottom of the window, the selected items’ prices will end in .99.


Percent Markup

Choose this selection if you want to mark up reimbursement prices by a certain percentage. Enter the percentage in the field.


Amount Markup

Choose this selection if you want to mark up reimbursement prices by a specific amount. Enter the amount in the field.


Markup All Items

Click this button to mark up the prices of all reimbursable expenses you’re viewing in the Customer Reimbursable Expenses window.


Markup X Items Only

Click this button to mark up the prices of all reimbursable expenses with a mark in their Action fields in the Customer Reimbursable Expenses window.


Analyse Jobs window

The Analyse Jobs window allows you to view information about your progress on a particular job, broken down by account.

To find this window:

Choose Jobs from the MYOB Analyst list in any command centre.

Fields in this window:

Job Number

Percent Complete

List of profit and loss accounts

Budgets column

Adjusted Budgets column

Actuals column

Difference column

Print button

Filters button

Up button

Down button

Dollar button

Percent button

Close button


Job Number

Enter the number of the job whose information you want to view. You can also click the search icon and select the job from the list.


Percent Complete

The percentage of completion for the job you enter in the Job Number field appears in this field. If you’re viewing a detail job, you can change the percentage of completion in this window, if you wish.


List of profit and loss accounts

All accounts affected by jobs appear in this list. Information about the progress of the job you’re viewing is broken down according to account.


Budgets column

The budgets for this job appear in the this column for each account. You entered the budgets in the Job Budgets by Account window for this job.


Adjusted Budgets column

Adjusted budgets for this job based upon the job’s percentage of completion appear in the this column for each account. (An adjusted budget is calculated by multiplying a budget amount by the job’s percentage of completion.)


Actuals column

Each account’s activity for this job appears in the this column.


Difference column

The difference between the actual account activity for this job and the adjusted budgets for each account appears in the this column.


Print button

Click the Print button to print the contents of this window.


Filters button

Click the this button to open the Analysis Selection window. You can use this window to make more selections about the information you view in the Analyse Jobs window.


Up button

Click the this button to view general job information that includes accounts at higher levels only.


Down button

Click this button to view more detailed job information that includes accounts at lower levels.


Dollar button

Click this button to view the amounts in the Difference column as dollar amounts.


Percent button

Click this button to view the amounts in the Difference column as percentages.


Adjustment Information window

The Adjustment Information window allows you to enter the expense account you wish to use to track the expense of quantities that are no longer in your inventory.

To find this window...

Click Count Inventory in the Inventory Command Centre. The Count Inventory window appears. If you enter a quantity in an item's Counted field that differs from its On Hand quantity and then click Adjust Inventory, the Adjustment Information window appears.

Fields in this window:

Default Adjustment Account

Continue

Cancel button


Default Adjustment Account

Enter the expense account number in this field that you want to use to track the expense of quantities that are no longer in your inventory. The account number appears as the allocation account for the inventory adjustment transaction that will be prepared automatically when you click Continue.


Continue

Click this button to open the Inventory Adjustments window. An inventory adjustments transaction that reflects your entries in the Count Inventory window is entered automatically. If you didn't enter a default adjustment account in the Adjustment Information window, you'll need to enter an account of every line of the inventory adjustments transaction before you record it.


Analyse Inventory window

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.

To find this window...

Choose Inventory from the MYOB Analyst list in any command centre.

This window shows quantity information only. If you want to see past sales activity of items, use the Analyse Sales window to do so.

Two different views are available for this window:

Summary view

Detail view


Analyse Inventory window (Summary View)

The Summary View, displayed by choosing the Summary selection at the top of the Analyse Inventory window, allows you to view quantity information for all items in the MYOB Premier system.

To find this window...

Choose Inventory from the MYOB Analyst list in any command centre. Then choose the Summary selection at the top of the Analyse Inventory window.

Fields in this view:

Summary View: Item Number

Summary View: Name

Summary View: On Hand

Summary View: Committed

Summary View: On Order

Summary View: Available

Print button

Close button


Analyse Inventory window (Detail View)

The Detail View, displayed by entering a specific item number in the Item # field at the top of the  Analyse Inventory window, allows you to view pending transaction information for a single item at a time. Detail View can also be displayed from Summary View by clicking a zoom arrow next to an item’s number.

To find this window...

Choose Inventory from the MYOB Analyst list in any command centre. Then enter a specific item number in the Item # field at the top of the Analyse Inventory window. The Detail View can also be displayed from the Summary View by clicking a zoom arrow next to an item's number.

Fields in this view:

Detail view: Invoice/P.O.#

Detail View: Customer/Vendor

Detail View: Ordered

Detail View: Promised

Detail View: Committed

Detail View: On Order

Print button

Close button


Summary View: Item Number

This column displays the numbers of all items in the MYOB Premier system.

If an item has pending invoices or purchases, you can click the zoom arrow next to the item number to display detailed information about the pending transactions.


Summary View: Name

This column displays the names of all items in the MYOB Premier system.


Summary View: On Hand

This column displays the current quantities in MYOB Premier of all inventoried items in the MYOB Premier system.

This quantity is displayed in individual units of measure, not buying units of measure or selling units of measure. For example, if one 24-can case of soda is in stock, 24 will appear as the on-hand quantity.


Summary View: Committed

This column displays the quantities of all items from pending invoices - items that are sold but not yet delivered to customers.


Summary View: On Order

This column displays the quantities of all items from pending purchases - items that have been purchased but haven't yet been delivered to you from vendors.


Summary View: Available

This column displays the available quantities of all items. An available quantity is calculated by adding an amount in the On Hand column to the amount in the On Order column and subtracting the amount in the Committed column.


Detail view: Invoice/P.O.#

This column displays the numbers assigned to this item’s pending invoices and purchase orders. If you wish to view more information about a particular transaction, click the zoom arrow next to the invoice or purchase order number.


Detail View: Customer/Vendor

This column displays the customer and vendor names for this item’s pending invoices and purchase orders.


Detail View: Ordered

This column displays the dates on which this item’s pending invoices and purchase orders were entered.


Detail View: Promised

This column displays the dates on which this item’s pending invoices and purchase orders are promised to be delivered. This date was originally entered in the Shipping Date field in the Sales window or Purchases window.


Detail View: Committed

This column displays the quantity of the item that’s sold but not yet delivered to the customer.


Detail View: On Order

This column displays the quantity of the item that’s purchased but not yet delivered to you by the vendor.


Auto-Build Information window

The Auto-Build Information window is used to indicate the components used to create the finished item currently displayed in the Item Information window. The information entered in this window is used to properly increase quantities of finished items and decrease quantities of components used to create finished items when you use the Auto-Build Inventory window.

To find this window...

Click Items List in the Inventory Command Centre. The Items List window appears. Click the New button if you're creating an item that is created with other items, or select the item in this window that is created with other items and click Edit. The Item Information window appears. Be sure the I Inventory This Item selection is marked and then display the Auto-Build tab. Click the Edit List button.

Fields in this window:

List what it takes to build field

Item Number column

Name column

Quantity column

Cancel button

OK button


List what it takes to build field

Enter the quantity of finished items that are created using the components displayed in the list.


Item # column
Item Number column

Enter the item numbers of all the components used to create the finished item in this column, or press TAB to display a search list of available items to select.

Components used to create finished items must be inventoried items that you’ve entered into the MYOB Premier system.


Name column

This column displays the names assigned to the item numbers you’ve entered in the Item # column. Item names can’t be changed in this window.


Quantity column

Enter the quantity of each component used to create the finished item.


Auto-Build Inventory window

The Auto-Build Inventory window allows you to quickly increase the quantity of finished items. Using this window and auto-build information you entered in the Auto-Build Info window, MYOB Premier automatically creates inventory transfer transactions that increase finished item quantities and decrease the quantities of the components used to create them.

To find this window...

Click Auto-Build Inventory in the Inventory Command Centre.

Fields in this window:

Item Number column

Name column

On Hand column

Pending column

Net on Hand column

Qty. to Build column

None button

Build Items button

Cancel button


Item Number column

This column displays the numbers of all items that have had auto-build information set up for them in the Auto-Build Info window.


Name column

This column displays the names of all items that have had auto-build information set up for them in the Auto-Build Info window.


On Hand column

This column displays the current quantities in MYOB Premier of all items that have had auto-build information set up for them in the Auto-Build Info window.


Pending column

This column displays the pending quantities in MYOB Premier of all items that have had auto-build information set up for them in the Auto-Build Info window. Pending quantities are calculated by subtracting the quantity of items on pending invoices from the quantity of items on pending purchases.


Net on Hand column

This column displays the net quantities in MYOB Premier of all items that have had auto-build information set up for them in the Auto-Build Info window. A net quantity is calculated by adding an amount in the On Hand column to its corresponding amount in the Pending column.


Qty. to Build column

Enter the quantity of finished items you want to build, or accept the default quantity, which is the amount of items that’s needed to raise the item’s quantity above the minimum level you set for the item in the Item Information window.


None button

Click this button to return the numbers in the Qty to Build column to zero.


Build Items button

Click this button to automatically build the items you designated in the Qty to Build column of this window. The Inventory Transfers window will appear, displaying the inventory transfer transaction that was created. To complete the auto-build process, click Record in the Inventory Transfers window.


Count Inventory window

The Count Inventory window allows you to quickly adjust the quantities of your inventoried items recorded in MYOB Premier so they match the actual quantities you have in stock.

To find this window...

Click Count Inventory in the Inventory Command Centre.

The list in this window displays all inventoried items in the MYOB Premier system - in other words, the items for which you selected I Inventory This Item in the Item Information window.

Fields in this window:

Item Number column

Name column

On Hand column

Counted column

Difference column

Adjust Inventory button

Print button

Cancel button


Item Number column

This column displays the numbers of all inventoried items in the MYOB Premier system.


Name column

This column displays the names of all inventoried items in the MYOB Premier system.


On Hand column

This column displays the current quantities in MYOB Premier of all inventoried items in the MYOB Premier system.

This quantity is displayed in individual units of measure, not buying units of measure or selling units of measure. For example, if one 24-can case of soda is in stock, 24 will appear as the on-hand quantity.


Counted column

Enter the actual quantities of your inventoried items in this column.

Enter this quantity in individual units of measure, not buying units of measure or selling units of measure. For example, if you have two 24-can cases of soda in stock, enter 48 as the counted quantity.


Difference column

This column displays the quantity difference between the amounts currently recorded in MYOB Premier and your actual inventory amounts - in other words, the amount displayed in the On Hand column minus the amount displayed in the Counted column.


Adjust Inventory button

Click this button to begin the process of adjusting quantities for items with amounts in the Counted column. The Adjustment Information window appears.

At this point, the next step you follow depends upon whether you’re setting up Inventory or you’re making a routine quantity adjustment. If you’re setting up Inventory, see Entering an item's opening quantity and value for more information about properly entering opening quantities for your items.

If you’re making a routine adjustment of your inventory quantities, use the Adjustment Information window to enter the number of the expense account you wish to use to track the expense of quantities that are no longer in your inventory. Click Continue. The Inventory Adjustments window appears, displaying the inventory adjustment transaction that was created to make your MYOB Premier records match your actual quantities. To complete the adjustment process, click Record in the Inventory Adjustments window.


Print button

Click this button to print the Inventory Count Sheet. This is a helpful form for recording your physical inventory.


Custom Lists window

The Custom Lists window allows you to view the list entries in each of your custom lists. Using this window, you can open the Edit Custom List window, where you can edit those the names of the list entries in the lists or add new list entries.

To find this window…

Click Custom Lists in the Inventory Command Centre.

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


Custom List

Choose the custom list you want to view.


List Entry

The list entries in the custom list you’ve selected in the Custom List field appear in this list. To edit the name of a list entry, click its zoom arrow and change the list entry’s name in the Edit Custom List window.


New button

Click this button to open the Edit Custom List window, where you can create a new list entry for the list you’re viewing.


Edit button

To edit the name of a list entry in the custom list you’re viewing, select the list entry and click the Edit button. The Edit Custom List window appears, and you can edit the list entry’s name.


Edit Custom List window

The Edit Custom List window allows you to add, change or remove custom list entries from the MYOB Premier system.

To find this window...

Click Custom Lists in the Inventory Command Centre. Click the New button or select a list entry and click Edit.

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


Custom List Entry

Use this field to enter a new list entry or edit an existing list entry.


Custom List

This field displays the name of the custom list to which you’re adding entries.


Inventory Adjustments window

The Inventory Adjustments window allows you to set beginning inventoried item quantities and values when you start using MYOB Premier, as well as enter transactions affecting quantities and value of inventoried items.

To find this window...

Click Inventory Adjustments in the Inventory Command Centre.

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


Inventory Journal Number

Enter the journal number you want to assign to this transaction, or accept the default journal number. This number will be recorded in the Inventory Journal.

We recommend that you use the default journal number, because it ensures that you don’t use duplicate journal numbers, which may cause confusion in your recordkeeping. If you want to assign a different number, consider leaving the IJ prefix assigned to the number, so it’s easy for you to distinguish the transaction as an inventory transaction.


Memo

Enter a description of the inventory transaction. This description will appear on various MYOB Premier reports, as well as the Inventory Journal.

A suggested entry for this field is the quantity information for this transaction. When you record this transaction, only the value of the inventory items affected will be recorded in the Inventory Journal, not the actual quantities. If you enter the quantity an item is increased or decreased in this field, you can view the quantity changes in the Inventory Journal. For example, if you reduce gadgets by 12 units, you may want to enter "-12 gadgets" in this field; this description will then appear in the Inventory Journal.


Item Number column

Enter the item number of the inventoried item whose quantity you want to adjust.

Only inventoried items - items for which you selected I Inventory This Item in the Item Information window - can be entered in this window.


Name column

This field displays the name of the item you entered in the Item Number field.


Quantity column

Enter the quantity of the item you entered in the Item Number field that should be increased or decreased. To increase the quantity of an item, enter a positive number; to decrease the quantity of an item, enter a negative number by entering a hyphen before the amount.

Enter the quantity in individual units of measure, not buying units of measure or selling units of measure. For example, if you increase your soda quantity by one case of cans (24 cans), enter 24 in this field.

You can’t decrease the quantity of inventoried items to less than zero units.


Unit Cost column

Enter the value of each item added to or subtracted from inventory, or accept the default, which is the average cost of the item - the total cost of the item’s quantities divided by the number of units on hand.


Amount column

Enter the total value of all the items added to or subtracted from inventory, or accept the default, which is the amount entered in the Quantity field multiplied by the amount entered in the Unit Cost field. If you enter an amount other than the default amount, the Unit Cost field will change to reflect the different amount.

If the amount that appears in this field is a positive number, the total value of your inventory is increased and the appropriate asset account (assigned to the item in the Asset Account for Item Inventory field in the Item Information window) is increased.

If the amount that appears in this field is a negative number, the total value of your inventory is decreased and the appropriate asset account (assigned to the item in the Asset Account for Item Inventory field in the Item Information window) is decreased.


Account column

Enter the account number to which you wish to allocate this item’s change in inventory.

This account, known as an allocation account, is used to balance this transaction, and can often be used as an explanation of why the inventory adjustment occurred. A typical allocation account is a Shrinkage account, which explains that an item’s quantities were reduced due to shrinkage of some sort.

If the number that appears in the Amount field is a positive number, the total value of your inventory is increased and the appropriate asset account (assigned to the item in the Asset Account for Item Inventory field in the Item Information window) is increased. The account you enter here will then be decreased.

If the number that appears in the Amount field is a negative number, the total value of your inventory is decreased and the appropriate asset account (assigned to the item in the Asset Account for Item Inventory field in the Item Information window) is decreased. The account you enter here will then be increased.


Job column

Enter the number of the job to which you wish to assign this item’s change in inventory, or click the search icon to display a search list of jobs to select.


Inventory Command Centre

Click the buttons below for a description of each button.

Other fields in this window:

To Do List

Inquiry Registers

MYOB Analyst

Reports


Set Item Prices button

The Set Item Prices button opens the Set Item Prices window, where you can quickly define the selling prices for items and services provided by your business.


Inventory Adjustments button

The Inventory Adjustments button opens the Inventory Adjustments window, where you can set beginning quantities and values for your inventoried items, as well as enter transactions affecting quantities and values of inventoried items.


Items List button

The Items List button opens the Items List window, where you can view the items you’ve set up in the MYOB Premier system. From the Items List window, you can open other windows that allow you to specify detailed information about your company’s individual items.


Inventory Transfers button

The Inventory Transfers button opens the Inventory Transfers window, where you can build finished items by increasing finished item quantities and decreasing the quantities that are used to build those finished items.


Transaction Journal button

The Transaction Journal button allows you to open the Transaction Journal window, where you can view information about all transactions you’ve entered in the MYOB Premier system, for all journals. From the Transaction Journal window, you can also “zoom” to the original window in which transactions (except inventory transactions) were entered.


Count Inventory button

The Count Inventory button opens the Count Inventory window, where you can quickly adjust the quantities of you inventoried items recorded in MYOB Premier so they match the actual quantities you have in stock.


Auto-Build Inventory button

The Auto-Build Inventory button opens the Auto-Build Inventory window, where you can quickly increase the quantities of finished items. Using this window and the information you entered in the Auto-Build Info window, MYOB Premier automatically creates inventory transfer transactions that increase finished item quantities and decrease the quantities of the components used to create them.


Inventory Transfers window

The Inventory Transfers window allows you to build finished items by increasing finished item quantities and decreasing the quantities of the components used to build the finished items. The purpose of this window is similar to the Auto-Build Inventory window, but it also provides more control over the details of the item-building process.

To find this window...

Click Inventory Transfers in the Inventory Command Centre.

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


Memo

Enter a description of the inventory transaction. This description will appear on various MYOB Premier reports, as well as the Inventory Journal.

You may consider entering the transaction’s quantity information in this field. When you record this transaction, only the value of the inventory items affected will be recorded in the Inventory Journal, not the actual quantities. If you enter the quantities that finished items are increased and components are decreased in this field, you can view these changes in the Inventory Journal. For example, if you reduce boards by four units to create one shelf, you may want to enter "-4 boards, 1 shelf" in this field; this description will then appear in the Inventory Journal.


Item Number column

Enter the item number of the inventoried item you want to transfer.

Only inventoried items - items for which you selected I Inventory This Item in the Item Information window - can be entered in this window.


Name column

This field displays the name of the item you entered in the Item Number field.


Quantity column

Enter the quantity of the item you entered in the Item Number column that should be increased or decreased. To increase the quantity of an item, enter a positive number; to decrease the quantity of an item, enter a negative number by entering a hyphen (-) before the amount.

If you’re changing the quantity of a component, this amount should be a negative number. If you’re changing the quantity of a finished item, this amount should be a positive number.

Enter the quantity in individual units of measure, not buying units of measure or selling units of measure. For example, if you increase your end table sets by one pair of end tables (two end tables), enter 2 in this field.

You can’t decrease the quantity of inventoried items to less than zero units.


Unit Cost column

Enter the value of each item transferred to or from inventory, or accept the default, which is the average cost of the item - the total cost of the item’s quantities divided by the number of units on hand.


Amount column

Enter the total value of all the items transferred to or from inventory, or accept the default, which is the amount entered in the Quantity field multiplied by the amount entered in the Unit Cost field. If you enter an amount other than the default amount, the Unit Cost field will change to reflect the different amount.

If the amount that appears in this field is a positive number, the total value of your inventory is increased and the appropriate asset account (assigned to the item in the Asset Account for Item Inventory field in the Item Information window) is increased.

If the amount that appears in this field is a negative number, the total value of your inventory is decreased and the appropriate asset account (assigned to the item in the Asset Account for Item Inventory field in the Item Information window) is decreased.

You can’t decrease the value of inventoried items to less than $0.00.


Out of Balance

This field displays the dollar amount the transaction is out of balance. Before you can record the transaction, this field must display $0.00.


Item Information window

The Item Information window allows you to set up information about the items and services stored, sold and provided by your business.

To find this window...

Click Items List in the Inventory Command Centre. In the Items List window, click the New button, or select an item in the list and click Edit.

For more information about a specific tab of the Item Information window, click the tab below.


Item Information window (Item Profile tab)

The Item Information window allows you to set up information about the items and services stored, sold and provided by your business. This tab of the Item Information window contains the basic profile information for each item.

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

Other fields in this window:

Expense Account for Tracking Costs


Item Number

The number of the item you're viewing appears in this field. If you're creating a new item, enter a unique number to assign to the new item.

You can use numbers, letters and symbols in the item number.

If you’re displaying an existing item record, you can change the item number.


Name

Enter the name of a new item.

If you’re displaying an existing item record, you can change the item name.


Mark Item as Inactive

Mark this option if you rarely use this item and you don't wish to see it in selection lists. If you mark the item as inactive, existing transactions won't be affected in any way and you'll still be able to enter new transactions for the item if you wish.

When you print the Items List (Summary) or Items List (Detail), you have the option to omit inactive items.


I Buy This Item

Mark this selection if you purchase this item. When this selection is marked, you can record the item on purchase orders.

When you mark this selection and the I Inventory This Item selection is unmarked, the Expense Account for Tracking Costs field will appear. When you mark the I Buy This Item selection and the I Inventory This Item selection is marked, the Cost of Sales Account field appears.


I Sell This Item

Mark this selection if you sell this item. When this selection is marked, you can record the item on invoices, price the item in the Set Item Prices window and track the item’s sales history.

When you mark this selection, the Income Account for Tracking Sales field will appear.


I Inventory This Item

Mark this selection if this item is an inventoried item. When this selection is marked, you can change the item’s inventory quantities using the Inventory Adjustments, Inventory Transfers and Count Inventory windows.

When you mark this selection, the Asset Account for Item Inventory field will appear. If the I Buy This Item and I Sell This Item selections are also marked, the Cost of Sales Account field will also appear.


Asset Account for Item Inventory

Enter the account number you use for tracking the total inventory value of this item.

A default account number may appear in this field. If so, make sure the default account number is the correct account you want to use.

This field appears only if the I Inventory This Item selection is marked. This is a required field if it appears.


Income Account for Tracking Sales

Enter the account number you use for tracking the income you receive from the sale of physical items and services.

A default account number may appear in this field. If so, make sure the default account number is the account you want to use.

This field appears only if the I Sell This Item selection is marked. This is a required field if it appears.


Cost of Sales Account

Enter the account number you use for tracking the costs associated with selling inventoried items.

A default account number may appear in this field. If so, make sure the default account number is the account you want to use.

This field appears only if the I Sell This Item and I Inventory This Item selections are marked. This is a required field if it appears.


Expense Account for Tracking Costs

Enter the account number you use for tracking the costs associated with purchasing non-inventoried items.

An example of items you might use an expense account for is pencils. Unless your business sells pencils, you probably don’t track the exact number of pencils you have on hand. If this is the case, you may want to assign purchase costs for these items to an expense account such as "Office Expenses."

This field appears only if the I Buy This Item selection is marked and the I Inventory This Item isn’t marked. This is a required field if it appears.


Quantity On Hand

Your on-hand quantity for this item appears in this field. This field is displayed only if you’ve marked the I Inventory This Item selection. The amounts that appear in this field will change as you record transactions in the Purchases, Sales, Count Inventory and Inventory Adjustments windows.


Current Value

The total value of the inventory on hand for this item is displayed in this field. This field is displayed only if you’ve marked the I Inventory This Item selection.


Average Cost

If you marked the I Inventory This Item selection, this field displays the average cost of this item. Average cost is calculated by dividing the current value of an item's quantities by the number of items on hand.

This field is displayed only if you’ve marked the I Inventory This Item selection.


Copy From button

Click this button to copy another item’s information to this item record. The Select from List window appears, allowing you to choose the item whose information you want to copy. All information for the item you choose will be copied to the current item record except for the following:  item number, item name, item description, vendor item number, auto-build information and history information.


Item Information window (Item Details tab)

The Item Information window allows you to set up information about the items and services stored, sold and provided by your business.

This tab in the Item Information window contains additional details about the item you’re displaying, including user-defined fields and a graphic representation of the item.

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


Item Number

This field displays the item number you entered in the Item Profile tab.


Item Name

This field displays the item name you entered in the Item Profile tab.


Picture

If you have a graphic representation of the item, you can display it in this field by double-clicking this field. You can display graphics in the .bmp (Windows) PICT (Macintosh) file formats.

If you’ve renamed or moved the graphic file you’ve previously displayed in the Item Information window, “Cannot find specified graphic file” will appear in the Picture field. To display the graphic again, double-click this field and locate the graphic in the dialog box that appears.


Description

Enter a description of this item in this field.


Use Item Description on Invoice

Mark this selection if you want the item description you entered in the Description field to appear in place of the item name on invoices and purchase orders.


(User-defined) Custom Lists and Fields for Items

If you require additional information in your item records for which there are no MYOB Premier fields, you can create custom lists and custom fields where you can enter that information. If you add them to the design of your reports, you can use custom lists to filter some reports. You also can include your custom field information on some reports.

For an example of how you might use custom fields and lists for items, click here.

For more information about designing reports, click here.

For a list of reports you can filter using custom lists, click here.

For a list of reports on which you can include custom fields, click here.


How you might use custom fields and lists

If you store items in several warehouses, you might create a list of all your warehouses. To indicate the location of your stock of this item, you’d choose the appropriate location from your custom “Warehouse” list. If you track the location of items on your sales floor, you could create a custom field called “Location” where you could indicate where you display the item. In the Item Information window, your custom list and field might look like this:

The Item Information window contains three custom lists and three custom fields.  You can enter names for custom lists and fields using the Custom Field and List Names window. You can add entries to each custom list using the Custom Lists window.


Reports you can filter using custom lists

Analyse Sales (Item)

Analyse Sales (Item - vs. Last Year)

Sales (Item Summary)

Sales (Item Detail)

Purchases (Item Summary)

Purchases (Item Detail)

Analyse Inventory (Summary)

Auto-Build

Price Analysis

Price List

Sales History Reports (OfficeLink)


Reports on which you can include custom fields

Analyse Sales (Item)

Analyse Sales (Item -vs. Last Year)

Sales (Item Summary)

Sales (Item Detail)

Purchases (Vendor Detail)

Purchases (Item Summary)

Purchases (Item Detail)

Analyse Inventory (Summary)

Analyse Inventory (Detail)

Auto-Build

Inventory Count Sheet

Items List (Summary)

Items List (Detail)

Price Analysis

Price List

To Do List (Stock Alert)


Item Information window (Buying Details tab)

The Item Information window allows you to set up information about the items and services stored, sold and provided by your business.

The Buying Details tab in the Item Information window contains fields where you can enter buying and restocking information for the item you’re displaying. If you enter restocking information, you can have MYOB Premier keep track of your inventoried items' quantity levels. Using the Restocking Information section of the window, you can specify when you want the To Do List to remind you to order more items, and you can enter information that will appear on the purchase order you send to your primary vendor for each item, if you wish.

This tab is active only if you’ve marked the I Buy This Item Selection in the Item Profile tab.

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


Last Purchase Price

The price you entered on your last purchase order for this item appears in this field.


Buying Unit of Measure

Enter the quantity in which this item is packaged when you purchase it.

Some typical units of measure include Each, Pair, Case, Gross, Hour and Day. These descriptions are printed on purchase orders. For example, assume one of your items is a set of speakers that’s always purchased in pairs; this item could be assigned a unit of measure of Pair. Then, if you purchased four sets of speakers, you’d purchase four pairs of speakers, or eight speakers.


Number of Items per Buying Unit

Enter the number of units that make up the unit of measure you entered in the Buying Unit of Measure field.

The entry you make in this field is used to determine the number of items that should be added to inventory when you purchase one buying unit. For example, if you entered Pair in the Buying Unit of Measure field to indicate that you buy two units of this item each time you buy it, enter 2 in this field. Then, for each pair of the item you buy, the quantity of the item will be increased by two.

This field appears only if the I Inventory This Item selection is marked for this item in the Item Profile tab.


Tax Code when Bought

Choose the tax code that applies to this item when you purchase it.

When you create purchase orders for this item, tax amounts for the item will be calculated automatically using the code you select here.


Minimum Level For Restocking Alert

Enter the minimum quantity of this item that you want to have on hand. For example, if you always purchase more stereo speakers when your quantity is reduced to 10 speakers, enter 10 in this field. Enter this number in individual units, not in buying units of measure.

Use this field only if you wish to be reminded by the To Do List to reorder this item. When the quantity of this item drops below the minimum level, you can use the To Do List to create a purchase order for this item. If you enter a reorder quantity in the Reorder Quantity field, that reorder quantity will appear on the purchase order as a default entry.

This field appears only if you’ve marked the I Inventory This Item selection in the Item Profile tab.


Primary Vendor For Reorders

Enter the vendor from whom you usually purchase this item, or click the search icon to display a search list of vendors and select a vendor name.

When a vendor name is displayed in this field, a zoom arrow will appear. Click the zoom arrow to display detailed information about the vendor.

If you make an entry in this field and you marked the I Inventory This Item selection to indicate that this item is an inventoried item, you can use the To Do List to automatically create a purchase order for this item whenever this item's quantity level falls below its reorder level.


Vendor Item Number

Enter the number assigned to this item by the item's primary vendor.

If you make an entry in this field and in the Primary Vendor field, the item number will appear on purchase orders for this item that you print for the primary vendor.


Default Reorder Quantity

Enter the number of items you normally purchase when you order this item, using the buying unit of measure you’ve specified for this item. For example, if you purchase 100 pairs of shoes, enter 100 in this field.

Use this field only if you wish to be reminded by the To Do List to reorder this item. When the quantity of this item drops below the minimum level you’ve specified, you can use the To Do List to create a purchase order for the item, and the reorder quantity you enter in this field will appear as a default entry.


Item Information window (Selling Details tab)

The Item Information window allows you to set up information about the items and services stored, sold and provided by your business.

This tab in the Item Information window contains selling information for the item you’re displaying. This tab is available only if you’ve marked the I Sell This Item selection in the Item Profile tab.

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


Base Selling Price

Enter the price at which you usually sell one selling unit of measure of this item. For example, if you sell cans of soda in cases, enter the price of one case of soda.


Selling Unit of Measure

Enter 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. These descriptions are printed on invoices. For example, assume one of your items is a set of stereo speakers that’s always sold in pairs; this item could be assigned a unit of measure of Pair. Then, if you sold four sets of speakers, you’d sell four pairs of speakers, or eight speakers.


Number of Items per Selling Unit

Enter the number of units that make up the unit of measure you entered in the Selling Unit of Measure field.

The entry you make in this field is used to determine how many items should be subtracted from inventory when you sell one buying unit. For example, if you entered Pair in the Selling Unit of Measure field to indicate that you sell two units of this item each time you sell it, enter 2 in this field. Then, for each pair of the item you sell, the quantity of the item will be decreased by two.

The number 1 appears as a default entry.

This field appears only if the I Inventory This Item selection is marked.


Tax Code when Sold

Choose the tax code that applies to this item when you sell it.

When you create invoices that include this item, tax amounts for the item will be calculated automatically using the code you select here.


Calculate Sales Tax on

Select the amount you want to be taxed when you sell this item. Tax can be calculated on the item’s actual selling price, its last or average purchase cost, its base selling price or any price level you’ve set up for the item.


Pricing Level label

You can maintain up to six pricing levels for your items. By default, pricing levels are labelled A through F, but you can label your pricing levels in whatever way makes the most sense for your business. For example, if you sell items as both a wholesaler and a retailer, you may have one pricing level called “Wholesale” and another called “Retail.” That way, you can keep separate selling prices for different types of customers.

You can label the Pricing Levels using the Custom Field and List Names window, which you can display using the Setup menu.


Quantity Over

Enter the quantity of this item over which you want to assign a new selling price. For example, if you want to create pricing levels for sales of this item in quantities of 25 or more, enter 25 in this field. The first quantity to which you assign a selling price always will be any quantity over 0.00, therefore you can’t change the first Quantity Over entry.

You can set an item’s selling price according to the quantity you enter on an invoice. This is helpful if you provide a discount on sales of a large quantity of items. The number you enter in this field must be greater than the number in the Over field to the left.


Pricing Level

Enter the selling price for this item based upon this field’s pricing level and quantity column.

Click here for more information about using pricing levels.


Copy From button

Click this button to copy another item’s pricing level information to this item record. The Select from List window appears, allowing you to choose the item whose information you want to copy.


Item Information window (Item History tab)

The Item Information window allows you to set up information about the items and services stored, sold and provided by your business.

The Item History tab in the Item Information window is used to enter and view historical sales activity for past fiscal years and current fiscal year for the item you’re displaying.

This tab is available only if you've marked the I Sell This Item selection in the Item Profile tab.

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


Item Number and Item Name

These fields display the item number and name of the item whose sales history you’re viewing.


List of historical sales figures

This list displays the number of units purchased, the purchase amount, the number of units sold, the total sales amount and the total cost of sales amount for this item for past fiscal years, the current fiscal year and the next fiscal year. You can enter and change information for all months previous to the current month.


Fiscal Year

Click the zoom arrows in this field to view sales history for this item from other fiscal years.


Item Information window (Auto-Build tab)

The Item Information window allows you to set up information about the items and services stored, sold and provided by your business.

The Auto-Build tab of the Item Information window is used to indicate the restocking quantity of finished items, or items you build from other items in your inventory. The items used to create the finished item, or components, also are displayed in this tab of the Item Information window.

This tab is available only if you’ve marked the I Inventory This Item selection on the Item Profile tab.

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


Item Number and Item Name

These fields display the item number and name of the item whose auto-build information you’re viewing.


Minimum Level For Restocking Alert

Enter the minimum quantity of the finished item that you want to have on hand. If the quantity on hand falls below this amount, you’ll be reminded to build more in the To Do List.


What It Takes To Build ___ Inventory Unit(s) Of This Item

This field indicates the number of finished items that can be built from the items and quantities that appear in the component item list. You can change the quantity displayed in this field by clicking the Edit List button and changing the information in the Auto-Build Information window.


Component Item List

This list displays the names, item numbers and quantities of the component items required to build a certain number of finished items. The number of finished items that can be built using the quantities of the components in the list is displayed in the What It Takes To Build ___ Inventory Unit(s) Of This Item field.

You can change any of the information in the component item list by clicking the Edit List button and changing the information in the Auto Build Info window.


Edit List button

Click this button to open the Auto-Build Information window. In the Auto-Build Information window, you can enter or change the components used to create the finished item whose information is currently displayed. The information entered in the Auto-Build Information window is used to increase quantities of finished items and decrease quantities of components when finished items are created. You can create finished items in the Auto-Build Inventory window or you can create them automatically using the To Do List window.


Items List window

The Items List window allows you to view all the items you’ve created in MYOB Premier, to begin adding new item records and to change or remove existing items.

To find this window...

Click Items List in the Inventory Command Centre.

Fields in this window:

All Items tab

Bought tab

Edit button

Inventoried tab

Item column

Last Cost column

New button

On Hand column

Print button

Search

Sell Price column

Sold tab

Close button


All Items tab

Click this tab to display a list of all items you’ve entered in the MYOB Premier system.


Bought tab

Click this tab to display a list of all items you buy. These are the items for which you selected I Buy This Item in the Item Information window.


Edit button

Click this button after you’ve highlighted an item in the scrolling list to open the Item Information window, where you can change information about the item.


Inventoried tab

Click this tab to display a list of all items you store in inventory. These are the items for which you selected I Inventory This Item in the Item Information window.


Item column

This column displays the items in the category whose tab you selected at the top of the window (all, bought, sold or inventoried). Both the name and number of each item are displayed. If you want to view more information about an item, click the zoom arrow next to the item’s number.


Last Cost column

This column displays the amount you most recently paid to purchase each item listed in the Item column. If an item’s most recent activity was an inventory transfer transaction, the unit transfer cost is displayed here.


New button

Click this button to open the Item Information window, where you can create a new item record.


On Hand column

This column displays the current quantity of each item listed in the Item column.

Only items for which you selected I Inventory This Item in Item Information window display a number in this column.


Print button

Click this button to print the Items List, which contains summary information about all the items in the MYOB Premier system.


Search

Enter the number of an item you wish to find in the scrolling list. If you can’t remember the entire item number, enter as much of the number as you can remember; the scrolling list will display the item whose number most closely matches the numbers you typed.


Sell Price column

This column displays the current price you’re charging for one selling unit of measure for each item listed in the Item column. This amount is entered in the Selling Price field of the Item Information window.


Sold tab

Click this tab to display a list of all items you sell. These are the items for which you selected I Sell This Item in the Item Information window.


Picture Information window

The Picture Information window, accessed from the Item Details tab in the Item Information window, allows you to link a picture of an item to your record for the item in MYOB Premier. The picture you select using the Picture Information window will be displayed on the Item Details tab.

To find this window...

Click Items List in the Inventory Command Centre. In the Items List window, highlight an item and click Edit. The Item Information window appears; click the Item Details tab. Double-click the picture box on the left side of the window.

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


Picture box

After you’ve selected a picture file using this window, the picture is displayed here.


Unlink button

Click this button to unlink a graphic file that you previously linked to the selected item record. After you choose this command, no picture will be displayed in either the Picture Information window or the Item Information window for this item. If you want another picture to be displayed, click the Link button and select the file containing the picture you want.


Link button

Click this button to display the Open dialog box, which can be used to select a file containing a picture of the currently selected item. The Open dialog box works like other standard dialog boxes; use it to locate the file you want, highlight the file and click OK to display the picture in Picture Information window.


Pricing Shortcuts window

The Pricing Shortcuts window, accessed from the Set Item Prices window, allows you define prices for a number of items you sell.

To find this window...

Click Set Item Prices in the Inventory Command Centre. In the Set Item Prices window, click the Shortcuts button.

Fields in this window:

Round Prices

Use Calculated Price

Make Price a Multiple of

Make Price End in

Percent Margin

Percent Markup

Gross Profit

Basis for Calculation

Cancel button

Update All Items

Update x Items Only


Round Prices

Select the method by which you want to round prices, depending upon whether you choose the Use Calculated Price selection, the Make Price a Multiple of selection or the Make Price End in selection in this window.

DOWN: Calculated prices will be rounded down to the nearest calculated price, multiple of a specific price or price that ends in a specific number.

TO NEAREST: Calculated prices will be rounded to the nearest calculated price, multiple of a specific price or price that ends in a specific number, regardless of whether the price is higher or lower.

UP: Calculated prices will be rounded up to the nearest calculated price, multiple of a specific price or price that ends in a specific number.


Use Calculated Price

Choose this selection if you want to use the exact prices that are calculated by the pricing shortcuts function for the items you update. When you change prices by clicking one of the Update buttons at the bottom of the window, the selected item’s prices will be the exact prices that were calculated.


Make Price a Multiple of

Choose this selection if you want to use a multiple of the prices that are calculated by the pricing shortcuts function for the items you update. For example, if you want prices to end in either dollar or half-dollar amounts ($.00 or $.50), enter .50 in this field. When you change prices by clicking one of the Update buttons at the bottom of the window, the selected items’ prices will end in either .00 or .50.


Make Price End in

Choose this selection if you want a specific amount to be used in the prices that are calculated by the pricing shortcuts function for the items you update. For example, if you want prices to end in “.99”, enter .99 in this field. When you change prices by clicking one of the Update buttons at the bottom of the window, the selected items’ prices will end in .99.


Percent Margin

Choose this selection if you want to base the prices you want to update on percent margin. Enter the percentage in the field.


Percent Markup

Choose this selection if you want to base the prices you want to update on percent markup. Enter the percentage in the field.


Gross Profit

Choose this selection if you want to base the prices you want to update on gross profit. Enter a gross profit amount in the field.


Basis for Calculation

Select the method by which you want to base the new prices of the items whose prices you wish to update.

AVERAGE COST: Calculated prices will be based upon the amount you paid when you purchased the item or transferred the item into inventory, divided by the number of units on hand.

LAST COST: Calculated prices will be based upon the amount you paid the last time you purchased the item or transferred the item into inventory.


Update All Items

Click this button to change the selling prices of all items in the MYOB Premier system.


Update x Items Only

Click this button to change the selling prices of all items with a mark in their Shortcut column in the Set Item Prices window.


Set Item Prices window

The Set Item Prices window allows you to quickly define selling prices for items sold by your business.

The selling prices you establish in this window can be changed when you create invoices.

To find this window...

Click Set Item Prices in the Inventory Command Centre.

Fields in this window:

Shortcut column

List of items you sell

Current price column

Shortcuts button

Last Cost button

Avg Cost button

Print button

OK button


Shortcut column

Click the Shortcut column for an item if you wish to use the Pricing Shortcuts window to change prices for the item or a group of items. A mark will appear in the column next to the item. If you don't want a mark to appear for an item, click the mark to remove it.


List of items you sell

The list displays all items you sell and provide - in other words, the items for which you selected I Sell This Item in the Item Information window. For each item, the item number, name, average cost or last purchase price and current selling price are displayed.


Current price column

This column contains the current price for one selling unit of measure for each item you established in the Item Information window. You can change the prices that are displayed in this column individually, or use the Pricing Shortcuts window to change the prices of a group of items.


Shortcuts button

Click this button to open the Pricing Shortcuts window, which will allow you to change the prices of all your items, or just the prices of items whose Shortcut column contains a mark.


Last Cost button

Click this button to view the most recent cost of each item in the list.

For items for which you selected I Buy This Item in the Item Information window, the last price you paid to purchase those items is displayed. For items for which you did NOT select I Buy This Item, but for which you selected I Inventory This Item in the Item Information window, the last cost that was used when you transferred those items in the Inventory Transfers window or sold those items in the Sales window is displayed.

If this selection is marked and you click the Shortcuts button, the prices you change can be based on the last purchase prices of the selected items.


Avg Cost button

Click this button to view the average cost of each inventoried item in the list. Average cost is calculated by dividing the current value of each item's quantities by the number of items on hand.

If this selection is marked and you click the Shortcuts button, the prices you change can be based on the average cost of the selected items.


Date

Enter the date of this transaction.

Transaction dates are used to sort your lists of transactions; the oldest transaction date appears first in the Transaction Journal window.

Dates that occur before your conversion date or in a prior financial year can’t be used.


Save Recurring button

Click this button to open the Save Recurring Transaction window, where you can duplicate this transaction for repeated use in the future.

This button appears only if you’re not already using a recurring transaction.


Use Recurring button

Click this button to open the Select a Recurring Transaction window, where you can select, change or delete an existing recurring transaction.

This button appears only if you’re not already using a recurring transaction.


Don't Record button
Don’t Record button

Click this button if you don’t want to use the recurring transaction you selected. The transaction won’t be recorded, but will remain in the list of recurring transactions that you can use.

This button appears only if you’re using a recurring transaction that isn’t a payroll cheque.


Pending button

Click this button if you want to save this transaction as a pending transaction. When you click this button, the transaction will be placed in the Pending File.


All button

Click this button to select everything in the list.


None button

Click this button to deselect everything in the list.


Print button

Click this button to print the contents of this window.


Journal button

Click this button to display the Transaction Journal window, which contains summary information about transactions you’ve entered in the MYOB Premier system.


New button

Click this button to begin creating a new entry in this window. If you’ve created an entry, click this button to record the entry you’ve created and begin creating a new entry.


Cancel button

Click this button to clear the entries you made in this window and close the window.


Close button

Click this button to close this window.


Currency button

Click this button to display the Exchange Rate window.

The Exchange Rate window displays the exchange rate for the currency assigned to the transaction. You can use the Exchange Rate window to change the exchange rate for the transaction you’re entering, if you want to use a difference rate from the one entered for this currency in the Currency Information window.

The Currency button appears in this window only if you’re using MYOB Premier’s Multicurrency feature (you marked the I Deal in Multiple Currencies option in the Preferences window).


Record button

Click this button to record the transaction you’ve made in this window.


Record Reversal button

Click this button to record a reverse transaction.


OK button

Click this button to accept the entries you’ve made in this window.


Account Opening Balances window

The Account Opening Balances window allows you to enter the balance of each account in your chart of accounts as of the first day of your conversion month - the month in which you begin using MYOB Premier to track your business.

To find this window...

Choose Balances/Account Opening Balances from the Setup menu.

Fields in this window:

Acct# and Name columns

Opening Balance column

Amount left to be allocated

OK button


Acct# and Name columns

These columns display the numbers and names assigned to all accounts in your chart of accounts.

The equity accounts assigned to track your company’s current-year and retained earnings aren’t included in this list. These accounts’ amounts are determined automatically by MYOB Premier as you enter transactions into the MYOB Premier system.


Opening Balance column

Use this column to enter the balance of each account in your chart of accounts as of the first day of your conversion month.


Amount left to be allocated

This field displays the difference between the total balance of all your asset accounts and the total balances of all your equity and liability accounts.

To ensure your business records are set up properly, the amount that appears in this field should be zero. If, however, this amount isn’t zero, that’s okay; when you click the OK button, the difference will be assigned to your Historical Balancing account, which appears in the General Ledger Linked Accounts window.


Accounts Payable Linked Accounts window

The Accounts Payable Linked Accounts window allows you to review and change the linked accounts assigned to your MYOB Premier purchasing transactions.

These accounts are automatically linked when you create a new data file using the MYOB Premier New Data File Assistant. You may wish to review the linked accounts, to be sure they’re the ones you want to use.

To find this window...

Choose Linked Accounts/Payable Accounts from the Setup menu.

Fields in this window:

Liability Account for Tracking Payables

Cheque Account for Paying Bills

Expense or Cost of Sales Account for Freight

Asset Account for Vendor Deposits

Expense (or Contra) Account for Discounts

Expense Account for Late Charges

Terms button

OK button


Liability Account for Tracking Payables

The Liability Account for Tracking Payables field of the Accounts Payable Linked Accounts window allows you to enter a liability account that tracks the money you owe people for purchasing transactions. This required account typically is an account named Accounts Payable or something similar. In MYOB Premier documentation, this account is referred to as your linked payables account.


Cheque Account for Paying Bills

The Cheque Account for Paying Bills field of the Accounts Payable Linked Accounts window allows you to enter an account that tracks the money you’ve paid to people for purchasing transactions, and into which you deposit refund cheques from vendors. This required account is usually named “Cheque Account” or something similar. In MYOB Premier documentation, this account is referred to as your payables cheque account.


Expense or Cost of Sales Account for Freight

The Expense or Cost of Sales Account for Freight field of the Accounts Payable Linked Accounts window allows you to enter an account that tracks the money you spend for the transport of items you purchase. (The type of account you select in this field depends upon what purpose you consider freight charges serve in your business. If you think freight charges increase the cost of making a sale, enter a cost of sales account here. If you think freight charges are necessary expenses, enter an expense account here.) In MYOB Premier documentation, this account is referred to as your freight paid account.


Asset Account for Vendor Deposits

The Asset Account for Vendor Deposits field of the Accounts Payable Linked Accounts window allows you to enter an account that tracks deposit amounts you pay for pending purchase orders. In MYOB Premier documentation, this account is referred to as your linked vendor deposits account.


Expense (or Contra) Account for Discounts

The Expense (or Contra) Account for Discounts field of the Accounts Payable Linked Accounts window allows you to enter an account that tracks discount amounts that you’ve received from vendors for paying your vendors early. (The type of account you select in this field depends upon what purpose you consider discounts serve in your business. If you think discounts decrease the cost of making a sale, enter a cost of sales account here. If you think discounts decrease your expenses, enter an expense account here.) In MYOB Premier documentation, this account is referred to as your linked vendor discounts account.


Expense Account for Late Charges

The Expense Account for Late Charges field of the Accounts Payable Linked Accounts window allows you to enter an account that tracks finance charge amounts that you’ve paid to vendors who haven’t received your vendor payments on time. In MYOB Premier documentation, this account is referred to as your linked vendor late charges account.


Terms button

Click this button to open the Credit Terms window, where you can create a set of default credit terms for all vendors in the MYOB Premier system.

When you create a set of default terms using the Credit Terms window here, the terms you select will be automatically applied to every new vendor record you add to the Card File. (The terms of existing vendors will remain the same.) If you wish, you can change the terms assigned to an individual vendor by displaying that person’s or company’s name in the Card File Entry window and clicking the Terms button in that window.


Accounts Receivable Linked Accounts window

The Accounts Receivable Linked Accounts window allows you to review and change the linked accounts assigned to your MYOB Premier sales transactions.

These accounts are automatically linked when you create a new data file using the MYOB Premier New Data File Assistant. You may wish to review the linked accounts, to be sure they’re the ones you want to use.

To find this window...

Choose Linked Accounts/Receivable Accounts from the Setup menu.

Fields in this window:

Asset Account for Tracking Receivables

Cheque Account for Customer Receipts

Income Account for Freight

Liability Account for Customer Deposits

Expense or Cost of Sales Account for Discounts

Income Account for Late Charges

Terms button

OK button


Asset Account for Tracking Receivables

The Asset Account for Tracking Receivables field in the Accounts Receivable Linked Accounts window allows you to enter an asset account that tracks the money that people owe you for sales transactions. This required account typically is usually named “Accounts Receivable” or something similar. In MYOB Premier documentation, this account is referred to as your linked receivables account.


Cheque Account for Customer Receipts

The Cheque Account for Customer Receipts field in the Accounts Receivable Linked Accounts window allows you to enter an asset account that tracks the money you’ve received from people for sales transactions, and from which you write refund cheques to customers. This required account is usually named “Cheque Account” or something similar. In MYOB Premier documentation, this account is referred to as your receivables cheque account.


Income Account for Freight

The Income Account for Freight field of the Accounts Receivable Linked Accounts window allows you to enter an income account that tracks the freight charges you collect in your sales transactions. In MYOB Premier documentation, this account is referred to as your freight collected account.


Liability Account for Customer Deposits

The Liability Account for Customer Deposits field of the Accounts Receivable Linked Accounts window allows you to enter a liability account that tracks deposit amounts you collect for pending invoices. In MYOB PREMIER documentation, this account is referred to as your linked customer deposits account.


Expense or Cost of Sales Account for Discounts

The Expense or Cost of Sales Account for Discounts field of the Accounts Receivable Linked Accounts window allows you to enter an account that tracks discount amounts that you’ve provided to your customers for paying their bills early. (The type of account you select in this field depends upon what purpose you consider discounts serve in your business. If you think discounts increase the cost of making a sale, enter a cost of sales account here. If you think discounts are promotional expenses, enter an expense account here.) In MYOB PREMIER documentation, this account is referred to as your linked customer discounts account.


Income Account for Late Charges

The Income Account for Late Charges field of the Accounts Receivable Linked Accounts window allows you to enter an income account that tracks finance charge amounts that you’ve collected from customers who haven’t paid their bills on time. In MYOB Premier documentation, this account is referred to as your linked customer late charges account.


Terms button

Click this button to open the Credit Terms window, where you can create a set of default credit terms for all customers in the MYOB Premier system.

When you create a set of default terms using the Credit Terms window here, the terms you select will be automatically applied to every new customer record you add to the Card File. (The terms of existing customers will remain the same.) If you wish, you can change the terms assigned to an individual customer by displaying that person’s or company’s name in the Card File Entry window and clicking the Terms button in that window.


Active Workstations window

The Active Workstations window allows you to see a list of the people who are currently using this data file. You may want to use this window if you need to perform an exclusive task with the data file, such as backing up the data file, and you want to know which users must exit the data file before you can proceed.

To find this window...

Choose Active Workstations from the File menu.

Fields in this window:

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


Total Workstations Licensed

This field displays the number of workstations that are currently able to access this data file.

If you’ve purchased a new workstation licence number to increase the number of workstations that can access a data file, the new workstation licence number must first be entered in the Workstation Licence Number field of the Company Information window before this field shows the proper number of workstations.


User ID column

This list shows which user IDs are currently accessing this data file.


OK button

Click this button to close the Active Workstations window.


Advanced Inquiry Filters window

The Advanced Inquiry Filters window allows you to narrow the information displayed in the Inquiry Register using a number of filters (selections that enable you to view specific information, rather than all the information available for a particular item). The more selections you make in this window, the more focused the information in the Inquiry Register window will be.

To find this window...

Click the Inquiry Register button in any command centre. In the Inquiry Register window, click the Advanced button.

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


Search By

Choose to display information for either for a single account (if you’re viewing the Account tab) or all accounts. The selections that appear in this list vary depending upon the tab you’ve selected.

If you choose to view a single account, card, invoice, purchase, job or payroll category, a lookup list will appear next to this field and you can select the item you want to view.


Dated From/To

These fields display the date range in the current month. If you wish, you can enter different dates to view transactions from a different period of time.


ID From/To

Enter a range of identifying numbers of the transactions you want to display in the Inquiry Register window.


Amount From/To

Enter a range of amounts for the transactions you want to display in the Inquiry Register window.


Memo

If you know all or part of the memo that was entered for a transaction you want to view, enter that text here.


Sorted By

Choose to sort the transactions in the Inquiry Register window by date or by ID number.


Source Journal list

This list displays the current journal displayed. If you wish, you can select a different journal to view, or view entries in all journals in the MYOB Premier system.


Advanced Report Filters window

The Advanced Report Filters window allows you to narrow the information displayed on inquiry reports. Using this window, you can limit the information on your inquiry reports to transactions that fall within a particular range of dollar amounts or that have a particular word or words in their Memo fields.

To find this window...

Choose Index to Reports from the Reports menu. In the Index to Reports window, highlight an inquiry report window and click Filters. In the Report Filters window, click the Advanced button.

This window can be displayed for the following inquiry reports:

Account Inquiry (General Ledger Tab)

Job Inquiry (General Ledger Tab)

Invoice Inquiry (Sales Tab)

Purchase Order Inquiry (Purchases Tab)

Payroll Category Inquiry (Payroll Tab)

Card Inquiry (Card File Tab)

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


Amount From/To

Enter a range of amounts for the transactions you want to display on an inquiry report.


Memo

If you know all or part of the memo that was entered for a transaction you want to view, enter that text here.


Banking Information window

The Banking Information window allows you to record the information needed to make electronic payments to your employees and vendors.

To find this window...

Click Cards in the Card File Command Centre. In the View Card File window, click either the Vendors tab (if you wish to view information for a vendor) or the Employees tab (if you wish to view information for one of your employees.) Click the zoom arrow that appears next to the vendor's or employee's name. In the Card File Entry window, click Bank Info.

Fields in this window:

Bank Code

Bank ID

Name

BSB Code

Account Number

Account Name

Self Balancing Transaction


Bank Code

Enter the three-letter bank code that identifies your bank. For example, the National Australia Bank uses the bank code NAB. Other valid bank codes include ANZ, BML, CBA, CBL, STG and WBC. If you're unsure which bank code to use, consult your bank branch to learn this information.

This field appears only if you're entering banking information for your company.


Bank ID

Enter the ID assigned by your bank here. This ID is provided by your bank when you register with them for Direct Credits processing. This is also known as a User ID.

Be sure that this ID is entered correctly, or your payments will not be processed by the bank.

This field appears only if you're entering banking information for your company.


Name

The name of the employee or vendor whose banking information you are viewing is displayed.

This field appears only if you're entering information for an employee or a vendor.


BSB Code

Enter the BSB (Bank State Branch) code for the for the bank and branch at which the account is held.

If you're recording information about your company's bank account, your bank will be able to supply you with a valid 6-digit BSB code.


Account Number

Enter the bank account number here.


Account Name

Type the name of the bank account here. This must match the name of the account as recorded by the bank.

If you're recording information about your company's bank account, the company name as recorded on your bank statement is a good source of this information.


Self Balancing Transaction

Mark this option if your bank requires each electronic file containing payments to vendors or employees to include a self-balancing transaction. Some banks require self-balancing transactions to be included with any electronic payment lodged with them.

This option appears only if you're entering banking information for your company.


Business Calendar window

The Business Calendar window allows you to:

Establish the days in which your business is closed for the upcoming year, so reminders on your To Do List appear on open-for-business days

Note which days of the year contain important company events

To find this window...

Choose Business Calendar from the Setup menu.

Fields in this window:

Calendar

Important Dates

Shortcut for Setting Average Business Week

OK button


Calendar

When you first open the Business Calendar window, the current month will be displayed in a calendar format. You can change the business status of any of the days of the month or change the display to a different month.


Important Dates

MYOB Premier provides a default list of various holidays observed in Australia. If you wish, you can edit these dates to reflect your business holidays.


Shortcut for Setting Average Business Week

This panel displays the business status of each of the days of the week for your company. If you wish, you can change the status of any of the days to accurately reflect your business week. Closed days are shaded; open days are clear.


Choose an Account window

The Choose an Account window allows you to choose an existing MYOB Premier account, or create a new account, to track QIF information that doesn’t currently match your MYOB Premier accounts.

To find this window...

The Choose an Account window appears only when you’re attempting to import Quicken Interchange Format (QIF) information into your data file. If MYOB Premier detects an account in your QIF file that doesn’t match any account in your MYOB Premier data file, this window will appear.

Fields in this window:

QIF Category

QIF Account

MYOB Account

Cancel button

OK button


QIF Category

This field displays the name of a QIF account that doesn’t match any accounts in your MYOB Premier data file. To import your QIF information properly, you’ll need to enter an account in the MYOB Premier Account field to track the information that’s contained in the account shown in this field.

This field appears only if this is the first time you’ve seen the Choose an Account window during the current import process. (The next time you see the Choose an Account window, the QIF Account field will appear here instead.)


QIF Account

This field displays the name of a QIF account that doesn’t match any accounts in your MYOB Premier data file. To import your QIF information properly, you’ll need to enter an account in the MYOB Premier Account field to track the information that’s contained in the account shown in this field.

This field appears only after the first time you’ve seen the Choose an Account window during the current import process. (The first time you see the Choose an Account window, the QIF Category field will appear here instead.)


MYOB Account

Enter the MYOB Premier account that best matches the account displayed in the QIF Category field or the QIF Account field. If you wish, you can click the search icon next to this 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.


Cancel button

Click this button to close the Choose an Account window. The QIF import process will be canceled.


OK button

Click this button after you’ve entered the account you want to use in the MYOB Account field. The import process will continue.


Company Information window

The Company Information window allows you to enter general information about your company that affects various parts of the MYOB Premier system.

To find this window...

Choose Company Information from the Setup menu.

The entries in the Current Financial Year, Last Month in Financial Year, Conversion Month and Accounting Periods per Year fields were entered when you created your company’s data file. These entries can’t be changed.

Fields in this window:

Registration Number

Workstation Licence Number

Total Workstations Licensed

Company Name

Address

Phone Number

A.B.N.

A.C.N.

Sales Tax ID

Current Financial Year

Last Month in Financial Year

Conversion Month

Accounting Periods per Year

Bank Info button

OK button


Registration Number

This field displays the number assigned to you when you registered MYOB Premier. This number is your company’s unique identifier with MYOB Australia, and can’t be changed.


Workstation Licence Number

Enter or change your workstation licence number. The number that appears here determines the number of people who can work in the same MYOB Premier data file at the same time. If you wish to add workstations so more people can work with MYOB Premier, call MYOB Customer Service to obtain a new workstation licence number.


Total Workstations Licenced

This field displays the number of workstations that can have access to an MYOB Premier data file at any given time.


Company Name

Enter or change your company’s name, using up to 40 characters.

The name that’s entered in this field is displayed in all command centre windows, and, if you wish, on your MYOB Premier reports.


Address

Enter your company’s address.

The address you enter here will be displayed on MYOB Premier invoices and purchase orders.


Phone Number

Enter your company’s telephone number. Add hyphens and an extension, if you wish.


A.B.N.

Enter or change your company’s Australian Business Number (A.B.N.) if you've been assigned one. If this is the first time you’ve opened the Company Information window and an entry already appears in this field, this number was entered in the MYOB Premier New Data File Assistant.


A.C.N.

Enter or change your company’s A.C.N. number. If this is the first time you’ve opened the Company Information window and an entry already appears in this field, this number was entered in the MYOB Premier New Data File Assistant.


Sales Tax Number

Enter or change your company’s Sales Tax identification number. If this is the first time you’ve opened the Company Information window and an entry already appears in this field, this number was entered in the MYOB Premier New Data File Assistant.


Current Financial Year

This field displays the name of your current financial year. This entry was made when you created your company’s data file during the MYOB Premier New Data File Assistant, and can’t be changed.


Last Month in Financial Year

This field displays the last month of your current financial year. This entry was made when you created your company’s data file during the MYOB Premier New Data File Assistant, and can’t be changed.


Conversion Month

This field displays the month in which you started using MYOB Premier to track your business. This entry was made when you created your company’s data file during the MYOB Premier New Data File Assistant, and can’t be changed.


Accounting Periods per Year

This field displays the number of accounting periods you have in your current financial year. This entry was made when you created your company’s data file during the MYOB Premier New Data File Assistant, and can’t be changed.


Bank Info button

Click this button to open the Banking Information window, where you can view or enter information about the bank account that will be used to pay your cheques to vendors and employees' paycheques when using electronic payments to pay the cheques.


Custom Field and List Names window

The Custom Field and List Names window allows you to assign names to the pricing levels, custom lists and custom fields that appear in the Item Information window.

To find this window…

Choose Custom Field and List Names from the Setup menu.

Fields in this window:

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


Custom Field and List Names window (Price Levels tab)

Using the fields in the Price Levels tab, you can enter the labels of the Pricing Levels that appear in the Item Information window and Credit Terms window for customers. Typical labels might include “Wholesale,” “Institutional” and “Retail,” if you offer items at different prices to these groups.

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


Name Field

Enter a name for this pricing level.


Custom Field and List Names window (Item tab)

Using the fields in the Item tab, you can enter names for the custom fields and lists that appear in the Item Information window. These custom fields and lists can be used to track any information you like - they can be used to indicate sizes or colours, for example. Custom fields allow you to enter any information you like, while custom lists enable you to create lists of predefined attributes that remain standard over time.

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


Name Field

Enter a name for this custom field.


Name Field

Enter a name for this custom list.


Customise window

The Customise window allows you to customise the look of your printed forms, such as cheques, invoices and customer statements. Using this window, you can rearrange the layout of items that appear on specific forms you use, so you and your customers, employees, vendors and partners won’t need to acquaint yourselves with new documents.

There are several forms of the Customise window. Click here to see an illustration of a typical Customise window, or click one of the topics below to learn more about a specific window.

Customise Activity Statements window

Customise Cheques window

Customise Invoice Statements window

Customise Item Invoices window

Customise Item Purchases window

Customise Mailing Labels window (Card File Command Centre)

Customise Labels (Item) window

Customise Labels (Professional) window

Customise Labels (Service) window

Customise Labels (Time Billing) window

Customise Packing Slips (Item) window

Customise Packing Slips (Professional) window

Customise Packing Slips (Service) window

Customise Professional Invoices window

Customise Professional Purchases window

Customise Service Invoices window

Customise Service Purchases window

Customise Time Billing Invoices window


Customise window (illustration)

All of MYOB Premier's Customise windows look exactly the same, except for the elements inside the layout area of the window. Shown below is a typical Customise window. Click the illustration to learn more about the individual parts of the window.

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


Inactive field

This field is inactive on this form; in other words, this field won’t be printed on the form. Inactive fields are recognised by their “dimmed” field names.

You can change the location of any field by dragging the field to a new location. (To drag a field, click and hold the mouse button while the cursor is positioned on the field you want, then move the mouse so the field moves to the location you want it.)

To display information about an inactive field, or to make an inactive field active, double-click the field; the Field Information window will appear, where you can view and change information about the field.


Active field

This field is active on this form; in other words, this field will be printed on the form. Active fields’ names appear in black on your computer screen.

You can change the location of any field by dragging the field to a new location. (To drag a field, click and hold the mouse button while the cursor is positioned on the field you want, then move the mouse so the field moves to the location you want it. When you have finished moving the field, release the mouse button.)

To display information about an active field, or to make an active field inactive, double-click the field; the Field Information window will appear, where you can view and change information about the field.


Text field

This field is used as a label on this form. You can add text fields by clicking the text tool at the bottom of the window.

To display information about a text field, double-click the field; the Field Information window will appear, where you can view and change information about the field.


Layout window

This part of the window is the area you use to add, change and move fields on the form.


Ruler

The ruler allows you to determine the position of the fields on the form.


Pointer tool

Use the pointer to select and move fields that appear in the layout part of this window.


Text tool

Use the text tool to create a text field on the form. Text fields are composed simply of static text that you type into the field in this window.

To create a new text field, select the text tool, then click anywhere on the layout part of the window. A new field will appear in the window, labeled “Text Field.”

To enter or change the text you want to display in the text field, double-click the field. The Field Information window will appear, where you can enter the text you want to appear in the text field.

To delete a text field, select it and choose Delete from the Edit menu.


Picture tool

Use the picture tool to place a graphic on the form. A typical use of the picture tool is for placing company logos on forms.

To create a new picture field, first copy the picture you want onto the Clipboard, then select the picture tool and click anywhere on the layout part of the window. A new field will appear in the window, containing an icon of a picture frame.

To place or change a picture in the picture field, double-click the field. The Field Information window will appear, where you can paste the picture into the field.

To delete a picture field, select it and choose Delete from the Edit menu.


Line tool

Use the line tool to draw horizontal and vertical lines on your forms.

To create a new line, select the line tool, then drag a line across the layout part of the window until the line is the length you want. (To drag a line, click and hold the mouse button while the cursor is positioned in the layout window, then move the mouse so the line grows to the desired length. When the line is complete, release the mouse button.)

To change the thickness of a line, double-click the line. The Field Information window will appear, where you can change the thickness of the line.


Rectangle tool

Use the rectangle tool to create four-sided shapes on your forms.

To create a new rectangle, select the rectangle tool, then drag the rectangle across the layout part of the window until the rectangle is the size you want. (To drag a rectangle, click and hold the mouse button while the cursor is positioned in the layout window, then move the mouse so the rectangle grows to the desired size. When the rectangle is complete, release the mouse button.)

To change the thickness of the lines that make up a rectangle, double-click the rectangle. The Field Information window will appear, where you can change the thickness of the lines.


Preview button

Click this button to open the Print Preview window, where you can view how the form will look on paper before you actually print it.


Save button

Click the Save button to save the changes you've made to a customised form.

If you click this button after you've made changes to a form template, the Save As window will appear. In the Save As window, enter a name and description for the customised form and click OK to save the form.


Save As button

Click the Save As button to save the changes you've made to a form template. When you click this button, the Save As window will appear, allowing you to enter a name and a description for the customised form. After you make your entries, click OK to save the form.


OK button

Click the OK button to save the changes you've made to a customised form.

If you click this button after you've made changes to a form template, the Save As window will appear. In the Save As window, enter a name and description for the customised form and click OK to save the form.


Cancel button

Click this button to leave the Customise window without saving any changes.


Customise Activity Statements window

The Customise Activity Statements window allows you to customise the look of the activity statements you send to your customers. Using this window, you can rearrange the layout of items that appear on the form, and add, change and remove elements on the form.

To find this window...

In the Sales Command Centre, click Print Statements to open the Forms Selection window for statements. From the Statement Type list at the top of the window, choose Activity. Click the Customise button at the bottom of the window.

Fields in this window:

All of MYOB Premier's Customise windows look exactly the same, except for the elements inside the layout area of the window. Click here to see an illustration of a typical Customise window.


Customise Cheques window

The Customise Cheques window allows you to customise the look of the cheques and paycheques you write. Using this window, you can rearrange the layout of items that appear on the form, and add, change and remove elements on the form.

To find this window...

Since both cheques and paycheques can be customised using this window, there are two ways to open this window:

If you want to customise cheques: In the Chequebook Command Centre, click Print Cheques to open the Forms Selection window for cheques, then click the Customise button at the bottom of the window.

If you want to customise paycheques: In the Payroll Command Centre, click Print Paycheques to open the Forms Selection window for cheques, then click the Customise button at the bottom of the window.

Fields in this window:

All of MYOB Premier's Customise windows look exactly the same, except for the elements inside the layout area of the window. Click here to see an illustration of a typical Customise window.


Customise Invoice Statements window

The Customise Invoice Statements window allows you to customise the look of the invoice statements you send to your customers. Using this window, you can rearrange the layout of items that appear on the form, and add, change and remove elements on the form.

To find this window...

In the Sales Command Centre, click Print Statements to open the Forms Selection window for statements. From the Statement Type list at the top of the window, choose Invoice. Click the Customise button at the bottom of the window.

Fields in this window:

All of MYOB Premier's Customise windows look exactly the same, except for the elements inside the layout area of the window. Click here to see an illustration of a typical Customise window.


Customise Item Invoices window

The Customise Item Invoices window allows you to customise the look of the item invoices you send to your customers. Using this window, you can rearrange the layout of items that appear on the form, and add, change and remove elements on the form.

To find this window...

In the Sales Command Centre, click Print Invoices to open the Forms Selection window for invoices, packing slips and shipping or mailing labels. From the Invoice Type list at the top of the window, choose Item. Click the Customise button at the bottom of the window.

Fields in this window:

All of MYOB Premier's Customise windows look exactly the same, except for the elements inside the layout area of the window. Click here to see an illustration of a typical Customise window.


Customise Item Purchases window

The Customise Item Purchases window allows you to customise the look of the item purchase orders you send to your vendors. Using this window, you can rearrange the layout of items that appear on the form, and add, change and remove elements on the form.

To find this window...

In the Purchases Command Centre, click Print Purchases to open the Forms Selection window for purchase orders. From the Order Type list at the top of the window, choose Item. Click the Customise button at the bottom of the window.

Fields in this window:

All of MYOB Premier's Customise windows look exactly the same, except for the elements inside the layout area of the window. Click here to see an illustration of a typical Customise window.


Customise Labels window

The Customise Labels window allows you to customise the look of the mailing labels you create with MYOB Premier. Using this window, you can rearrange the layout of items that appear on the form, and add, change and remove elements on the form.

To find this window...

In the Card File Command Centre, click Mailing Labels to open the Forms Selection window for labels. Click the Customise button at the bottom of the window.

Fields in this window:

All of MYOB Premier's Customise windows look exactly the same, except for the elements inside the layout area of the window. Click here to see an illustration of a typical Customise window.


Customise Packing Slips (Item) window

The Customise Packing Slips (Item) window allows you to customise the look of the item packing slips you send to your customers. Using this window, you can rearrange the layout of items that appear on the form, and add, change and remove elements on the form.

To find this window...

In the Sales Command Centre, click Print Invoices to open the Forms Selection window for invoices, packing slips and shipping or mailing labels. From the Invoice Type list at the top of the window, choose Packing Slip (Item). Click the Customise button at the bottom of the window.

Fields in this window:

All of MYOB Premier's Customise windows look exactly the same, except for the elements inside the layout area of the window. Click here to see an illustration of a typical Customise window.


Customise Packing Slips (Professional) window

The Customise Packing Slips (Professional) window allows you to customise the look of the professional packing slips you send to your customers. Using this window, you can rearrange the layout of items that appear on the form, and add, change and remove elements on the form.

To find this window...

In the Sales Command Centre, click Print Invoices to open the Forms Selection window for invoices, packing slips and shipping or mailing labels. From the Invoice Type list at the top of the window, choose Packing Slip (Professional). Click the Customise button at the bottom of the window.

Fields in this window:

All of MYOB Premier's Customise windows look exactly the same, except for the elements inside the layout area of the window. Click here to see an illustration of a typical Customise window.


Customise Packing Slips (Service) window

The Customise Packing Slips (Service) window allows you to customise the look of the service packing slips you send to your customers. Using this window, you can rearrange the layout of items that appear on the form, and add, change and remove elements on the form.

To find this window...

In the Sales Command Centre, click Print Invoices to open the Forms Selection window for invoices, packing slips and shipping or mailing labels. From the Invoice Type list at the top of the window, choose Packing Slip (Service). Click the Customise button at the bottom of the window.

Fields in this window:

All of MYOB Premier's Customise windows look exactly the same, except for the elements inside the layout area of the window. Click here to see an illustration of a typical Customise window.


Customise Professional Invoices window

The Customise Professional Invoices window allows you to customise the look of the professional invoices you send to your customers. Using this window, you can rearrange the layout of items that appear on the form, and add, change and remove elements on the form.

To find this window...

In the Sales Command Centre, click Print Invoices to open the Forms Selection window for invoices, packing slips and shipping or mailing labels. From the Invoice Type list at the top of the window, choose Professional. Click the Customise button at the bottom of the window.

Fields in this window:

All of MYOB Premier's Customise windows look exactly the same, except for the elements inside the layout area of the window. Click here to see an illustration of a typical Customise window.


Customise Professional Purchases window

The Customise Professional Purchases window allows you to customise the look of the professional purchase orders you send to your vendors. Using this window, you can rearrange the layout of items that appear on the form, and add, change and remove elements on the form.

To find this window...

In the Purchases Command Centre, click Print Purchases to open the Forms Selection window for purchase orders. From the Order Type list at the top of the window, choose Professional. Click the Customise button at the bottom of the window.

Fields in this window:

All of MYOB Premier's Customise windows look exactly the same, except for the elements inside the layout area of the window. Click here to see an illustration of a typical Customise window.


Customise Service Invoices window

The Customise Service Invoices window allows you to customise the look of the service invoices you send to your customers. Using this window, you can rearrange the layout of items that appear on the form, and add, change and remove elements on the form.

To find this window...

In the Sales Command Centre, click Print Invoices to open the Forms Selection window for invoices, packing slips and shipping or mailing labels. From the Invoice Type list at the top of the window, choose Service. Click the Customise button at the bottom of the window.

Fields in this window:

All of MYOB Premier's Customise windows look exactly the same, except for the elements inside the layout area of the window. Click here to see an illustration of a typical Customise window.


Customise Service Purchases window

The Customise Service Purchases window allows you to customise the look of the service purchase orders you send to your vendors. Using this window, you can rearrange the layout of items that appear on the form, and add, change and remove elements on the form.

To find this window...

In the Purchases Command Centre, click Print Purchases to open the Forms Selection window for purchase orders. From the Order Type list at the top of the window, choose Service. Click the Customise button at the bottom of the window.

Fields in this window:

All of MYOB Premier's Customise windows look exactly the same, except for the elements inside the layout area of the window. Click here to see an illustration of a typical Customise window.


Customise Labels (Item) window

The Customise Labels (Item) window allows you to customise the look of the item shipping or mailing labels you send to your customers. Using this window, you can rearrange the layout of items that appear on the form, and add, change and remove elements on the form.

To find this window...

In the Sales Command Centre, click Print Invoices to open the Forms Selection window for invoices, packing slips and shipping or mailing labels. From the Invoice Type list at the top of the window, choose Labels (Item). Click the Customise button at the bottom of the window.

Fields in this window:

All of MYOB Premier's Customise windows look exactly the same, except for the elements inside the layout area of the window. Click here to see an illustration of a typical Customise window.


Customise Labels (Professional) window

The Customise Labels (Professional) window allows you to customise the look of the professional shipping or mailing labels you send to your customers. Using this window, you can rearrange the layout of items that appear on the form, and add, change and remove elements on the form.

To find this window...

In the Sales Command Centre, click Print Invoices to open the Forms Selection window for invoices, packing slips and labels. From the Invoice Type list at the top of the window, choose Labels (Professional). Click the Customise button at the bottom of the window.

Fields in this window:

All of MYOB Premier's Customise windows look exactly the same, except for the elements inside the layout area of the window. Click here to see an illustration of a typical Customise window.


Customise Labels (Service) window

The Customise Labels (Service) window allows you to customise the look of the service shipping or mailing labels you send to your customers. Using this window, you can rearrange the layout of items that appear on the form, and add, change and remove elements on the form.

To find this window...

In the Sales Command Centre, click Print Invoices to open the Forms Selection window for invoices, packing slips and labels. From the Invoice Type list at the top of the window, choose Labels (Service). Click the Customise button at the bottom of the window.

Fields in this window:

All of MYOB Premier's Customise windows look exactly the same, except for the elements inside the layout area of the window. Click here to see an illustration of a typical Customise window.


Customise Labels (Time Billing) window

The Customise Labels (Time Billing) window allows you to customise the look of the labels you create for customers for whom you've recorded time billing invoices. Using this window, you can rearrange the layout of items that appear on the form, and add, change and remove elements on the form.

To find this window...

In the Sales Command Centre, click Print Invoices to open the Forms Selection window for invoices, packing slips and shipping or mailing labels. From the Invoice Type list at the top of the window, choose Labels (Time Billing). Click the Customise button at the bottom of the window.

Fields in this window:

All of M.Y.O.B. Premier's Customise windows look exactly the same, except for the elements inside the layout area of the window. Click here to see an illustration of a typical Customise window.


Customise Time Billing Invoices window

The Customise Time Billing Invoices window allows you to customise the look of the time billing invoices you send to your customers. Using this window, you can rearrange the layout of items that appear on the form, and add, change and remove elements on the form.

To find this window...

In the Sales Command Centre, click Print Invoices to open the Forms Selection window for invoices, packing slips and shipping or mailing labels. From the Invoice Type list at the top of the window, choose Time Billing. Click the Customise button at the bottom of the window.

Fields in this window:

All of M.Y.O.B. Premier's Customise windows look exactly the same, except for the elements inside the layout area of the window. Click here to see an illustration of a typical Customise window.


Default Font Selection window

The Default Font Selection window allows you to access the Change Default Font windows, where you can modify the look of various aspects of the MYOB Premier system.

To find this window...

Choose Default Fonts from the File menu.

Fields in this window:

Report font explanation

Form font explanation

Window font explanation

Reports button

Forms button

Windows button

OK button


Report font explanation

This section explains which font is currently selected for the body area of your MYOB Premier reports. If you wish to change this font, click the Reports button at the bottom of the window.


Form font explanation

This section explains which font is currently selected for use on your MYOB Premier forms. If you wish to change this font, click the Forms button at the bottom of the window.


Window font explanation

This section explains which font is currently selected for use in your MYOB Premier windows. If you wish to change this font, click the Windows button at the bottom of the window.


Reports button

Click this button to open the Report Format window, where you can change the font that's used on your MYOB Premier reports.


Forms button

Click this button to open the Change Default Forms Font window, where you can change the font that's used on your MYOB Premier forms.


Windows button

Click this button to open the Change Default Windows Font window, where you can change the font that's used in your MYOB Premier windows.


Easy Setup Assistant main window

The Easy Setup Assistant allows you to begin following the necessary setup procedures to get your business up and running with MYOB Premier. From this window, you can open a number of step-by-step procedures to customise your MYOB experience and set up your company's accounts, sales and purchases.

To find this window...

Choose Easy Setup Assistant from the Setup menu.

Buttons in this window:

Customise button

Accounts button

Sales button

Purchases button

Payroll button

Help button

Close button


Customise button

Click this button to begin the Customise section of the Easy Setup Assistant. In the Customise section, you can personalise your MYOB system by setting preferences that can simplify the way you work in MYOB Premier. These preferences can also be viewed and selected in the Preferences window.


Accounts button

Click this button to begin the Accounts section of the Easy Setup Assistant. In the Accounts section, you can create new accounts, and set up, change and remove existing accounts in the MYOB Premier system.


Sales button

Click this button to begin the Sales section of the Easy Setup Assistant. In the Sales section, you can create new customer cards and set up your MYOB Premier sales records to reflect the current status of your accounting records.


Purchases button

Click this button to begin the Purchases section of the Easy Setup Assistant. In the Purchases section, you can create new vendor cards and set up your MYOB Premier purchases records to reflect the current status of your accounting records.


Payroll button

Click this button to begin the Payroll section of the Easy Setup Assistant. In the Payroll section, you can create new employee cards and set up your MYOB Premier payroll records to reflect the current status of your accounting records.


Help button

Click this button to get help for the current step in the Easy Setup Assistant.


Easy Setup Assistant - Accounts steps

The Accounts steps of the Easy Setup Assistant help you set up your company's accounts in MYOB Premier in a number of ways, including:

Adding, changing and removing accounts in your chart of accounts

Assigning specific accounts to track the taxes you pay and collect

Entering the current balance of each of your accounts

To learn about the individual steps in this section, click the Help button in the lower left corner of the Assistant window.


Easy Setup Assistant - Customise steps

The Customisation steps in the Easy Setup Assistant help you personalise a variety of areas in the MYOB Premier system, including:

How you enter information into MYOB Premier

How you navigate around the MYOB Premier system

How you protect your accounting records

How you enter and maintain your sales and purchases

To learn about the individual steps in this section, click the Help button in the lower left corner of the Assistant window.


Easy Setup Assistant - Purchases steps

The Purchases steps of the Easy Setup Assistant help you set up various aspects of your company's purchases information, including:

Your typical purchase order form

Your vendors' basic information, as well as their credit terms

The accounts you use to track your company's purchases

To learn about the individual steps in this section, click the Help button in the lower left corner of the Assistant window.


Easy Setup Assistant - Sales steps

The Sales steps of the Easy Setup Assistant help you set up various aspects of your company's sales information, including:

Your typical invoice form

Your customers' basic information, as well as their sales history and credit terms

The accounts you use to track your company's sales

To learn about the individual steps in this section, click the Help button in the lower left corner of the Assistant window.


Easy Setup Assistant - Payroll steps

The Payroll steps of the Easy Setup Assistant help you set up various aspects of your company's payroll, including:

Your current payroll tax information

Your current payroll year's information

The payroll categories and accounts you use

Your employees' basic information, tax status and pay history

To learn about the individual steps in this section, click the Help button in the lower left corner of the Assistant window.


Export Data window

The Export Data window allows you to select specific information to export from your MYOB Premier data file. This window also works with the information you entered in the Export File window to create export files.

To find this window...

Choose Export Data from the File menu and choose the type of data you want to export. Make your selections in the Export File window and click Continue.

Fields in this window:

Export Fields column

MYOB Fields column

Export Order column

Cancel button

Unmatch All button

Match All button

Export button


Export Fields column

This column displays all the fields that are designated for exporting. To include a field from the MYOB Fields column in this column, click the field name in the MYOB Fields column. To remove a field from this column, click the field's name in the MYOB Fields column.

Fields will be exported in the order (top to bottom) they appear in this column.


MYOB Fields column

This column displays the fields in MYOB Premier that match the type of information you've chosen to export. For example, if you chose to export accounts, all fields that pertain to accounts (such as Account Number, Account Name and Balance) appear in this column.

If an asterisk appears next to a field's name, that field must be included in the export file for MYOB Premier to export information correctly.

To include a field for exporting, click on its name; the name will appear in the Export Fields column in the left-hand side of the window. To remove a field from the Export Fields column, click the field's name in this column again.

Fields will be exported in the order (top to bottom) they appear in the Export Fields column. The order in which the fields will be exported also appears in the Export Order column.


Export Order column

This column displays the order in which fields will be exported. For example, if Field 1 appears next to the Account Number field, the Account Number field will be the first field that's exported.

To designate a field from the MYOB Fields column for exporting, click the field name in the MYOB Fields column. This column will show when the field will be exported. To remove a field from this column, click the field's name in the MYOB Fields column.


Unmatch All button

Click this button to clear all fields from the Export Fields column. No fields will be selected for exporting if you click this button.


Match All button

Click this button to enter all fields from the MYOB Fields column into the Export Fields column. All fields will be selected for exporting if you click this button.


Export button

Click this button to begin the exporting process. A dialog box appears, in which you can assign a name and location to the export file you're creating. After you've finished making entries in the dialog box, click the Save button; the exporting process begins.


Export File window

The Export File window allows you to select criteria for exporting information from your MYOB Premier data file.

To find this window...

Choose Export Data from the File menu and choose the type of data you want to export, or choose one of the selections in the File menu's AccountantLink submenu.

Fields in this window:

Export File Format

First Record is

Balances from

Panel of months

Identifiers

Postcode

Source Journal

Dated From/To

Cancel button

Continue button


Export File Format

Choose to create your export file using a tab-delimited or comma-separated file format.

If you're creating an export file for one of MYOB's AccountantLink selections - CaseWare, for example - the correct export file format is selected for you automatically.


First Record is

Choose whether you want the first record in the export file to be a header record or a data record.

If you choose Header Record, MYOB Premier will create the first record in your export file automatically, using labels for each of the fields in that record. For example, if you're exporting customer records, the first record in the export file will contain labels such as "Customer Name," "Address" and "Telephone Number." A header record such as this example doesn't contain actual data, but will help you quickly understand the contents of the export file.

If you choose Data Record, no labels will be assigned to the data you export.


Balances from

Select the year from which you want to export account balances, either the current financial year or the previous financial year.

This selection appears only if you're exporting accounts.


Panel of months

After you've selected a year in the Balances from field, choose the month from that year whose ending balances you want to export.

This selection appears only if you're exporting accounts.


Identifiers

Enter the identifiers by which you wish to select customers, vendors, employees or personal contacts for exporting. The records that will be exported will be only those who are assigned all the identifiers you enter here.

This field appears only if you're exporting customer, vendor, employee or personal contact records, or miscellaneous sales or miscellaneous purchases.


Postcode

Enter the Postcode by which you wish to select customers, vendors, employees or personal contacts for exporting. The records that will be exported will be only those who are assigned the Postcode you enter here. (If you wish, you can enter a partial Postcode to select more records for exporting.)

This field appears only if you're exporting customer, vendor, employee or personal contact records.


Source Journal

Choose the journal from which you want to export journal entries.

This field appears only if you're exporting journal entries.


Dated From/To

Enter a range of dates from which you want to export journal entries, miscellaneous sales or miscellaneous purchases.

This field appears only if you're exporting journal entries, miscellaneous sales or miscellaneous purchases.


Continue button

Click this button to open the Export Data window, where you can choose the specific data fields you want to export.


Export TAL window

The Export TAL window allows you to choose whether to export Timeslips Accounting Link (TAL) account information immediately, or to export this information at a later time.

To find this window...

Choose Export Data from the File menu and choose TAL Chart of Accounts.

Fields in this window:

Export Later button

Export Now button


Export Later button

Click this button to postpone exporting TAL chart of accounts information until a later time.

If you click this button, this window will appear each time you exit and restart MYOB Premier until you click the Export Now button.


Export Now button

Click this button to export TAL chart of accounts information immediately.

If you click this button, MYOB Premier will take a few moments to create a file containing the TAL information.


Field Information window - Data Field

The Field Information window for data fields allows you to determine various characteristics of individual data fields you select in the Customise window for forms such as cheques, invoices and customer statements.

To find this window...

Click the appropriate Print button in the Sales, Purchases, Chequebook or Payroll Command Centre. In the Forms Selection window, click Customise. Double-click an existing data field.

Fields in this window:

Field Name

Field Location - from top

Field Location - from left

Field Size - height

Field Size - width

Justify

Font

Style

Size

Effects

Sample

Field is Active

Cancel button

OK button


Field Name

This field displays the name of the data field you selected in the Customise window. This name is assigned in MYOB Premier and can’t be changed.


Field Location - from top

This field allows you to enter coordinates to position the data field you selected in the Customise window at a specific location on the form. In this field, enter the number of centimetres, using up to three decimal places, that you want the data field to print from the top of the page.


Field Location - from left

This field allows you to enter coordinates to position the data field you selected in the Customise window at a specific location on the form. In this field, enter the number of centimetres, using up to three decimal places, that you want the data field to print from the left-hand side of the page.


Field Size - height

This field allows you to enter the vertical size of the data field you selected in the Customise window. Enter the height in centimetres, using up to three decimal places.


Field Size - width

This field allows you to enter the horizontal size of the data field you selected in the Customise window. Enter the width in centimetres, using up to three decimal places.


Justify

Select the method you want information to be displayed in the data field you selected in the Customise window. You can choose to display information flush left, flush right, centred, or based on the placement of decimal points.


Font

Choose the font you wish to apply to the data field you selected in the Customise window, or accept the default font, which was automatically selected by MYOB Premier from the current supply of printer fonts on your computer. The default font will usually produce the highest-quality text when printed on your printer.

If the font you choose wasn’t provided with your computer system (in other words, if the font isn’t a “system font”), the characters that appear on-screen will look as similar to the font as possible, but may not exactly match the font as it’s printed on paper.


Size

Choose the font size you wish to apply to the data field you selected in the Customise window.


Style

Choose the style you wish to apply to the data field you selected in the Customise window. You can choose from the following styles: Regular, Bold, Italic and Bold Italic.


Effects

Choose the effects, Underline or Strikeout, you want to apply to the data field you selected in the Customise window.


Sample

This box shows a preview of the font, font size, style and effects you’ve chosen in this window.


Field is Active

Mark this selection if you want the data field you selected in the Customise window to be printed on the form. If you leave the selection unmarked, the data field will be inactive and won’t be printed on the form.


Field Information window - Line

The Field Information window for lines allows you to determine various characteristics of individual lines you select in the Customise window for forms such as cheques, invoices and customer statements.

To find this window...

Click the appropriate Print button in the Sales, Purchases, Chequebook or Payroll Command Centre. In the Forms Selection window, click Customise. Double-click an existing line.

Fields in this window:

Field Location - from top

Field Location - from left

Field Location - line length

Orientation

Line Size

Cancel button

OK button


Field Location - from top

This field allows you to enter coordinates to position the line you selected in the Customise window at a specific location on the form. In this field, enter the number of centimetres, using up to three decimal places, that you want the line to print from the top of the page.


Field Location - from left

This field allows you to enter coordinates to position the line you selected in the Customise window at a specific location on the form. In this field, enter the number of centimetres, using up to three decimal places, that you want the line to print from the left-hand side of the page.


Field Location - line length

Enter the length of the line you selected in the Customise window.


Orientation

Choose either Horizontal or Vertical to assign an orientation to the line you selected in the Customise window.

If the line you drew in the Customise window is horizontal and you select Vertical here, the line will change to a diagonal line.


Line Size

Choose a number next to a line to determine the width of the line you selected in the Customise window.


Field Information window - Picture

The Field Information window for pictures allows you to determine various characteristics of individual picture fields you select in the Customise window for forms such as cheques, invoices and customer statements.

To find this window...

Click the appropriate Print button in the Sales, Purchases, Chequebook or Payroll Command Centre. In the Forms Selection window, click Customise. Double-click an existing picture.

Fields in this window:

Field Location - from top

Field Location - from left

Field Size - height

Field Size - width

Preview Picture

Picture Size

Cancel button

Paste Picture button

Load Picture button

OK button


Field Location - from top

This field allows you to enter coordinates to position the picture field you selected in the Customise window at a specific location on the form. In this field, enter the number of centimetres, using up to three decimal places, that you want the picture field to print from the top of the page.


Field Location - from left

This field allows you to enter coordinates to position the picture field you selected in the Customise window at a specific location on the form. In this field, enter the number of centimetres, using up to three decimal places, that you want the picture field to print from the left-hand side of the page.


Field Size - height

This field allows you to enter the vertical size of the picture field you selected in the Customise window. Enter the height in centimetres, using up to three decimal places.


Field Size - width

This field allows you to enter the horizontal size of the picture field you selected in the Customise window. Enter the width in centimetres, using up to three decimal places.


Preview Picture

This box shows a sample of the picture you’ve chosen to include on the form. If the picture frame icon appears in this box, you haven’t selected a picture yet.


Picture Size

This field displays the size, in kilobytes, of the picture you’ve chosen to include on the form.


Paste Picture button

Click this button to paste the picture you copied to the clipboard into the picture field you selected in the Customise window. A sample of the picture will appear in the Preview Picture box.

This button is available only if you previously copied a picture to the clipboard.


Load Picture button

Click this button to display the Open dialog box, which you can use to select a picture to include in your form layout. A sample of the picture will appear in the Preview Picture box. If you're using MYOB Premier for Windows, you must select a picture that's been saved in the bitmap (.BMP) format. If you're using MYOB Premier for Macintosh, you must select a picture that's been saved in PICT or JPEG format.


Field Information window - Rectangle

The Field Information window for rectangles allows you to determine various characteristics of individual rectangle fields you select in the Customise window for forms such as cheques, invoices and customer statements.

To find this window...

Click the appropriate Print button in the Sales, Purchases, Chequebook or Payroll Command Centre. In the Forms Selection window, click Customise. Double-click an existing rectangle.

Fields in this window:

Field Location - from top

Field Location - from left

Field Size - height

Field Size - width

Line Size

Cancel button

OK button


Field Location - from top

This field allows you to enter coordinates to position the rectangle field you selected in the Customise window at a specific location on the form. In this field, enter the number of centimetres, using up to three decimal places, that you want the rectangle field to print from the top of the page.


Field Location - from left

This field allows you to enter coordinates to position the rectangle field you selected in the Customise window at a specific location on the form. In this field, enter the number of centimetres, using up to three decimal places, that you want the rectangle field to print from the left-hand side of the page.


Field Size - height

This field allows you to enter the vertical size of the rectangle field you selected in the Customise window. Enter the height in centimetres, using up to three decimal places.


Field Size - width

This field allows you to enter the horizontal size of the rectangle field you selected in the Customise window. Enter the width in centimetres, using up to three decimal places.


Line Size

Select a number next to a line to select the line width of the lines in the rectangle.


Field Information window - Text Field

The Field Information window for text fields allows you to determine various characteristics of individual text fields you select in the Customise window for forms such as cheques, invoices and customer statements.

To find this window...

Click the appropriate Print button in the Sales, Purchases, Chequebook or Payroll Command Centre. In the Forms Selection window, click Customise. Double-click an existing text field.

Fields in this window:

Text

Field Location - from top

Field Location - from left

Field Size - height

Field Size - width

Justify

Font

Size

Style

Effects

Sample

Cancel button

OK button


Text

Enter the text for the field you selected in the Customise window.


Field Location - from top

This field allows you to enter coordinates to position the text field you selected in the Customise window at a specific location on the form. In this field, enter the number of centimetres, using up to three decimal places, that you want the text field to print from the top of the page.


Field Location - from left

This field allows you to enter coordinates to position the text field you selected in the Customise window at a specific location on the form. In this field, enter the number of centimetres, using up to three decimal places, that you want the text field to print from the left-hand side of the page.


Field Size - height

This field allows you to enter the vertical size of the field you selected in the Customise window. Enter the height in centimetres, using up to three decimal places.


Field Size - width

This field allows you to enter the horizontal size of the text field you selected in the Customise window. Enter the width in centimetres, using up to three decimal places.


Justify

Select the method you want information to be displayed in the text field you selected in the Customise window. You can choose to display information flush left, flush right, centred, or based on the placement of decimal points.


Font

Choose the font you wish to apply to the text field you selected in the Customise window, or accept the default font, which was automatically selected by MYOB Premier from the current supply of printer fonts on your computer. The default font will usually produce the highest-quality text when printed on your printer.

If the font you choose wasn’t provided with your computer system (in other words, if the font isn’t a “system font”), the characters that appear on-screen will look as similar to the font as possible, but may not exactly match the font as it’s printed on paper.


Size

Choose the font size you wish to apply to the text field you selected in the Customise window.


Style

Choose the style you wish to apply to the field you selected in the Customise window. You can choose from the following styles: Regular, Bold, Italic and Bold Italic.


Effects

Choose the effects, Underline or Strikeout, you want to apply to the text field you selected in the Customise window.


Sample

This box shows a preview of the font, font size, style and effects you’ve chosen in this window.


Forms Info window

The Forms Info window allows you to adjust various settings for your printed forms.

To find this window...

Be sure the Customise window for a form is displayed, and choose Forms Info from the Form menu.

Fields in this window:

# of (Invoices, P.O.’s, Statements, Cheques or Mailing Labels) per Page

Paper

Margins: from top

Margins: from left

Form Size: height

Form Size: width

Cancel button

OK button


# of (Invoices, P.O.'s, Statements, Cheques or Mailing Labels) per Page
# of (Invoices, P.O.’s, Statements, Cheques or Mailing Labels) per Page

Specify the number of documents (invoices, statements, cheques or purchase orders, depending upon the type of form you're printing) that you wish to print on a single page.


Paper

Select the size of the paper or forms loaded in your printer.


Margins: from top

This field allows you to enter coordinates to position the form at a specific location on the paper. In this field, enter the number of centimetres, using up to three decimal places, that you want the form to print from the top of the page.


Margins: from left

This field allows you to enter coordinates to position the form at a specific location on the paper. In this field, enter the number of centimetres, using up to three decimal places, that you want the form to print from the left-hand side of the page.


Form Size: height

This field allows you to enter the vertical size of the form. Enter the height in centimetres, using up to three decimal places.


Form Size: width

This field allows you to enter the horizontal size of the form. Enter the width in centimetres, using up to three decimal places.


General Ledger Linked Accounts window

The General Ledger Linked Accounts window allows you to review and change the linked accounts assigned to General Ledger.

These accounts are automatically linked when you create a new data file using the MYOB Premier New Data File Assistant. You may wish to review the linked accounts, to be sure they’re the ones you want to use.

To find this window...

Choose Linked Accounts/General Ledger Accounts from the Setup menu.

Fields in this window:

Equity Account for Current Earnings

Equity Account for Retained Earnings

Equity Account for Historical Balancing

OK button


Equity Account for Current Earnings

The Equity Account for Current Earnings field of the General Ledger Linked Accounts window displays the number of the account that tracks the increase in your business’s equity during the current financial year. The amount assigned to this account is determined by subtracting the balances of all cost of sales and expense accounts from the balance of all income accounts (current earnings = income - cost of sales - expenses). In MYOB Premier documentation, this account is referred to as your Current Earnings account.


Equity Account for Retained Earnings

The Equity Account for Retained Earnings field of the General Ledger Linked Accounts window displays the number of the account that tracks the increase in your business’s equity during its lifetime, not including the current financial year. When a new financial year is begun, the current earnings account’s balance is added to the balance of this account. In MYOB Premier documentation, this account is referred to as your Retained Earnings account.


Equity Account for Historical Balancing

The Equity Account for Historical Balancing field of the General Ledger Linked Accounts window allows you to enter an account that tracks the difference in the opening balances you entered for your asset accounts and the opening balances you entered for your liability and equity accounts. If, for example, the opening balance of all your asset accounts is $100,000, and the total balance of all your liability and equity accounts is only $95,000, the remaining $5,000 will be assigned to this account. To ensure your business records are accurate, this account’s balance should be zero.

In MYOB Premier documentation, this account is referred to as your Historical Balancing account.


Historical Purchase window

The Historical Purchase window allows you to enter individual purchasing transactions that occurred before your conversion month. The balances of the transactions you enter here should equal the outstanding purchasing balance your company has with each vendor you do business with.

To find this window...

Choose Balances/Payable Balances from the Setup menu. Click Add Purchase in the Payable Balances window.

Fields in this window:

Vendor Name

Purchase #

Date

Memo

Amount Due

Record button

Cancel button


Vendor Name

In this field, enter the name of the vendor for whom you want to enter the historical purchase. Your outstanding balance with this vendor appears in the Balance field.


Purchase #

You can enter a journal entry number for the transaction in this field or accept the default.

When you highlight this field, the default entry changes to Auto# to remind you that unless you change the default entry, the next number in sequence will be assigned to the transaction.


Date

Enter a date for the transaction.


Memo

Enter a memo for the transaction. This will help identify the transaction in the Transaction journal.


Amount Due

Enter the amount due for the transaction. Remember to enter the amount you still owe, not the amount of the original purchase.


Historical Sale window

The Historical Sale window allows you to enter individual sales transactions that occurred before your conversion month. The balances of the transactions you enter here should equal the outstanding sales balance each customer has with your business.

To find this window...

Choose Balances/Receivable Balances from the Setup menu. Click Add Sale in the Payable Balances window.

Fields in this window:

Customer Name

Sales #

Date

Memo

Amount Due

Record button

Cancel button


Customer Name

In this field, enter the name of the customer for whom you want to enter the historical sale. The outstanding balance of this customer appears in the Balance field.


Sales #

You can enter a journal entry number for the transaction in this field or accept the default.

When you highlight this field, the default entry changes to Auto# to remind you that unless you change the default entry, the next number in sequence will be assigned to the transaction.


Date

Enter a date for the transaction.


Memo

Enter a memo for the transaction. This will help identify the transaction in the Transaction journal.


Amount Due

Enter the amount due for the transaction. Remember to enter the amount the customer still owes, not the amount of the original sale.


Import Data window

The Import Data window allows you to select specific information to import into your MYOB Premier data file. This window also works with the information you entered in the Import File window to import information from import files.

To find this window...

Choose Import Data and the type of data you’re importing from the File menu. Make your selections in the Import File window and click Continue. Open the data file you’re importing in the dialog box for your computer.

Fields in this window:

Import Fields column

MYOB Premier Fields column

Matching Import Field

Cancel button

Match All button

Import button


Import Fields column

This column displays all the fields that are designated for importing into MYOB Premier. To include a field from this column into your data file, click the field’s name in this column, then click the field name in the MYOB Premier Fields column that matches the field you selected in this column. The name of the field you selected in this column will appear in the Matching Import Fields column, and the field is ready to be imported.


MYOB Premier Fields column

This column displays the fields in MYOB Premier that may match the type of information you've chosen to import. For example, if you chose to import accounts, all fields that pertain to accounts (such as Account Number, Account Name and Balance) appear in this column.

You must match the information you're importing with the appropriate MYOB Premier fields. For example, if you're importing account information, you must designate which field in your import file contains account numbers, which field contains account names, which field contains account balances, and so on. To do this, click on the name of the field that contains the information you want to import in the Import Fields column (for example, Account #), then click the corresponding field name in the MYOB Premier Fields list (for example,  Account Number). The fields in the import file and in MYOB Premier are then matched.

If an asterisk appears next to a field's name, you must import information that matches the type of information that's entered in that field. For example, if an asterisk appears next to the Account Number field name, you must import account number information for MYOB Premier to import information correctly.


Matching Import Field

This column displays the import file's fields you've matched with corresponding MYOB Premier fields.

To include a field from the Import Fields column into your data file, click the field's name, then click the field name in the MYOB Premier Fields column that matches the field you selected in this column. The name of the field will appear in the this column, and the field is ready to be imported.


Match All button

Click this button to enter all fields from the Import Fields column into the Matching Import Field column. All fields in the import file will be selected for importing if you click this button.


Import button

Click this button to begin the importing process. When the process is complete, a window will appear, reporting on the success of the process.

If errors occur during the importing process, you can view information about the errors in a report that's automatically printed. This report, titled MYOBPLOG.TXT, is located on your computer in the same place as your MYOB Premier data file. Use a text editor such as TeachText to open the file.


Import File window

The Import File window allows you to select criteria for importing information into your MYOB Premier data file.

To find this window...

Choose Import Data and the type of data you want to import from the File menu.

Fields in this window:

Import File Format

First Record is

Duplicate Records

Cancel button

Continue button


Import File Format

Choose whether the file you're importing data from uses a tab-delimited or comma-separated file format.


First Record is

Choose whether the first record in the import file is a header record or a data record.

If you choose Header Record, MYOB Premier will assume that the first record in the import file doesn't contain any valid MYOB Premier data, and won't attempt to import this information.

If you choose Data Record, MYOB Premier will assume that the first record in the import file contains valid data (regardless of whether it does or does not), and will attempt to import this information.


Duplicate Records

Select whether to reject duplicate records, update existing records with duplicate records' information, or add duplicate records to your MYOB Premier data file.

The options you have in this field depend upon the type of information you want to import. If you're importing accounts or item records, you can either reject any duplicate information that exists in the import file or update the existing MYOB Premier records’ information with the import file's information. If you're importing customer, vendor, employee or personal contact records, you also have the option of adding the duplicate records to your data file.


Continue button

Click this button to open the Export Data window, where you can choose the specific data fields you want to export.


Import TAL window

The Import TAL window allows you to choose whether to import Timeslips Accounting Link (TAL) information immediately, or to import this information at a later time.

To find this window...

Choose Import Data from the File menu and choose TAL General Journal Entries.

Fields in this window:

Import Later button

Import Now button


Import Later button

Click this button to postpone importing TAL information until a later time.

If you click this button, this window will appear each time you exit and restart MYOB Premier until you click the Import Now button.


Import Now button

Click this button to import TAL information immediately.

If you click this button, MYOB Premier will take a few moments to import from the import file that contains the TAL information.


Index to Reports window

The Index to Reports window allows you to print reports, save report files and display reports on your computer screen. You can also open windows from this window that determine the information you include on reports and modify the look of your reports.

To find this window...

Choose Index to Reports from Reports menu.

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


All tab

Click this tab to display a list of all reports in the MYOB Premier system.


General Ledger tab

Click this tab to display a list of all General Ledger reports in the MYOB Premier system.


Chequebook tab

Click this tab to display a list of all Chequebook reports in the MYOB Premier system.


Sales tab

Click this tab to display a list of all Sales & Receivables reports in the MYOB Premier system.


Time Billing tab

Click this tab to display a list of all Time Billing reports in the MYOB Premier system.


Purchases tab

Click this tab to display a list of all Purchases & Payables reports in the MYOB Premier system.


Payroll tab

Click this tab to display a list of all Payroll reports in the MYOB Premier system.


Inventory tab

Click this tab to display a list of all Inventory reports in the MYOB Premier system.


Card tab

Click this tab to display a list of all Card File reports in the MYOB Premier system.


Custom tab

Click this tab to display a list of all custom reports in the MYOB Premier system.


Name column

This column displays the names of all reports in the MYOB Premier system. Report names are organised alphabetically in the list for each tab.

When you double-click a report name, the Report Filters window for that report appears. (You can also open the Report Filters window by highlighting a report name and clicking the Filters button.) In the Report Filters window, you can establish criteria to determine the information that appears on the report.


Command Centre column

This column displays the names of the command centres typically associated with the reports displayed in the Name column.


Print button

Click this button to print the report that’s highlighted in the scrolling list in the middle of the Index to Reports window. The print dialog box for your printer will appear.

Be sure you’ve made the selections you want for the report in the Report Filters window before you attempt to print a report. To open the Report Filters window, highlight the report you want to print and click the Filters button.


Disk button

Click this button if you wish to create a report file for the report that’s highlighted in the scrolling list in the Index to Reports window. A dialog box will appear, allowing you to choose the file format in which you want to save the report. Make your choice, then click Save. Another dialog box will appear, allowing you to name the report file you’re creating. Enter a name, then click Save.

Be sure you’ve made the selections you want for the report in the Report Filters window before you attempt to save a report. To open the Report Filters window, highlight the report you want to save and click the Filters button.


Filters button

Click this button to open the Report Filters window for the report that’s highlighted in the scrolling list of the Index to Reports window. (You can also open the Report Filters window by double-clicking a report name in the scrolling list.) In the Report Filters window, you can establish criteria to determine the information that appears on the report.


Design button

Click this button to open the Report Design window for the report that’s highlighted in the scrolling list of the Index To Reports window. Using the Report Design window, you can choose the fields you’ll print on the report you’ve selected.


Format button

Click this button to open the Report Format window for the report that’s highlighted in the scrolling list of the Index To Reports window. Using the Report Format window, you can modify the look of the report you’ve selected by using different font styles, sizes, colours, alignments and effects, and by changing the report’s page margins.


Display button

Click this button to display the report that’s highlighted in the scrolling list of the Index to Reports window on your computer screen. (This process is often known as printing to screen or sending a report to the screen.) The Screen Reports window will appear, showing the report information. If you wish, you can print the report on your printer using the Screen Reports window.

Be sure you’ve made the selections you want for the report in the Report Filters window before you attempt to display a report. To open the Report Filters window, highlight the report you want to display and click the Filters button.


Excel button

Click this button to display the report in a Microsoft Excel spreadsheet.

(If you want to view the information on the report in MYOB before opening Excel, highlight the report’s name in the Index to Reports window, then click the Display button; the report will appear in MYOB's Screen Reports window. When you’re ready to view the report in Excel, click the Excel button in the Screen Reports window.)

The Excel button is part of MYOB’s OfficeLink feature. In order to use OfficeLink, you must also be using a version of Microsoft Excel that is compatible with OfficeLink. In addition, you must have selected to use Excel when you installed OfficeLink. If the Excel button is dimmed, OfficeLink hasn’t been installed properly for Excel. If this is the case, you may wish to reinstall MYOB to take advantage of OfficeLink’s capabilities.


Inquiry Register window

The Inquiry Register window allows you to view summary information about each of your company’s accounts, sales transactions, purchasing transactions, cards, payroll categories and jobs. This window also allows you to zoom to the windows in which the individual topics were entered.

To find this window...

Click the arrow next to the Inquiry Registers button in any command centre to display a list of inquiry registers available in MYOB Premier, then choose the inquiry register you want to view.

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


Account tab

The Account View of the Inquiry Register window allows you to view summary information about each of the transactions that makes up the current balance of individual accounts. This window also allows you to zoom to the transaction entry windows in which individual transactions were entered.


Card tab

The Card View of the Inquiry Register window allows you to view summary information about each person and company in your Card File. This window also allows you to zoom to the Card File Entry window, where the card information was entered.


Invoice tab

The Invoice View of the Inquiry Register window allows you to view summary information about activity for individual sales transactions. You can look up customer invoices using either the customer’s purchase order number or the invoice number assigned to the sale in MYOB Premier. The Inquiry Register window also allows you to zoom to the transaction entry windows in which individual transactions were entered.

You can also open this window by clicking the zoom arrow in the Status column of the Apply to Sale View of the Settle Returns & Credits window, or in the Customer Payments window.


Purchase tab

The Purchase View of the Inquiry Register window allows you to view summary information about activity for individual purchasing transactions. You can look up purchases using either the vendor’s invoice number or the purchase number assigned to the transaction in MYOB Premier. The Inquiry Register window also allows you to zoom to the transaction entry windows in which individual transactions were entered.

You can also open this window by clicking the zoom arrow in the Status column of the Apply to Purchase View of the Settle Returns & Debits window, or in the Vendor Payments window.


Job tab

The Job View of the Inquiry Register window allows you to view summary information about transaction activity for individual jobs. This window also allows you to zoom to the transaction entry windows in which individual job-related transactions were entered.


Payroll Category tab

The Payroll Category View of the Inquiry Register window allows you to view summary information about transaction activity for individual wages, entitlements, deductions, employer expenses and taxes. This window also allows you to zoom to the transaction entry windows in which individual payroll transactions were entered.


Dated From/To

These fields display the date range in the current month. If you wish, you can enter different dates to view transactions from a different period of time.


Search By

Choose to display information for either for a single account (if you’re viewing the Account tab) or all accounts. The selections that appear in this list vary depending upon the tab you’ve selected.

If you choose to view a single account, card, invoice, purchase, job or payroll category, a lookup list will appear next to this field and you can select the item you want to view.


Advanced button

Click this button to open the Advanced Inquiry Filters, where you can make a number of selections that will enable you to narrow the transactions in the Inquiry Register window to only those that you wish to see.


ID# column

This column displays the identifying numbers of the transactions in the list. These numbers were entered in the ID fields of the windows in which you entered the transactions, such as Cheque #, PO # and Inventory Journal #.

If you wish to view the window in which a specific transaction was entered, click the zoom arrow next to the transaction’s ID #.


Src column

This column displays the abbreviations of the source journals for the transactions in the list. The abbreviations that can appear in this column include:

CR 	Cash Receipts Journal

CD 	Cash Disbursements Journal

GJ 	General Journal

IJ 	Inventory Journal

PJ 	Purchases Journal

SJ 	Sales Journal

This column appears only if you selected All from the Source Journal list.


Date column

This column displays the date each transaction in the list was recorded.


Memo column

This column displays the descriptions of each transaction in the list. This description is typically entered in a Memo field in transaction entry windows.


Debit/Credit columns

These columns display the amounts by which this account is debited and credited by the transactions in the list.


Job column

This column displays the jobs to which the transactions in the list are assigned.


Account activity amounts

This box contains a summary of the transaction activity that affect this account for the time period you specified at the top of the window.

The Beginning Balance field that appears here is from either the first day of your conversion month, the first day of your financial year (if you’ve used the Start a New Fiscal Year windows) or the day the transactions from this account were last purged.


Linked Accounts windows

MYOB Premier’s Linked Accounts windows allow you to review and change the linked accounts assigned to your MYOB Premier transactions. These accounts are automatically linked when you create a new data file using the MYOB Premier Setup Interview. You may wish to review the linked accounts, to be sure they’re the ones you want to use.

To find this window...

From the Setup menu, choose Linked Accounts, then choose the type of linked accounts you want to review.

Click a topic below for information about a specific Linked Accounts window.

General Ledger Linked Accounts window

Accounts Receivable Linked Accounts window

Accounts Payable Linked Accounts window

Payroll Linked Accounts window


New/Edit Batch window

The New/Edit Batch window allows you to create groups of reports that you can print using the Report Batches window.

To find this window...

Choose Report Batches form the Reports menu. In the Report Batches window, click the New button or select an existing batch and click Edit.

Fields in this window:

Batch Name

Check the Reports Belonging to this Batch

OK button

Cancel button


Batch Name

If you clicked the New button in the Run Report Batches window to open this window, enter the name of a new report batch. If you clicked the Edit button in the Run Report Batches window to open this window, the name of the report batch you selected appears in this field; you can change this name, if you wish.


Check the Reports Belonging to this Batch

This list contains all reports in the MYOB Premier system. If you want to include a report in the batch displayed in the Batch Name field, click the report's name; an X appears to the left of the report's name. If you want remove a report from the batch, click the report's name to remove the X next to the report's name.


Password Access window

The Password Access window allows you to prevent MYOB Premier users from accessing various parts of the program that may contain sensitive information you don’t want others to view or change.

To find this window...

Choose Preferences from the Setup menu. In the Preferences window, click the Security tab, then click the Password button. In the dialog box that appears, enter a password.

Fields in this window:

Sub-Password column

Not Allowed column

Available Functions column

Cancel button

Delete button

New button

Edit button

OK button


Sub-Password column

This column contains all the passwords in the MYOB Premier system, including the master password and all sub-passwords. (The master password won't actually be displayed; instead, **MASTER** appears in its place. You must remember the master password from the first time you entered it.)


Not Allowed column

This column allows you to prevent users from accessing the functions that appear in the Available Functions column.

To prevent access for a function, select a password in the Sub-Password column, then click this column next to a function name. An X will appear in this column, indicating that anyone who uses the selected password won't be able to access that function.


Available Functions column

This column lists all functions you can prevent other users from accessing.

To prevent access for a function, select a password in the Sub-Password column, then click the Not Allowed column next to a function name. An X will appear in the Not Allowed column, indicating that anyone who uses the selected password won't be able to access the function.


New button

Click this button to open the Set Up Passwords window, where you can create a new sub-password.


Delete button

Click this button after selecting a password in the Sub-Password column to remove the password.

If you want to remove the master password, all sub-passwords must be removed first.


Edit button

Click this button after selecting a password in the Sub-Password column to edit the password.


Payable Balances window

The Payable Balances window allows you to view the historical purchases whose amounts make up the balance of your linked payables account. You can also open the Historical Purchase window from this window, where you can enter individual historical purchases.

Before you use this window, you should enter an opening balance for your linked payables account in the Account Opening Balances window.

To find this window...

Choose Balances/Payable Balances from the Setup menu.

Fields in this window:

Vendor Detail

Vendor Summary

Balances scrolling list

Total Purchases

Linked Payables Account Balance

Out of Balance Amount

Total

Add Purchase button

Close button


Add Purchase button

Click this button to open the Historical Purchase window, where you can enter individual historical purchasing transactions.


Balances scrolling list

This list contains various information about your purchasing transaction activity with a specific vendor or all vendors in the MYOB Premier system, depending upon whether you selected Vendor Detail or Vendor Summary at the top of the window.


Linked Payables Account Balance

This field displays the balance of your linked payables account. The total balance of the historical purchases you enter in the Historical Purchase window should match the amount that appears here.


Out of Balance Amount

This field displays the difference between the amount you entered for your linked payables account in the Account Opening Balances window (displayed in the Linked Payables Account Balance field) and the amount you’ve entered for all historical purchases (displayed in the Total Purchases field).


Total

This field displays the total balance of all purchases for a specific vendor. This field appears only when Vendor Detail is selected at the top of the window.


Total Purchases

This field displays the total balance of all historical purchases you’ve entered.

To ensure your accounting records are as accurate as possible, the amount that appears in this field should be zero.


Vendor Detail

Choose this selection and enter a vendor name in the field next to this field if you want to view detailed historical purchase information about a specific vendor. You can also select or create a vendor record by clicking the search icon next to this field.

If you choose this selection, the list in the middle of the window will contain information about the specific purchases that consist of your activity with the vendor.


Vendor Summary

Choose this selection if you want to view summary historical purchase information about all vendors you’ve entered in the MYOB Premier system.

If you choose this selection, the list in the middle of the window will contain information about your business activity with all vendors.


Preferences window

The Preferences window allows you to establish various settings that affect the entire MYOB Premier system.

To find this window...

Choose Preferences from the Setup menu.

Fields in this window:

The Preferences window has six views, each of which accessed by clicking a tab at the top of the window. Click the name of a view below for more information about the fields in the view.

System

Windows

Reports & Forms

Chequebook

Sales

Purchases

Security


Preferences window (System View)

Click the illustration below for a description of each field and button in the System View of the Preferences window.

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


Automatically Refresh Lists When Information Changes

Mark this selection if you want on-screen lists and reports to be automatically updated each time information is added, changed or removed from the lists and reports. For example, if this selection is marked and you're viewing the View Card File window, the contents of that window will be changed immediately if another user adds, changes or removes a particular card.

If you don't mark this selection, windows and on-screen reports won't be automatically updated when information changes. You'll need to choose Refresh All from the Window menu to manually update the information you're viewing.


I Have a Modem for Autodialing

Mark this selection if a modem is connected to your computer and you wish to use MYOB Premier to dial telephone numbers.

If you mark this selection, select the external port to which your modem is connected from the list. On Windows computers, MYOB Premier supports COM1 through COM4.


I Use Timeslips Accounting Link

Mark this selection if you wish to use Timeslips Accounting Link with MYOB Premier.

If you mark this selection, an alert message will appear, asking whether you want to export your chart of accounts immediately or at a later time. Click Export Now; your chart of accounts are included in an export file.


I Deal in Multiple Currencies

Mark this selection if you wish to use MYOB Premier’s Multicurrency features. If you mark this selection, you’ll be able to record sales, purchases and other transactions in foreign currencies, and MYOB Premier will allow you to track changes in the exchange rate, along with the effects of those changes on your financial records.

Note: Once you mark this option and begin recording transactions in other currencies, you cannot unmark this option. For that reason, you may want to leave this option unmarked if you conduct all your business in Australian dollars.


For Time Billing, Enter Time In Special __ Minute Billing Units

Mark this selection if you want to enter time billing units on activity slips for hourly activities in units other than whole hours.  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 would enter 1.5 units on an activity slip to create a record for 18 minutes of time.

Throughout the MYOB Premier system in time billing windows, when you’re viewing by hours/units, your entries will be displayed in the units you specify here. However, time billing invoices will display your billable units as whole hours.

For example, assume you bill for time in 6 minute units, and you create an activity slip for 10 units. Then, you create an invoice in the Prepare Time Billing Invoice window to bill that activity slip in full, or to bill for 10 units.

The invoice you create will display 1 in the Hrs/Units column of the line item for the activity. Your customer knows that you’re billing for an hour of your time, even though you think of it as 10 six-minute units.


 Round Timer-Calculated Time

Mark this selection to round time clocked using the timer in the Enter Activity Slips window to a particular increment. Then choose to round Up To the Next, Down to the Previous or To the Nearest increment and 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.


Preferences window (Windows View)

Click the illustration below for a description of each field and button in the Windows View of the Preferences window.

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


Warn Before Recording Post-Dated Transactions

Mark this selection if you want an alert message to appear each time you enter a transaction that’s assigned a date in the future.

If you mark this selection, an alert message will appear when you enter a date in a transaction entry window that hasn’t occurred yet. This message is informational only; you can continue to enter the post-dated transaction if you want.

If you don’t mark this selection, an alert message won’t appear when you enter a date in the future.


Display To Do List When Starting MYOB Premier

Mark this selection if you wish to view the To Do List immediately after you’ve opened your MYOB Premier data file.

If you mark this selection, the To Do List window will appear when you start MYOB Premier and open a data file, or when you choose Open from the File menu and select a data file.

If you don’t mark this selection, the Command Centre window will appear when you open a data file.


Save Window Sizes and Locations

Mark this selection if you wish MYOB Premier windows to open in the same on-screen location they were in when you last closed them.

Regardless of your selection here, alert messages and other dialog boxes will always appear in the centre of your computer screen.


Show Currency Symbols in Windows

Mark this selection if you wish to display currency symbols next to amounts in windows throughout the MYOB Premier system.


Select Items by Item Name, not Item Number

Mark this selection if you wish to select items by their descriptive names.

If you mark this selection, you can enter item names in the Sales window and Purchases window when you’re creating item invoices and item purchase orders. In addition, when you display a search list of items at any time, the items will be listed in alphabetical order.

If you don’t mark this selection, you can enter item numbers in the Sales window and Purchases window when you’re creating item invoices and purchase orders. Search lists of items will be listed in numerical order.


Use Easy-Fill When Selecting From a List

Mark this selection if you want MYOB Premier to recognise the entry you’re making in a field and fill in the rest of the field automatically. This feature, known as Easy-Fill, allows you to do your work a little faster. Easy-Fill works for account number and card (customer number, vendor number, item number, employee number) fields only.


Use Expandable Data Entry Fields in Windows

Mark this selection if you want to view long descriptions for line items in the Sales, Purchases and other transaction entry windows throughout MYOB Premier If this option is marked, selected fields in lists of line items will expand when you move the insertion point into them, and you'll be able to view all of your comments in this field as you write them.

If this selection is not marked, these fields won't expand, and you'll be able to see only the first 30 to 60 characters of your entries. (You can use the insertion point to scroll through the fields if you want to see the part of each entry that's not currently displayed.)


The Enter Key Works Just Like the Tab Key When Entering SOME Data

Mark this selection if you wish to use the ENTER key to perform the same functions as the TAB key. If you mark this selection, you can press the ENTER key to move from one data entry field to the next; the exception is when entering line items in the Sales and Purchases windows and other transaction entry windows. When you enter line items, pressing ENTER will move the insertion point to the next line item regardless of your selection here.


Window button

Click this button to open the Change Default Windows Font window, where you can establish the default font you want to display in MYOB Premier reports.


Preferences window (Reports & Forms View)

Click the illustration below for a description of each field and button in the Reports & Forms View of the Preferences window.

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


Use Daily Aging Periods

 Mark this options if you want to use aging periods that are based on a particular number of days for each period.  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.

The entries you make here will be used to group transactions when you print statements and reports, including the Aged Receivables and Aged Payables reports, and the Receivables Reconciliation and Payables Reconciliation reports. In addition, aging periods are used to categorise information in MYOB Premier's analysis windows.


Use Monthly Aging Periods

Mark this option if you want to use aging periods that begin on the first day of each month and end on the last day of each month. If you mark this option, also choose whether your aging periods will be labeled with the name of the month (July, August and so on), or by month numbers (1 month, 2 months, 3 months and 3+ months).

The entries you make here will be used to group transactions when you print statements and reports, including the Aged Receivables and Aged Payables reports, and the Receivables Reconciliation and Payables Reconciliation reports. In addition, aging periods are used to categorise information in MYOB Premier's analysis windows.

Click here to see several examples of how monthly aging is used in MYOB Premier.


Include Currency Symbols in Forms

Mark this selection if you wish to display currency symbols next to amounts in your printed forms, such as cheques, statements, invoices and purchase orders.


Include Currency Symbols in Reports

Mark this selection if you wish to display currency symbols next to amounts in your printed reports.


Always Display Filters Before Printing Reports

Mark this selection 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 a report.


Include all Payroll Categories with YTD Amount on Paycheque Stubs

Mark this selection if you want to include all payroll categories for which amounts have been recorded this year on your employees' paycheque stubs, regardless of whether any amount was recorded for them during the current pay period.

If you leave this option unmarked, your employees' paycheque stubs will include only those payroll categories for which amounts were recorded during the current pay period.


Reports button

Click this button to open the Report Format window, where you can change the default font you use in your printed reports.


Forms button

Click this button to open the Change Default Forms Font window, where you can change the default font you use in your printed forms, such as cheques, invoices, statements, purchase orders and mailing labels.


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 1998, 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

Now assume you chose to identify your aging periods by month numbers. The results above would be the same, 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. 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%


Preferences window (Chequebook View)

Click the illustration below for a description of each field and button in the Chequebook View of the Preferences window.

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


Make a Contact Log Entry for Every Cheque

Mark this selection if you want to record a contact in the Contact Log each time you record a cheque.

If you mark this selection, a contact will be entered in the Contact Log for each person or company who exists in the Card File and for whom you write a cheque.

This is a system-wide preference; the choice you make here will affect everyone who uses this data file.


Make a Contact Log Entry for Every Deposit

Mark this selection if you want to record a contact in the Contact Log each time you record a deposit.

If you mark this selection, a contact will be entered in the Contact Log for each person or company who exists in the Card File and for whom you record a deposit.

This is a system-wide preference; the choice you make here will affect everyone who uses this data file.


Default Cheque is Handwritten

Mark this selection if the cheques you write usually aren’t printed using MYOB Premier.

If you mark this selection, the Handwritten selection in the Write Cheques, Write Paycheques and Settle Returns & Credits windows will be automatically marked each time you write a cheque. (You can unmark the selection, if you want.)

If you don’t mark this selection, the Handwritten selection won’t be automatically marked.


Display Payee, Rather Than Memo, in Registers

Mark this selection if you want to display the name of the people who receive your cheques in the Inquiry Register window.

If you mark this selection, the name that appears in the Payee field of the Write Cheques, Write Paycheques and Settle Returns & Credits windows will appear in the Inquiry Register window next to the summary descriptions of the cheques written in those windows.

If you don’t mark this selection, the text that appears in the Memo field of those windows will appear in the Inquiry Register window instead.

This is a system-wide preference; the choice you make here will affect everyone who uses this data file.


Warn for Duplicate Cheque Numbers

Mark this selection if you want an alert message to appear each time you attempt to record a cheque whose number is already recorded from the cheque account you’re using.

If you mark this selection, an alert message will appear when you attempt to record a cheque assigned a number that’s already been used for this cheque account.

If you don’t mark this selection, you can use the same cheque number multiple times for a cheque account.

Marking this selection will require that MYOB Premier scan all the cheques you’ve written; as a result, it will take more time to record your cheques. Therefore, be sure you want to use this feature before you mark this selection.

This is a system-wide preference; the choice you make here will affect everyone who uses this data file.


Use Notes from Card for Memo on Deposit

If you wish to use the Bank Deposit Slip report, mark this selection and be sure that the Drawer, Bank and Branch details of each debtor are stored on their customer card in the Notes field.

Marking this preference automatically uses the contents of the card’s Notes field as the default memo in a deposit.


Preferences window (Sales View)

Click the illustration below for a description of each field and button in the Sales View of the Preferences window.

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


Print Invoices When They're Recorded
Print Invoices When They’re Recorded

Mark this selection if you wish to print an invoice immediately after you record it.

If you mark this selection, the print dialog box for your computer will appear immediately after you create an item, service or professional invoice and click the Record button in the Sales window.

If you don’t mark this selection, select Print Invoices from the Sales Command Centre to print invoices you’ve created in the Sales window.


Print Packing Slips When Invoices are Printed

Mark this selection if you wish to print packing slips that accompany the invoices you’re printing.

If you mark this selection, you’ll have the option to print packing slips when you select Print Invoices in the Sales Command Centre.


Print Shipping Labels When Invoices are Printed

Mark this selection if you wish to print shipping labels that accompany the invoices you’re printing.

If you mark this selection, you’ll have the option to print shipping labels when you select Print Invoices in the Sales Command Centre.


Warn if Customer has an Outstanding Credit Before Applying a Payment

Mark this selection if you want an alert message to appear if you have outstanding debit purchases for a customer and you attempt to apply a payment for that customer.

If you mark this selection, an alert message will appear when you enter a customer name in the Customer field of the Customer Payments window, and that customer has outstanding debit purchases with you. This message is informational only; you can continue to enter the payment, if you wish.


Apply Customer Payments Automatically to Oldest Invoice First

Mark this selection if you want to automatically apply customer payments to the oldest outstanding sales transaction they have with your business.

If you mark this selection, the amount you enter in the Amount field of the Customer Payments window will automatically be entered in the Amount Applied field of the oldest sales transaction the customer has with your business.

If you don’t mark this selection, you must manually distribute the amount you entered in the Amount field to the sales transaction(s) you want to apply the payment to.


Make a Contact Log Entry for Every Sale

Mark this selection if you want to record a contact in the Contact Log each time you record a sales transaction.

If you mark this selection, a contact will be entered in the Contact Log for each customer who exists in the Card File and for whom you record a sales transaction.

This is a system-wide preference; the choice you make here will affect everyone who uses this data file.


Warn for Duplicate Invoice Numbers

Mark this selection if you want an alert message to appear each time you attempt to record a sales transaction whose number is already recorded.

If you mark this selection, an alert message will appear when you attempt to record a sales transaction assigned a number that’s already been used.

If you don’t mark this selection, you can use the same sales transaction number multiple times.

Marking this selection will require that MYOB Premier scan all the sales transactions you’ve recorded; as a result, it will take more time to record your sales transactions. Therefore, be sure you want to use this feature before you mark this selection.

This is a system-wide preference; the choice you make here will affect everyone who uses this data file.


Terms button

Click this button to open the Credit Terms window, where you can create a set of default credit terms for all customers or vendors (depending upon whether you’re currently viewing Sales View or Purchases View of the Preferences window) in the MYOB Premier system.

When you create a set of default terms using the Credit Terms window here, the terms you select will be automatically applied to every new customer or vendor record you add to the Card File. (The terms of existing customers and vendors will remain the same.) If you wish, you can change the terms assigned to an individual customer or vendor by displaying that person’s or company’s name in the Card File Entry window and clicking the Terms button in that window.


Retain Original Invoice Number for Backorders

When you create an item invoice that contains a backordered quantity, two invoices will be created: a “normal” invoice for the quantity that isn’t backordered, and a pending invoice for the backordered quantity. Mark this selection to automatically assign the same invoice number to both the “normal” and the pending invoice so it’s easier to find them in the future. If you don’t mark this selection, the two invoices will each be assigned a unique number.

This is a system-wide preference; the choice you make here will affect everyone who uses this data file.


Show Customer Purchase Number in Customer Payments

This selection allows you to choose which document numbers you prefer to see in the Customer Payments and Settle Returns & Credits windows when you're applying the payments that customers make on their outstanding sales balances.

If you mark this selection, the customers' purchase order numbers will appear in the Customer Payments and Settle Returns & Credits windows. If you leave this selection unmarked, the invoice numbers you assigned to the customers' transactions will appear in the Customer Payments and Settle Returns & Credits windows.


Preferences window (Purchases View)

Click the illustration below for a description of each field and button in the Purchases View of the Preferences window.

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


Print Purchases When They're Placed in the Pending File
Print Purchases When They’re Placed in the Pending File

Mark this selection if you want to print a purchase order at the time it’s placed in the Pending File.

If you mark this selection, the print dialog box for your computer will appear when you create a purchase order and click Pending in the Purchases window.

If you don’t mark this selection, select Print Purchases from the Purchases Command Centre to print purchase orders in the Pending File.


Warn if Vendor Owes Me Money Before Making a Vendor Payment

Mark this selection if you want an alert message to appear if you have outstanding debit purchases with a vendor and you attempt to apply a payment to that vendor.

If you mark this selection, an alert message will appear when you enter a vendor name in the Vendor field of the Vendor Payments window, and you have debit purchases with that vendor. This message is informational only; you can continue to enter the payment, if you wish.


Apply Vendor Payments Automatically to Oldest Purchase First

Mark this selection if you want to automatically apply payments to vendors to the oldest outstanding purchasing transaction you have with those vendors.

If you mark this selection, the amount you enter in the Amount field of the Vendor Payments window will automatically be entered in the Amount Applied field of the oldest purchasing transaction you have with the vendor whose name you entered in the Vendor field.

If you don’t mark this selection, you must manually distribute the amount you entered in the Amount field to the purchasing transaction(s) you want to apply your vendor payment to.


Make a Contact Log Entry for Every Purchase

Mark this selection if you want to record a contact in the Contact Log each time you record a purchasing transaction.

If you mark this selection, a contact will be entered in the Contact Log for each vendor who exists in the Card File and for whom you record a purchasing transaction.

This is a system-wide preference; the choice you make here will affect everyone who uses this data file.


Warn for Duplicate Purchase Order Numbers

Mark this selection if you want an alert message to appear each time you attempt to record a purchasing transaction whose number is already recorded.

If you mark this selection, an alert message will appear when you attempt to record a purchasing transaction assigned a number that’s already been used.

If you don’t mark this selection, you can use the same purchasing transaction number multiple times.

Marking this selection will require that MYOB Premier scan all the purchasing transactions you’ve recorded; as a result, it will take more time to record your purchasing transactions. Therefore, be sure you want to use this feature before you mark this selection.

This is a system-wide preference; the choice you make here will affect everyone who uses this data file.


Show Vendor Invoice Number in Vendor Payments

The Vendor Payments window shows amounts owed for each purchase order.  If you wish to see your vendor’s invoice number rather than your purchase order number in this list, mark this box.


Retain Original Purchase Order Number for Backorders

When you create an item purchase order that contains a backordered quantity, two purchase orders will be created: a “normal” purchase order for the quantity that isn’t backordered, and a pending purchase order for the backordered quantity. Mark this selection to automatically assign the same purchase order number to both the “normal” and the pending purchase orders so it’s easier to find them in the future. If you don’t mark this selection, the two purchase orders will each be assigned a unique number.

This is a system-wide preference; the choice you make here will affect everyone who uses this data file.


Preferences window (Security View)

Click the illustration below for a description of each field and button in the Security View of the Preferences window.

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


Transactions CAN'T be Changed; They Must be Reversed

Choose whether your recorded accounting information, such as individual transactions, can be changed.

If you mark this selection, entries you’ve made and recorded in MYOB Premier can’t be edited; instead, they must be reversed. If you wish to keep an audit trail of the errors and corrections made to your financial records, you should mark this selection.

If you don’t mark this selection, all entries you make in MYOB Premier can be edited.

Regardless of your selection here, recorded inventory adjustment and transfer transactions can’t be changed. To correct a mistaken inventory transaction, you must create a reversing transaction to cancel the effects of the incorrect transaction, then enter the correct transaction.

This is a system-wide preference; the choice you make here will affect everyone who uses this data file.


Lock Periods

Select an accounting period in the current year, or Current Year, from the list to disallow transaction entries from occurring in or before the period you select. This prevents you from inadvertently adding, changing or removing transactions in periods in which changes could disturb the accuracy of your financial records.

Making a selection here is a safeguard against entries being made in the incorrect period; it doesn’t close the period, erase transactions or permanently prevent you from recording a transaction in or before the period you select. If you need to make entries in or before the period you select, you can change this selection to an earlier period. (Note, however, that if you record a transaction in an earlier period, your financial statements, such as your balance sheet and profit and loss statement, for that month and all succeeding months may be affected. You may want to reprint them after you make your transaction entries.)

This is a system-wide preference; the choice you make here will affect everyone who uses this data file.


Prompt for Data Backup When Closing

Mark this selection if you want the option of creating a backup of your data file.

If you mark this selection, an alert message will appear when you select Quit or Open from the File menu, asking whether you want to create a backup of your data. To automatically create a backup, click Yes.


Prompt for Session Report When Closing

Choose whether you’d like to print a session report whenever you exit MYOB Premier.

When you choose to print a session report, the command you chose (Quit, Exit, Open or New) is canceled. After the report is printed, choose your command again, then select No Report in the alert message.

This is a system-wide preference; the choice you make here will affect everyone who uses this data file.


Check Data File for Errors before the Backup Process

Mark this selection if you want to check your data file for computer-related errors before you begin the backup process.

This is a system-wide preference; the choice you make here will affect everyone who uses this data file.


Prompt for Data Verification When Opening

Mark this selection if you want to be reminded to verify your data file whenever you open it in MYOB Premier. Data Verification checks the data file for errors and alerts you to problems that could make your data file unusable.

If you mark this selection, alert messages will appear at regular intervals when you start MYOB Premier and open your data file, informing you of the number of days since you last verified your data file and reminding you of the importance of performing this task.


Password button

Click this button to open windows in which you can secure your MYOB Premier system with password protection.


Print Preview window

The Print Preview window allows you to view how the form you’re customising in the Customise window will look on paper before you actually print it.

To find this window...

Click Customise in the Forms Selection window. Click the Preview button in the Customise window.

Items in this window:

Print preview section

Full-page icon

1x icon

2x icon

3x icon

Print Setup button

OK button


Print preview

This part of the Print Preview window displays how the form will look when you print it on paper.


Full-page icon

Click this button to display the form in full-page view, where you can see the entire form as it will appear on a page. This view will show the least level of detail.


1x icon

Click this button to display the form magnified once from full-page view.


2x icon

Click this button to display the form magnified twice from full-page view.


3x icon

Click this button to display the form magnified three times from full-page view. This view will show the greatest level of detail.


Print Setup button

Click this button to open the Print Setup window, where you can set various characteristics of the printer connected to your computer.


OK button

Click this button to close this window and return to the Customise window.


Purge Activity Slips windows

The Purge Activity Slips windows allow you to specify and purge the activity slips you want to remove from your MYOB Premier data file. You cannot 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.

Before you purge information from your data file, be sure to print all reports that you wish to keep that show the closed information you plan to purge. You might consider printing the Activity Slip report for Completed Work, on which you can include whatever information you need the activity slips you’re about to purge. We also strongly recommend that you make a backup of your data file before you continue the purging process.

To learn more about purging information from your data file, see Purging information that's no longer needed.

To find these windows...

Choose Purge Activity Slips from the File menu in the Time Billing Command Centre.

First Purge Activity Slips window

Purge Activity Slips BEFORE

Identifiers

Cancel button

Continue button

Second Purge Activity Slips window

X column

Card Name column

Type column

Cancel button

Purge Activity Slips button


Purge Activity Slips BEFORE

From the list, select the first month from which you do NOT want to remove activity slips. Be especially careful when you select a month - do not include an accounting period that isn't completely closed. All activity slips dated prior to the month you selected will be marked for purging.


Identifiers

Enter the identifiers assigned to the employees and vendors whose activity slips you wish to purge. Only the activity slips of those cards whose identifiers match ALL the identifiers you enter here will be marked for purging.


Continue button

Click this button to open the second Purge Activity Slips window, where you can begin the purging process.


X column

This column allows you to mark the cards (displayed in the Card Name column) whose activity slips you want to purge from your MYOB Premier data file. To select a card, click this column next to the card's name; a mark will appear in this column. To remove a mark from this column, click it.


Card Name column

This column contains all employee and vendor cards in the MYOB Premier system. If you want to purge a card's activity slips, click the X column next to the card's name.


Type column

This column displays the type of card (employee or vendor) for each card in the Card Name column.


Purge Activity Slips button

Click this button to purge the activity slips for the cards you selected in this window, for the timeframe you specified in the first Purge Activity Slips window.


Purge Closed Purchases windows

The Purge Closed Purchases windows allow you to specify and purge the closed purchasing transactions you want to remove from your MYOB Premier data file.

Before you purge information from your data file, be sure to print all reports that you wish to keep that show the closed information you plan to purge. You might consider printing a copy of the Purchases Journal, which contains detailed information about all purchasing transactions.

To find these windows...

Choose Purge Closed Purchases from the File menu in the Purchases Command Centre.

First Purge Closed Purchases window

Purge Closed Purchases BEFORE

Purge Detail Only

Purge Entire Purchase

Cancel button

Continue button

Second Purge Closed Purchases window

√ column

Vendor column

Balance column

Cancel button

Purge Closed Purchases button


Purge Closed Purchases BEFORE

From the list, select the first month from which you do NOT want to remove closed purchases. Be especially careful when you select a month: do not include an accounting period that isn't completely closed. All closed purchases dated prior to the month you selected will be marked for purging.


Purge Detail Only

Choose this selection if you want to purge detailed information about closed purchases only.

If you choose to purge detail only, the purchasing transaction ID number, date, vendor, ship via, comment, shipping date, sales tax, freight, memo and vendor invoice number for each purchasing transaction will remain in your data file.


Purge Entire Purchase

Choose this selection if you want to purge all information about closed purchases.


Continue button

Click this button to open the second Purge Closed Purchases window, where you can begin the purging process.


( column
√ column

This column allows you to mark the vendors (displayed in the Vendors column) whose closed purchases you want to purge from your MYOB Premier data file. To select a vendor, click this column next to the vendor's name; a mark will appear in this column. To remove a mark from this column, click it.


Vendor column

This column contains all vendors in the MYOB Premier system. If you want to purge a vendor's closed purchases, click the √ column next to the vendor's name.


Balance column

This column contains your current balance with each vendor displayed in the Vendor column.


Purge Closed Purchases button

Click this button to purge the closed purchases for the vendors you selected in this window, for the timeframe you specified in the first Purge Closed Purchases window.


Purge Closed Sales windows

The Purge Closed Sales windows allow you to specify and purge the closed sales transactions you want to remove from your MYOB Premier data file.

Before you purge information from your data file, be sure to print all reports that you wish to keep that show the closed information you plan to purge. You might consider printing a copy of the Sales Journal, which contains detailed information about all sales transactions.

To find these windows...

Choose Purge Closed Sales from the File menu in the Sales Command Centre.

First Purge Closed Sales window

Purge Closed Sales BEFORE

Purge Detail Only

Purge Entire Sale

Cancel button

Continue button

Second Purge Closed Sales window

√ column

Customer column

Balance column

Cancel button

Purge Closed Sales button


Purge Closed Sales BEFORE

From the list, select the first month from which you do NOT want to remove closed sales. Be especially careful when you select a month - do not include an accounting period that isn't completely closed. All closed sales dated prior to the month you selected will be marked for purging.


Purge Detail Only

Choose this selection if you want to purge detailed information about closed sales only.

If you choose to purge detail only, the sales transaction ID number, date, customer, memo, ship-to address, comment, shipping date, ship via, sales tax, freight, and customer purchase order number for each sales transaction will remain in your data file.


Purge Entire Sale

Choose this selection if you want to purge all information about closed sales.


Continue button

Click this button to open the second Purge Closed Sales window, where you can begin the purging process.


( column
√ column

This column allows you to mark the customers (displayed in the Customers column) whose closed sales you want to purge from your MYOB Premier data file. To select a customer, click this column next to the customer’s name; a mark will appear in this column. To remove a mark from this column, click it.


Customer column

This column contains all customers in the MYOB Premier system. If you want to purge a customer's closed sales, click the X column next to the customer’s name.


Balance column

This column contains the current balance of each customer displayed in the Customer column.


Purge Closed Sales button

Click this button to purge the closed sales for the customers you selected in this window, for the timeframe you specified in the first Purge Closed Sales window.


Purge Contact Logs windows

The Purge Contact Logs windows allow you to specify and purge the contact logs you want to remove from your MYOB Premier data file.

Before you purge information from your data file, be sure to print all reports that you wish to keep that show the closed information you plan to purge. You might consider printing the Contact Log Report, which contains detailed information about all contacts.

To find these windows...

Choose Purge Contact Logs from the File menu in the Card File Command Centre.

First Purge Contact Logs window

Purge Contact Logs BEFORE

Card Type

Identifiers

Do Not Purge if Log Entry has a Recontact Date

Cancel button

Continue button

Second Purge Contact Logs window

√ column

Card Name column

Type column

Cancel button

Purge Contact Logs button


Purge Contact Logs BEFORE

From the list, select the first month from which you do NOT want to remove contact logs. Be especially careful when you select a month - do not include an accounting period that isn't completely closed. All contact logs dated prior to the month you selected will be marked for purging.


Card Type

From the list, choose to purge contact logs for customer, vendors, employees or personal contacts only, or to purge contact logs for all people and companies in the Card File.


Identifiers

Enter the identifiers assigned to the people and companies whose contact logs you wish to purge. Only those cards whose identifiers match ALL the identifiers you enter here will be marked for purging.


Do Not Purge if Log Entry has a Recontact Date

Mark this selection if you don't want to purge contact logs that have recontact dates assigned to them. (When you create a contact log in the Contact Log Entry window, you can enter a date on which you want to contact that person or company again.) If you mark this selection, only contact logs with no recontact dates assigned to them will be marked for purging.


Continue button

Click this button to open the second Purge Closed Sales window, where you can begin the purging process.


( column
√ column

This column allows you to mark the cards (displayed in the Card Name column) whose contact logs you want to purge from your MYOB Premier data file. To select a card, click this column next to the card's name; a mark will appear in this column. To remove a mark from this column, click it.


Card Name column

This column contains all cards in the MYOB Premier system. If you want to purge a card's contact logs, click the √ column next to the card's name.


Type column

This column displays the type of card (customer, vendor, employee or personal contact) for each card in the Card Name column.


Purge Contact Logs button

Click this button to purge the contact logs for the cards you selected in this window, for the timeframe you specified in the first Purge Contact Logs window.


Purge Journal Entries windows

The Purge Journal Entries windows allow you to specify and purge the journal entries you want to remove from your MYOB Premier data file.

Before you purge information from your data file, be sure to print all reports that you wish to keep that show the closed information you plan to purge. You might consider printing any account inquiry report, which contains detailed information about accounts.

To find these windows...

Choose Purge Journal Entries from the File menu in the General Ledger Command Centre.

First Purge Journal Entries window

Purge Journal Entries BEFORE

Cancel button

Continue button

Second Purge Journal Entries window

√ column

Account column

Last Reconciled column

Cancel button

Purge Journal Entries button


Purge Journal Entries BEFORE

From the list, select the first month from which you do NOT want to remove journal entries. Be especially careful when you select a month - do not include an accounting period that isn't completely closed. All journal entries dated prior to the month you selected will be marked for purging.


Continue button

Click this button to open the second Purge Journal Entries window, where you can begin the purging process.


( column
√ column

This column allows you to mark the accounts (displayed in the Account column) whose unreconciled journal entries you do NOT want to purge from your MYOB Premier data file. To select an account, click this column next to the account's name; a mark will appear in this column. To remove a mark from this column, click it.

 (Typically, you should mark the accounts you regularly reconcile in the Reconcile Accounts window.)


Account column

This column contains all accounts in the MYOB Premier system. If you do NOT want to purge an account's unreconciled journal entries, click the √ column next to the account's name.


Last Reconciled column

This column displays the date each account in the Account column was last reconciled in the Reconcile Accounts window.


Purge Journal Entries button

Click this button to purge the unreconciled journal entries for the accounts you did not select in this window, for the timeframe you specified in the first Purge Journal Entries window.


Report Design window

The Report Design window allows you to choose which types of information you want to include on reports. Using his window, you can simply choose the fields you want to print on specific reports.

To find this window...

Choose Index To Reports from the Reports menu. Select a report in the Index to Reports window and click the Design button.

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


Fields column

The names of the fields that are available for the selected report appear in this column. Click a field name and drag it in this window to change the location of the field on the printed report. Every field with a mark in the Display column will be printed on the report.


Display column

Click the field in this column for every field in the Fields column that you want to include on the printed report. Every field with a mark in the Display column will be printed. If don’t want to include a field that is marked to be printed, click its mark to remove it.


OK button

Click this button to save the changes you’ve made to this report’s design.


Report Format window

If displayed using the Index to Reports window, the Report Format window allows you to determine how you want the printed output of individual reports to look. If displayed using the Preferences window, the Report Format window allows you to change the appearance of all the reports for this company that haven't already been modified individually.

To find this window...

To change a single report: Choose Index to Reports from the Reports menu. Select a report and click the Format button.

To change all reports that haven't already been formatted: Choose Preferences from the Setup menu, then click the Reports & Forms tab. Then click the Report button. (You also can display the window by choose Default Fonts from the File menu, then clicking the Reports button.)

Items in this window:

The left side of this window contains the following sections - Company, Address, Report, Headers, Subtitles, Body, Subtotals and Totals - that correspond to the sections of each MYOB Premier report. If you're changing the appearance of a single report and a section doesn’t apply to that particular report, the section won’t be displayed in this window. If you want to change the aspects of a specific section, click the section.

The right side of this window contains various characteristics that can be changed in the report, such as the font, font size, style and margins. After you’ve selected a section in the left-hand side of this window, you can change the section’s characteristics using the right-hand side of the window.

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


Company section

This section contains your company’s name as it will appear on reports. The company name was originally entered in the Company Information window. Click this section if you wish to change its characteristics.

The Company section will be printed on your report only if you mark the Company Name selection in the Include field in this window.


Address section

This section contains your company’s address as it will appear on reports. The address was originally entered in the Company Information window. Click this section if you wish to change its characteristics.

The Address section will be printed on your report only if you mark the Company Name selection in the Include field of this window. If the selection is marked, the address will print on the first page of the report only.


Report section

This section contains the name of the report. The report name will appear at the top of each page of the report.

Click this section if you wish to change its characteristics.


Headers section

This section contains the header information for the report. Headers appear at the top of each page of the report, describing the columns in the report.

Click this section if you wish to change its characteristics.


Subtitles section

This section contains the subtitles that appear on your report. Subtitles indicate the beginning of new groups of information in the report, such as Accounts, Customers and Total.

Click this section if you wish to change its characteristics.


Body section

This section contains the detailed information of the report, such as transaction amounts, account numbers and customer names.

Click this section if you wish to change its characteristics.


Subtotals section

This section contains the subtotals that appear on your report. Subtotals indicate the results of calculations and will appear in various formats, such as dollars, units and percentages.

Click this section if you wish to change its characteristics.


Totals section

This section contains the totals that appear on your report. Totals indicate the results of calculations and will appear in various formats, such as dollars, units and percentages. This field appears only when you are setting default entries for all your reports, not when you are changing attributes for a single report.

Click this section if you wish to change its characteristics.


Font

Choose the font you wish to apply to the section you selected in the left side of this window, or accept the default font, which was automatically selected by MYOB Premier from the current supply of printer fonts on your computer. The default font will usually produce the highest-quality report when printed on your printer.

If the font you choose wasn’t provided with your computer system (in other words, if the font isn’t a “system font”), the characters that appear on screen reports will look as similar to the font as possible, but may not exactly match the font as it’s printed on paper.


Size

Choose the font size you wish to apply to the section you selected in the left side of this window.


Style

Choose the style (or a number of styles) you wish to apply to the section you selected in the left side of this window. Depending upon the type of computer you’re using, you can choose from the following styles: Regular, Bold, Italic, Bold Italic, Underline, Outline or Shadow.


Colour

Choose the colour you wish to apply to the characters in the section you selected in the left side of this window.


Align

Choose the alignment you wish to apply to the section you selected in the left side of this window.

This field appears only if you selected the Company, Address or Report fields in the left side of this window.


Negative

Choose the colour you wish to apply to negative amounts in your report(s).


Effects

Choose the effect, underline or strikeout, that you wish to apply to the section you selected in the left side of this window.


Include

Mark the Company Name and Report Date selections in this field if you want to include the name of your company and the current date on this report.


Left Margin

Enter the amount of space, in centimetres, you wish to include on the left side of the printed report.

The amount you enter here will be added to the default amount your printer already uses for a margin. For example, if your printer’s default margin is .25 centimetres and you enter 1.5 in this field, 1.75 centimetres of space will appear on the left side of the report.

This field appears only when you are changing attributes for a single report, not when you are setting default entries for all your reports.


Top Margin

Enter the amount of space, in centimetres, you wish to include on the top of the printed report.

The amount you enter here will be added to the default amount your printer already uses for a margin. For example, if your printer’s default margin is .25 centimetres and you enter 1.5 in this field, 1.75 centimetres of space will appear on the top of the report.

This field appears only when you are changing attributes for a single report, not when you are setting default entries for all your reports.


Default button

Click this button to restore the default characteristics to the selected report. Use this button if you don't want to use the customisations you’ve added.

A dialog box appears, explaining that all changes you’ve previously made to this report will be removed. Click OK to remove all your changes.


OK button

Click this button to accept the entries you’ve made in this window and return to the Index To Reports window, if you're making changes to a single report. If you're making changes that will affect all your unmodified reports, the window you previously were working in - either the Preferences window or the Default Fonts window - will reappear when you click OK.


Recap Transaction window

The Recap Transaction window allows you to quickly view a summary of a transaction before you record it. This summary includes the name of the journal the transaction will be recorded in - a helpful tool, if the journal isn’t apparent by the type of transaction you’re entering.

To find this window...

When an unrecorded transaction is displayed in a transaction window such as Sales, select Recap Transaction from the Edit menu.

Fields in this window:

Src column

Date column

ID # column

Account column

Debit/Credit columns

Job column

OK button


Src column

This column contains the source journal code that will be assigned to the transaction you've entered when you record the transaction. MYOB Premier's source journal codes are listed below.

CD = Cash Disbursements Journal

CR = Cash Receipts Journal

IJ = Inventory Journal

GJ = General Journal

PJ = Purchases Journal

SJ = Sales Journal


Date column

This column contains the date that will be assigned to the transaction you've entered when you record the transaction.


ID # column

This column contains the number that will identify this transaction in the journal listed in the Src column when you record the transaction.


Account column

This column contains the accounts that will be affected by this transaction when you record it.


Debit/Credit columns

These columns contain the amounts by which the accounts listed in the Account column will be debited and credited when you record this transaction.


Job column

This column contains the jobs that will be affected by this transaction when you record it.


OK button

Click this button to close this window. Don’t forget to record the transaction you just reviewed!


Receivable Balances window

The Receivable Balances window allows you to view the historical sales whose amounts make up the balance of your linked receivables account. This window is also used to open the Historical Sale window, where you can enter individual historical sales.

Before you use this window, you should enter an opening balance for your linked receivables account in the Account Opening Balances window.

To find this window...

Choose Balances/Receivable Balances from the Setup menu.

Fields in this window:

Customer Detail

Customer Summary

Balances scrolling list

Total

Total Sales

Linked Receivables Account Balance

Out of Balance Amount

Add Sale button

Close button


Add Sale button

Click this button to open the Historical Sale window, where you can enter individual historical sales transactions.


Balances scrolling list

This list contains various information about the sales activity of a specific customer or all customers, depending upon whether you selected Customer Detail or Customer Summary at the top of the window.


Customer Detail

Choose this selection and enter a customer name in the field next to this field if you want to view detailed historical sales information about a specific customer. You can also select or create a customer record by clicking the search icon next to this field.

If you choose this selection, the list in the middle of the window will contain information about the specific sales that consist of the customer’s activity with your business.


Customer Summary

Choose this selection if you want to view summary historical sales information about all customers you’ve entered in the MYOB Premier system.

If you choose this selection, the list in the middle of the window will contain information about all customers’ activity with your business.


Linked Receivables Account Balance

This field displays the balance of your linked receivables account. The total balance of the historical sales you enter in the Historical Sale window should match the amount that appears here.


Out of Balance Amount

This field displays the difference between the amount you entered for your linked receivables account in the Account Opening Balances window (displayed in the Linked Receivables Account Balance field) and the amount you’ve entered for all historical sales (displayed in the Total Sales field).

To ensure your accounting records are as accurate as possible, the amount that appears in this field should be zero.


Total

This field displays the total balance of all sales for a specific customers. This field appears only when Customer Detail is selected at the top of the window.


Total Sales

This field displays the total balance of all historical sales you’ve entered.


Report Batches window

The Report Batches window allows you to print a group of reports.

To find this window...

Choose Report Batches from the Reports menu.

Fields in this window:

Period

Choose a Report Batch for Printing list

Edit button

New button

Print button

Close button


Period

Select the accounting period for which you wish to print the reports in the batch you select in the list in the middle of the window.


Choose a Report Batch for Printing list

This list displays all report batches you've created in the Create Report Batches window.

To create a new batch to include in this list, click the New button. To view or edit the reports in a specific batch in this list, highlight the batch name in the list and click the Edit button. To print a report batch, highlight the batch name in the list and click the Print button.


Edit button

Click this button after you highlight a report in the list in the middle of the window to open the Create Report Batches window, where you can view and change the reports you've included in the batch you selected.


New button

Click this button to open the Create Report Batches window, where you can create a new report batch.


Print button

Click this button after you highlight a report in the list in the middle of the window to print the reports in the batch you selected.


Report Filters windows

Report Filters windows allow you to control the amount of information that appears on your reports. 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 find this window...

Choose Index to Reports from the Reports menu. In the Index to Reports window, select a report and click the Filters button.

A typical Report Filters window appears below. The fields in the window differ, depending upon the type of report you’re working with.

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


Report Filters window - top section

The top section of the Report Filters window typically allows you to choose the amount of topics that will be included on the report.


Report Filters window - middle section

The middle section of the Report Filters window typically allows you to choose ranges of criteria, such as dates, that will be included on the report.


Separate Pages

Mark this selection if you want to print the information for each record in this report on a separate page.


Prevent Data Changes During Report Generation

Mark this option if you need to print a report that's accurate and complete as of the time you print it. Only transactions entered before you begin printing will be included on the report; however, your coworkers won't be able to record any transactions that would affect this report. As a result, we recommend that you use care in choosing this option.

For more information about this option, see Printing and displaying reports when others are using the same data file in the Online Procedures Guide.


OK button

Click this button to print the report to the location you specified.


Review windows

MYOB Premier’s Review windows allow you to view specific information before you work with it. In most cases, a Review window will appear when you choose to print an MYOB Premier form, such as a cheque or invoice. A Review window also appears when you choose to create personalised letters.

Click a window name below for more information about the window.

Review Cards Before Exporting window

Review Cheques Before Printing window

Review Invoices Before Printing window

Review Labels Before Printing window (Cards)

Review Labels Before Printing window (Sales)

Review Orders Before Printing window

Review Packing Slips Before Printing window

Review Statements Before Printing window


Save As window (customised reports)

The Save As window allows you to assign a name and description to a custom report, and allows you to save the custom report. After you save a custom report, the report will be available in the Custom section of the Index to Reports window.

To find this window...

In the Index to Reports window, choose the report you want to save as a custom report, then click the Display button. The Screen Reports window appears. Click the Save As button.

Fields in this window:

Report Name

Description

Cancel button

OK button


Report Name

Enter a name for the custom report. You can use up to eight characters for the report name.


Description

Enter a description of the custom report.

This description will appear when you highlight the report’s name in the Custom section of the Index to Reports window after you save the report.


Cancel button

Click this button to close the Save As window. The custom report won’t be saved.


OK button

Click this button to save the custom report and close the Save As window.

After you click this button, the name of the custom report will appear in the Custom section of the Index to Reports window.


Save As window (customised forms)

The Save As window allows you to assign a name and description to a custom form layout, and allows you to save the custom layout. After you save a custom form layout, the layout will be available in the Forms Selection window for the form you customised.

To find this window...

In any Forms Selection window, click the Customise button. Make any modifications you wish to the form layout, then click the Save Form As button.

Fields in this window:

Form File Name

Description

Cancel button

OK button


Form File Name

Enter a name for the custom form layout. You can use up to eight characters for the layout name.


Description

Enter a description of the custom form layout.

This description will appear in the Selected Form list that appears at the bottom of the Forms Selection window for the form you've customised.


Cancel button

Click this button to close the Save As window. The custom form layout won’t be saved.


OK button

Click this button to save the custom form layout and close the Save As window.

After you click this button, the name of the custom form layout will appear in the Selected Form list that appears at the bottom of the Forms Selection window for the form you've customised.


Save Recurring Transaction window

The Save Recurring Transaction window allows you to duplicate a transaction you’ve created in any of the following windows:

General Journal Entry (General Ledger Command Centre)

Write Cheques (Chequebook Command Centre)

Make a Deposit (Chequebook Command Centre)

Sales (Sales Command Centre)

Purchases (Purchases Command Centre)

Write Paycheques (Payroll Command Centre)

Recurring transactions you set up here can be chosen at any time in the future from the Select a Recurring Transaction window, which is opened by clicking the Use Recurring button in any of the windows listed above. You can also set a frequency for each transaction, which will cause the To Do List to inform you each time a recurring transaction is due to occur.

To find this window...

Click the Save as Recurring button in any of the following windows: General Journal Entry, Write Cheques, Make a Deposit, Sales, Purchases or Write Paycheques.

The fields in this window differ slightly, depending upon which window you used to open this window.

Fields in this window:

Name

Frequency

Remind Every...

Cancel button

Record button


Name

Enter a name for this recurring transaction. We suggest you make the name as descriptive as possible, so you can quickly find the transaction in the list of transactions in the Select a Recurring Transaction window.


Frequency

Select a frequency from the list to determine how often you should be reminded to record this recurring transaction. When you specify a frequency, the recurring transaction will be recorded in your To Do List as a reminder. Your Cash Flow Worksheet will also be adjusted to reflect the future dates in which this transaction will occur.

Depending upon your selection, the Remind Every field - and related fields, possibly - will appear, containing various time frame choices that are appropriate for the selection you made here.

If you select Other from this list, this transaction won’t be included as a reminder in your To Do List.


Remind Every...

Select the time frame you wish to use, according to the frequency you selected in the Frequency list. Depending upon your selection, various time frame combinations can be entered in this field. Other fields, such as Beginning, may appear below this field to help you define the time frame better.


Screen Reports window

The Screen Reports window allows you to view a report you’ve “printed” onto your computer screen, customise the displayed report and save the displayed report as a custom report.

To find this window...

In the Index to Reports window, highlight the report you want to view, then click the Display button.

Fields in this window:

Print button

Disk button

Filters button

Design button

Format button

Excel button

Close button

Save As button


Print button

Click this button to print the report that’s displayed in the top part of the window. When you click this button, the print dialog box for your printer will appear.

Be sure you’ve made the selections you want for the report in the Report Filters, Report Design and Report Format windows before you attempt to print a report. To open these windows, click the Filters, Design and Format buttons at the bottom of the Screen Reports window.


Disk button

Click this button if you wish to create a report file for the report that’s displayed in the top part of the window. A dialog box will appear, allowing you to choose the file format in which you want to save the report. Make your choice, then click Save. Another dialog box will appear, allowing you to name the report file you’re creating. Enter a name, then click Save.

Be sure you’ve made the selections you want for the report in the Report Filters, Report Design and Report Format windows before you attempt to print a report. To open these windows, click the Filters, Design and Format buttons at the bottom of the Screen Reports window.


Filters button

Click this button to open the Report Filters window for the report that’s displayed in the top part of the window. In the Report Filters window, you can establish criteria to determine the information that appears on the report.


Design button

Click this button to open the Report Design window for the report that’s displayed in the top part of the window. Using the Report Design window, you can choose the fields that will be displayed on the report.


Format button

Click this button to open the Report Format window for the report that’s displayed in the top part of the window. Using the Report Format window, you can modify the look of the report you’ve selected by using different font styles, sizes, colours, alignments and effects, and by changing the report’s page margins.


Excel button

Click this button to display the report in a Microsoft Excel spreadsheet.

(If you want to view the information on the report in MYOB Premier before opening Excel, highlight the report's name in the Index to Reports window, then click the Display 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.)

The Excel button is part of MYOB Premier's OfficeLink feature. In order to use OfficeLink, you must also be using a version of Microsoft Excel that is compatible with OfficeLink. In addition, you must have selected to use Excel when you installed OfficeLink. If the Excel button is dimmed, OfficeLink hasn't been installed properly for Excel. If this is the case, you may wish to reinstall MYOB Premier to take advantage of OfficeLink's capabilities.


Save As button

Click this button to open the Save As window, where you can save the displayed report as a custom report.


Select a Recurring Transaction window

The Select a Recurring Transaction window allows you to choose, change or delete a transaction you previously saved as recurring. You can access this window by clicking the Use Recurring button from any of the following windows:

General Journal Entry (General Ledger Command Centre)

Write Cheques (Chequebook Command Centre)

Make a Deposit (Chequebook Command Centre)

Sales (Sales Command Centre)

Purchases (Purchases Command Centre)

Write Paycheques (Payroll Command Centre)

Recurring transactions that appear in this window apply only to the window you used to open this window.

To find this window...

Click the Use Recurring button in any of the following windows: General Journal Entry, Write Cheques, Make a Deposit, Sales, Purchases or Write Paycheques.

Fields in this window:

Search for a Recurring Transaction

Name

Frequency

Last Posted

Due

Cancel button

Delete button

Edit button

OK button


Search for a Recurring Transaction

Enter the full name of a recurring transaction and press TAB to move the highlight to the transaction in the list, or enter as much of the recurring transaction name as you can remember and press TAB to move the highlight to the transaction that most closely matches the characters you typed.


Name

This column displays the names of the recurring transactions that apply to the window you used to open this window. You can change a recurring transaction’s name by highlighting the transaction and clicking the Edit button.


Frequency

This column displays the frequency each recurring transaction in the list should occur. You can change a recurring transaction’s frequency by highlighting the transaction and clicking the Edit button.


Last Posted

This column displays the last time each recurring transaction in the list was recorded. The next time you record a recurring transaction, this date will change to reflect the date the transaction was recorded.


Due

This column displays the next time each recurring transaction in the list should be recorded. If an asterisk (*) appears next to a due date, the transaction is overdue. The next time you record a recurring transaction, this date will change to reflect the next time the transaction should be recorded.


Delete button

Click this button after highlighting a recurring transaction to remove the transaction. The transaction will be removed from the list; however, all transaction records that used this recurring transaction will still exist.


Edit button

Click this button after highlighting a recurring transaction to open the Save Recurring Transaction window, where you can change the name and frequency of the transaction you selected.


OK button

Click this button after highlighting a recurring transaction to select the transaction and display it in the appropriate transaction window.


Set Up Passwords window

The Set Up Passwords window allows you to access the Password Access window, enter new passwords and change existing passwords.

To find this window...

Choose Preferences from the Setup menu. In the Preferences window, click the Security tab, then click the Password button.

Fields in this window:

New Master Password

New Sub-Password

Edit Master Password

Edit Sub-Password

Record Changes button

Record New Password button


New Master Password

Enter the password you wish to use to control access to all major functions in MYOB Premier. The master password is used to access the entire MYOB Premier system, including starting the program and setting up subñpasswords. Only one master password can exist for the entire MYOB Premier system.

This field appears only if no master password already exists.


New Sub-Password

Enter a password you wish to use to control access to specific functions in MYOB Premier. Sub-passwords are used to access individual command centres and windows in the accounting system. Many sub-passwords can exist in the MYOB Premier system.

This field appears when you click New in the Password Access window.


Edit Master Password

This field displays the current master password. Change it, if you want, then click the Record Changes button.

This field appears when you highlight **MASTER** in the Sub-Passwords column of the Password Access window and click the Edit button.


Edit Sub-Password

This field displays the sub-password you selected in the Password Access window. Change it, if you want, then click the Record Changes button.

This field appears when you highlight the sub-password you want to change in the Sub-Passwords column of the Password Access window and click the Edit button.


Record Changes button

Click this button to record the changes you made to the password.


Record New Password button

Click this button to record the new password you entered.


Sign-on window

The Sign-on window allows you to enter your user ID and your password, if you have one, to open the data file you selected.

To find this window…

Start MYOB Premier, then click the button labeled Open an Existing MYOB Premier Data File.

Fields in this window…

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


User ID

In MYOB Premier, user IDs keep track of the actions of each person, or user, who performs tasks that affect your data file. Whenever a user adds or changes transactions in a data file, that person's user ID will be attached to the information that was added or changed. This allows you to quickly see who's been changing your company's data file.

Enter the user ID by which you want to be identified in this data file.


Password

MYOB Premier's password-security system prevents the unauthorised use of data files. Passwords can be set up to keep people from using specific parts of the MYOB Premier system, or even from the entire system.

If this data file has had passwords set up for it already, enter a valid password in this field to open the data file. (The person who set up your data file - your system administrator - will know the valid passwords for the data file.) If this data file isn't protected by a password-security system, you don't need to make an entry here.


Multi-user Access

Be sure this option is selected if you want other users to be able to use the data file while you're using it.


Single-user Access

Choose this option if you wish to activate single-user file locking for the data file. You might want to choose this option if you plan on performing an MYOB Premier task that requires that you're the only person using the data file while the task is being performed.


Selected Protocol

Choose the network protocol you wish to use while working with this MYOB Premier data file. (Everyone who is using this data file at the same time must select the same protocol.) The protocols that appear in this list are those that are compatible with MYOB Premier; they may or may not be installed on your workstation.

If you’re unsure about which protocols are installed on your workstation, consult your system administrator. For more information about network protocols and how they work with MYOB Premier, consult the Networking with MYOB Premier help file.

This field appears only if you choose the Multi-user Access selection.


Cancel button

Click this button to choose a different data file to open.


OK button

After you’ve entered your user ID and, if necessary, your password, click this button to open the data file.


Start a New Fiscal Year windows

The Start a New Fiscal Year windows allow you to complete the necessary steps to close the previous financial year and begin the next financial year.

To find these windows...

Choose Start a New Year/Start a New Fiscal Year from the File menu.

For more information...

To learn more about starting a new financial year, see Closing a financial year and starting a new one in your Online Procedures Guide.


Start a New Fiscal Year windows (window #1)

The first window in the process of starting a new financial year reminds you to back up your MYOB Premier data file. The easiest way to do this is to mark the Prompt for Data Backup Upon Closing selection in the Preferences window, then select Exit or Quit from the File menu. An alert message appears, asking whether you want to make a backup of your data file. Click Yes. When the backup is made, restart MYOB Premier.

More information about making backups is included in the “Maintaining Your Data” chapter of the User's Guide.

Cancel button

Continue button


Start a New Fiscal Year windows (window #2)

The second window in the process of starting a new financial year contains information about what happens when you follow the entire process. Read through this window carefully.

Cancel button

Continue button


Start a New Fiscal Year windows (window #3)

The third window in the process of starting a new financial year allows you to change the structure of the financial year you’re about to begin.

Fiscal Year Just Completed

New Fiscal Year

The Last Month of the New Fiscal Year

Number of Periods in New Fiscal Year

Cancel button

Continue button


Start a New Fiscal Year windows (window #4)

The fourth window in the process of starting a new financial year allows you to prevent unreconciled journal entries from being purged from your MYOB Premier data file. This allows you to continue reconciling your accounts in the Reconcile Accounts window in the new financial year.

√ column

Account column

Last Reconciled column

Cancel button

Continue button


Start a New Fiscal Year windows (window #5)

The final window in the process of starting a new financial year gives you one last chance to stop the new year from being created before MYOB Premier takes control of the process.

Start a New Fiscal Year button

Cancel button


Cancel button

Click this button to close this window and stop the process of starting a new financial year.


Continue button

Click this button to continue the process of starting a new financial year.


Fiscal Year Just Completed

This field displays the financial year that you've completed. This field is for your information only and can't be changed.

If you haven't made all your accounting entries in this year, click the Cancel button and make those entries before continuing the process of starting a new year.


New Fiscal Year

Enter the new financial year in this field, or accept the default year.


The Last Month of the New Fiscal Year

If you wish, you can use a last month in the new financial year that's different than the month you used in the previous financial year. Select the different month from this list.

If you change your financial year structure, consult an accountant about reporting requirements for "short" financial years.


Number of Periods in New Fiscal Year

If you wish, you can use a number of periods in the new financial year that's different than the number of periods in the previous financial year. Select the different number from this list.

You can change from 13 to 12 periods only if you didn't enter transactions in the previous financial year's 13th period.


( column
√ column

This column allows you to mark the accounts (displayed in the Account column) whose unreconciled journal entries you do NOT want to purge from your MYOB Premier data file. To select an account, click this column next to the account's name; a mark will appear in this column. To remove a mark from this column, click it.


Account column

This column contains all accounts in the MYOB Premier system. If you do NOT want to purge an account's unreconciled journal entries, click the X column next to the account's name.


Last Reconciled column

This column displays the date each account in the Account column was last reconciled in the Reconcile Accounts window.


Start a New Fiscal Year button

Click this button to start creating a new financial year. MYOB Premier will take a few moments to perform the tasks that were outlined in the second Start a New Fiscal Year window.


Tax Code List window

The Tax Code List window allows you to view the tax codes for all the tax rates you assign to transactions you enter in MYOB Premier. You also can use the Tax Code List window to open the Tax Code Information window, where you can create new tax codes and edit existing tax codes.

To find this window...

Choose Tax Code List from the Setup menu.

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


Code column

This column displays the codes associated with all of the tax codes you’ve created using the Tax Code Information window. These tax codes appear in the Sales and Purchases windows and in other windows throughout MYOB Premier.


Description column

This column displays a description for each of the tax codes you’ve created.


Type column

This column identifies the tax type assigned to each of your tax codes in the Tax Code Information window. In MYOB Premier, there are five tax types:

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.


Rate column

This column shows the tax rate for each tax code you've created. This is the percentage of tax that will be charged on any line items the tax codes are assigned to throughout MYOB Premier.


Print button

Click this button to print the Tax Code List (Summary) report.


New button

Click this button to create a new tax code using the Tax Code Information window.


Edit button

To make changes to an existing tax code, highlight it and then click this button. The Tax Code Information window will open and you'll be able to make your changes.


Tax Code Information window

The Tax Code Information window allows you to set up codes for all tax rates assigned to sales, purchases and other transactions you enter in MYOB Premier. After you set up these codes, you'll be able to select them from search lists in transaction entry windows throughout MYOB Premier.

To find this window...

Choose Tax Code List from the Setup menu. In the Tax Code List window click either the New button or the Edit button.

The fields that appear in this window vary depending upon the type of tax code you're creating. Please choose a tax type from the following list to learn more about the fields associated with that tax type.

Consolidated

Import Duty

Sales Tax

Goods & Services Tax

Input Taxed


Tax Code Information window (Consolidated tax codes)

This view of the Tax Code Information window allows you to set up consolidated tax codes - that is, tax codes that are made up of two or more existing tax codes. Wine wholesalers, for example 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 set up tax codes in this window, you'll be able to select them from search lists in transaction entry windows throughout MYOB Premier.

Note: The fields displayed in this window vary depending upon your selection in the Tax Type field. Other views include Import Duty, Sales Tax, Goods & Services Tax and Input Taxed.

To find this window...

Choose Tax Code List from the Setup menu. In the Tax Code List window click either the New button (to create a new tax code) or the Edit button (to modify an existing tax code).  As you begin entering information about the tax code, choose Consolidated from the Tax Type list.

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


Tax Code

Use up to three characters to enter a code for the tax record you're creating.

Each time you enter a transaction in the Sales, Purchases, Write Cheques or Make a Deposit window, you'll be able use this tax code to assign this tax to the transaction you're creating.


Description

Enter a description for the tax code you've entered. We recommend that your description be short and easy to remember.


Tax Type

Select the tax type that applies to the tax code you're creating. In MYOB Premier, there are five tax types:

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 Australian Customs Service, 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.


Code column

Enter a tax code you wish to include in the consolidated tax code, or press the TAB key to display a list of all the tax codes you've created using MYOB Premier; in the Select from List, highlight a tax code you want to include and click the Use Tax Code button to add the code to the list of tax codes displayed in the Tax Code Information window.


Description column

This column displays the description you entered for each of the tax codes displayed in the window.


Rate column

This column displays the tax rate assigned to each of the tax codes displayed in the window.


Total

This field displays the total tax percentage that will be applied to line items that are assigned this tax code.


Tax Code Information window (Import Duty tax codes)

This view of the Tax Code Information window allows you to set up codes for import duty on goods being brought into Australia. Import duty codes function a bit differently than other types of tax codes - they usually are assigned only to line items on purchase orders, but the tax amount calculated won't appear on the purchase orders, since the import duty is payable to the Australian Customs Service, not the vendor who will receive the purchase order. Instead the import duty will be tracked using the linked account you specify here, and you can make a separate payment to the Customs Service based on the balance of your linked account.

After you set up tax codes in this window, you'll be able to select them from search lists in transaction entry windows throughout MYOB Premier.

Note: The fields displayed in this window vary depending upon your selection in the Tax Type field. Other views include Consolidated, Sales Tax, Goods & Services Tax and Input Taxed.

To find this window...

Choose Tax Code List from the Setup menu. In the Tax Code List window click either the New button (to create a new tax code) or the Edit button (to modify an existing tax code).  As you begin entering information about the tax code, choose Import Duty from the Tax Type list.

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


Rate

Enter the percentage of tax that is associated with the tax code you're creating.


Linked Account for Accrued Duty

Enter or select the account you want to use to track the import duty calculated for this tax code. This account typically is a liability account.


Linked Card for Import Agent

If you've set up a vendor card for the Australian Customs Service, enter or select that card here.


Tax Code Information window (Sales Tax codes)

This view of the Tax Code Information window allows you to set up codes for sales taxes, including the Wholesale Sales Tax and the Wine Equalisation Tax that becomes effective on the 1 July 2000.

After you set up tax codes in this window, you'll be able to select them from search lists in transaction entry windows throughout MYOB Premier.

Note: The fields displayed in this window vary depending upon your selection in the Tax Type field. Other views include Consolidated, Import Duty, Goods & Services Tax and Input Taxed.

To find this window...

Choose Tax Code List from the Setup menu. In the Tax Code List window click either the New button (to create a new tax code) or the Edit button (to modify an existing tax code).  As you begin entering information about the tax code, choose Sales Tax from the Tax Type list.

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


Linked Account for Tax Collected

Enter or select the account you want to use to track the tax calculated for this tax code on invoices recorded in the Sales window. This account typically is a liability account.


Linked Card for Tax Authority

If you've set up a vendor card for the Australian Taxation Office, enter or select that card here.


Tax Code Information window (Goods & Services Tax codes)

This view of the Tax Code Information window allows you to set up codes for the Goods & Services Tax that becomes effective on the 1 July 2000. In additiion to the GST itself, this view can be used to create or modify tax codes for GST free items and GST on the Wine Equalisation Tax.

After you set up tax codes in this window, you'll be able to select them from search lists in transaction entry windows throughout MYOB Premier.

Note: The fields displayed in this window vary depending upon your selection in the Tax Type field. Other views include Consolidated, Import Duty, Sales Tax and Input Taxed.

To find this window...

Choose Tax Code List from the Setup menu. In the Tax Code List window click either the New button (to create a new tax code) or the Edit button (to modify an existing tax code).  As you begin entering information about the tax code, choose Goods & Services Tax from the Tax Type list.

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


Linked Account for Tax Paid

Enter or select the account you want to use to track the GST calculated for this tax code on purchase orders recorded in the Purchases window. This account typically is a liability account.


Tax Code Information window (Input Taxed tax codes)

This view of the Tax Code Information window allows you to set up tax codes for input tax amounts if your organisation pays GST for business-related goods but doesn't collect GST from its clients or customers in turn. This is true for providers of financial services, landlords and some other service providers, as well as businesses that aren't required to register for the GST (businesses with less than $50,000 in turnover annually).

After you set up tax codes in this window, you'll be able to select them from search lists in transaction entry windows throughout MYOB Premier.

Note: The fields displayed in this window vary depending upon your selection in the Tax Type field. Other views include Consolidated, Import Duty, Sales Tax and Goods & Services Tax.

To find this window...

Choose Tax Code List from the Setup menu. In the Tax Code List window click either the New button (to create a new tax code) or the Edit button (to modify an existing tax code).  As you begin entering information about the tax code, choose Input Taxed from the Tax Type list.

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


Tax Information window

The Tax Information window allows you to view and change tax amounts assigned to transactions entered in the Sales and Purchasing windows.

To find this window...

Enter a transaction in either the Sales window or the Purchases window, then click the zoom arrow next to the Tax field in the window.

Fields in this window:

Code column

Rate column

Tax column

Value column

Recalculate button

OK button


Code column

This column displays the tax codes assigned to the current transaction. The tax code is assigned to individual line items and to the freight amount in the Sales or Purchases window, or to line items in the Write Cheques or Make a Deposit window.


Rate column

This column displays the tax rate associated with the tax code displayed in the Code column.

Tax rates are assigned to tax codes in the Sales Tax Codes window.


Tax column

This column displays the amount of tax assigned to the current transaction. This amount is determined by multiplying the sales tax rate to the subtotal of the transaction.

If you wish to change the tax amount, you can do so. After you’ve changed the tax amount, click the OK button.


Value column

This column displays the subtotal of the transaction on which the tax amount is based.


Recalculate button

Click this button if you want to recalculate the tax amount based on the tax code displayed in this window. The tax amount will return to its original amount.

Use this button only if you’ve previously changed the amount in the Tax column and you want to return the tax amount to its original amount.


OK button

Click this button when you’re done viewing the information in this window, or when you’ve changed the amount in the Tax column and want to record the change.


Tax Table Information window

The Tax Table Information window allows you to view detailed information about individual tax tables. You can also change the linked account that’s assigned to the tax tables that appear in this window.

To find this window...

From the Command Centres menu, choose Payroll Categories from the Payroll sub-menu, click the Taxes tab, then click a zoom arrow next to a tax name.

In the Analyse Payroll window, click the zoom arrow next to the tax you wish to view.

In the Pay History window, click the zoom arrow next to the tax you wish to view.

Fields in this window:

Linked Payables Account

Tax Table Revision Date

Tax Scale

Wages Over

Not to Exceed

a  * Wages

b

OK button


Linked Payables Account

Enter the account you want to use to track the tax amounts owed from this tax, or accept the default account number, which also appears in the Default Withholding Payable Account field in the Payroll Linked Accounts window. This account usually is a liability account.


Tax Table Revision Date

This field displays the date the tax tables you’re using were last updated. If you think you’re using outdated tax tables, keep this date in mind when you call MYOB Australia for new tax tables.


Tax Scale

The Tax Scale popup menu displays a list of all tax scales loaded. Select a scale from the popup menu in order to view tax table information for that scale.


Wages Over

The Wages Over column displays the beginning of ranges of wage amounts.


Not to Exceed

This column displays the end of ranges of wage amounts.


a * Wages

This column displays the base tax percentage assigned to the ranges of wage amounts that appear in the Wages Over and Not to Exceed columns.  As the first step in the tax calculation, wages are multiplied by this percentage.


b

This column displays amount subtracted from the a*wages figure in order to form a tax instalment.


To Do List window

The To Do List window contains lists of reminders that inform you to perform your regular business tasks on a consistent basis. MYOB Premier uses the dates you set up in the Business Calendar window to add reminders to the To Do List. If the number of days for a reminder - except for money due to you that’s overdue - places the reminder on a non-business day, the reminder will be moved to the previous business day.

To find this window...

Click the To Do List button in any command centre.

The To Do List window has nine tabs, as shown in illustration below. Each tab opens a different part, or view, of the To Do List window. Click the tabs in the illustration below to learn more about each view.


To Do List window (A/R View)

This view of the To Do List window displays all sales that haven't been fully paid yet, and allows you to create "payment due" notices that you can send to your customers who have overdue balances. If a customer has more than one overdue amount, only one notice will be created, containing the total amount of all their overdue sales.

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


Name column

This column displays the names of all your customers with unpaid sales. Click the zoom arrow next to a customer’s name to display a transaction in the Sales window.


Overdue column

This column displays the number of days beyond the due date that the transactions in the list are overdue. If a positive number of days appears in the Overdue column, the transaction is overdue by the number of days displayed; if the number is negative, the transaction isn’t due yet.


Inv. # column

This column displays the ID numbers of the transactions whose payments are due.


Due Date column

This column displays the dates each transaction in the list is due. The due date is calculated by comparing the original date of the sale to the current date and reviewing the customer’s credit terms.


Balance Due column

This column displays the amounts that are due for each transaction.


Action column

If you wish to send a "payment due" notice to a customer, click the Action column for the appropriate transaction, then click the Mail Merge button at the bottom of the window. The notice will be included in a mail merge file when you click the Mail Merge button at the bottom of the window.


Disk button

If you’re not using M.Y.O.B. OfficeLink, click this button when you’re satisfied with the information you’ve selected to include in the mail merge file. A dialog box will appear, allowing you to provide a name for the mail merge file that will be created. When you name the file and click OK, the file will be created.


Mail Merge button

Click this button after marking the Action column of one or more transactions in the list to create a "payment due" notice for a customer.

If you’re using an MYOB OfficeLink-compatible word-processing program and you’ve properly installed MYOB Premier’s OfficeLink feature, you can click this button to automatically create “mail-merge” letters containing information about the customers you’ve selected. A dialog box will appear listing letter templates available to you. Highlight the template you want to use, and click the Use Template button; in a few moments, your word-processing program will start and letters for the people you selected will be displayed. You can edit these letters if you like or print them just as they are.

For more information about using OfficeLink to create personalised letters, see Creating personalised letters using OfficeLink in your Online Procedures Guide.


Print button

Click this button to print the To Do List (Receivables) Report.


To Do List window (A/P View)

This view of the To Do List window displays all purchases that you haven't fully paid yet, and allows you to enter vendor payment transactions for those purchases.

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


Name column

This column displays the names of all the vendors whose purchases aren't paid off yet. Click the zoom arrow next to a vendor's name to open the Vendor Payments window.


P.O. # column

This column displays the ID numbers of the transactions whose payments are due.


Due Date column

This column displays the dates each transaction in the list is due. The due date is calculated by comparing the original date of the purchase to the current date and reviewing your credit terms with the vendor.


Action column

If you wish to enter a vendor payment and create a cheque for any transactions in the list, mark those transactions' Action column, then click the Pay Bills button at the bottom of the window. A vendor payment will be entered for the full amount of each transaction you marked, and an unprinted cheque will be created. Each marked transaction will be removed from the list.


Disk button

This button is available only in the A/R view of the To Do List window.


Pay Bills button

Click this button after marking the Action column of one or more transactions in the list to create a vendor payment for the full amount of each marked transaction and a cheque transaction for that amount. After you click this button, choose Print Cheques from the Chequebook Command Centre to print the cheques for your vendors.


Print button

Click this button to print the To Do List (Payables) Report.


To Do List window (Recurring Transactions View)

This view of the To Do List window displays recurring transactions such as cheques, deposits, General Journal entries and paycheques. You can use this view to record any of these recurring transactions when they're due.

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


Name column

This column displays the descriptions you gave to the recurring transactions in the list. Click the zoom arrow next to a transaction name to open the window in which the transaction was originally created.


Frequency column

This column displays the frequency by which each transaction on the list should be recorded. You designated this frequency in the Save Recurring Transaction window.


Last Posted column

This column displays the last date each transaction in the list was recorded.


Next Due column

This column displays the dates each transaction in the list is due. The due date is calculated by adding the number of days between occurrences of the transaction to the last day the transaction was previously recorded.


Action column

If you wish to record any transactions in the list, click the Action column for those transactions, then click the Record button at the bottom of the window.


Record button

Click this button after marking the Action column of one or more transactions in the list to record the transactions.


Print button

Click this button to print the To Do List (Recurring Transactions) Report.


To Do List window (Recurring Sales View)

This view of the To Do List window displays all your recurring sales. You can use this view to record any of these recurring sales when they're due.

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


Name column

This column displays the descriptions of your recurring sales. Click the zoom arrow next to a description to open the Sales window, where the sale was first created.


Print button

Click this button to print the To Do List (Recurring Sales) Report.


To Do List window (Recurring Purchases View)

This view of the To Do List window displays all your recurring purchases. You can use this view to record any of these recurring purchases when they're due.

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


Name column

This column displays the descriptions of your recurring purchases. Click the zoom arrow next to a description to open the Purchases window, where the purchase was first created.


Print button

Click this button to print the To Do List (Recurring Purchases) Report.


To Do List window (Expiring Discounts View)

This view of the To Do List displays a list of purchases you’ve made for which discounts still apply if you make an early payment. You can use this view to pay your bills and take advantage of the discounts.

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


Name column

This column displays the names of all the vendors with whom you have available discounts. Click the zoom arrow next to the vendor’s name to open the Vendor payments window.


Due column

This column displays the number of days that are left before each transaction's discount expires.


P.O. # column

This column displays the ID numbers of the transactions whose discounts are expiring.


Due Date column

This column displays the expiration date of the discounts for the transactions in the list. The due date is calculated by comparing the original date of the purchase to your discount credit terms with the vendor.


Print button

Click this button to print the To Do List (Expiring Discounts) Report.


To Do List window (Pending View)

This view of the To Do List window displays all the invoices and purchase orders that you've placed in MYOB Premier's Pending File. These transactions, also known as pending invoices and pending purchase orders, can be recorded as actual transactions in this view of the To Do List window.

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


Inv. column

If a transaction in the list is a pending invoice, a zoom arrow will appear in the Inv column. Click the zoom arrow to open the Sales window, where the transaction was originally entered.


Name column

This column displays the names of the customers and vendors assigned to the transactions in the list.


P.O. column

If a transaction in the list is a pending purchase order, a zoom arrow will appear in the P.O. column. Click the zoom arrow to open the Purchases window, where the transaction was originally entered.


Inv/P.O.# column

This column displays the ID numbers of the pending transactions in the list.


Promised Date column

This column displays the date that the transactions in the list were originally promised to your customers (for pending invoices) or to your company (for pending purchase orders). This date was entered in the Promised Date field of the Sales or Purchases window.


Action column

If you wish to record any of the pending transactions in the list as actual transactions, click the Action column for those transactions, then click the Record as Actual button at the bottom of the window.


Record as Actual button

Click this button after marking the Action column of one or more pending transactions in the list to record the transactions as actual invoices and purchase orders.


Print button

Click this button to print the To Do List (Orders to be Shipped & Received) Report.


To Do List window (Stock Alert View)

This view of the To Do List window displays a list of items whose quantity levels are lower than the minimum levels you set up in the Buying Details tab of the Item Information window.

Each time you record a sale of an inventoried item, MYOB Premier calculates the item’s quantity by taking the current quantity of the item you have on hand, adding the quantity on order, and subtracting the quantity promised to customers. If the quantity of the item is less than the minimum level, the item appears in this list.

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


Order column

If you marked the I Buy This Item selection in the Item Information window for an item, a zoom arrow will appear in the Order column for that item. Click the zoom arrow to open the Purchases window, where you can create a purchase order for the item. If the item has a primary vendor and a reorder quantity (both of which are entered in the Buying Details tab of the Item Information window), most of the information in the purchase order will be automatically entered for you.

It’s possible that you may have items that can be both purchased and automatically built. When an item fits this scenario, zoom arrows will appear in both the Order and Build columns. If you mark the Action column and click Order/Build for these items, no action will occur; you must click one of the zoom arrows next to the item name to either create a purchase order or automatically build the item.


Name column

This column displays the names of the items whose quantities are lower than the minimum levels you set up in the Buying Details tab of the Item Information window.


Build column

If an item is created by auto-building it, a zoom arrow will appear in the Build column for that item. Click the zoom arrow to zoom to the Auto-Build window, where you can automatically build more of the item.

It’s possible that you may have items that can be both purchased and automatically built. When an item fits this scenario, zoom arrows will appear in both the Order and Build columns. If you mark the Action column and click Order/Build for these items, no action will occur; you must click one of the zoom arrows next to the item name to either create a purchase order or automatically build the item.


On Hand column

This column displays the current quantities in MYOB Premier of all your items whose quantities are low.

This quantity is displayed in individual units of measure, not buying units of measure or selling units of measure. For example, if one 24-can case of soda is in stock, 24 will appear as the on-hand quantity.


On Order column

This column displays the item quantities from pending purchase orders - items that have been purchased but haven't yet been delivered to you from vendors.


Committed column

This column displays item quantities from pending invoices - items that are sold but not yet delivered to customers.


Action column

If you wish to automatically create a purchase order to restock an item or build more items to replenish its quantity, click the item's Action column, then click the Order/Build button at the bottom of the window.


Order/Build button

Click this button after marking the Action column for one or more items in the list. Depending upon the items you selected, MYOB Premier will either create a purchase order to restock item quantities or automatically build more finished items.

It’s possible that you may have items that can be both purchased and automatically built. When an item fits this scenario, zoom arrows will appear in both the Order and Build columns. If you mark the Action column and click Order/Build for these items, no action will occur; you must click one of the zoom arrows next to the item name to either create a purchase order or automatically build the item.


Print button

Click this button to print the To Do List (Stock Alert) Report.


To Do List window (Contact Alert View)

This view of the To Do List window displays a list of the people or companies you’re due to contact.

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


Name column

This column displays the names of all people you're due to contact. These names appear here if you entered a recontact date for a person in the Contact Log Entry window; the person’s name will appear in this list on the day you entered. Names will remain in the list until you remove them.

Click the zoom arrow next to a contact’s name to open the Contact Log Entry window.


Overdue column

This column displays the number of days that have passed since you were supposed to recontact the people in the list.


Type column

This column displays the type of relationship each person in the list has with your company.


Date column

This column displays the original dates of your contacts with each person in the list.


Recontact Date column

This column displays the dates you were supposed to recontact each person in the list.


Action column

To remove a contact from the list, click the contact’s Action column, then click the Remove button at the bottom of the window.


Remove button

Click this button after marking the Action column for each person you wish to remove from the list.


Print button

Click this button to print the To Do List (Overdue Contacts) Report.


Transaction Journal window

The Transaction Journal window allows you to view the current transactions that are recorded in the Cash Disbursements, Cash Receipts, General, Inventory, Purchases and Sales journals.

The journal information that appears in this window is view-only; that is, you can't change any of the transaction information using this window.

To find this window...

Click Transaction Journal in any command centre (except Card File).

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

Other fields in this window:

Src column


General tab

Click this tab to view the transactions in the General Journal, which contains transactions recorded in the General Ledger Command Centre, as well as employer expenses from the Payroll Command Centre.


Disbursements tab

Click this tab to view the transactions in the Cash Disbursements Journal, which contains information about money you’ve paid out that affects (credits) cheque accounts.


Receipts tab

Click this tab to view the transactions in the Cash Receipts Journal, which contains information about money you’ve received that affects (debits) cheque accounts.


Sales tab

Click this tab to view the transactions in the Sales Journal, which contains sales transaction information affecting sales, accounts receivable, inventory and cost of sales accounts.


Purchases tab

Click this tab to view the transactions in the Purchases Journal, which contains purchasing transaction information affecting accounts payable, inventory asset and purchase expense accounts.


Inventory tab

Click this tab to view the transactions in the Inventory Journal, which contains transaction information affecting the value of inventoried items.


All tab

Click this tab to view the transactions in all six MYOB Premier journals.


Dated From/To

Enter a range of dates in this field to display transaction information for a specific time frame in this window.


Src column

This column contains the source journal codes are assigned to the transactions displayed in the window. MYOB Premier’s source journal codes are listed below.

CD = Cash Disbursements Journal

CR = Cash Receipts Journal

IJ = Inventory Journal

GJ = General Journal

PJ = Purchases Journal

SJ = Sales Journal

This column appears only if you're viewing transactions in all journals (that is, the All tab is selected at the top of the window).


Date column

This column contains the dates that are assigned to the transactions displayed in this window.


ID# column

This column contains the numbers that identify the transactions displayed in this window in their appropriate journals.


Account column

This column contains the accounts that are affected by the transactions that are displayed in this window.


Debit/Credit columns

These columns contain the amounts by which the accounts listed in the Account column are debited and credited for each transaction that’s displayed in this window.


Job column

This column contains the jobs that are affected by the transactions that are displayed in this window.


Welcome! window

The Welcome! window allows you to review the entry you made in the User ID field of the Sign-on window. This window appears only after you've entered a user ID that's never been used to access the current data file.

To find this window…

Start MYOB Premier, then click the button labeled Open an Existing MYOB Premier Data File. Enter a user ID that's never been used to open this data file, then click OK.

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


User ID

This field displays the user ID you entered in the Sign-on window. Review this entry carefully; if it's not the user ID you wish to use to access the data file, click the Cancel button at the bottom of the window to return to the Sign-on window.


Cancel button

Click this button to choose a different data file to open.


OK button

After you've entered your user ID and, if necessary, your password, click this button to open the data file.


Step 1: Select your preferred group certificate type

The MYOB Group Certificate Assistant is designed to step you through the process of printing group certificates for your employees at the end of the payroll year. Using the MYOB Group Certificate Assistant, you can print plain-paper group certificates, or you can use the Australian Taxation Office's preprinted (NAT46) forms.

If you plan to use the ATO's preprinted, continuous-feed NAT46 stationery for your group certificates, contact the ATO to receive these blank forms.

Mark the selection you want, then click Next.


Step 2: Enter your company's group certificate information

This window displays your company's name and address, as you entered it in the Company Information window when you set up MYOB Premier. This information will appear on your employees' group certificates, and also in the electronic file containing group certificate information that you will provide to the Australian Taxation Office.

Make any necessary changes, then click Next.

Note: In the State field, you must enter one of the following two- or three-character codes:

ACT - Australian Capital Territory

NSW - New South Wales

NT - Northern Territory

QLD - Queensland

SA - South Australia

VIC - Victoria

WA - Western Australia

TAS - Tasmania

VIC - Victoria

OTH - Overseas addresses

For overseas addresses, the Postcode field must always be set to 9999. The street address must be provided in the 1st and 2nd street address lines, the town, state or region and area code must be reported in the Suburb/Town/City field and the State field must be set to OTH.

For example, assume an overseas employer's address is 275 Central Park West, Apartment 14F, New York, NY USA 10024. This address would be entered in MYOB Premier as follows:

Street Address - Line 1	275 Central Park West

Street Address - Line 2	Apartment 14F

Suburb/Town/City	New York, NY USA 10024

State	OTH

Postcode	9999

Make any necessary changes, then click Next.


Step 3: Enter your contact information

The Australian Taxation Office requires each business to provide contact information for the person who processed the business's plain-paper group certificates. Enter your name and phone and fax numbers. Also enter your company's group number, if it doesn’t already appear. If you have approval from the ATO, you also specify an authorised signatory in this window; this person’s name will appear in the “Signature of Authorised Person” area on your employees’ group certificates.

The group number that appears here was originally entered in the General Payroll Information window. If you make a change here, that change will be reflected in the General Payroll Information window, as well.

The employer’s supplier number is based on the group number (it is simply the group number preceded by 000). It is no longer necessary to contact the ATO to obtain a supplier number. MYOB Premier will automatically generate the supplier number using the group number you've entered. To change the supplier number, you must change the group number.

When you're satisfied with the entries in this window, click Next.


Step 4: Set Up Group Certificate Boxes

In this step, you'll indicate which payroll categories will be included in each box that appears on your employees' group certificates. You also can enter a descriptive label for each of the boxes; this label will be printed, along with the amounts for the payroll categories you've linked to the boxes.

Each payroll category may be linked to only one box on the Group Certificate. If you attempt to link a category to more than one box, a message will appear to inform you that the category has already been used.

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.)


Step 5: Enter Reportable Fringe Benefit

In this step, the Reportable Fringe Benefit Amount earned by the employee during the corresponding FBT year is entered.

From 1 April 1999, employers are required to record the taxable value of fringe benefits provided to individual employees. Where the total taxable value of fringe benefits provided to an employee exceeds $1,000 in a FBT year, employers will be required to report the grossed-up taxable value of those benefits on the employee’s group certificate for the corresponding income year. This means that benefits provided during the period 1 April 1999 to 31 March 2000 (the 1999/2000 FBT year) should be shown on the employee’s group certificate for the income year ended 30 June 2000 (the 1999/2000 income year).

Assuming the rate of FBT is 48.5%, the grossed-up taxable value will be calculated as follows:

Total Taxable Value

1-0.485

For further information regarding reportable fringe benefits, contact the FBT inquiry service on 13 3328, or check out the ATOassist web site at www.ato.gov.au.


Step 6: Review Group Certificates Before Printing

In this step, 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. (If you accidentally place a mark that you wish to remove, simply click it and the mark will disappear.) To mark the Print column for all employees, click the All button; to unmark the Print column for all employees, click the None button.

  Note: Every employee must be assigned a Tax File Number

  If you want to review a particular employee's information

When you've made a mark next to the name of every employee who should receive a group certificate, click Next.

MYOB Premier will check to be sure the entries you've made match the ATO standards. All employee cards, regardless of whether a group certificate is printed, must have a Tax File Number and must have an address assigned to them. Information entered in the State field also is verified by MYOB Premier.  Acceptable entries in this field are:

ACT - Australian Capital Territory

NSW - New South Wales

NT - Northern Territory

QLD - Queensland

SA - South Australia

VIC - Victoria

WA - Western Australia

TAS - Tasmania

OTH - Overseas addresses

For overseas addresses, the Postcode field must always be set to 9999. The street address must be provided in the 1st and 2nd street address lines, the town, state or region and area code must be reported in the Suburb/Town/City field and the State field must be set to OTH.

For example, assume an overseas employee's address is 275 Central Park West, Apartment 14F, New York, NY USA 10024. This address would be entered in MYOB Premier as follows:

Street Address - Line 1	275 Central Park West

Street Address - Line 2	Apartment 14F

Suburb/Town/City	New York, NY USA 10024

State	OTH

Postcode	9999

MYOB Premier also checks the correctness of amounts reported as Tax Instalments Deducted. The ATO will reject files if the amount of tax instalments deducted is more than 51% of (Gross Salary, Wages, Bonuses etc + Allowance 1 + Allowance 2 + Allowance 3 + Allowance 4 + Lump Sum Payment A + Lump Sum Payment B + Lump Sum Payment D + Lump Sum Payment E).

If MYOB Premier reports that entries you've made are invalid, you must correct the problem before printing the Group Certificates.

If no errors were found, the print dialog box will appear and you can print your company's group certificates. Be sure you have enough A4 paper loaded in your printer for all the group certificates, then click Print. 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 deliver it to the Australian Taxation Office, attached to the disk containing the EMPDUPE file, once you've finished using the MYOB Group Certificate Assistant.


If you want to review a particular employee's information

If you wish to review the information that will be printed for a particular employee, click the zoom arrow next to the employee's name. The Group Certificate Employee Information window will appear. The information that appears here is drawn from the employee's card in the Card File Entry window and the MYOB Payroll Smart Tax Engine. In this window, you can change the employee's tax file number, as well and the amounts and descriptions associated with each box on the group certificate form. If you make a mistake while changing amounts, you can click the Recalc button to redisplay the amounts originally calculated by the MYOB Payroll Smart Tax Engine. (Use care in doing so, however - all the changes you've made in the Amount column will be erased when you click Recalc.)

If you wish to make a change to the employee's name or address, click the zoom arrow next to the employee's name. The Card File Entry window will appear, and you can make any needed changes. Click OK when you're done.

When you've finished making changes in the Group Certificate Employee Information window, click OK.


Note: Every employee must be assigned a Tax File Number

A Tax File Number must be specified for all employees before continuing. Even if you’re not printing a group certificate for them, they will be included on the EMPDUPE if they have a pay history. For this reason, the ATO requires that all employees must have a Tax File Number. If your employee hasn’t provided a tax file number, the ATO will accept the following entries:

00000000000 - No TFN quoted by the employee

00111111111 - Employee applying for TFN

00333333333 - Employee under sixteen

00444444444 - Employee is a pensioner

00987654321 - Alphabetic characters in quoted TFN

For more information on these TFN, please contact your local Australian Tax Office.


Group Certificate Employee Information window

The Group Certificate Employee Information allows your to view the information that will be printed on individual employees' group certificates and, if necessary, make adjustments to the dollar amounts that will appear in specific group certificate boxes.

To find this window...

Click Print Group Certificates in the Payroll Command Centre. Proceed to the Review Group Certificate Before Printing step (step 5 if you're printing plain-paper group certificates, or step 3 if you're printing the certificates on the ATO's preprinted NAT46 forms). Click the zoom arrow next to an employee's name to view information for that employee.

Fields in this window:

Name

Address

Tax File No.

Group Certificate Box

Amount

Recalc button

OK button


Name

The name of the employee whose group certificate information appears here.


Address

The employee's address appears here.


Tax File No.

The employee's tax file number appears here. This number was originally recorded for the employee in the Employee Payroll Information window. If you make a change here, it will appear in the Employee Payroll Information window, as well.


Group Certificate Box

This column lists the boxes that appear on the group certificate form. The names of the boxes cannot be changed, but you can change the descriptions for the allowances and union fees boxes if you like. Any changes you make here will appear only on the selected employee's group certificates. (If you wish to enter a description that will appear on all employees' group certificates, return to the Set Up Group Certificate Boxes step and make your change there.)


Amount

The calculated amount for each group certificate box appears here. You may change these amounts, if necessary. If you make a change, an asterisk will appear next to the amount to indicate that its a manually calculated amount, not the amount calculated by MYOB Premier.

If you make changes that are incorrect and you wish to return to the amounts calculated by MYOB Premier, click the Recalc button.


Recalc button

Click this button to erase any changes you made in the Amount column and redisplay the amounts originally calculated by MYOB Premier for each of the group certificate boxes.


Step 7: Create an EMPDUPE File

When you click Next, 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 ATO now accepts multiple files on the same disk, provided that naming conventions are followed. The ATO provides for the ability to include up to 99 EMPDUPE files on the one disk. The file MUST be named EMPDUPE.Ann, whereby nn represents the number of the file. For example, files can be named EMPDUPE.A01, EMPDUPE.A02, EMPDUPE.A03 and so on, up to EMPDUPE.A99.

If you include multiple files on the same disk, you MUST include a completed copy of the Magnetic Media - Multiple Files form with the disk. This form ensures that all EMPDUPE files contained on the disk are extracted by the ATO. A copy of the Magnetic Media - Multiple Files form can be obtained by:

Printing a copy of the file called multiple.pdf which is contained inside the ATO_Forms folder on your MYOB Premier CD-ROM.  PDF documents are readable using the Adobe Acrobat Reader.  A copy of Adobe Acrobat Reader is also contained on the CDROM. Or

Requesting a copy of the form from our Fax on Demand Service by calling (03) 9222 9898, or

Downloading a copy of the file from our web site, www.myob.com.au, or

Making a photocopy of the form from the Payroll User Guide, or

Requesting a copy from the ATO by calling 1800 642 933

Disks provided to the Australian Taxation Office must be on a DOS-formatted diskette, ZIP disk or CD-ROM.  If you are using the MacOS version of MYOB Premier, you can use PC Exchange or a similar program to create a DOS-formatted diskette. You also can use the Apple File Exchange utility program to copy the EMPDUPE file onto a DOS-formatted diskette. If you don't have either of these programs or a similar third-party program that allows you to copy information onto DOS-formatted diskettes, contact your Apple reseller for assistance.

Before creating the EMPDUPE file, you should be sure that you've printed all group certificates and verified that the amounts on these group certificates are accurate.

Click Next to display the dialog box, and indicate the location (on your hard disk, a diskette or a network drive) where you want the EMPDUPE file to be created.


Step 8: Check Group Certificate Totals

This window provides a summary of the information that's contained in the EMPDUPE file you've just created. This includes the information for all employees for whom there were payroll transactions in the past year, not just the group certificates you've printed. Even if you chose not to print group certificates for some employees, their information will be included here and in the EMPDUPE file. That's because the Australian Taxation Office allows companies to submit only one EMPDUPE file for each payroll year, and the file must include payroll information for all your employees.

Compare the information displayed here with the information on the group certificates you've just printed, along with the information for any other employees. If you notice a difference, it could be for the following reasons:

You haven't printed group certificates for all employees. If this is the case, print any necessary group certificates and create a new EMPDUPE file.

You've printed group certificates and then changed some payroll information, but haven't printed new group certificates. If this is the case, reprint your group certificates and create a new EMPDUPE file.

When you're confident that everything is in order, click the Next button.


Step 9: That's It! You're Finished!

You've completed the process of printing your group certificates and creating an EMPDUPE file for the ATO. This window displays general instructions for providing your group certificate information to the ATO. When you've read this information, click Finish to close the MYOB Group Certificate Assistant window.


Step 2: Set Up Group Certificate Boxes

In this step, you'll indicate which payroll categories will be included in each box that appears on your employees' group certificates. You also can enter a descriptive label for each of the boxes; this label will be printed, along with the amounts for the payroll categories you've linked to the 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.)


Step 3: Enter Reportable Fringe Benefit

In this step, the Reportable Fringe Benefit Amount earned by the employee during the corresponding FBT year is entered.

From 1 April 1999, employers are required to record the taxable value of fringe benefits provided to individual employees. Where the total taxable value of fringe benefits provided to an employee exceeds $1,000 in a FBT year, employers will be required to report the grossed-up taxable value of those benefits on the employee’s group certificate for the corresponding income year. This means that benefits provided during the period 1 April 1999 to 31 March 2000 (the 1999/2000 FBT year) should be shown on the employee’s group certificate for the income year ended 30 June 2000 (the 1999/2000 income year).

Assuming the rate of FBT is 48.5%, the grossed-up taxable value will be calculated as follows:

Total Taxable Value

1-0.485

For further information regarding reportable fringe benefits, contact the FBT inquiry service on 13 3328, or check out the ATOassist web site at www.ato.gov.au.


Step 4: Review Group Certificates Before Printing

In this step, 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. (If you accidentally place a mark that you wish to remove, simply click it and the mark will disappear.) When you've made a mark next to the name of every employee who should receive a group certificate, click Next.

MYOB Premier will check to be sure the entries you've made match the ATO standards. All employee cards, regardless of whether a group certificate is printed, must have a Tax File Number and must have an address assigned to them.

MYOB Premier also checks the correctness of amounts reported as Tax Instalments Deducted. The ATO will reject files if the amount of tax instalments deducted is more than 51% of (Gross Salary, Wages, Bonuses etc + Allowance 1 + Allowance 2 + Allowance 3 + Allowance 4 + Lump Sum Payment A + Lump Sum Payment B + Lump Sum Payment D + Lump Sum Payment E).

If MYOB Premier reports that entries you've made are invalid, you must correct the problem before printing the Group Certificates.

If no errors were found, the print dialog box will appear and you can print your company's group certificates. Be sure you have enough Continuous Feed Group Certificates loaded in your printer for all the group certificates, then click Print.


Step 5: That's It! You're Finished!

You've completed the process of printing your group certificates. Click Finish to close the MYOB Group Certificate Assistant window.


Payroll windows

Analyse Payroll

Deduction Exemptions

Deduction Information

Employee Payroll Information

Employer Expense Exemptions

Employer Expense Information

Entitlement Balances

Entitlement Exemptions

Entitlements Information

General Payroll Information

Linked Employees (Deductions)

Linked Employees (Entitlements)

Linked Employees (Employer Expenses)

Linked Employees (Wages)

Load Tax Tables

MYOB Premier Group Certificate Assistant

Pay History

Payroll Category List

Payroll Command Centre

Payroll Linked Accounts

Start a New Payroll Year windows

Tax Table Information window

Wages Exemptions

Wages Information

Write Paycheques


Analyse Payroll window

The Analyse Payroll window allows you to view summary employee wage, entitlement, deduction and tax information, as well as employer expenses information.

To find this window...

Choose Payroll from the MYOB Analyst list in any command centre.

Fields in this window:

Employee

Pay Period

Gross Wages

Total Wages

Total Taxes Withheld

Total Deductions

Net Wages

Employer Expenses

Total Direct Payroll Costs

List of payroll detail

Print button

Close button


Employee

Choose the name of an employee whose payroll information you wish to analyse. Click the zoom arrow next to the employee’s name for more information about the employee.


Pay Period

Choose to view payroll information for this employee from a specific month, quarter, the current year-to-date or from the employee’s last paycheque.


Gross Wages

This field displays the total amount of all the employee’s cash wages for the selected time period.

Wages are set up in the Wages Information window.


Total Wages

This field displays the total amount of all the employee’s wages for the selected time period.


Total Taxes Withheld

This field displays the total amount of taxes withheld from the employee’s pay for the selected time period.

Payroll tax information is set up using the Load Tax Tables windows.


Total Deductions

This field displays the total amount of deductions withheld from the employee’s pay for the selected time period.

Deductions are set up using the Deduction Information window.


Net Wages

This field displays the net amount of the employee’s wages for the selected time period.

This amount is calculated by subtracting the amounts in the Total Taxes Withheld and Total Deductions fields from the amount in the Total Wages field.


Employer Expenses

This field displays the total amount of employer expenses from this employee for the selected time period.

Employer expenses are set up using the Employer Expense Information window.


Total Direct Payroll Costs

This field displays the total amount it cost your business to employ this employee for the selected time period.

This amount is calculated by adding the amount in the Employer Expenses field to the amount in the Total Wages field.


List of payroll detail

This list displays the amounts of all the wages, entitlements, deductions, taxes and employer expenses associated with this employee for the selected time period. If you want to view more detail about a specific wage, entitlement, deduction, tax or employer expense, click the zoom arrow next to its name. The Information window specific to your selection will appear.


Entitlements Information window

The Entitlements Information window allows you to create a new entitlement, change an existing entitlement’s information or delete an entire entitlement. You can also open the Entitlement Exemptions window from this window.

To find this window:

Click Payroll Categories in the Payroll Command Centre. In the Payroll Category List window, click the Entitlements tab. If you’re creating a new entitlement, click the New button. If you’re editing an existing entitlement, select the entitlement and click Edit.

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


Print on Pay Advice

Mark this selection if you want this entitlement to appear on employee pay advices.


Entitlement Name

Enter the entitlement’s name.


Type of Entitlement: User-Entered Hours per Pay Period

Choose this selection if you want to manually enter the hours accrued on each employee cheque.


Type of Entitlement: Percent Of

Choose this selection if you want this entitlement to be incremented on every paycheque as a percentage of hourly wages. If you choose this selection, enter a percentage and select the hourly wages from the list to indicate which hours the percentage will be based upon.

Select Gross Hours from the Percent Of list if you want this entitlement to be a percentage of all hourly wages you pay an employee.

Select Federal Hours from the Percent Of list if you want this entitlement to be a percentage of all taxable hourly wages you pay an employee. This selection excludes those hourly wages that you have made exempt from tax.


Type of Entitlement: Hours per

Choose this selection if you want this entitlement to be incremented by a specific number of hours. If you choose this selection, enter a number of hours and select a time period - Pay Period, Month or Year- from the list to determine the number of hours that will accrued on each paycheque, regardless of the number of hours the employee worked.


Linked Wages Category

Enter the hourly wage to which you want to link this entitlement. You can also click the search icon and select the wage you want from the list. When you pay an employee using the wage you enter here, the number of hours you enter for this wage will be subtracted from the number of hours the employee has accrued.


Carry Remaining Entitlement Over to Next Year

Mark this selection if you want any unused leave entitlement hours from the current payroll year to remain in this entitlement after the start of a new payroll year. If you mark this selection, the hours remaining in this entitlement at the end the payroll year will appear in the Carry-over field for this entitlement in the Entitlement Balances window for each employee to whom this entitlement is assigned.


Employees button (optional)

Click this button to open the Linked Employees window, where you can assign this entitlement to employees. You can also assign entitlements to employees in the Employee Payroll Information window.


Exempt button

Click this button to open the Entitlement Exemptions window, where you can select the wages from which the displayed entitlement is exempt. Click OK to accept the selections you make in this window.

This button is active only if you marked the Percent Of selection in the Type of Entitlement field and chose Federal Hours or Gross Hours from the list.


New button

Click this button to accept the entries you’ve made in this window and begin creating a new entitlement.


Deduction Exemptions window

The Deduction Exemptions window allows you to select the taxes that aren’t calculated until after this deduction is made from employee paycheques. The current deduction, selected in the Payroll Category List window or created in the Deduction Information window, is displayed at the top of the window.

To find this window...

Click Payroll Categories in the Payroll Command Centre. In the Payroll Categories window, click the Deductions tab, then select a deduction and click Edit. In the Deduction Information window, click Exempt.

It’s important that you make your selections in this window carefully. Many typical deductions aren’t made before taxes are calculated, so we recommend that you double-check your deductions before you make entries in this window.

Fields in this window:

Exempt column

Taxes column

OK button

All button

None button


Exempt column

Click this column next to a tax name if you want this deduction to be subtracted from employee paycheques before the tax is calculated. A mark will appear to the left of the tax name. If you wish to remove a mark, click the mark.


Taxes column

This list displays the names of all applicable taxes in the MYOB Premier system.


OK button

Click this button to accept the entries you’ve made in this window.


All button

Click this button to mark the Exempt column for every tax in the list.


None button

Click this button to remove all marks in the Exempt column.


Deduction Information window

The Deduction Information window allows you to create a new employee deduction, change an existing deduction’s information or delete an entire deduction. You can also open the Deduction Exemptions window from this window.

To find this window...

Click Payroll Categories in the Payroll Command Centre. In the Payroll Categories window, click the Deductions tab. Select a deduction and click Edit.

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


Linked Payable Account

The Linked Payable Account fields of the Deduction Information, Employer Expense Information and Tax Table Information windows allow you to enter the account that tracks the amounts withheld from employee paycheques, as well as the amounts owed to the government by your company as employer expenses. In MYOB Premier documentation, this account is referred to as your default tax/deductions payable account.

For most businesses, the same account is used in the Linked Payable Account field in the Deduction Information, Employer Expense Information and Tax Table Information windows. If you wish to track withholding amounts separately, you can use different accounts in these fields.


Deduction Name

The name of the deduction whose information you’re viewing appears in this field. Enter a unique name in this field when creating a new deduction.


Type of Deduction: User-Entered Amount per Pay Period

Choose this selection if you want to manually enter the dollar amount subtracted by this deduction on employee paycheques.


Type of Deduction: Percent of

Choose this selection if you want this deduction to subtract a percentage of a wage from employee paycheques. If you choose this selection, enter a percentage and select a wage from the list to indicate which wage the percentage will be based on.


Type of Deduction: Dollars per

Choose this selection if you want this deduction to subtract a specific dollar amount from employee paycheques. If you choose this selection, enter a dollar amount and select a time period - Pay Period, Month, Year or Hour - from the list to determine the amount that will be deducted from each paycheque.


Deduction Limit: No Limit

Choose this selection if there’s no limit on the amount of money that can be subtracted from an employee’s paycheque by this deduction.


Deduction Limit: Percent of

Choose this selection if the maximum amount of money that can be subtracted from an employee’s paycheque by this deduction is a percentage of a wage. If you choose this selection, enter a percentage and select a wage from the list to indicate which wage the percentage will be based on.


Deduction Limit: Dollars per

Choose this selection if the maximum amount of money that can be subtracted from an employee’s paycheque by this deduction is a specific dollar amount. If you choose this selection, enter a dollar amount and select a time period - Pay Period, Month or Year - from the list to determine the maximum amount that can be deducted from each paycheque.


Employee button

Click this button to open the Linked Employees window, where you can list the employees who are assigned to this deduction.


Exempt button

Click this button to open the Deduction Exemptions window, where you can select the taxes that are calculated after this deduction is made from employee paycheques.


Employee Payroll Information window

The Employee Payroll Information window allows you to enter detailed information about each employee you pay in your company. The information you enter in this window is used to determine wage, entitlement, deduction and tax amounts for each employee, and helps calculate each pay period’s paycheque amounts.

This window also opens the Pay History window, where you can view and change individual employees’ wage, entitlement, deduction and tax amounts for the current payroll year, as well as the employer expenses you’ve incurred for employees.

To find this window...

Click Cards in the Card File Command Centre. In the View Card File window, click the Employee tab, then select an employee and click Edit. In the Card File Entry window, click the Info button.

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


Wages Expense Acct field

The Wages Expense Acct field of the Employee Payroll Information window allows you to enter an account that tracks your wage expenses for the employee whose name is currently displayed in the Employee Payroll Information window. In MYOB Premier documentation, this account is referred to as your wages expense account.


Pay Basis

Choose Hourly or Salary from the list to designate whether this employee is paid based on the number of hours he or she works, or based on a fixed salary amount.

If you select Hourly, the Base Hourly wage (or the name you assigned to this wage) will be automatically selected in the Payroll Categories list in the right-hand side of this window. If you select Salary, the Base Salary wage (or the name you assigned to this wage) will be automatically selected in the Payroll Categories list.

If you wish, you can also assign hourly wage types to salaried employees and salary wage types to hourly employees by selecting the wages you want from the Payroll Categories list.


Annual/Hourly Base Pay

Enter the amount this employee is paid on an annual or hourly basis, depending upon your selection in the Pay Basis list.


Pay Frequency

Select the frequency of this employee’s pay periods: Weekly, Fortnightly, Semi-Monthly or Monthly.


Tax File Number

Enter the employee’s Tax File Number.

Tax File Numbers must appear on employee Group Certificates and many other tax forms. Although you can create an employee record in MYOB Premier without entering Tax File Number, we recommend that you enter the number as soon as you can.  Be careful that you have appropriate passwords in place, however, since the Privacy Act limits the accessibility of Tax File Numbers.


Start Date

Enter the date this employee began working for your company. This field is primarily for your information, although it may also appear on the Group Certificate.


Termination Date

Enter the date this employee ended his or her employment with your company. If you enter a date in this field, the balance of any entitlement hours for this employee can have a positive value only.


Tax Scale

The valid tax scales are displayed in a popup menu.  Choose the tax scale applicable to this employee by selecting it from the popup menu.

It is vitally important that the correct tax scale is chosen for each employee, or incorrect tax calculations will result!


Total Rebates

Enter the total Tax Rebate this employee is claiming.

Be sure that this figure matches the employee’s claim on the Tax Office’s Employment Declaration form.


Extra Tax

Enter any additional tax amounts this employee wishes to withhold from his or her paycheques.

The amount entered here will be added to the tax deducted from every paycheque.


Select column

Click this column next to a wage, entitlement, deduction, tax or employer expense name if you want that item assigned to this employee. A mark will appear to the left of the item’s name. If you wish to remove a mark, click the mark.

The wages, entitlements, deductions, employer expenses and taxes you select will be displayed in the Write Paycheques window and calculated with the employee’s paycheques.


Payroll Categories column

This list contains all the wages, entitlements, deductions and employer expenses in the MYOB Premier system, as well as the taxes that apply this employee. If you want to view more information about a wage, entitlement, deduction, employer expense or tax, click the zoom arrow next to the name to display its appropriate Information window.

Click the Select column next to a wage, entitlement, deduction, employer expense or tax name if you want to assign that payroll category to the employee. The payroll categories you select will be displayed in the Write Paycheques window and calculated with the employee’s paycheques.


History button

Click this button to open the Pay History window, where you can view and change this employee’s wage, entitlement, deduction and tax amounts for the current payroll year, as well as the employer expenses you’ve incurred for this employee.


Entitlements button

Click this button to open the Entitlement Balances window for this employee. You can use this window to view the balances of all entitlements assigned to this employee for the current payroll year and previous payroll years. You can also use this window to enter or edit the balances of entitlement hours from previous payroll years.


Entitlement Balances window

The Entitlement Balances window allows you to view an employee’s entitlement balances for the current payroll year and for previous payroll years. You can also use this window to enter or edit the balances of entitlement hours from previous payroll years.

To find this window...

Click Cards in the Card File Command Centre. In the View Card File window, select an employee’s card and then click Edit. In the Card File Entry window, click the Payroll button. In the Employee Payroll Information window, click the Entitlements button.

Fields in this window...

Name

Entitlement column

Carry-over column

Year-to-Date column

Total column

Print button

OK button


Name

This field displays the name of the employee whose entitlement balances you’re viewing.


Entitlement column

This column contains a list of all entitlements assigned to this employee.


Carry-over column

This column displays the balances of the hours in each entitlement assigned to this employee from previous payroll years. You can change the balances in this column, if you wish.

If you’re setting up this employee’s payroll information, enter the number of entitlement hours this employee has remaining from previous payroll years.


Year-to-Date column

This column displays the balances of the hours in each entitlement assigned to this employee from the current payroll year. You can change these amounts in the Pay History window for this employee.


Total column

The column displays the total balances of the hours in each entitlement assigned to this employee.


Entitlement Exemptions window

The Entitlement Exemptions window allows you to select the wages from which an entitlement is exempt. The name of the entitlement is displayed at the top of the window.

To find this window...

Click Payroll Categories in the Payroll Command Centre. In the Payroll Category List window, click the Entitlements tab. Select an entitlement and click Edit. In the Entitlement Information window, click Exempt.

Fields in this window:

Exempt column

Wage Categories column

All button

None button

OK button


Exempt column

Click this column next to a wage name if you don’t want this entitlement to be based on the wage. A mark will appear to the left of the wage name. If you wish to remove a mark, click the mark.


Wage Categories column

This list displays the names of all applicable wages in the MYOB Premier system.


All button

Click this button to mark the Exempt column for every wage in the list.


None button

Click this button to remove all marks in the Exempt column.


Employer Expense Exemptions window

The Employer Expense Exemptions window allows you to select the wages that don’t include this employer expense. The name of the employer expense is displayed at the top of the window.

To find this window...

Click Payroll Categories in the Payroll Command Centre. In the Payroll Category List window, click the Expenses tab. Select an employer expense and click Edit. In the Employer Expense Information window, click Exempt.

Fields in this window:

Exempt column

Wage Categories column

All button

None button

OK button


Exempt column

Click this column next to a wage name if you don’t want this employer expense to be based on the wage. A mark will appear to the left of the wage name. If you wish to remove a mark, click the mark.


Wage Categories column

This list displays the names of all applicable wages in the MYOB Premier system.


All button

Click this button to mark the Exempt column for every wage in the list.


None button

Click this button to remove all marks in the Exempt column.


Employer Expense Information window

The Employer Expense Information window allows you to create new employer expenses, change existing employer expenses’ information or delete entire employer expenses. You can also open the Employer Expense Exemptions window from this window.

To find this window...

Click Payroll Categories in the Payroll Command Centre. In the Payroll Category List window, click the Expenses tab. Click the New button or select an employer expense and click Edit.

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


Linked Payable Account

The Linked Payable Account fields of the Deduction Information, Employer Expense Information and Tax Table Information windows allow you to enter the account that tracks the amounts withheld from employee paycheques, as well as the amounts owed to the government by your company as employer expenses. This account is usually a liability account. In MYOB Premier documentation, this account is referred to as your withholding payable account.

For most businesses, the same account is used in the Linked Payable Account field in the Deduction Information, Employer Expense Information and Tax Table Information windows. If you wish to track withholding amounts separately, you can use different accounts in these fields.


Linked Expense Account

The Linked Expense Account field of the Employer Expense Information window allows you to enter an account that tracks the amounts you owe for the employer expense currently displayed in the Employer Expense Information window. In MYOB Premier documentation, this account is referred to as your employer expenses account.


Employer Expense Name

The name of the employer expense you’re viewing appears in this field. If you’re creating an employer expense, enter a unique name for the employer expense in this field..

You can change information for any employer expense, and you can create as many superannuation employer expenses as you want.


Type of Expense

The employer expense type appears in this field.

SUPERANNUATION: Choose this selection if you’re creating a superannuation employer expense.

OTHER: Other types of Employer expenses such as workers compensation premiums.


Minimum Wage Threshold per Month

Enter the minimum wage threshold for this expense in dollars in this field.

This expense will be zero unless the gross wages for this employee in a calendar month reach or exceed this amount.  This figure is usually used for Superannuation, where no Superannuation is calculated unless the employee is paid a certain amount within a calendar month.


Expense Basis: Percent of

Choose this selection if you want this employer expense to cost your business a percentage of a specific wage or deduction. If you choose this selection, enter a percentage and select a wage or deduction from the list to indicate which wage or deduction the percentage will be based on.

An example of this selection is an employer expense for a life insurance program. If your company pays 50% of your employees’ life insurance deductions, enter 50 in this field and select the life insurance deduction from the list.


Expense Basis: Dollars per

Choose this selection if you want this employer expense to cost your business a specific dollar amount over a specific period of time. If you choose this selection, enter a dollar amount and select a time period - Pay Period, Month or Year - from the list.


Expense Limit: No Limit

Choose this selection if there’s no limit on the amount of money that you can owe from this employer expense.


Expense Limit: Percent of

Choose this selection if the maximum amount of money that you want this employer expense to cost your business is a percentage of a specific wage or deduction. If you choose this selection, enter a percentage and select a wage or deduction from the list to indicate which wage or deduction the percentage will be based on.


Expense Limit: Dollars per

Choose this selection if the maximum amount of money that you want this employer expense to cost your business is a specific dollar amount. If you choose this selection, enter a dollar amount and select a time period - Pay Period, Month or Year - from the list.


Employee button

Click this button to open the Linked Employees window, where you can list the employees who are assigned to this employer expense.


Exempt button

Click this button to open the Employer Expense Exemptions window, where you can select the wages that don’t include this employer expense.


Print on Pay Advice

Mark this selection if you want this employer expense to appear on employee pay advices.


General Payroll Information window

The General Payroll Information window allows you to set up various information that’s used by MYOB Premier Payroll.

To find this window...

Choose General Payroll Information from the Setup menu.

Fields in this window:

The Current Payroll Year

Number of Hours in a Full-Time Work Week

Round Net Pay

Group Number

Supplier Number

Bank Info button

OK button

Cancel button


The Current Payroll Year

This field displays the name of your current payroll year, or allows you to enter the name of your current payroll year. (If you entered a name for your current payroll year in the MYOB Premier Easy Setup Assistant, this entry can’t be changed.)

Your company’s payroll year is always structured on a tax year basis; that is, it’s 12 months long and ranges from July to June. It’s possible that your payroll year and financial year aren’t structured the same, and that’s fine.

If you want to start writing paycheques in the current year, enter the current year in this field. If you want to start writing paycheques next year, enter next year in this field. This field displays the name of your current financial year. This entry was made when you created your company’s data file using the MYOB Premier New Data File Assistant, and can’t be changed.


Number of Hours in a Full-Time Work Week

Enter the number of hours in your company’s typical work week. The number you enter here will be used to calculate wages and withholding amounts on paycheques.

Keep in mind that the number you should enter here is the number of hours in a single work week, not the hours in a pay period. MYOB Premier will use the number you enter here to properly calculate the hours and dollar amounts in your pay period.

If an entry already appears in this field, you may have made this entry using the MYOB Premier Easy Setup Assistant.  The number of hours entered here may have up to two decimal places, for example: 37.50.


Round Net Pay

Enter the number of cents to which you wish to round net pays. This amount may be from 1 to 100 cents, so if you wanted to round to ten cents, enter 10.  It is important to note that pay rounding is achieved by increasing the amount of tax deducted by the rounded cents.  You should have your employees’ permission before rounding their pays.

If an entry already appears in this field, you may have made this entry using the MYOB Premier Easy Setup Assistant.


Group Number

Enter your company’s Group Number as issued by the Australian Taxation Office.

If an entry already appears in this field, you may have made this entry using the MYOB Premier Easy Setup Assistant.


Supplier Number

The supplier number displayed here is based on the group number (it is simply the group number preceded by 000). It is no longer necessary to contact the ATO to obtain a supplier number. MYOB Premier will automatically generate the supplier number using the group number you've entered. To change the supplier number, you must change the group number.


Bank Info button

Click this button to open the Banking Information window, where you can view or enter information about the bank account that will be used to pay your employees' paycheques when using electronic payments to pay the cheques.


Group Certificate Employee Information window

The Group Certificate Employee Information window allows you to view and change various information that will appear or is used to calculate amounts on employees’ Group Certificates.

To find this window...

Click Print Group Certificates in the Payroll Command Centre. Make the necessary entries in the first four steps of the MYOB Premier Group Certificate Assistant. In step 5 of the Group Certificate Assistant, click the zoom arrow next to an employee’s name.

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


Name

This field displays the employee’s name.

If you wish to view more information about this employee, click the zoom arrow to display the Card File Entry window.


Address

This field displays the address of this employee.

If you wish to change this employee’s address, click the zoom arrow next to the Name field to display the Card File Entry window, where you can change the address.


Tax File No.

This field displays the employee’s tax file number.

You can change this number in this window, if you wish.


Group Certificate Box column

This column lists the names of boxes that appear on Group Certificates.


label column

In this column, you can specify the actual label that will be used on the Group Certificate for this employee. You can enter a different label only in the white fields in this column.


Amount

This column contains the amounts associated with each of the boxes on the Group Certificate form.

If an amount is incorrect, you can change it. When you change an amount, an asterisk (*) will appear next to the amount. The asterisk won’t appear on the printed Group Certificate form.


Recalc button

Click this button if you changed amounts in the Amount column, but want to restore the original entries from your data file.


OK button

Click this button to accept the entries you’ve made in this window.


Linked Employees window - Deductions

The Linked Employees window for deductions allows you to assign and remove specific deductions to your employees. The current deduction, selected in the Payroll Category List window or created in the Deduction Information window, is displayed at the top of the window.

To find this window...

Click Payroll Categories in the Payroll Command Centre. In the Payroll Category List window, click the Deductions tab, select a deduction, and click Edit. In the Deduction Information window, click the Employee button.

Fields in this window:

Select column

Employees column

OK button

All button

None button


Select column

Click this column next to an employee’s name if you want the deduction displayed at the top of the window to be assigned to the employee. A mark will appear to the left of the employee’s name. If you wish to remove a mark, click the mark.


Employees column

This list displays the names of all employees in the MYOB Premier system. Employee names can’t be changed in this window; to change a name, use the Card File Entry window to do so.


OK button

Click this button to accept the entries you’ve made in this window.


All button

Click this button to assign the deduction to every employee. A mark will appear in the Select column for every employee in the list.


None button

Click this button to remove any marks that appear in the Select column.


Linked Employees window - Employer Expenses

The Linked Employees window for employer expenses allows you to assign and remove specific employer expenses to your employees. The current employer expense, selected in the Payroll Category List window or created in the Employer Expense Information window, is displayed at the top of the window.

To find this window...

Click Payroll Categories in the Payroll Command Centre. In the Payroll Category List window, click the Expenses tab, select an employer expense, and click Edit. In the Employer Expense Information window, click the Employee button.

Fields in this window:

Select column

Employees column

All button

None button

OK button


Select column

Click this column next to an employee’s name if you want the employer expense displayed at the top of the window to be assigned to the employee. A mark will appear to the left of the employee’s name. If you wish to remove a mark, click the mark.


Employees column

This list displays the names of all employees in the MYOB Premier system. Employee names can’t be changed in this window; to change a name, use the Card File Entry window to do so.


All button

Click this button to assign the employer expense to every employee. A mark will appear in the Select column for every employee in the list.


None button

Click this button to remove any marks that appear in the Select column.


Linked Employees windows

The four Linked Employees windows allow you to assign and remove specific payroll categories to your employees. The payroll category displayed at the top of each Linked Employees window was selected in the Payroll Category List window.

Click the topics below for more information about the Linked Employees windows.

Linked Employees window - Wages

Linked Employees window - Entitlements

Linked Employees window - Deductions

Linked Employees window - Employer Expenses


Linked Employees window - Entitlements

The Linked Employees window for entitlements allows you to assign and remove specific entitlements to your employees. The current entitlement, selected in the Payroll Category List window or created in the Entitlement Information window, is displayed at the top of the window.

To find this window...

Click Payroll Categories in the Payroll Command Centre. In the Payroll Category List window, click the Entitlements tab, select an entitlement, and click Edit. In the Entitlement Information window, click the Employee button.

Fields in this window:

Select column

Employees column

OK button

All button

None button


Select column

Click this column next to an employee’s name if you want the entitlement displayed at the top of the window to be assigned to the employee. A mark will appear to the left of the employee’s name. If you wish to remove a mark, click the mark.


Employees column

This list displays the names of all employees in the MYOB Premier system. Employee names can’t be changed in this window; to change a name, use the Card File Entry window to do so.


OK button

Click this button to accept the entries you’ve made in this window.


All button

Click this button to assign the entitlement to every employee. A mark will appear in the Select column for every employee in the list.


None button

Click this button to remove any marks that appear in the Select column.


Linked Employees window - Wages

The Linked Employees window for wages allows you to assign and remove specific wages to your employees. The current wage, selected in the Payroll Category List window or created in the Wages Information window, is displayed at the top of the window.

To find this window...

Click Payroll Categories in the Payroll Command Centre. In the Payroll Category List window, click the Wages tab, select a wage, and click Edit. In the Wages Information window, click the Employee button.

Fields in this window:

Select column

Employees column

OK button

All button

None button


Select column

Click this column next to an employee’s name if you want the wage displayed at the top of the window to be assigned to the employee. A mark will appear to the left of the employee’s name. If you wish to remove a mark, click the mark.


Employees column

This list displays the names of all employees in the MYOB Premier system. Employee names can’t be changed in this window; to change a name, use the Card File Entry window to do so.


OK button

Click this button to accept the entries you’ve made in this window.


All button

Click this button to assign the wage to every employee. A mark will appear in the Select column for every employee in the list.


None button

Click this button to remove any marks that appear in the Select column.


Load Tax Tables windows

The Load Tax Tables windows allow you to install current PAYE tax information into your MYOB Premier Payroll system, or to update outdated payroll tax information with new tax tables provided by MYOB Australia.

The first Load Tax Tables window contains general information about the tax table installation process. If you think you’re using outdated tax tables, call MYOB Australia at the telephone number displayed in this window to receive current tax tables. Current tax tables are automatically provided free to members of our MYOB Cover plan whenever government changes are made affecting the tables.

To find this window...

Choose Load Payroll Tax Tables from the Setup menu.

Fields in this window:

Cancel button

Load Tax Tables button


Cancel button

Click this button to exit this window. No payroll tax information will be installed or updated.


Load Tax Tables button

Click this button to load the tax tables.  MYOB Premier will load the tax table file found in the current MYOB Premier folder or directory.  The tax table file on Macintosh is called “MYOB Premier Tax Tables,” and “PAY2MYOB.BIN” on Windows.


MYOB Premier Group Certificate Assistant

The MYOB Premier Group Certificate Assistant is a series of windows which guides you step-by-step through the process of creating group certificates. The MYOB Premier Group Certificate Assistant allows you to create group certificates using continuous feed NAT46 forms (available from the Australian Taxation Office) or plain paper.

To open the MYOB Premier Group Certificate Assistant, click the Print Group Certificates button in the Payroll Command Centre. Click the Help button in each window of the assistant for context-sensitive help on each step.

Click here for more information about printing group certificates


Pay History window

The Pay History window allows you to view and change individual employees’ wage, entitlement, deduction and tax amounts for the current payroll year, as well as the employer expenses you’ve incurred for individual employees.

If you’re starting to use Payroll after the first pay period of the payroll year, you must enter each employee’s pay history for the current payroll year up to the current date. You can enter pay history for specific months or quarters.

To find this window...

Click Cards in the Card File Command Centre. Select an employee and click Edit. Click the Payroll button in the employee’s Card File Entry window. In the employee’s Employee Payroll Information window, click the History button.

Fields in this window:

Show Pay History for

Category column

Month/Quarter columns

Print button

OK button


Show Pay History for

Select a specific quarter or Year-to-Date from the list.


Category column

This column displays the wages, entitlements, deductions, taxes and employer expenses that were assigned to this employee using the Employee Payroll Information window. If you wish to view more information about a specific item in the column, click the zoom arrow next to the name to display the item’s Information window.


Month/Quarter columns

These columns display the totals for each month in the quarter selected in the Show Pay History for field, or the totals for each quarter if you selected Year-to-Date in the Show Pay History for field.

If you change pay history for a specific quarter, the changed information will be assigned to the first month in that quarter.

If you want to enter entitlement amounts that were carried over from previous payroll years, don’t enter them in this window as hours accrued for the current payroll year. Entitlement hours remaining from previous payroll years are entered in the Entitlement Balances window.


Payroll Category List window

The Payroll Category List window allows you to view a list of the wages, entitlements, deductions, employer expenses and taxes - collectively known as payroll categories - in the MYOB Premier system. You can also open other windows using the Payroll Category List window that allow you to create new payroll categories and edit existing payroll categories (except taxes). You can also use this window to change the linked payables account assigned to a specific payroll tax.

To find this window...

Click Payroll Categories in the Payroll Command Centre.

To view a particular payroll category’s list, click its corresponding tab at the top of the window.

Fields in this window:

Wages tab

Entitlements tab

Deductions tab

Expenses tab

Taxes tab

Name

Type

Edit button


Wages tab

Click this tab to display Wages View, which contains a list of all wages in the MYOB Premier system, along with their corresponding wage types.


Entitlements tab

Click this tab to display Entitlements View, which contains a list of all entitlements in the MYOB Premier system, along with their corresponding entitlement types.


Deductions tab

Click this tab to display Deductions View, which contains a list of all deductions in the MYOB Premier system, along with their corresponding deduction types.


Expenses tab

Click this tab to display Expenses View, which contains a list of all employer expenses in the MYOB Premier system, along with their corresponding expense types.


Taxes tab

Click this tab to display Taxes View, which contains a list of all payroll-related taxes in the MYOB Premier system.  When MYOB Premier was shipped, this list had one entry - PAYE Income Tax.


Name

This column displays the names of all the wages, entitlements, deductions, employer expenses and taxes in the MYOB Premier system. If you want to open the appropriate information window to view more detail or change or remove a particular wage, entitlement, deduction, employer expense or tax, you can do one of three things:

Click the zoom arrow next to the wage, entitlement, deduction, employer expense or tax name

Double-click the wage, entitlement, deduction, employer expense or tax name

Highlight the wage, entitlement, deduction, employer expense or tax name and click the Edit button at the bottom of the window


Type

This column displays the wage, entitlement, deduction, employer expense or tax type, for each item in the list. The type is selected in the Type of field in the information windows of wages, entitlement, deductions and employer expenses.


Edit button

Click this button after you’ve highlighted a wage, entitlement, deduction or employer expense or tax name in the list to display the appropriate Information window (Wages Information, Deduction Information or Employer Expense Information or Tax Table Information), where you can change information about the selected payroll category or delete the selected payroll category.


Payroll Command Centre

Click each button below for a description of its function.

Other fields in this window:

To Do List

Inquiry Registers

MYOB Analyst

Reports


Payroll Categories button

The Payroll Categories button opens the Payroll Category List window, where you can view lists of the wages, entitlements, deductions, employer expenses and taxes in the MYOB Premier system. You can also open other windows using this window that allow you to create new wages, entitlements, deductions, employer expenses and taxes and edit existing ones.


Write Paycheques button

The Write Paycheques button opens the Write Paycheques window, where you can create records of your employees’ paycheques. You can also use the Write Paycheques window to set up recurring paycheques of the same value.


Print Paycheques button

The Print Paycheques button opens the Print Cheques window, where you can print the paycheques you created in the Write Paycheques window. Using this window, you can also open a window where you can customise the printed paycheques so they look like the paycheques you use.


Transaction Journal button

The Transaction Journal button allows you to open the Transaction Journal window, where you can view information about all transactions you’ve entered in the MYOB Premier system, for all journals. From the Transaction Journal window, you can also “zoom” to the original window in which transactions (except inventory transactions) were entered.


Print Group Certificates button

Click the Print Group Certificates button to open the MYOB Premier Group Certificates Assistant, which will guide you step-by-step through the process of creating group certificates. You can create group certificates using continuous feed NAT46 forms (available from the Australian Taxation Office) or plain paper.


Electronic Payments button

The Electronic Payments button opens the Electronic Payments Selection window, where you can select payment transactions to be included in an electronic file you can transmit to your bank for payment. Electronic payments can be made to either employees or vendors.


Payroll Linked Accounts window

The Payroll Linked Accounts window allows you to review and change the linked accounts assigned to payroll transactions in MYOB Premier.

These accounts are automatically linked when you create a new data file using the MYOB Premier New Data File Assistant. You may wish to review the linked accounts, to be sure they’re the ones you want to use.

To find this window...

Choose Linked Accounts/Payroll Accounts from the Setup menu.

You can also link accounts to specific payroll categories (deductions, employer expenses, taxes and wages).

More information about linking accounts to transactions

Fields in this window:

Payroll Cheque Account

Default Employer Expense Account

Default Wages Expense Account

Default Withholding Payable Account


Payroll Cheque Account

The Payroll Cheque Account field allows you to enter an account that tracks the money you’ve paid to employees. This account typically is an account named “Payroll cheque” or something similar. In MYOB Premier documentation, this account is referred to as your payroll cheque account.


Default Employer Expense Account

The Default Employer Expense Account field allows you to enter an account that tracks the employer expenses that aren’t deducted from employees’ paycheques. This account will appear as a default in the Employer Expense Information window when you add or edit individual employer expenses; you can override that default, if you wish. In MYOB Premier documentation, this account is referred to as your employer expenses account.


Default Wages Expense Account

The Default Wages Expense Account field of the Payroll Linked Accounts window allows you to enter an account that tracks your wage expenses. This account number will appear as a default in the Employee Payroll Information window for individual employees; you can override that default, if you wish. In MYOB Premier documentation, this account is referred to as your wages expense account.


Default Withholding Payable Account

The Default Withholding Payable Account field of the Payroll Linked Accounts window allows you to enter an account that tracks the amounts withheld from employee paycheques. When you withhold money - taxes or deductions - from an employee’s paycheque, the amounts you withhold are stored in this account. This account will appear as a default in the Deduction Information, Employer Expense Information and Tax Table Information windows; you can override those defaults, if you wish.

MYOB Premier provides a single default withholding account. Many businesses prefer to separate taxes withheld by using different liability accounts for each tax. If you want to do this, first be sure you have separate liability accounts for this purpose in your chart of accounts. Then enter the account you want to use in the Linked Payable Account field of the Tax Table Information window for each tax for which you want to track amounts separately.

In MYOB Premier documentation, this account is referred to as your withholding payable account.


Start a New Payroll Year windows

The Start a New Payroll Year windows allow you to complete the necessary steps to close the previous payroll year and begin the next payroll year.

To find these windows...

Choose Start a New Year/Start a New Payroll Year from the File menu.

Start a New Payroll Year windows (window #1)

Start a New Payroll Year windows (window #2)

Start a New Payroll Year windows (window #3)

Start a New Payroll Year windows (window #4)

For more information...

To learn more about starting a new payroll year, see Closing a payroll year and starting a new one in your Online Procedures Guide.


Start a New Payroll Year windows (window #1)

The first window in the process of starting a new payroll year reminds you to back up your MYOB Premier data file. The easiest way to do this is to mark the Prompt for Data Backup Upon Closing selection in the Preferences window, then select Exit or Quit from the File menu. An alert message appears, asking whether you want to make a backup of your data file. Click Yes. When the backup is made, restart MYOB Premier.


Start a New Payroll Year windows (window #2)

The second window in the process of starting a new payroll year contains information about what happens when you follow the entire process. Read through this window carefully.

Cancel button

Continue button


Start a New Payroll Year windows (window #3)

The third window in the process of starting a new payroll year allows you to change the structure of the payroll year you’re about to begin.

Payroll Year Just Completed

New Payroll Year Ends


Start a New Payroll Year windows (window #4)

The final window in the process of starting a new payroll year gives you one last chance to stop the new year from being created before MYOB Premier takes control of the process.

Cancel button

Start a New Payroll Year button


Cancel button

Click this button to close this window and stop the process of starting a new payroll year.


Continue button

Click this button to continue the process of starting a new payroll year.


Payroll Year Just Completed

This field displays the payroll year that you’ve completed. This field is for your information only and can’t be changed.

If you haven’t made all your payroll entries in this year, click the Cancel button and make those entries before continuing the process of starting a new payroll year.


New Payroll Year Ends

Enter the calendar year in which the new payroll year ends.


Cancel button

Click this button to close this window and stop the process of starting a new payroll year.


Start a New Payroll Year button

Click this button to start creating a new payroll year. MYOB Premier will take a few moments to perform the tasks that were outlined in the second Start a New Payroll Year window.


Wages Exemptions window

The Wages Exemptions window allows you to assign or remove exempt status from a wage’s taxes and deductions. The current wage, selected in the Payroll Category List window or created in the Wages Information window, is displayed at the top of the window.

To find this window...

Click Payroll Categories in the Payroll Command Centre. In the Payroll Category List window, click the Wages tab, select a wage and click Edit. In the Wages Information window, click Exempt.

Fields in this window:

Exempt column

Taxes & Deductions column

OK button

All button

None button


Exempt column

Click this column next to a tax or deduction name if you want the wage displayed at the top of the window to be exempt from the tax or deduction. A mark will appear to the left of the tax or deduction’s name. If you wish to remove a mark, click the mark.


Taxes & Deductions column

This list displays the names of all taxes and deductions in the MYOB Premier system.


OK button

Click this button to accept the entries you’ve made in this window.


All button

Click this button to mark the Exempt column of every item in the list.


None button

Click this button to remove all marks from the Exempt column.


Wages Information window

The Wages Information window allows you to create a new employee wage, change an existing wage’s information or delete an entire wage. You can also open the Wages Exemptions window from this window.

To find this window...

Click Payroll Categories in the Payroll Command Centre. In the Payroll Category List window, click the Wages tab, select a wage and click Edit.

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


Wages Name

The name of the wage you’re viewing appears in this field. Enter a unique name if you’re creating a new wage.

You can change information for any wage, and you can delete all wages except the Base Salary and Base Hourly wages.


Type of Wages: Hourly

Choose this selection if this wage will be used to calculate income on an hourly basis.


Type of Wages: Salary

Choose this selection if this wage will be used to calculate employee income on a fixed amount per pay period, month or year.


Pay Rate: Regular Rate Multiplied by

Enter the amount by which you want to multiply this wage rate by the regular hourly base rate. For example, if you pay “time-and-a-half” for overtime, enter 1.5 in this field.

This field appears only if you chose the Hourly selection in the Type of Wages field.


Pay Rate: Fixed Hourly Rate of

Enter the fixed hourly rate for this wage in this field if the wage is not a multiple of the regular hourly base rate.

This field appears only if you chose the Hourly selection in the Type of Wages field.


Optional Account/Override Account

If you want to track this wage with an account different from your wage expense account, mark this selection and enter the account in the Override Account field.


Employee button

Click this button to open the Linked Employees window, where you can list the employees who are assigned to the wage displayed in the Wages Name field.


Exempt button

Click this button to open the Wages Exemptions window, where you can list the taxes and deductions that the wage displayed in the Wages Name field is exempt.


Write Paycheques window

The Write Paycheques window allows you to create employee paycheques. The top half of the window is designed to look like an actual paper cheque, with fields that allow you to enter paycheque information. The bottom half of the window contains a scrolling list of all the wage, entitlement, deduction, tax and employer expense amounts that comprise an employee’s net pay amount.

You can also use this window to set up recurring paycheques of the same value and examine the Cash Disbursements Journal.

To find this window...

Click Write Paycheques in the Payroll Command Centre.

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


Cheque accounts list

Select the cheque account you want to use to write your employee paycheques. If you specified a cheque account in the Payroll Linked Accounts window, Payroll cheque will appear as the default selection in this list.

The accounts in this list were assigned cheque privileges in the Edit Accounts window.


Balance

This field displays the current balance of the cheque account you selected in the left-hand corner of the window. If you wish to display the Inquiry Register window to view more detailed information about the cheque account, click the zoom arrow.


Handwritten

Mark this selection if you don’t plan to print this paycheque using MYOB Premier.

When you mark this selection, MYOB Premier will record the paycheque as printed; when you select Unprinted Cheques Only in the Print Paycheques window, this paycheque won’t be printed.

If you’re viewing a paycheque that’s been printed, this selection will be already marked.


Payee

Enter the name of the employee who will receive this paycheque, or click the search icon to display a search list of existing employee records you can select from.

After an employee name is entered in this field, you can click the zoom arrow to display the Card File Entry window and view detailed information about the employee.


Address

Enter the address of this employee, or accept the default address, which was entered for this employee in the Address and Postcode fields of the Card File Entry window.


Memo

Enter a description of the payroll transaction. This description will appear on various MYOB Premier reports, as well as the Cash Disbursements Journal.

If you change the default memo, we suggest you keep the word “Paycheque” in the memo to remind you of the nature of the transaction.


Cheque No.

Enter the number of the paycheque you wish to print, or accept the default paycheque number, which is one number higher than the last cheque written from this cheque account.

When you highlight this field, the default entry changes to Auto# to remind you that unless you change the default entry, the next number in sequence will be assigned to the transaction.


Date

Enter a date for the paycheque.

Dates that occur before your conversion date or in a prior financial year can’t be used.


Net Pay

This field displays the net amount that appears on the employee’s paycheque. The amount is calculated using the various wages, entitlements, deductions and taxes that appear in the list in the bottom half of the window.


Description column

This column displays the names of all the wages, entitlements, deductions, taxes and employer expenses that are assigned to this employee.


Hours column

Enter the number of hours this employee worked during the pay period, or accept the default number of hours.

The default was calculated by taking your entry in the Number of Hours in a Full-Time Work Week field of the General Payroll Information window and multiplying it by the number of weeks in the time period you selected in the Pay Frequency list in the Employee Payroll Information window. For example, if your full-time work week is 40 hours and your pay period Fortnightly, 80 should appear in this column.


Account columns

These two columns display the account number and name assigned to the wages, entitlements, deductions, taxes and employer expenses that appear in the left-hand side of the scrolling list. These accounts were assigned to their categories in the Employee Payroll Information, Deduction Information, Tax Table Information and Employer Expense Information windows.


Amount column

This column displays default amounts calculated by MYOB Premier for the wages, entitlements, deductions, taxes and employer expenses for this paycheque. These default amounts are calculated based on your selections and entries in the Wages Information, Employee Payroll Information, Deduction Information, Tax Table Information and Employer Expense Information windows.

You can change amounts, if you wish. If you change an amount, other amounts may change as well, depending upon whether other amounts are dependent upon the amount you changed.


Job column

Enter the number of a job you want to assign to an income, cost of sales or expense account in this column.

Wages and employer expenses are typical payroll categories that can be assigned to jobs.


Aging Date window (Analyse Payables)

The Aging Date window allows you to set the criteria for how information about the vendors you owe money to will appear in the Analyse Payables window.

To find this window...

Choose Payables from the MYOB Analyst list in any command centre. The Analyse Payables window appears. Click the Filters button.

Fields in this window:

Calculate Overdue Since Purchase Date

Calculate Overdue Using Purchase Terms

Aging Date

Include $0.00 Balance Purchases

Cancel button

OK button


Calculate Overdue Since Purchase Date

Choose this selection if you want to view information about the money you owe based upon the number of days that have passed since purchases were recorded.


Calculate Overdue Using Purchase Terms

Choose this selection if you want to view information about the money you owe based upon the number of days payments are overdue, as determined by your credit terms with vendors.


Aging Date

Enter a date by which MYOB Premier can base the number of days since the purchase date.


Include $0.00 Balance Purchases

Mark this selection if you wish to include purchases with zero balances (sometimes known as “closed purchases”) in the Analyse Payables window.

This function can be handy if you’re searching for a particular purchase and you’re not sure whether you’ve paid its entire balance.


Cancel button

Click this button to close this window without recording any changes you made.


OK button

Click this button to accept the entries you’ve made in this window. The information in the Analyse Payables window will reflect the entries you’ve accepted.


Analyse Payables window

The Analyse Payables window allows you to view detailed information about the vendors you owe money to and how long you've owed it to them. The information in this window is based upon the entries you make in the Aging Date window.

To find this window...

Choose Payables from the MYOB Analyst list in any command centre.

Each view of the Analyse Payables window displays a different level of detail about the money you owe.

Three views are available for this window:

Summary View

Vendor Detail View

Purchase Detail View


Analyse Payables window (Summary View)

Summary View of the Analyse Payables window displays all the money that you owe to vendors, totaled by vendor.

To find this window...

Choose Payables from the MYOB Analyst list in any command centre. Then be sure the Summary selection is marked.

Fields in this window:

Summary button

Vendor Detail button

Purchase Detail button

Analysis column

Total column

Aging columns

Filters button

Print button

Close button


Summary button

When this button is marked, you're viewing the Analyse Payables window in Summary View.


Vendor Detail button

When this button is marked, you're viewing the Analyse Payables window in Vendor Detail View.


Purchase Detail button

When this button is marked, you're viewing the Analyse Payables window in Purchase Detail View.


Analysis column

This column displays the vendors in your Card File to whom your company owes money. To list the purchases for a particular vendor, click the zoom arrow next to the vendor's name.


Total column

This column displays the total outstanding balance for each vendor with whom your company has an outstanding balance.


Aging columns

These columns display the number of days the amount in the Total column has been due.

Click this arrow to open the Aging Date window, where you can change the type of information that’s displayed in this window.


Analyse Payables window (Vendor Detail View)

Vendor Detail View of the Analyse Payables window displays all the money that you owe to the vendor whose name appears in the Vendor Detail field at the top of the window.

To find this window...

First, choose Payables from the MYOB Analyst list in any command centre. Then do one of two things:

Click the zoom arrow next to a vendor's name; OR

Click the Vendor Detail button and enter a vendor's name in the field next to the words Vendor Detail.

Fields in this window:

Summary button

Vendor Detail button

Purchase Detail button

Analysis column

Purchase Date column

Total column

Aging columns

Filters button

Print button

Close button


Analysis column

This column displays the purchases assigned to the vendor displayed at the top of the window. To list the bill payments and debits assigned to a particular purchase, click the zoom arrow next to the purchase's ID number.


Purchase Date column

This column displays the date of each transaction in the list.


Total column

This column displays the total outstanding balance of each transaction with the vendor displayed at the top of the window.


Analyse Payables window (Purchase Detail View)

Purchase Detail View of the Analyse Payables window displays all the transactions assigned to the purchase that appears in the Purchase Detail field at the top of the window.

To find this window...

First, choose Payables from the MYOB Analyst list in any command centre. Then do one of two things:

Click the zoom arrow next to a vendor's name, then click the zoom arrow next to a specific transaction; OR

Click the Purchase Detail button and enter a transaction number in the field next to the words Purchase Detail.

Fields in this window:

Summary button

Vendor Detail button

Purchase Detail button

Analysis column

Purchase Date column

Total column

Aging columns

Filters button

Print button

Close button


Analysis column

This column displays the bill payments and debits assigned to the purchase displayed at the top of the window. To view a transaction in the window in which it was originally entered, click the zoom arrow next to the transaction's ID number.


Total column

This column displays the total of each transaction assigned to the transaction displayed at the top of the window.


Filters button

Click this arrow to open the Aging Date window, where you can change the type of information that’s displayed in this window.


Vendor Payments window

The Vendor Payments window allows you to assign payments to your outstanding purchasing balances and record deposits on pending purchase orders.

To find this window...

Click Vendor Payments in the Purchases Command Centre.

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


Cheque accounts list

Select the cheque account you want to use to make a payment.

The accounts in this list were assigned cheque privileges in the Edit Accounts window.


Balance

This field displays the current balance of the cheque account you selected in the left-hand corner of the window. If you wish to display the Inquiry Register window to view more detailed information about the cheque account, click the zoom arrow.


Vendor

Enter the name of the vendor whose transactions you wish to apply your payment to. If you wish to view detailed information about the vendor, click the zoom arrow to display the Card File Entry window.

After you enter a vendor name, all purchases you’ve conducted with that vendor are displayed. Open purchases are displayed at the top of the list, followed by pending purchase orders and then by closed purchases.


Handwritten

Mark this selection if you don’t plan to print this cheque using MYOB Premier.

When you mark this selection, MYOB Premier will record the cheque as printed; when you select Unprinted Cheques Only in the Print Cheques window, this cheque won’t be printed.

If you’re viewing a cheque that’s been printed, this selection will be already marked.


Cheque #

Enter the number of the cheque you wish to print, or accept the default cheque number, which is one number higher than the last cheque you wrote from this cheque account.

When you highlight this field, the default entry changes to Auto# to remind you that unless you change the default entry, the next number in sequence will be assigned to the transaction.

If you enter a different cheque number in this field, the next cheque number from this cheque account will increment by one from the number you enter.


Date

Enter the date of the cheque.

Dates that occur before your conversion date or in a prior financial year can’t be used.


Amount

Enter the total amount of the cheque.

When you record this cheque, the balance of the cheque account you selected in the left-hand corner of the window will be decreased by the amount you enter here.


Memo

Enter a description of the transaction. This description will appear on various MYOB Premier reports, as well as the Cash Disbursements Journal. If you don’t enter anything in this field, the first line of the box below the Vendor field will appear in the Cash Disbursements Journal.

We suggest you use the word “Payment” in the memo to remind you of the nature of the transaction.


Purchase # column

This column displays the numbers assigned to the purchases entered in the Purchases window.


Status column

This column displays the status of each of the purchases in the list.

OPEN: Purchases with a positive balance.

PENDING: Purchase orders assigned a Pending status in the Purchases window.

CLOSED: Purchases with a zero balance. Closed purchases appear in the list only if you marked the Include Closed Purchases option.

If you want to open the Inquiry Register window to view more detailed information about a specific purchase, click the zoom arrow next to the purchase’s status.


Date column

This column displays the date each of the purchases in the list was recorded.


Amount column

This column displays the current amount due for each of the purchases in the list.


Discount column

Enter early-payment discounts for each of the purchases in this list, or accept the default amounts, which were entered for this vendor in the Credit Terms window.

Enter a discount amount only when you’re settling the entire remaining balance of a purchase. If you enter a discount on a partial payment of a purchase’s remaining balance, that discount won’t be recorded. For example, if you enter a $2 discount on $100 purchase, the total due amount is $98. However, if you apply only $75 to the purchase, the discount won’t be calculated; $25 will be the remaining balance of the purchase.


Total Owed column

This column displays the total amount owed for each purchase in the list.


Amount Applied column

Enter the amount of the payment you want to apply to each purchase in the list, or accept the default amounts that appear in this column. The default amount that appears in this column is either the total amount of one purchase’s remaining balance or the remainder of the payment amount.

You can distribute the payment amount to more than one purchase.


Include Closed Purchases

Mark this selection if you want to include closed purchases in the scrolling list. If this selection is unmarked, the list displays only open and pending purchases.


Finance Charge

Enter the amount you wish to apply to your finance charges with this vendor.

When you click Record, the balance of the account you entered in the Expense Account for Late Charges field of the Accounts Payable Linked Accounts window will be increased.


Record button

Click this button to record the application of the payment amount in the Cash Disbursements Journal, decrease your linked payables cheque account and decrease your outstanding balance with the vendor. If the payment was applied to a pending purchase order, your linked payables deposits account is increased.


Pay All button

Click this button to apply the total amount owed to each purchase in the list. The sum of the total amounts applied appears in the Amount field in the cheque portion of the window.

You must enter the amount you wish to apply to your finance charges with this vendor manually in the Finance Charge field.


Forms Selection window (Print Purchase Orders)

The Print Purchase Orders window allows you to print the purchase orders you’ve created in the Purchases window. Using this window, you can also open a window where you can customise the printed purchase orders so they look like the purchase orders you use.

To find this window...

Click Print Purchases in the Purchases Command Centre.

Fields in this window:

Order Type

Order Status

Unprinted Orders Only

Orders Dated From/to

Orders Numbers Between/and

Selected Form for P.O.

Cancel button

Print Alignment Order

Customise button

OK button


Order Type

Select a type of purchase order - Service, Item or Professional - to restrict the list of purchase orders you want to print.

You can further restrict the list of purchase orders by making entries in the other fields in this window.


Order Status

Select a purchase order status - Pending, Open, Debit, Closed or All - to restrict the list of purchase orders you want to print.

You can further restrict the list of purchase orders by making entries in the other fields in this window.


Unprinted Orders Only

Mark this selection if you want to print only the purchase orders you haven’t printed yet.

If you marked the Handwritten selection in the Purchases window for any purchase orders when you created them, those purchase orders won’t be printed.


Orders Dated From/to

Mark this selection and enter a range of dates if you wish to print purchase orders for a specific time period.


Orders Numbers Between/and

Mark this selection and enter a range of purchase order numbers if you wish to print a specific set of purchase orders.


Selected Form for P.O.

Select the form layout you use to print purchase orders. You can choose one of the following standard form layouts or any of the custom form layouts you may have created for your forms using the Customise window for the purchase order you selected in the Order Type field.

PRE-PRINTED P.O.: Choose this selection if you wish to print purchase orders on paper that already has the lines drawn on it. When you print the purchase order, only the purchase order information will be printed.

MYOB’S PLAIN PAPER P.O.: Choose this selection if you wish to print purchase orders on paper without lines already drawn on it. When you print the purchase order, lines will be drawn with the purchase order information.


Cancel button

Click this button to exit this window.


Print Alignment Order

Click this button to print a sample purchase order that allows you to determine whether the forms loaded in your printer are positioned correctly for printing.

Before you begin printing, remember to load the blank forms in the appropriate printer. When you click this button, the Print dialog box for your computer will appear; click OK to print the alignment purchase order. If the position of the forms is incorrect, adjust the forms and print another alignment purchase order. You can print as many alignment purchase orders as you like.


Customise button

Click this button to display the Customise window for the document you selected in the Order Type field, where you can adjust the location of various parts of your purchase orders.


OK button

Click this button to accept the entries you’ve made in this window. The Review Purchase Orders Before Printing window will appear, where you can review information about each purchase order you selected, as well as choose specific purchase orders to print.


Purchases window

The Purchases window allows you to create transaction records for the items and services you buy, regardless of whether the items and services are included in the items you’ve entered in the Item Information window.

To find this window...

Click Purchases in the Purchases Command Centre.

Depending upon the type of transaction you’re entering in this window (item purchase order, service purchase order, professional purchase order or miscellaneous purchase), the fields in this window will change to allow you to enter appropriate information. These different sets of fields are known as views. Click the topics below for information about the Purchases window’s views.

Purchases window (Service Purchase Order View)

Purchases window (Item Purchase Order View)

Purchases window (Professional Purchase Order View)

Purchases window (Miscellaneous Purchase View)


Purchases window (Item Purchase Order View)

The Item Purchase Order View of the Purchases window is displayed when you click the Type button in the Purchases window and choose the Item selection. In this view, you can record the purchase of items and services for which you marked the I Buy This Item and I Inventory This Item selections in the Item Information window.

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


Vendor

Enter the name of the vendor for whom this purchase order is intended, or click the search icon to display a search list of vendors to choose from. You can also use the Easy-Add function in the search list to create a new vendor record to assign this purchase order to.

If pending purchase orders exist for the vendor, a window will appear, listing your pending purchase orders with the vendor. You can either select a pending purchase order or click Cancel or New Purchase to return to the Purchases window, where you can create a new purchase order.


Terms

This field displays the credit terms assigned to your business by the vendor. This information will be printed on the purchase order.

If you wish to change these terms, click the zoom arrow next to the Terms field to display the Credit Terms window, where you can make any necessary changes. Any changes you make will affect this purchase order only. (If you wish to change the credit terms for all future purchase orders for this vendor, click the zoom arrow next to the vendor's name to display this vendor's record in the Card File Entry window, then click the Terms button to open the view of the Credit Terms window that allows permanent changes to be made.)


Handwritten

Mark this selection if you don’t plan to print this purchase order using MYOB Premier.

When you mark this selection, MYOB Premier will record the purchase order as printed; then, when you choose to print unprinted purchase orders only in the Print Purchases window, this purchase order won’t be printed.

If you’re viewing a purchase order that’s been printed, this selection is already marked.


Ship To

Enter the address you want to print on the purchase order, or accept the default address, which was entered in the Company Information window. You can also click the search icon to display a search list of all the people and companies in the Card File to select a different address from.


Purchase #

Accept the default purchase order number that appears in this field or enter the number you want to assign to this purchase order using up to eight characters. This number will be recorded in the Purchases Journal.

When you highlight this field, the default entry changes to Auto# to remind you that unless you change the default entry, the next number in sequence will be assigned to the transaction.

We recommend that you use the default purchase order number, because it ensures that you don’t use duplicate journal numbers, which may cause confusion in your recordkeeping. (Another way to ensure you don’t use duplicate purchase order numbers is to mark the Warn for Duplicate Purchase Order Numbers selection in the Preferences window.)

If you make an entry in this field that contains numbers only, the next purchase order you create will use an purchase order number incremented by one. If your entry contains letters, the next purchase order’s number will be incremented by one from the last numbers-only purchase order number you used.


Vendor Invoice #

If you wish, enter the number assigned to the invoice the vendor sent you.

This number can be printed on the purchase order, if you wish.


Received column

Enter the quantity of items you plan to receive with this purchase order, using up to three decimal places. When you click Record, the on-hand quantities of the items on this purchase order will be increased by the amounts you enter here.

Enter this number in buying units of measure. For example, if you buy three pair of lamps, enter 3 in this field.

You can also enter 0 as a quantity in this column, if you wish. Zero can be used as a quantity for special “items” such as freight; although no quantities are increased, the “item” appears on the printed purchase order.


Backorder column

Enter the quantity of items you plan to include on a pending purchase order for this transaction, using up to three decimal places. When you click Record, a pending purchase order listing the quantity of items you entered here will be created.

Enter this number in buying units of measure. For example, if you want to put three pair of lamps on back order, enter 3 in this field.


Item Number column

Enter the number of each item you wish to include on this purchase order.

Only items for which you selected I Buy This Item in the Item Information window can be entered in this column.


Description column

Enter a description of the item, or accept the default description, which was assigned to this item in the Item Information window. You can use up to 255 characters for the item description.


Price column

Enter the price you’re paying for each item, or accept the default price, which is the last price you paid for the item. You can use up to three decimal places for the price.


Disc% column

Enter the discount percentage you’re offered by this vendor when you make large volume purchases from this vendor, or accept the default percentage, which was assigned to the vendor in the Credit Terms window.

This is a discount for large-volume purchases. It isn’t a discount for early payments you make.


Total column

Enter the total dollar amount of each line on the purchase order in this column, or accept the default, which is the amount in the Price field multiplied by the quantity in the Received column, then subtracted by the percentage in the Disc% field. The final amount is then rounded to the nearest cent.

If you change the default amount, the percentage in the Disc% field will automatically change to reflect the new amount.


Job column

You can assign a job to each line in Item Purchase Order View. To do so, enter the job number here.

If you need to assign a single item to more than one job, use multiple lines to record the transaction. For example, assume you want to include 100 gadgets on a purchase order, but you want to assign 30 gadgets to job 12 and 70 gadgets to job 43. To do this, enter the Gadgets item number in the Item # column, then enter 30 in the Received column or Backorder column and 12 in the Job column. Move to the next line, enter the Gadgets item number again, enter 70 in the Received column or Backorder column and 43 in the Job column.


Tax column

This column is used to designate the items that are subject to tax.

Depending upon your selection in the Credit Terms window for this vendor, the tax codes that appear for items are either the codes assigned to the items or the code assigned to the vendor. If you marked the Use Item's Tax Code When Bought option in the Credit Terms window, the default tax codes are those that were assigned to the items in the Item Information window; if you didn't mark the Use Item's Tax Code When Sold option, the tax code assigned to the vendor in the Credit Terms window appears as the default entry for all your line items.

For freight, the default tax code is the one that was assigned to the vendor in the Credit Terms window.

If you wish to assign a different tax code than the one that appears in the Tax column, simply enter the new code in the Tax column.


Comment

Enter a comment to print on the purchase order, or click the search icon to display a search list of comments to choose from. You can also use the Easy-Add function in the search list to create a new comment.


Ship Via

Enter the method by which you want to the vendor to ship the items on the purchase order, or click the search icon to display a search list of shipping methods to choose from. You can also use the Easy-Add function in the search list to create a new shipping method.

This method can be printed on the purchase order.


Promised Date

If you plan to record this purchase order as a pending purchase order, enter the date you expect to receive the items on the purchase order.

If this isn’t a pending purchase order, the entry you make in this field is for your information only.


Journal Memo

Enter a description of the purchase order, or accept the default memo. This description will appear on various MYOB Premier reports, as well as the Purchases Journal. You can also print this memo on the purchase order.

If you change the default memo, we suggest you keep the word “Purchase” in the memo to remind you of the nature of the transaction.


Freight

Enter the amount you’ll pay to ship the items on this purchase order.

This field is available only if you assigned an account number for freight charges in the Expense or Cost of Sales Account for Freight field in the Accounts Payable Linked Accounts window.


Tax

The total tax amount, based upon the codes assigned to the line items you've entered, appears in this field. If you want to change the tax amounts, click the zoom arrow next to this field to open the Tax Information window, where you can change the amounts if you haven't recorded the transaction yet.


Total Amount

This field displays the total amount of the purchase order, including all items and services in the list, sales tax and freight charges.


Paid Today

Enter the amount of money you paid at the time of the purchase for this transaction.

This amount will decrease the balance of your linked payables cheque account and will appear as an entry in the Cash Disbursements Journal.


Balance Due

This field displays the total amount of the purchase order, minus the amount in the Paid Today field.

Depending upon the amount in this column, one of three things will occur when you click the Record button:

If the amount is zero, a purchase order with no balance (sometimes known as a “closed purchase”) will be created.

If the amount is a positive number, a purchase order with an outstanding balance (sometimes known as an “open purchase”) will be created. This amount will be recorded in your linked payables account.

If the amount is a negative number, a debit purchase will be created.


Type button

Click this button to choose the type of purchase you want to enter in this window. The PO Type window appears, allowing you to select a type of purchase. These types are summarised below.

ITEM: Choose this selection if you want to create a purchase order that’s used to record the purchase of items and services for which you selected I Buy This Item in the Item Information window. When you record an item purchase order, your in-house quantities of the items for which you also selected I Inventory This Item in the Item Information window (also known as inventoried items) listed on the purchase order change accordingly.

SERVICE: Choose this selection if you want to record the purchase of items and services that you didn’t enter information about in the Item Information window. This type of purchase order allows you to track purchases that don’t affect your inventory quantities.

PROFESSIONAL: Choose this selection if you want to record the purchase of items and services that you didn’t enter information about in the Item Information window, and include the specific date each item was purchased.

MISCELLANEOUS PURCHASE: Choose this selection if you want to record the purchase of items and services that you didn’t enter information about in the Item Information window, and that don’t require a printed purchase order.


Record button

Click this button to record the transaction you’ve made in this window.

If you’ve entered quantities for items in the Backorder column, a pending purchase order will be created for those items.


Purchases window (Service Purchase Order View)

The Service Purchase Order View of the Purchases window is displayed when you click the Type button in the Purchases window and choose the Service selection. In this view, you can record the purchase of items and services for which you marked the I Buy This Item selection in the Item Information window.

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


Description column

Enter a description of the item or service you’re buying, using up to 255 characters.


Acct# column

Enter the number of the account you want to assign the items or services in this transaction to.

Purchases are typically assigned to expense accounts.


Amount column

Enter the amount you expect to pay for each line of this transaction.

If you enter a positive number in this column, your linked payables account will be increased.

If you enter a negative number in this column (for example, if you’re entering a purchasing adjustment or a return), your linked payables account will be decreased. When you click Record, a debit purchase will be created.

You can enter 0, if you wish. Zero can be used as an amount for items you want to appear on a purchase order; although no amount is charged, the item appears on the printed purchase order. The item, however, won’t appear in the Purchases Journal.


Job column

Enter the number of the job to which you wish to assign each amount in the list.

If you need to assign an amount to more than one job, use multiple lines to record the transaction. For example, assume you want to assign $100 your Gadget Purchases account, but you want to assign $30 to job 12 and $70 to job 43. To do this, enter the Gadget Purchases account number in the Acct. # column, then enter $30 in the Amount column and 12 in the Job column. Move to the next line, enter the Gadget Purchases account number again, enter $70 in the Amount column and 43 in the Job column.


Tax column

This column is used to designate the services that are subject to tax.

A default tax code appears next to each line item. If you wish to assign a different tax code than the one that appears in the Tax column, simply enter the new code in the Tax column.


Purchases window (Professional Purchase Order View)

The Professional Purchase Order View of the Purchases window is displayed when you click the Type button in the Purchases window and choose the Professional selection. In this view, you can record the purchase of items and services for which you marked the I Buy This Item selection in the Item Information window. You can also use this view to assign a date to each individual transaction on the purchase order.

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


Date column

Enter the date of each transaction on the purchase order.


Description column

Enter a description of the item or service you’re buying, using up to 255 characters.


Acct# column

Enter the number of the account you want to assign the items or services in this transaction to.

Purchases are typically assigned to expense accounts.


Amount column

Enter the amount you expect to pay for each line of this transaction.

If you enter a positive number in this column, your linked payables account will be increased.

If you enter a negative number in this column (for example, if you’re entering a purchasing adjustment or a return), your linked payables account will be decreased. When you click Record, a debit purchase will be created.

You can enter 0, if you wish. Zero can be used as an amount for items you want to appear on a purchase order; although no amount is charged, the item appears on the printed purchase order. The item, however, won’t appear in the Purchases Journal.


Job column

Enter the number of the job to which you wish to assign each amount in the list.

If you need to assign an amount to more than one job, use multiple lines to record the transaction. For example, assume you want to assign $100 your Gadget Purchases account, but you want to assign $30 to job 12 and $70 to job 43. To do this, enter the Gadget Purchases account number in the Acct. # column, then enter $30 in the Amount column and 12 in the Job column. Move to the next line, enter the Gadget Purchases account number again, enter $70 in the Amount column and 43 in the Job column.


Tax column

This column is used to designate the items and services that are subject to tax.

A default tax code appears next to each line item. If you wish to assign a different tax code than the one that appears in the Tax column, simply enter the new code in the Tax column.


Purchases window (Miscellaneous Purchase View)

The Miscellaneous Purchase View of the Purchases window is displayed when you click the Type button in the Purchases window and choose the Miscellaneous Purchase selection. In this view, you can record the purchase of items and services for which you don’t need a printed purchase order.

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


Vendor

Enter the name of the vendor for whom this miscellaneous purchase is intended, or click the search icon to display a search list of vendors to choose from. You can also use the Easy-Add function in the search list to create a new vendor record to assign this miscellaneous purchase to.

If pending purchase orders exist for the vendor, a window will appear, listing your pending purchase orders with the vendor. You can either select a pending purchase order or click Cancel or New Purchase to return to the Purchases window, where you can create a new miscellaneous purchase.

You don’t have to assign purchases to individual vendors if you don’t want to. However, you’ll need to set up at least one vendor card to track your purchases. You may want to name this card “Cash Vendor” or something similar to distinguish it as a card used to track purchases. If the vendor is providing credit to you for your purchases, however, we suggest you create a “real” vendor record for this vendor.


Terms

This field displays the credit terms assigned to your business by the vendor.

If you wish to change these terms, click the zoom arrow next to the Vendor field to display the Card File Entry window, then click the Terms button at the bottom of the window.


Purchase #

Accept the default number that appears in this field, or enter the number you want to assign to this transaction using up to eight characters. This number will be recorded in the Purchases Journal.

When you highlight this field, the default entry changes to Auto# to remind you that unless you change the default entry, the next number in sequence will be assigned to the transaction.

We recommend that you use the default number, because it ensures that you don’t use duplicate numbers, which may cause confusion in your recordkeeping. (Another way to ensure you don’t use duplicate numbers is to mark the Warn for Duplicate Purchase Order Numbers selection in the Preferences window.)

If you want to assign a different number, consider leaving the PJ prefix assigned to the number, so it’s easy for you to distinguish the transaction as a Purchases Journal transaction.


Journal Memo

Enter a description of the miscellaneous purchase, or accept the default memo. This description will appear on various MYOB Premier reports, as well as the Purchases Journal.

If you change the default memo, we suggest you keep the word “Purchase” in the memo to remind you of the nature of the transaction.


Description column

Enter a description of the item or service you’re buying, using up to 255 characters.


Allocation Account columns

Enter the number of the account you want to assign the items or services in this transaction to. When you enter or select an account number, the account’s name will appear in the second column.

Purchases are typically assigned to expense accounts.


Amount column

Enter the amount that you’re charged for each line of this transaction.

If you enter a positive number, the account you entered in the Acct. # column will be increased.

If you enter a negative number, the amount will decrease the account you entered in the Acct. # column. In addition, when you click Record, a debit purchase will be created for the amount you entered.

You can enter 0, if you wish. The item, however, won’t appear in the Purchases Journal.


Job column

Enter the number of the job to which you wish to assign each amount in the list.

If you need to assign an amount to more than one job, use multiple lines to record the transaction. For example, assume you want to assign $100 your Gadget Purchases account, but you want to assign $30 to job 12 and $70 to job 43. To do this, enter the Gadget Purchases account number in the Acct. # column, then enter $30 in the Amount column and 12 in the Job column. Move to the next line, enter the Gadget Purchases account number again, enter $70 in the Amount column and 43 in the Job column.


Tax column

This column is used to designate the items and services that are subject to tax.

A default tax code appears next to each line item. If you wish to assign a different tax code than the one that appears in the Tax column, simply enter the new code in the Tax column.


Total Amount

This field displays the total amount of the miscellaneous purchase, including all items and services in the list, as well as sales tax charges.


Balance Due

This field displays the total amount of the miscellaneous purchase, minus the amount in the Paid Today field.

Depending upon the amount in this column, one of three things will occur when you click the Record button:

If the amount is zero, a miscellaneous purchase with no balance (sometimes known as a “closed purchase”) will be created.

If the amount is a positive number, a miscellaneous purchase with an outstanding balance (sometimes known as an “open purchase”) will be created. This amount will be recorded in your linked payables account.

If the amount is a negative number, a debit purchase will be created.


Purchases Command Centre

Click each button below for a description of its function.

Other fields in this window:

To Do List

Inquiry Registers

MYOB Analyst

Reports


Comments & Ship Methods button

The Comments & Ship Methods button opens the Comments & Shipping Methods window, where you can set up a standard list of greetings, memos, reminders and any other salutations you often include on invoices and purchase orders. You can also use this window to set up the ways in which you transport the items you buy and sell; these methods can be printed on invoices and purchase orders, if you wish.


Settle Returns & Debits button

The Settle Returns & Debits button opens the Select From List window, where you can choose a debit purchase to work with. After you’ve selected a debit purchase, you can use the Settle Returns & Debits window to apply the debit purchase amount to one of your outstanding purchases with the vendor or deposit a refund cheque from the vendor.


Purchases button

The Purchases button opens the Purchases window, where you can create transaction records for the items and services you buy, regardless of whether the items or services are included in your list of items.


Print Purchases button

The Print Purchases button opens the Print Purchases window, where you can print the purchase orders you’ve created in the Purchases window. Using this window, you can also open a window where you can customise the printed purchase orders so they look like the purchase orders you use.


Transaction Journal button

The Transaction Journal button allows you to open the Transaction Journal window, where you can view information about all transactions you’ve entered in the MYOB Premier system, for all journals. From the Transaction Journal window, you can also “zoom” to the original window in which transactions (except inventory transactions) were entered.


Vendor Payments button

The Vendor Payments button opens the Vendor Payments window, where you can assign payments to your outstanding purchasing balances and record deposits on pending purchase orders.


Review Orders Before Printing window

The Review Orders Before Printing window allows you to review information about each of the purchase orders you selected in the Print Purchases window, as well as choose specific purchase orders to print.

To find this window...

Click Print Purchases in the Purchases Command Centre. Make entries in the Forms Selection window and click OK.

Fields in this window:

Print __ Copies of Each Selected Purchase

Print column

List of purchase orders

None button

All button

Print button


Print column

This column is used to designate which purchase orders you wish to print. All purchase orders with a mark displayed in the Print column are marked to be printed; if you don’t want to print a specific purchase order, click the mark to remove it. If you wish to print a specific purchase order and a mark doesn’t appear in the Print column, click the column to add it.


List of purchase orders

The list displays summary information about all purchase orders you selected in the Print Purchases window, including the purchase order number, date, vendor and amount. If you wish to display the Purchases window to view or change detailed information about a purchase order, click the zoom arrow next to the purchase order’s number.


None button

Click this button to clear all marks from the Print column. When you click this button, no purchase orders can be printed because no purchase orders are selected for printing.


All button

Click this button to enter marks in the Print column for every purchase order in the list.


Print button

Click this button when you’re satisfied with the purchase orders you’ve selected to print. When you click this button, the Print dialog box for your computer will appear; click OK to print the purchase orders.


Select from List window (Settle Returns & Debits)

The Settle Returns & Debits windows allow you to apply debit purchases close or partly close outstanding purchasing balances and deposit refund cheques.

MYOB Premier’s Settle Returns & Debits function consists of three windows: Select from List, where you select a debit purchase to work with, Settle Returns & Debits, where you apply the debit purchase you selected to a particular outstanding item, and Refund where you are able to deposit a refund cheque.

The Select From List window allows you to view the debit purchases currently in the MYOB Premier system and select a debit purchase to apply to an open purchase or deposit a refund cheque.

To find this window...

Click Settle Returns & Debits in the Purchases Command Centre.

Fields in this window:

List of debit purchases

Refund button

Apply to Purchase button

Cancel button


List of debit purchases

The list displays information about each of the debit purchases in the MYOB Premier system, including the vendor name, purchase number and amount.


Refund button

Click this button to open Refund Cheque View of the Settle Returns & Debits window, where you can record the debit purchase you selected in the list as a refund cheque from the vendor.


Apply to Purchase button

Click this button to open Apply to Purchase View of the Settle Returns & Debits window, where you can apply the debit purchase you selected in the list to an open, closed or pending purchase order, or to a miscellaneous purchase.


Settle Returns & Debits window

The Settle Returns & Debits windows allow you to use debit purchases to close or partly close outstanding purchasing balances and deposit refund cheques.

MYOB Premier’s Settle Returns & Debits function consists of three windows: Select from List, where you select a debit purchase to work with, Settle Returns & Debits, where you apply the debit purchase you selected to a particular task, and Refund where you can apply a refund cheque. Additionally, the Settle Returns & Debits window consists of two views, Apply to Purchase View and Refund Cheque View.

The Settle Returns & Debits window consists of two views:

Apply to Purchase View

Refund Cheque View


Settle Returns & Debits window (Apply to Purchase View)

The Apply to Purchase View of the Settle Returns & Debits window allows you to assign a debit purchase amount to open, closed and pending purchase orders, as well as miscellaneous purchases entered in MYOB Premier.

To find this window...

Click Settle Returns & Debits in the Purchases Command Centre. Select a debit purchase in the Select from List window and click Apply to Purchase.

All purchases for this customer are displayed. Open purchases are displayed at the top of the list, followed by pending purchase orders and then by closed purchases.

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


Vendor

This field displays the name of the vendor whose debit purchase you selected in the Select from List window. This name can’t be changed using this window; however, if you wish to view detailed information about the vendor, click the zoom arrow to display the Card File Entry window.


ID #

Accept the default journal number that appears in this field, or enter the journal number you want to assign to this transaction using up to eight characters. This number will be recorded in the Purchases Journal.

When you highlight this field, the default entry changes to Auto# to remind you that unless you change the default entry, the next number in sequence will be assigned to the transaction.

We recommend that you use the default journal number, because it ensures that you don’t use duplicate journal numbers, which may cause confusion in your recordkeeping. If you want to assign a different number, consider leaving the PJ prefix assigned to the number, so it’s easy for you to distinguish the transaction as a Purchases Journal transaction.


Debit Amount

Enter the amount of the debit purchase, or accept the default amount, which is the amount that resulted from the transaction that created the debit purchase.

If you decide to change the default amount, you can only decrease it.


Memo

Using up to 255 characters, enter a description of the transaction. This description will appear on various MYOB Premier reports, as well as the Purchases Journal.


Purchase # column

This column displays the numbers assigned to the purchases entered in the Purchases window.


Status column

This column displays the status of each of the purchases in the list.

OPEN: Purchases with a positive balance.

CLOSED: Purchases with a zero balance.

PENDING: Purchase orders assigned a pending status in the Purchases window.

If you want to open the Inquiry Register window to view more detailed information about a specific purchase, click the zoom arrow next to the purchase’s status.


Date column

This column displays the date each of the purchases in the list was recorded.


Amount column

This column displays the current amount due for each of the purchases in the list.


Discount column

Enter early-payment discounts for each of the purchases in this list, or accept the default amounts, which were entered for this vendor in the Credit Terms window.

Enter a discount amount only when you’re settling the entire remaining balance of a purchase. If you enter a discount on a partial payment of a purchase’s remaining balance, that discount won’t be recorded. For example, if you enter a $2 discount on $100 purchase, the total due amount is $98. However, if you apply only $75 to the purchase, the discount won’t be calculated; $25 will be the remaining balance of the purchase.


Total Owed column

This column displays the total amount you owe for each purchase in the list. This amount is calculated by subtracting the amount in the Discount column from the amount in the Amount column.


Amount Applied column

Enter the amount of the debit purchase you want to apply to each purchase in the list, or accept the default amounts that appear in this column. The default amount that appears in this column is either the total amount of one purchase’s remaining balance or the remainder of the debit purchase amount.

You can distribute the debit purchase amount to more than one purchase.


Finance Charge

Enter the amount you wish to apply to your finance charges with this vendor.

When you click Record, the balance of the account you entered in the Expense Account for Late Charges field of the Accounts Payable Linked Accounts window will be increased.


Record button

Click this button to record the application of the debit purchase amount in the Sales Journal.


Settle Returns & Debits window (Refund Cheque View)

The Refund Cheque View of the Settle Returns & Debits window allows you to deposit a vendor’s refund cheque for the debit purchase you selected in the Select from List window. When you click Record in this window, the refund cheque will be deposited into the cheque account you select in this window.

To find this window...

Click Settle Returns & Debits in the Purchases Command Centre. Select a debit purchase in the Select from List window and click the Refund button.

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


Cheque account

Select the cheque account you want to deposit the refund cheque into.

The accounts in this list were assigned cheque privileges in the Edit Accounts window.


Balance

This field displays the balance of the account you selected in the Cheque Account field.


Vendor

This field displays the name of the vendor whose debit purchase you selected in the Select from List window. This name can’t be changed using this window; however, if you wish to view detailed information about the vendor, click the zoom arrow to display the Card File Entry window.


ID #

Accept the default journal number that appears in this field, or enter the journal number you want to assign to this transaction using up to eight characters. This number will be recorded in the Cash Receipts Journal.

When you highlight this field, the default entry changes to Auto# to remind you that unless you change the default entry, the next number in sequence will be assigned to the transaction.

We recommend that you use the default journal number, because it ensures that you don’t use duplicate journal numbers, which may cause confusion in your recordkeeping. If you want to assign a different number, consider leaving the CR prefix assigned to the number, so it’s easy for you to distinguish the transaction as a Cash Receipts Journal transaction.


Date

Enter the date of the refund cheque.

Dates that occur before your conversion date or in a prior financial year can’t be used.


Amount Received

Enter the total amount of the refund cheque, or accept the default amount, which is the entire amount of the debit purchase. If you choose to change the default amount, you can enter an amount less than the default amount only.

When you click Record to add this refund cheque to your company's records, the balance of the cheque account you selected will be increased by the amount you enter here.


Memo

Enter a description of the transaction or accept the default description. This description will appear on various MYOB Premier reports, as well as the Cash Receipts Journal.

We suggest you use the default description to remind you of the nature of the transaction.


Record button

Click this button to record the refund cheque. The balance of the cheque account you selected will be increased by the amount you enter here.


Type window

The Type window for purchases allows you to select a type of purchase to enter in the Purchases window. You have four choices: Item, Service, Professional and Miscellaneous purchase.

To find this window...

Click Purchases in the Purchases Command Centre. In the Purchases window, click the Type button.

Fields in this window:

Service

Item

Professional

Miscellaneous Purchase

Cancel button

OK button


Service

Mark this selection if you want to create a service purchase order in the Purchases window.


Item

Mark this selection if you want to create an item purchase order in the Purchases window.


Professional

Mark this selection if you want to create a professional purchase order in the Purchases window.


Miscellaneous Purchase

Mark this selection if you want to create a miscellaneous purchase in the Purchases window.


OK button

Click this button to begin creating the purchase whose type you selected in this window.


Aging Date window (Analyse Receivables)

The Aging Date window allows you to set the criteria for how information about the customers who owe you money will appear in the Analyse Receivables window.

To find this window...

Choose Receivables from the MYOB Analyst list in any command centre. The Analyse Receivables window appears. Click the Filters button.

Fields in this window:

Calculate Overdue Since Invoice Date

Calculate Overdue Using Invoice Terms

Aging Date

Include $0.00 Balance Invoices

Cancel button

OK button


Calculate Overdue Since Invoice Date

Choose this selection if you want to view information about the money owed to you based upon the number of days that have passed since sales were recorded.


Calculate Overdue Using Invoice Terms

Choose this selection if you want to view information about the money owed to you based upon the number of days payments are overdue, as determined by customers’ credit terms.


Aging Date

Enter a date from which MYOB Premier can base the number of days since the invoice date.


Include $0.00 Balance Invoices

Mark this selection if you wish to include sales with zero balances (sometimes known as “closed sales”) in the Analyse Receivables window.

This function can be handy if you’re searching for a particular sale and you’re not sure whether its entire balance is paid.


Cancel button

Click this window to close this window without recording any changes you made.


OK button

Click this button to accept the entries you’ve made in this window. The information in the Analyse Receivables window will reflect the entries you’ve accepted.


Analysis Selection window (Analyse Sales)

The Analysis Selection window attached to the Analyse Sales window allows you to set the criteria for how your sales information will appear in the Analyse Sales window.

To find this window...

Choose Sales from the MYOB Analyst list in any command centre. The Analyse Sales window appears. Click the Filters button.

Fields in this window:

This Year’s Actuals Only

Last Year’s Actuals Only

This Year vs. Last Year

All Items

All Customers

All Salespeople

Selected Period

Cancel button

OK button


This Year's Actuals Only
This Year’s Actuals Only

Choose this selection if you want to view sales information for the current financial year in the Analyse Sales window. The information will be for the month you select at the bottom of this window for the current financial year.


Last Year's Actuals Only
Last Year’s Actuals Only

Choose this selection if you want to view sales information for the previous financial year in the Analyse Sales window. The information will be for the month you select at the bottom of this window for the previous financial year.


This Year vs. Last Year

Choose this selection if you want to view a comparison of your current financial year’s sales activity with the previous financial year’s sales activity in the Analyse Sales window.


All Items

Choose this selection if you want to view sales activity by item in the Analyse Sales window.

Only items for which you marked the Track Sales History selection in the Item Information window will appear in the Analyse Sales window.


All Customers

Choose this selection if you want to view sales activity by customer in the Analyse Sales window.

Only customers for whom you marked the Track Sales History selection in the Card File Entry window will appear in the Analyse Sales window.


All Salespeople

Choose this selection if you want to view sales activity by salesperson in the Analyse Sales window.

Only employees for whom you marked the Track Sales History selection in the Card File Entry window will appear in the Analyse Sales window.


Selected Period

Choose a month by clicking its abbreviation in the panel. If you want to view information about more than one month, click the first month and hold the mouse button down as you drag the mouse to the last month you want to view. When you click the OK button to display the Analyse Sales window, the amounts displayed will reflect activity through the end of the last month you select here.

Remember, if you chose the Last Year’s Actuals Only selection, the month or months you select here will be from the previous financial year. All other selections at the top of this window are for the current financial year.


Cancel button

Click this button to close this window without recording any changes you made.


OK button

Click this button to accept the entries you’ve made in this window. The information in the Analyse Sales window will reflect the entries you’ve accepted.


Analyse Receivables window

The Analyse Receivables window allows you to view detailed information about the customers who owe you money and how long they’ve owed it to you. The information in this window is based upon the entries you make in the Aging Date window.

To find this window...

Choose Receivables from the MYOB Analyst list in any command centre.

Each view of the Analyse Receivables window displays a different level of detail about the money owed to you.

Three views are available for this window:

Summary View

Customer Detail View

Invoice Detail View


Analyse Receivables window (Summary View)

Summary View of the Analyse Receivables window displays all the money that’s owed to you, totaled by customer.

To find this window...

First, choose Receivables from the MYOB Analyst list in any command centre. Then be sure the Summary selection is marked.

Fields in this window:

Summary button

Customer Detail button

Invoice Detail button

Analysis column

Total column

Aging columns

Filters button

Print button

Close button


Summary button

When this button is marked, you are viewing the Analyse Receivables window in Summary View.


Customer Detail button

When this button is marked, you are viewing the Analyse Receivables window in Customer Detail View.


Invoice Detail button

When this button is marked, you are viewing the Analyse Receivables window in Invoice Detail View.


Analysis column

This column displays the customers in your Card File with an outstanding sales balance. To list the sales for a particular customer, click the zoom arrow next to the customer's name.


Total column

This column displays the total outstanding balance for each customer that has an outstanding balance.


Aging columns

These columns display the number of days the amount in the Total column has been due.


Filters button

Click this button to open the Aging Date window, where you can change the type of information that’s displayed in this window.


Analyse Receivables window (Customer Detail View)

Customer Detail View of the Analyse Receivables window displays all the money that’s owed to you by the customer whose name appears in the Customer Detail field at the top of the window.

To find this window...

First, choose Receivables from the MYOB Analyst list in any command centre. Then do one of two things:

Click the zoom arrow next to a customer's name; OR

Click the Customer Detail button and enter a customer's name in the field next to the words Customer Detail.

Fields in this window:

Summary button

Customer Detail button

Invoice Detail button

Analysis column

Invoice Date column

Total column

Aging columns

Filters button

Print button

Close button


Analysis column

This column displays the sales assigned to the customer displayed at the top of the window. To list the customer payments and credits assigned to a particular sale, click the zoom arrow next to the sale's ID number.


Invoice Date column

This column displays the date of each transaction in the list.


Total column

This column displays the balance of each of the customer’s sales that has an outstanding balance.


Analyse Receivables window (Invoice Detail View)

Invoice Detail View of the Analyse Receivables window displays all the transactions assigned to the sale that appears in the Invoice Detail field for the customer whose name appears in the Customer Detail field at the top of the window.

To find this window...

First, choose Receivables from the MYOB Analyst list in any command centre. Then do one of two things:

Click the zoom arrow next to a customer's name, then click the zoom arrow next to a specific transaction; OR

Click the Invoice Detail button and enter a transaction number in the field next to the words Invoice Detail.

Fields in this window:

Summary button

Customer Detail button

Invoice Detail button

Analysis column

Invoice Date column

Total column

Aging columns

Filters button

Print button

Close button


Analysis column

This column displays the customer payments and credits assigned to the sale displayed at the top of the window. To view a transaction in the window in which it was originally entered, click the zoom arrow next to the transaction's ID number.


Total column

This column displays the amount assigned to each transaction in the list.


Analyse Sales window

The Analyse Sales window allows you to view detailed information about your sales activity. This window, using criteria set in the Analysis Selection window, also provides a graph feature that allows you to view illustrated reports of your sales activity.

To find this window...

Choose Sales from the MYOB Analyst list in any command centre.

The information that’s displayed in this window depends upon the selections you make in the Analysis Selection window.

When you use the Analyse Sales window, you may encounter any of the panels of buttons shown below. Click the illustrations below to learn more about each button.

When you're viewing sales information for items:

When you're viewing sales information for customers and salespeople:

If you’re using MYOB Premier for Windows:

If you’re using MYOB Premier for Windows, you can use a special set of graph tools in the Analyse Sales window.

Click here for more information about using the graph toolbar.


Profit (dollar amounts) button

Click this button to display item gross profit (sales minus cost of sales) in dollar amounts.


Margin (percentage) button
Margin (percentages) button

Click this button to display item profit margins (cost of sales as a percentage of sales).


Avg. Cost button

Click this button to display item sales, number of units sold and average costs per unit.


Sales (pie chart) button

Click this button to display a graph of items as a percentage of total sales.


Profit (pie chart) button

Click this button to display a graph of items as a percentage of total profit.


Sales (bar graph) button

Click this button to display sales totals in a bar graph.

The bars allow you to view sales totals by month. The height of a bar indicates a month's total sales amount.


Sales (dollar amounts) button

Click this button to display the dollar difference in item sales between last year and this year.


Units (numbers) button

Click this button to display the number of units difference in item sales between last year and this year.


Profit (dollar amounts) button

Click this button to display the dollar profit difference in item sales between last year and this year.


Sales (bar graph) button

Click this button to compare sales totals in a bar graph.

Pairs of bars are arranged horizontally. They allow you to compare sales totals by month for the current year and the previous year. The length of a bar displays a month's total sales amount vertically. The left bar in a pair represents a sales total for a month of the current year. The right bar in the pair represents a sales total for the same month of the previous year.


Profit (bar graph) button

Click this button to compare profit amounts in a bar graph.

Pairs of bars are arranged horizontally. They allow you to compare total profit amounts by month for the current year and the previous year. The length of a bar displays a total profit amount vertically. The left bar in a pair represents the total profit for a month of the current year. The right bar in the pair represents the total profit for the same month of the previous year.


Sales (percentages) button

Click this button to display the percentage difference in item sales between last year and this year.


Units (percentages) button

Click this button to display the percentage of units difference in item sales between last year and this year.


Profit (percentages) button

Click this button to display the percentage of profit difference in item sales between last year and this year.


Margin (percentages) button

Click this button to display the profit margin difference in item sales between last year and this year.


Ledger button

Click this button to display the dollar sales for each customer, along with their percentage of total sales.


Sales (bar graph) button

Click this button to display sales totals in a bar graph.

The bars are arranged horizontally. They allow you to view sales totals by month. The length of a bar displays a month's total sales amount vertically.


Sales (dollar amounts) button

Click this button to display the dollar difference in customer sales between this year and last year.


Sales (percentages) button

Click this button to display the percentage difference in customer sales between this year and last year.


Sales (bar graph) button

Click this button to compare sales totals in a bar graph.

Pairs of bars are arranged horizontally. They allow you to compare sales totals by month for the current year and the previous year. The length of a bar displays a month's total sales amount vertically. The left bar in a pair represents a sales total for a month of the current year. The right bar in the pair represents a sales total for the same month of the previous year.


Filters button

Click this arrow to open the Analysis Selection window, where you can change the type of information that’s displayed in the Analyse Sales window.


Backorder List window

The Backorder List window allows you to automatically build, buy or backorder more of an item you’re including on an item invoice in the Sales window.

This window appears only if you’ve indicated you want to sell more of an item than you currently have in stock, using the Ship column of the Sales window. For example, if you enter 1,000 in the Ship column but only have 500 of the item on hand, this window will appear when you click the Record button in the Sales window.

To find this window...

Click Sales in the Sales Command Centre. In the Sales window, create an item invoice with a quantity in the Ship column that’s larger than your on-hand quantity. Click Record.

The list in this window contains only the items for which you’ve entered a quantity in the Ship column of the Sales window that’s greater than your on-hand quantities.

Fields in this window:

Item#

Name

# Needed

Build

Buy

Backorder

Build button

Buy button

Backorder button

Cancel button


Item#

This column displays the numbers assigned to the items whose on-hand quantities are less than the quantities you included on the invoice. These numbers can’t be changed using this window.


Name

This column displays the names assigned to the items whose on-hand quantities are less than the quantities you included on the invoice. These names can’t be changed using this window.


# Needed

This column displays the quantity of items needed to complete the invoice. For example, if you entered 1,000 in the Sales window and have only 300 of the item in stock, 700 will appear in this field.


Build

This column is used to designate that you wish to automatically build enough items to fulfill the invoice quantity. All items with a mark already displayed in the Build column are marked to be built.

If you wish to automatically build an item and a mark doesn’t appear in the Build column, click the column to add it. If you don’t want to automatically build an item, click the Backorder column to automatically create a pending invoice for the item to fulfill the invoice quantity.

You can add a mark to the Build column only if the item is set up as a finished item in the Auto-Build Info window.


Buy

This column is used to designate that you wish to automatically create a purchase order for the item to fulfill the invoice quantity. All items with a mark already displayed in the Buy column are marked for an automatic purchase order.

If you wish to automatically create a purchase order for an item and a mark doesn’t appear in the Buy column, click the column to add it. If you don’t want to automatically create a purchase order for an item, click the Backorder column to automatically create a pending invoice for the item to fulfill the invoice quantity.

You can add a mark to the Buy column only if the item is assigned a primary vendor in the Buying Details tab of the Item Information window.


Backorder

This column is used to designate that you wish to automatically create a pending invoice for the item to fulfill the invoice quantity. All items with a mark already displayed in the Backorder column are marked for an automatic pending invoice.

If you wish to automatically create a pending invoice for an item and a mark doesn’t appear in the Backorder column, click the column to add it. If you don’t want to automatically create a pending invoice for an item, click the Build column to automatically build the item (if you do build it) or click the Buy column to automatically create a purchase order for an item.


Build button

Click this button to display the Auto-Build Inventory window, where you can automatically build enough items to fulfill the invoice quantity.

This button is available only if a mark appears in the Build column in this window.


Buy button

Click this button to automatically create a purchase order for enough items to fulfill the invoice quantity.

This button is available only if a mark appears in the Buy column in this window.


Backorder button

Click this button to automatically create a pending invoice for enough items to fulfill the invoice quantity. The next time you enter the customer’s name in the Sales window, the pending invoice will automatically appear in a list for you to choose.

This button is available only if a mark appears in the Backorder column in this window.


Cancel button

Click this button to clear the entries you made in this window and return to the Sales window.


Comments & Shipping Methods window

The Comments & Shipping Methods window allows you to set up the ways items are typically shipped by you and to you, and to set up a standard list of greetings, memos, reminders and any other salutations you often include on invoices and purchase orders. The methods you enter in this window can be selected in the Sales and Purchases windows and printed on invoices and purchase orders, if you wish.

To find this window...

Click Comments & Ship Methods in the Sales Command Centre.

Fields in this window:

Comments tab

Shipping Methods tab

List of comments or shipping methods

New button

Edit button


Comments tab

Click this tab to display all comments currently in the MYOB Premier system.


Shipping Methods tab

Click this tab to display all shipping methods currently in the MYOB Premier system.


List of comments or shipping methods

The list displays all the comments or shipping methods in the MYOB Premier system, depending upon which tab you selected at the top of the list.

If you want to change a comment or shipping method, highlight it and click Edit.

If you want to delete a comment or shipping method, highlight it and select Delete Comment or Delete Shipping Method from the Edit menu.

If you want to create a new comment or shipping method, click New.


New button

Click this button to open either the New Comment window or New Shipping Method window, depending upon whether you’re viewing comments or shipping methods in this window.


Edit button

Click this button after highlighting a comment or shipping method in the list to display either the Edit Comment window or Edit Shipping Method window, where you can change the name of the comment or shipping method.

If you want to delete a comment or shipping method, highlight it and select Delete Comment or Delete Shipping Method from the Edit menu.


Customer Payments window

The Customer Payments window allows you to assign customer payments to their outstanding sales balances and record deposits on pending invoices.

To find this window...

Click Customer Payments in the Sales Command Centre.

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


Customer

Enter the name of the customer whose payment you wish to apply, or click the search icon to display a list of customers to choose from. If you wish to view detailed information about the customer, click the zoom arrow to display the Card File Entry window.

After you enter a customer name, all sales for the customer are displayed. Open sales are displayed at the top of the list, followed by pending invoices and then by closed sales.


ID #

Accept the default journal number that appears in this field, or enter the journal number you want to assign to this transaction using up to eight characters. This number will be recorded in the Sales Journal.

When you highlight this field, the default entry changes to Auto# to remind you that unless you change the default entry, the next number in sequence will be assigned to the transaction.

We recommend that you use the default journal number, because it ensures that you don’t use duplicate journal numbers, which may cause confusion in your recordkeeping. If you want to assign a different number, consider leaving the SJ prefix assigned to the number, so it’s easy for you to distinguish the transaction as a Sales Journal transaction.


Date field

Enter a date for this transaction or accept the default date.


Amount Received

Enter the amount of the payment.


Memo

Using up to 255 characters, enter a description of the transaction. This description will appear on various MYOB Premier reports, as well as the Sales Journal.


Invoice # column

This column displays the numbers assigned to the customer’s sales, entered in the Sales window.


Status column

This column displays the status of each of the sales in the list.

OPEN: Sales with a positive balance.

PENDING: Invoices assigned a Pending status in the Sales window.

CLOSED: Sales with a zero balance. Closed sales appear in the list only if you marked the Include Closed Sales option.

If you want to open the Inquiry Register window to view more detailed information about a specific sale, click the zoom arrow next to the sale’s status.


Date column

This column displays the date each of the sales in the list was recorded.


Amount column

This column displays the current amount due for each of the sales in the list.


Discount column

Enter early-payment discounts for each of the sales in this list, or accept the default amount, which was entered for this customer in the Credit Terms window.

Enter a discount amount only when you’re settling the entire remaining balance of a sale. If you enter a discount on a partial payment of a sale’s remaining balance, that discount won’t be recorded. For example, if you enter a $2 discount on $100 sale, the total due amount is $98. However, if you apply only $75 to the sale, the discount won’t be calculated; $25 will be the remaining balance of the sale.


Total Due column

This column displays the total amount due for each sale in the list. This amount is calculated by subtracting the amount in the Discount column from the amount in the Amount column.


Amount Applied column

Enter the amount of the payment you want to apply to each sale in the list, or accept the default amounts that appear in this column. The default amount that appears in this column is either the total amount of one sale’s remaining balance or the remainder of the payment amount.

You can distribute the payment amount to more than one sale.

If you apply more payment to a sale than is due, a credit invoice will be created when you click Record.


Include Closed Sales

Mark this selection if you want to include closed sales in the scrolling list.


Finance Charge

Enter the amount you wish to apply to the customer’s finance charges.

When you click Record, the balance of the account you entered in the Income Account for Late Charges field of the Accounts Receivable Linked Accounts window will be increased.


Record button

Click this button to record the application of the payment amount in the Cash Receipts Journal, increase your linked receivables cheque account and decrease the customer’s outstanding balance. If the payment was applied to a pending invoice, your linked receivables deposits account is increased.


Edit Comments window

The Edit Comments window allows you to add, change or remove comments from the MYOB Premier system.

To find this window...

Click Comments & Ship Methods in the Sales Command Centre. Click the Comments tab. Click the New button or select a comment and click Edit.

Fields in this window:

Comment

New button

OK button


Comment

Use this field to enter a new comment or edit an existing comment.


Edit Shipping Methods window

The Edit Shipping Methods window allows you to add, change or remove shipping methods from the MYOB Premier system.

To find this window...

Click Comments & Ship Methods in the Sales Command Centre. Click the Shipping Methods tab. Click New or select a shipping method and click edit.

Fields in this window:

Shipping Method

New button

OK button


Shipping Method

Use this field to enter the name of a new shipping method or to change the name of an existing shipping method.


Forms Selection window (Print Invoices)

The Print Invoices window allows you to print the invoices you’ve created in the Sales window, as well as packing slips and shipping labels used in the delivery of items. Using this window, you can also open a window where you can customise the printed invoices so they look like the invoices you use.

To find this window...

Click Print Invoices in the Sales Command Centre.

Fields in this window:

Invoice Type

Invoice Status

Unprinted Invoices Only

Invoices Dated From/to

Invoice Numbers Between/and

Selected Form for...

Cancel button

Print Alignment...

Customise button

OK button


Invoice Type

Select a type of invoice - Service, Item, Professional, Time Billing, Packing Slip (Service), Packing Slip (Item), Packing Slip (Professional), Labels (Service), Labels (Item), Labels (Professional) or Labels (Time Billing) - to restrict the list of invoices you want to print.

You can further restrict the list of invoices by making entries in the other fields in this window.


Invoice Status

Select an invoice status - Pending, Open, Credit, Closed or All - to restrict the list of invoices you want to print.

You can further restrict the list of invoices by making entries in the other fields in this window.


Unprinted Invoices Only

Mark this selection if you want to print only the invoices you haven’t printed yet.

If you marked the Handwritten selection in the Sales window for any invoices when you created them, those invoices won’t be printed.


Invoices Dated From/to

Mark this selection and enter a range of dates if you wish to print invoices for a specific time period.


Invoice Numbers Between/and

Mark this selection and enter a range of invoice numbers if you wish to print a specific set of invoices.


Selected Form for...

Select the form layout you use to print invoices, packing slips or shipping labels, depending upon your selection in the Invoice Type field. You can choose one of the following standard form layouts or any of the custom form layouts you may have created for your documents using the Customise window for the type of document you've selected.

PRE-PRINTED INVOICE: Choose this selection if you wish to print invoices on paper that already has the lines drawn on it. When you print the invoice, only the invoice information will be printed.

MYOB PREMIER’S PLAIN PAPER INVOICE: Choose this selection if you wish to print invoices on paper without lines already drawn on it. When you print the invoice, lines will be drawn with the invoice information.

PRE-PRINTED PACKING SLIP: Choose this selection if you wish to print packing slips on paper that already has the lines drawn on it. When you print the packing slips, only the invoice information will be printed.

MYOB PREMIER’S PLAIN PAPER PACKING SLIP: Choose this selection if you wish to print packing slips on paper without lines already drawn on it. When you print the packing slips, lines will be drawn with the invoice information.

7.3cm by 2.54cm LABELS: Choose this selection if you wish to print shipping labels of this size.

3.81cm by 10.16cm LABELS: Choose this selection if you wish to print shipping labels of this size.


Cancel button

Click this button to close this window without recording any changes you made.


Print Alignment...

Click this button to print a sample invoice, packing slip or page of shipping labels that allows you to determine whether the documents loaded in your printer are positioned correctly for printing.

Before you begin printing, remember to load the blank documents in the appropriate printer. When you click this button, the Print dialog box for your computer will appear; click OK to print the alignment documents. If the position of the documents is incorrect, adjust the documents and print another alignment document. You can print as many alignment documents as you like.


Customise button

Click this button to display the Customise window for the document you selected in the Invoice Type field, where you can adjust the location of various parts of your documents.


OK button

Click this button to accept the entries you’ve made in this window. The Review Invoices Before Printing, Review Packing Slips Before Printing or Review Labels Before Printing window will appear, where you can review information about each document you selected, as well as choose specific documents to print.


Forms Selection window (Print Statements)

The Print Statements window allows you to print statements for customers with outstanding sales balances. Using this window, you can also open a window where you can customise the printed statements so they look like the statements you use.

To find this window...

Click Print Statements in the Sales Command Centre.

Fields in this window:

Statement Type

From / to

All Customers

Selected

Identifiers

Include Customers With Zero Balances

Add Finance Charges to Amount Due

Selected Form for Statements

Cancel button

Alignment Statement(s) button

Customise button

OK button


Statement Type

Select a type of statement - Invoice or Activity - to restrict the list of statements you want to print. Invoice statements display a search list of all open sales and their corresponding balances. Activity statements display a search list of all Sales Journal transactions since a specific date.

You can further restrict the list of statements by making entries in the other fields in this window.


From / to

Enter a date from which you want to include all Sales Journal activity on a statement.

This field appears only if you selected Activity from the Statement Type list.


All Customers

Choose this selection if you want to print statements for all customers in the Card File.


Selected

Choose this selection if you want to print a statement for a specific customer.


Identifiers

Enter as many as 10 identifiers to restrict the list of customers you want to print statements for. All customers that are assigned the identifiers you enter and match the other search criteria you’ve entered will be included in the list of statements.


Include Customers With Zero Balances

Mark this selection if you wish to print statements for customers that meet all the other search criteria in this window, regardless of whether they have a zero balance for the specified period.


Add Finance Charges to Amount Due

Mark this selection if you wish to include a finance charge amount in the total amount due on statements. The finance charge amount will be printed separately on the statement and included in the total amount due.

Leave this selection blank if you don’t want to include a finance charge amount in the total amount due on statements. The finance charge amount will still be printed on the statement, but it won’t be included in the total amount due.


Selected Form for Statements

Select the form layout you use to print statements. You can choose one of the following standard form layouts or any of the custom form layouts you may have created for your forms using the Customise window for the statement you selected in the Statement Type field.

PRE-PRINTED STATEMENT: Choose this selection if you wish to print statements on paper that already has the lines drawn on it. When you print the invoice, only the statement information will be printed.

MYOB PREMIER’S PLAIN PAPER STATEMENT: Choose this selection if you wish to print statements on paper without lines already drawn on it. When you print the statements, lines will be drawn with the statement information.


Cancel button

Click this button to close this window without recording any changes you made.


Alignment Statement(s) button

Click this button to print a sample statement that allows you to determine whether the statement forms loaded in your printer are positioned correctly for printing.

Before you begin printing, remember to load the blank forms in the appropriate printer. When you click this button, the Print dialog box for your computer will appear; click OK to print the alignment statement. If the position of the forms is incorrect, adjust the forms and print another alignment statement. You can print as many alignment statements as you like.


Customise button

Click this button to display the Customise window for the statement you selected in the Statement Type field, where you can adjust the location of various parts of your statements.


OK button

Click this button to accept the entries you’ve made in this window. The Review Statements Before Printing window will appear, where you can review information about each statement you selected, as well as choose specific statements to print.


Review Invoices Before Printing window

The Review Invoices Before Printing window allows you to review information about each of the invoices you selected in the Print Invoices window, as well as choose specific invoices to print.

To find this window...

Click Print Invoices in the Sales Command Centre. Make entries in the Forms Selection window, then click OK.

Fields in this window:

Print __ Copies of Each Selected Invoice

Print __ Packing Slips Per Invoice

Print __ Shipping Labels Per Invoice

Print column

List of invoices

None button

All button

Print button

Cancel button


Print __ Copies of Each Selected Invoice

Specify the number of copies of each invoice that you want to print.

Please note: If your operating system 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 invoice than you’d planned. There are some cases in which you may find it useful to enter amounts both in MYOB Premier and in the Print dialog box.

When you print multiple copies using MYOB Premier, all the copies for one form will be printed before the second form is printed; all copies of the second form will be printed, then all copies of the third form will be printed, and so on. If you print multiple copies using the Print dialog box, all the forms will be printed once, then a complete set of copies will be printed, followed by another full set of copies, and so on, until all the copies you requested have been printed.


Print __ Packing Slips Per Invoice

Mark this selection if you wish to print the shipping labels that correspond to the invoices you printed immediately after the invoices are finished printing.

If you mark this selection, an alert message will appear after invoices are printed, informing you to load your shipping label forms into your printer.


Print __ Shipping Labels Per Invoice

If you wish to print corresponding shipping labels immediately after you print the invoices you select in this window, enter the number of copies of the shipping labels you want to print.

If you enter a number other than 0 in this field, an alert message will appear after invoices are printed, informing you to load your shipping label forms into your printer.


Print column

This column is used to designate which invoices you wish to print. All invoices with a mark displayed in the Print column are marked to be printed; if you don’t want to print a specific invoice, click the mark to remove it. If you wish to print a specific invoice and a mark doesn’t appear in the Print column, click the column to add it.


List of invoices

The list displays summary information about all invoices you selected in the Print Invoices window, including the invoice number, date, customer and amount. If you wish to display the Sales window to view or change detailed information about an invoice, click the zoom arrow next to the invoice’s number.


None button

Click this button to clear all marks from the Print column. When you click this button, no invoices can be printed because no invoices are selected for printing.


All button

Click this button to enter marks in the Print column for every invoice in the list.


Print button

Click this button when you’re satisfied with the invoices you’ve selected to print. When you click this button, the Print dialog box for your computer will appear; click OK to print the invoices.


Review Packing Slips Before Printing window

The Review Packing Slips Before Printing window allows you to review information about each of the packing slips you selected in the Print Invoices window, as well as choose specific packing slips to print.

To find this window...

Click Print Invoices in the Sales Command Centre. Make entries for packing slips in the Forms Selection window, then click OK.

Fields in this window:

Print __ Copies of Each Selected Packing Slip

Print column

List of invoices

None button

All button

Print button

Cancel button


Print column

This column is used to designate which packing slips you wish to print. All packing slips with a mark displayed in the Print column are marked to be printed; if you don’t want to print a specific packing slip, click the mark to remove it. If you wish to print a specific packing slip and a mark doesn’t appear in the Print column, click the column to add it.


List of invoices

The list displays summary information about all invoices you selected in the Print Invoices window, including the invoice number, date, customer and amount. If you wish to display the Sales window to view or change detailed information about an invoice, click the zoom arrow next to the invoice’s number.


None button

Click this button to clear all marks from the Print column. When you click this button, no packing slips can be printed because no packing slips are selected for printing.


All button

Click this button to enter marks in the Print column for every packing slip in the list.


Print button

Click this button when you’re satisfied with the packing slips you’ve selected to print. When you click this button, the Print dialog box for your computer will appear; click OK to print the packing slips.


Review Labels Before Printing window

The Review Labels Before Printing window allows you to review information about each of the shipping or mailing labels you selected in the Print Invoices window, as well as choose specific labels to print.

To find this window...

Click Print Invoices in the Sales Command Centre. Make entries for labels in the Forms Selection window, then click OK.

Fields in this window:

Print __ Copies of Each Selected Shipping Label

Print column

List of invoices

None button

All button

Print button

Cancel button


Print column

This column is used to designate which shipping labels you wish to print. All shipping labels with a mark displayed in the Print column are marked to be printed; if you don’t want to print a specific shipping label, click the mark to remove it. If you wish to print a specific shipping label and a mark doesn’t appear in the Print column, click the column to add it.


List of invoices

The list displays summary information about all invoices you selected in the Print Invoices window, including the invoice number, date, customer and amount. If you wish to display the Sales window to view or change detailed information about an invoice, click the zoom arrow next to the invoice’s number.


None button

Click this button to clear all marks from the Print column. When you click this button, no shipping labels can be printed because no shipping labels are selected for printing.


All button

Click this button to enter marks in the Print column for every shipping label in the list.


Print button

Click this button when you’re satisfied with the shipping labels you’ve selected to print. When you click this button, the Print dialog box for your computer will appear; click OK to print the shipping labels.


Review Statements Before Printing window

The Review Statements Before Printing window allows you to review information about each of the statements you selected in the Print Statements window, as well as choose specific statements to print.

To find this window...

Click Print Statements in the Sales Command Centre. Make entries in the Forms Selection window, then click OK.

Fields in this window:

Print __ Statements per Customer

Print column

List of statements

None button

All button

Print button

Cancel button


Print column

This column is used to designate which statements you wish to print. All statements with a mark displayed in the Print column are marked to be printed; if you don’t want to print a specific statement, click the mark to remove it. If you wish to print a specific statement and a mark doesn’t appear in the Print column, click the column to add it.


List of statements

The list displays summary information about all statements you selected in the Print Statements window, including the customer name and current balance. If you wish to display the Card File Entry window to view or change detailed information about a customer, click the zoom arrow next to the customer’s name.


None button

Click this button to clear all marks from the Print column. When you click this button, no statements can be printed because no statements are selected for printing.


All button

Click this button to enter marks in the Print column for every statement in the list.


Print button

Click this button when you’re satisfied with the statements you’ve selected to print. When you click this button, the Print dialog box for your computer will appear; click OK to print the statements.


Sales window

The Sales window allows you to create transaction records for the items and services you sell, regardless of whether the items and services are included in the items you’ve entered in the Item Information window.

Depending upon the type of transaction you’re entering in this window (item invoice, service invoice, professional invoice, time billing invoice or miscellaneous sale), the fields in this window will change to allow you to enter appropriate information. These different sets of fields are known as views. Click the topics below for information about the Sales window’s views.

To find this window...

Click Sales in the Sales Command Centre.

Views in this window:

Item Invoice

Service Invoice

Professional Invoice

Time Billing Invoice

Miscellaneous Sale


Sales window (Item Invoice View)

The Item Invoice View of the Sales window is displayed when you click the Type button in the Sales window and choose the Item selection. In this view, you can record the sale of inventoried items and service items for which you marked the I Sell This Item and I Inventory This Item selections in the Item Information window.

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


Customer

Enter the name of the customer for whom this invoice is intended, or click the search icon to display a search list of customers to choose from. You can also use the Easy-Add function in the search list to create a new customer record to assign this invoice to.

If pending invoices exist for the customer, a window will appear, listing the customer’s pending invoices. You can either select a pending invoice or click Cancel or New Sale to return to the Sales window, where you can create a new invoice.

You don’t have to assign sales to individual customers if you don’t want to. However, you’ll need to set up at least one customer card to track your sales. You may want to name this card “Cash Customer” or something similar to distinguish it as a card used to track sales. If you’re providing credit for the customer, however, we suggest you create a “real” customer record for this customer.


Terms

This field displays the credit terms assigned to the customer. This information will be printed on the invoice.

If you wish to change these terms, click the zoom arrow next to the Terms field to display the Credit Terms window, where you can make any necessary changes. Any changes you make will affect this invoice only. (If you wish to change the credit terms for all future invoices for this customer, click the zoom arrow next to the customer's name to display this customer's record in the Card File Entry window, then click the Terms button to open the view of the Credit Terms window that allows permanent changes to be made.)


Handwritten

Mark this selection if you don’t plan to print this invoice using MYOB Premier

When you mark this selection and click Record, MYOB Premier will record the invoice as printed; then, when you choose to print unprinted invoices only in the Print Invoices window, this invoice won’t be printed.

If you’re viewing an invoice that’s been printed, this selection is already marked.


Ship To

Enter the address you want to print on the invoice, or accept the default address, which was entered for the customer in the Card File Entry window. You can also click the search icon to display a search list containing all the people and companies in the Card File to select a different address from.

If you didn’t enter an address for the customer in the Ship To field of the Card File Entry window, the mailing address you entered will be displayed here instead.


Invoice #

Accept the default invoice number that appears in this field, or enter the number you want to assign to this invoice using up to eight characters. This number will be recorded in the Sales Journal.

When you highlight this field, the default entry changes to Auto# to remind you that unless you change the default entry, the next number in sequence will be assigned to the transaction.

We recommend that you use the default invoice number, because it ensures that you don’t use duplicate journal numbers, which may cause confusion in your recordkeeping. (Another way to ensure you don’t use duplicate invoice numbers is to mark the Warn for Duplicate Invoice Numbers selection in the Preferences window.)

If you make an entry in this field that contains numbers only, the next invoice you create will use an invoice number incremented by one. If your entry contains letters, the next invoice’s number will be incremented by one from the last numbers-only invoice number you used.


Customer PO #

If you wish, enter the number assigned to the purchase order the customer sent you.

This number can be printed on the invoice.


Ship column

Enter the quantity of items you plan to ship with this invoice, using up to three decimal places. When you click Record, the on-hand quantities of the items on this invoice will be decreased by the amounts you enter here.

Enter this number in selling units of measure. For example, if you sell three pair of lamps, enter 3 in this field.

You can also enter 0 as a quantity in this column, if you wish. Zero can be used as a quantity for special “items” such as freight; although no quantities are reduced, the “item” appears on the printed invoice.


Backorder column

Enter the quantity of items you plan to include on a pending invoice for this transaction, using up to three decimal places. When you click Record, a pending invoice listing the quantity of items you entered here will be created.

Enter this number in selling units of measure. For example, if you want to put three pair of lamps on back order, enter 3 in this field.


Item # column

Enter the number of each item you wish to include on this invoice.

Only items for which you selected I Sell This Item in the Item Information window can be entered in this column.


Description column

Enter a description of the item, or accept the default description, which was assigned to this item in the Item Information window. You can use up to 255 characters for the item description.


Price column

Enter the price you’re charging for each item, or accept the default price, which was assigned to this item in the Item Information window or Set Item Prices window. You can use up to three decimal places for the price.


Disc% column

Enter the discount percentage you offer to this customer when you make large volume sales to the customer, or accept the default percentage, which was assigned to the customer in the Credit Terms window.

This is a discount for large-volume customers. It isn’t a discount for customers who make early payments.


Total column

Enter the total dollar amount of each line on the invoice, or accept the default, which is the amount in the Price field multiplied by the quantities in the Ship and Backorder fields, then subtracted by the percentage in the Disc% field. The final amount is then rounded to the nearest cent.

If you change the default amount, the percentage in the Disc% field will automatically change to reflect the new amount.


Job column

You can assign a job to each line in Item Invoice View. To do so, enter the job number here.

If you need to assign a single item to more than one job, use multiple lines to record the transaction. For example, assume you want to include 100 gadgets on an invoice, but you want to assign 30 gadgets to job 12 and 70 gadgets to job 43. To do this, enter the Gadgets item number in the Item # column, then enter 30 in the Ship column or Backorder column and 12 in the Job column. Move to the next line, enter the Gadgets item number again, enter 70 in the Ship column or Backorder column and 43 in the Job column.


Tax column

This column is used to designate the items on the invoice on which you wish to charge tax.

Depending upon your selection in the Credit Terms window for this customer, the tax codes that appear for items are either the codes assigned to the items or the code assigned to the customer. If you marked the Use Item's Tax Code When Sold option in the Credit Terms window, the default tax codes are those that were assigned to the items in the Item Information window; if you didn't mark the Use Item's Tax Code When Sold option, the tax code assigned to the customer in the Credit Terms window appears as the default entry for all your line items.

For freight, the default tax code is the one that was assigned to the customer in the Credit Terms window.

If you wish to assign a different tax code than the one that appears in the Tax column, simply enter the new code in the Tax column.


Salesperson

Enter the name of the employee who conducted this sale, or click the search icon to display a search list of employees to choose from. You can also use the Easy-Add function in the search list to create a new employee record.

You can use this field for your information only, or you can track the invoice amount as part of the employee’s sales history (if you’ve marked the Track Sales History selection in the Card File Entry window for the employee).


Comment

Enter a comment to print on the invoice, or click the search icon to display a search list of comments to choose from. You can also use the Easy-Add function in the search list to create a new comment.


Ship Via

Enter the method by which you want to ship the items on the invoice, or click the search icon to display a search list of shipping methods. You can also use the Easy-Add function in the search list to create a new shipping method.

This method can be printed on the invoice.


Promised Date

If you plan to record this invoice as a pending invoice, enter the date you expect to ship the items on the invoice. This date will be placed as a reminder in your To Do List.

If this isn’t a pending invoice, the entry you make in this field is for your information only.


Journal Memo

Enter a description of the invoice, or accept the default memo. This description will appear on various MYOB Premier reports, as well as the Sales Journal. You can also print this memo on the invoice.

If you change the default memo, we suggest you keep the word “Sale” in the memo to remind you of the nature of the transaction.


Freight

Enter the amount you’re charging to ship the items on this invoice.

This field is available only if you assigned an account number for freight charges in the Income Account for Freight field in the Accounts Receivable Linked Accounts window.


Tax

A tax amount will appear in this field. The amount that appears is based upon the tax codes assigned to each of the line items in this window, as well as the tax code assigned to the freight amount. If you want to change the tax amount, click the zoom arrow next to this field to open the Tax Information window, where you can change the amounts if you haven't recorded the transaction yet.


Total Amount

This field displays the total amount of the invoice, including all items and services in the list, sales tax and freight charges.


Paid Today

Enter the amount of money you received at the time of the sale for this transaction.

This amount will increase the balance of your linked receivables cheque account, and will appear as an entry in the Cash Receipts Journal.


Balance Due

This field displays the total amount of the invoice, minus the amount in the Paid Today field.

Depending upon the amount in this column, one of three things will occur when you click the Record button:

If the amount is zero, an invoice with no balance (sometimes known as a “closed sale”) will be created.

If the amount is a positive number, an invoice with an outstanding balance (sometimes known as an “open sale”) will be created. This amount will be recorded in your linked receivables account.

If the amount is a negative number, a credit invoice will be created.


Type button

Click this button to choose the type of sale you want to enter in this window. The Invoice Type window appears, allowing you to select a type of sale. These types are summarised below.

ITEM: Choose this selection if you want to create an invoice that’s used to record the sale of items and services for which you selected I Sell This Item in the Item Information window. When you record an item invoice, your in-house quantities of the items for which you also selected I Inventory This Item in the Item Information window (also known as inventoried items) listed on the invoice change accordingly.

SERVICE: Choose this selection if you want to record the sale of items and services that you didn’t enter information about in the Item Information window. This type of invoice allows you to track sales that don’t affect your inventory quantities.

PROFESSIONAL: Choose this selection if you want to record the sale of items and services that you didn’t enter information about in the Item Information window, and include the specific date each item was sold.

TIME BILLING: Choose this selection if you want to record the sale of services or activities for which you’ve entered information in the Activity Information window. You can enter line items in this view of the Sales window by entering billing amounts for activity slips in the Prepare Time Billing Invoice window or you can enter line items manually. If you enter line items manually, the transaction won’t be reflected in some time billing reports.

MISCELLANEOUS SALE: Choose this selection if you want to record the sale of items and services that you didn’t enter information about in the Item Information window, and that don’t require a printed invoice.


Reimburse button

Click this button to open the Customer Reimbursable Expenses window for the customer you’ve entered in the Customer field. You can use the Customer Reimbursable Expenses window to prepare reimbursement invoices automatically.


Record button

Click this button to record the transaction you’ve made in this window.

The quantities you listed in the Ship column will be used to decrease your on-hand quantity of each item that’s listed on the invoice. If the quantity of an item in the Ship quantity is greater than the item’s on-hand quantity, the Backorder List window will appear, where you can automatically build, buy or backorder more of the item.

If you’ve entered quantities for items in the Backorder column, a pending invoice will be created for those items.


Sales window (Service Invoice View)

The Service Invoice View of the Sales window is displayed when you click the Type button in the Sales window and choose the Service selection. In this view, you can record the sale of items and services for which you marked the I Sell This Item selection in the Item Information window.

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


Description column

Enter a description of the item or service you’re selling, using up to 255 characters.


Acct # column

Enter the number of the account you want to assign the items or services in this transaction to.

Sales are typically assigned to income accounts.


Amount column

Enter the amount you wish to charge for each line of this transaction.

If you enter a positive number in this column, your linked receivables account will be increased.

If you enter a negative number in this column (for example, if you’re entering a sales adjustment or a return), your linked receivables account will be decreased. When you click Record, a credit invoice will be created.

You can enter 0, if you wish. Zero can be used as an amount for items you want to appear on an invoice; although no amount is charged, the item appears on the printed invoice. The item, however, won’t appear in the Sales Journal.


Job column

Enter the number of the job to which you wish to assign each amount in the list.

If you need to assign an amount to more than one job, use multiple lines to record the transaction. For example, assume you want to assign $100 to your Gadget Sales account, but you want to assign $30 to job 12 and $70 to job 43. To do this, enter the Gadget Sales account number in the Acct# column, then enter $30 in the Amount column and 12 in the Job column. Move to the next line, enter the Gadget Sales account number again, enter $70 in the Amount column and 43 in the Job column.


Tax column

This column is used to designate the services that are subject to tax.

A default tax code appears next to each line item. If you wish to assign a different tax code than the one that appears in the Tax column, simply enter the new code in the Tax column.


Sales window (Professional Invoice View)

The Professional Invoice View of the Sales window is displayed when you click the Type button in the Sales window and choose the Professional selection. In this view, you can record the sale of items and services for which you marked the I Sell This Item selection in the Item Information window, and allows you to assign a date to each individual transaction on the invoice.

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


Date column

Enter the date of each transaction on the invoice.


Description column

Enter a description of the item or service you’re selling, using up to 255 characters.


Acct # column

Enter the number of the account you want to assign the items or services in this transaction to.

Sales are typically assigned to income accounts.


Amount column

Enter the amount you wish to charge for each line of this transaction.

If you enter a positive number in this column, your linked receivables account will be increased.

If you enter a negative number in this column (for example, if you’re entering a sales adjustment or a return), your linked receivables account will be decreased. When you click Record, a credit invoice will be created.

You can enter zero, if you wish. Zero can be used as an amount for items you want to appear on an invoice; although no amount is charged, the item appears on the printed invoice. The item, however, won’t appear in the Sales Journal.


Job column

Enter the number of the job to which you wish to assign each amount in the list.

If you need to assign an amount to more than one job, use multiple lines to record the transaction. For example, assume you want to assign $100 to your Gadget Sales account, but you want to assign $30 to job 12 and $70 to job 43. To do this, enter the Gadget Sales account number in the Acct. # column, then enter $30 in the Amount column and 12 in the Job column. Move to the next line, enter the Gadget Sales account number again, enter $70 in the Amount column and 43 in the Job column.


Tax column

This column is used to designate the items and services that are subject to tax.

A default tax code appears next to each line item. If you wish to assign a different tax code than the one that appears in the Tax column, simply enter the new code in the Tax column.


Sales window (Time Billing Invoice View)

The Time Billing Invoice View of the Sales window is displayed when you click the Type button in the Sales window and choose the Time Billing selection. You can use this view of the Sales window to view and record time billing invoices.

You can enter line items automatically in this view of the Sales window by selecting the activities and amounts or units you want to bill in the Prepare Time Billing Invoice window.

NOTE: If you enter line items manually in this view of the Sales window, no activity slip information will be recorded. Time billing transactions without activity slips won’t be reflected in some time billing reports.

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


Customer

Enter the name of the customer for whom this invoice is intended, or click the search icon to display a search list of customers to choose from.

If pending invoices exist for the customer, a window will appear, listing the customer's pending invoices. You can either select a pending invoice or click Cancel or New Sale to return to the Sales window, where you can create a new invoice.


Terms

This field displays the credit terms assigned to the customer. This information will be printed on the invoice.

If you wish to change these terms for this sale and future sales to this customer, click the zoom arrow next to the Customer field to display the Card File Entry window, then click the Terms button at the bottom of the window. If you wish to change the terms for this sale only, click the zoom arrow next to the Terms field to display the Credit Terms window.


Date

Enter the date of this transaction.

Transaction dates are used to sort your lists of transactions; the oldest transaction date appears first in the Transaction Journal window.

Dates that occur before your conversion date or in a prior financial year can't be used.


Conversion Date

The date on which a business starts entering transactions in MYOB Premier.


Date column

This column displays the date of each activity slip for which you’re billing the customer. If you’re entering line items manually, enter the date of each activity for which you’re billing the customer.


Hrs/Units column

This column displays the number of hours or units (such as miles or copies) of each activity slip for which you’re billing the customer. You can enter the unit of measurement for an activity in the Activity Information window. If you’re entering line items manually, enter the number of hours or units of the activity for which you’re billing the customer.


Activity column

This column displays the number of each activity for which you’re billing the customer. If you’re entering line items manually, enter the activity ID numbers of each activity for which you’re billing the customer.


Notes column

This column displays the name of the activity whose ID number appears in the Activity column. If you’ve entered a description and marked the Use Activity Description On Invoice selection in the Activity Information window for the activity, the activity description will appear in this field.

If you marked the Use Activity Slip Notes Instead of Activity Description On Invoice selection in the Prepare Time Billing Invoice window, your entry in the Notes field of the Enter Activity Slips window will appear in this field.

If you’re entering line items manually, you can use this field to enter any notes you want about the activity.


Rate column

This column displays the default price of one unit of the activity for which you’re billing the customer. A rate can be assigned to the activity in the Activity Information window. You can also assign a rate on an activity slip in the Enter Activity Slips window. You can use up to two decimal places for the price.

If you’re entering line items manually, enter the price you're charging for one unit of the activity for which you’re billing the customer. You also can accept the default price, which was assigned to the activity in the Activity Information window.


Amount column

This column displays the total dollar amount of each line on the invoice, which is the amount in the Rate field multiplied by the quantity in Hrs/Units fields. The final amount is then rounded to the nearest cent.

If you change the amount, the entry in the Hrs/Units field will automatically change to reflect the new amount.


Job column

This column displays the job number you assigned to the activity in the Enter Activity Slips window. If you’re entering line items manually, enter the job number here.

If you need to assign a single activity to more than one job, use multiple lines to record the transaction. For example, assume you want to include 10 hours of consulting on an invoice, but you want to assign 3 hours to job 23 and 7 hours to job 65. To do this, enter the Activity ID number for consulting in the Activity column, then enter 3 in the Hrs/Units column and 23 in the Job column. Move to the next line, enter the Activity ID number for consulting again, enter 7 in the Hrs/Units column and 65 in the Job column.


Tax column

This column is used to designate the activities on the invoice on which you wish to charge tax. If you wish to assign taxes to an activity, enter the code in the Tax column.


Journal Memo

Enter a description of the invoice, or accept the default memo. This description will appear on various MYOB Premier reports, as well as the Sales Journal. You can also print this memo on the invoice.

If you change the default memo, we suggest you keep the word "Sale" in the memo to remind you of the nature of the transaction.


Comment

Enter a comment to print on the invoice, or click the search icon to display a search list of comments to choose from. You can also use the Easy-Add function in the search list to create a new comment.


Promised Date

If you plan to record this invoice as a pending invoice, enter the date you expect to have performed the activities on the invoice. This date will be placed as a reminder in your To Do List.

If this isn't a pending invoice, the entry you make in this field is for your information only.


Tax

A tax amount will appear in this field. The amount that appears is based upon the tax codes assigned to each of the line items in this window. If you want to change the tax amount, click the zoom arrow next to this field to open the Tax Information window, where you can change the amount if you haven't recorded the transaction yet.


Total Amount

This field displays the total amount of the invoice, including all activities in the list and tax charges.


Paid Today

Enter the amount of money you received at the time of the sale for this transaction.

This amount will increase the balance of your linked receivables chequing account, and will appear as an entry in the Cash Receipts Journal.


Balance Due

This field displays the total amount of the invoice, minus the amount in the Paid Today field.

Depending upon the amount in this column, one of three things will occur when you click the Record button:

If the amount is zero, an invoice with no balance (sometimes known as a "closed sale") will be created.

If the amount is a positive number, an invoice with an outstanding balance (sometimes known as an "open sale") will be created. This amount will be recorded in your linked receivables account.

If the amount is a negative number, a credit invoice will be created.


Journal button

Click this button to display the Transaction Journal window, which contains summary information about transactions you've entered in the MYOB Premier system.


Print button

Click this button to record the sale and then print the invoice.


WIP button

Click this button to open the Work In Progress view of the Prepare Time Billing Invoice window, where you can view a list of works in progress for the customer card you entered in the Sales window.  In MYOB Premier, works in progress are activity slips for chargeable activities for which you haven’t billed the customer in full. When you click the Prepare Invoice button in the Prepare Time Billing Invoice window,  the works in progress for which you’ve entered amounts or units in the Bill column will be transferred automatically to the Sales window as line items.


Sales window (Miscellaneous Sale View)

The Miscellaneous Sale View of the Sales window is displayed when you click the Type button in the Sales window and choose the Miscellaneous Sales selection. In this view, you can record the sale of items and services for which you don’t need a printed invoice.

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


Customer

Enter the name of the customer for whom this miscellaneous sale is intended, or click the search icon to display a search list of customers to choose from. You can also use the Easy-Add function in the search list to create a new customer record to assign this miscellaneous sale to.

If pending invoices exist for the customer, a window will appear, listing the customer’s pending invoices. You can either select a pending invoice or click Cancel or New Sale to return to the Sales window, where you can create a new miscellaneous sale.

You don’t have to assign sales to individual customers if you don’t want to. However, you’ll need to set up at least one customer card to track your sales. You may want to name this card “Cash Customer” or something similar to distinguish it as a card used to track sales. If you’re providing credit for the customer, however, we suggest you create a “real” customer record for this customer.


Terms

This field displays the credit terms assigned to the customer. This information will be printed on the invoice.

If you wish to change these terms for this sale and future sales to this customer, click the zoom arrow next to the Customer field to display the Card File Entry window, then click the Terms button at the bottom of the window. If you wish to change the terms for this sale only, click the zoom arrow next to the Terms field to display the Credit Terms window.


Invoice #

Accept the default number that appears in this field, or enter the number you want to assign to this transaction using up to eight characters. This number will be recorded in the Sales Journal.

When you highlight this field, the default entry changes to Auto# to remind you that unless you change the default entry, the next number in sequence will be assigned to the transaction.

We recommend that you use the default number, because it ensures that you don’t use duplicate numbers, which may cause confusion in your recordkeeping. (Another way to ensure you don’t use duplicate numbers is to mark the Warn for Duplicate Invoice Numbers selection in the Preferences window.)

If you want to assign a different number, consider leaving the SJ prefix assigned to the number, so it’s easy for you to distinguish the transaction as a Sales Journal transaction.


Journal Memo

Enter a description of the miscellaneous sale, or accept the default memo. This description will appear on various MYOB Premier reports, as well as the Sales Journal.

If you change the default memo, we suggest you keep the word “Sale” in the memo to remind you of the nature of the transaction.


Description column

Enter a description of the item or service you’re selling, using up to 255 characters.


Allocation Account columns

Enter the number of the account you want to assign the items or services in this transaction to. When you enter or select an account number, the account’s name will appear in the second column.

Sales are typically assigned to income accounts; sales tax amounts are typically assigned to liability accounts.


Amount column

Enter the amount you wish to charge for each line of this transaction.

If you enter a positive number, the account you entered in the Acct. # column will be increased.

If you enter a negative number in this column (for example, if you’re entering a sales adjustment or a return), the account you entered in the Acct. # column will be decreased. When you click Record, a credit invoice will be created.

You can enter zero, if you wish. The item, however, won’t appear in the Sales Journal.


Job column

Enter the number of the job to which you wish to assign each amount in the list.

If you need to assign an amount to more than one job, use multiple lines to record the transaction. For example, assume you want to assign $100 to your Gadget Sales account, but you want to assign $30 to job 12 and $70 to job 43. To do this, enter the Gadget Sales account number in the Acct. # column, then enter $30 in the Amount column and 12 in the Job column. Move to the next line, enter the Gadget Sales account number again, enter $70 in the Amount column and 43 in the Job column.


Tax column

This column is used to designate the items and services that are subject to tax.

A default tax code appears next to each line item. If you wish to assign a different tax code than the one that appears in the Tax column, simply enter the new code in the Tax column.


Salesperson

Enter the name of the employee who conducted this sale, or click the search icon to display a search list of employees to choose from. You can also use the Easy-Add function in the search list to create a new employee record.

You can use this field for your information only, or you can track the transaction amount as part of the employee’s sales history (if you’ve marked the Track Sales History selection in the Card File Entry window for the employee).


Total Amount

This field displays the total amount of the miscellaneous sale, including all items and services in the list, sales tax and freight charges.


Balance Due

This field displays the total amount of the miscellaneous sale, minus the amount in the Paid Today field.

Depending upon the amount in this column, one of three things will occur when you click the Record button:

If the amount is zero, a miscellaneous sale with no balance (sometimes known as a “closed sale”) will be created.

If the amount is a positive number, a miscellaneous sale with an outstanding balance (sometimes known as an “open sale”) will be created. This amount will be recorded in your linked receivables account.

If the amount is a negative number, a credit invoice will be created.


Sales Command Centre

Click each button below for a description of its function.

Other fields in this window:

To Do List

Inquiry Registers

MYOB Analyst

Reports


Comments & Ship Methods button

The Comments & Ship Methods button opens the Comments & Shipping Methods window, where you can set up a standard list of greetings, memos, reminders and any other salutations you often include on invoices and purchase orders. You can also use this window to set up the ways in which you transport the items you buy and sell; these methods can be printed on invoices and purchase orders, if you wish.


Print Statements button

The Print Statements button opens the Print Statements window, where you can print statements for customers with outstanding sales balances. Using this window, you can also open a window where you can customise the printed statements so they look like the statements you use.


Settle Returns & Credits button

The Settle Returns & Credits button opens the Select From List window, where you can choose a credit invoice to work with. After you’ve selected a credit invoice, you can use the Settle Returns & Credits window to apply the credit invoice amount to a customer’s outstanding sales balance or write a refund cheque to the customer.


Sales button

The Sales button opens the Sales window, where you can create transaction records for the items and services you sell, regardless of whether the items or services are listed in your list of items.


Print Invoices button

The Print Invoices button opens the Print Invoices window, where you can print the invoices you set up in the Sales window, as well as packing slips and shipping labels used in the delivery of items. Using this window, you can also open a window where you can customise the printed invoices so they look like the invoices you use.


Transaction Journal button

The Transaction Journal button allows you to open the Transaction Journal window, where you can view information about all transactions you’ve entered in the MYOB Premier system, for all journals. From the Transaction Journal window, you can also “zoom” to the original window in which transactions (except inventory transactions) were entered.


Customer Payments button

The Customer Payments button opens the Customer Payments window, where you can assign customer payments to their outstanding sales balances and record deposits on pending invoices.


Select from List window (Settle Returns & Credits)

The Settle Returns & Credits windows allow you to use credit invoices to decrease the balance of sales invoices and write refund cheques.

MYOB Premier’s Settle Returns & Credits function consists of three windows: Select from List, where you select a credit invoice to work with or an item to refund, Settle Returns & Credits, where you apply the credit invoice you selected to a particular task, and Write a Refund Cheque.

The Select From List window allows you to view the credit invoices currently in the MYOB Premier system which have not previously been processed here, and select a credit invoice to apply or write a refund cheque.

To find this window...

Click Settle Returns & Credits in the Sales Command Centre.

Fields in this window:

List of credit invoices

Refund button

Apply to Invoice button


List of credit invoices

The list displays information about each of the credit invoices in the MYOB Premier system, including the customer name, invoice number and amount.


Refund button

Click this button to open Refund Cheque View of the Settle Returns & Credits window, where you can apply the credit invoice you selected in the list to a refund cheque to the customer.


Apply to Invoice button

Click this button to open the Apply to Sale View of the Settle Returns & Credits window, where you can apply the credit invoice you selected in the list to an open, closed or pending invoice, or to a miscellaneous sale.


Settle Returns & Credits window

The Settle Returns & Credits windows allow you to use credit invoices to decrease the balance of sales invoices and write refund cheques.

MYOB Premier’s Settle Returns & Credits function consists of two windows: Select from List, where you select a credit invoice to work with, and Settle Returns & Credits, where you apply the credit invoice you selected to a particular task.

The Settle Returns & Credits window consists of two views:

Apply to Sale View

Refund Cheque View


Settle Returns & Credits window (Apply to Sale View)

The Apply to Sale View of the Settle Returns & Credits window allows you to assign a credit invoice amount to open, closed and pending invoices, as well as miscellaneous sales entered in MYOB Premier.

To find this window...

Click Settle Returns & Credits in the Sales Command Centre. Choose a credit invoice in the Select from List window and click Apply to Invoice.

All sales for this customer are displayed in the list in the bottom half of the window. Open sales are displayed at the top of the list, followed by pending invoices and then by closed sales.

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


Customer

This field displays the name of the customer whose credit invoice you selected in the Select from List window. This name can’t be changed using this window; however, if you wish to view detailed information about the customer, click the zoom arrow to display the Card File Entry window.


ID #

Accept the default journal number that appears in this field, or enter the journal number you want to assign to this transaction using up to eight characters. This number will be recorded in the Sales Journal.

When you highlight this field, the default entry changes to Auto# to remind you that unless you change the default entry, the next number in sequence will be assigned to the transaction.

We recommend that you use the default journal number, because it ensures that you don’t use duplicate journal numbers, which may cause confusion in your recordkeeping. If you want to assign a different number, consider leaving the SJ prefix assigned to the number, so it’s easy for you to distinguish the transaction as a Sales Journal transaction.


Credit Amount

Enter the amount of the credit invoice, or accept the default amount, which is the amount that resulted from the transaction that created the credit invoice.

If you decide to change the default amount, you can only decrease it.


Memo

Using up to 255 characters, enter a description of the transaction. This description will appear on various MYOB Premier reports, as well as the Sales Journal.


Invoice # column

This column displays the numbers assigned to the sales entered in the Sales window in the Sales Command Centre.


Status column

This column displays the status of each of the sales in the list.

OPEN: Sales with a positive balance.

CLOSED: Sales with a zero balance.

PENDING: Invoices assigned a pending status in the Sales window.

If you want to open the Inquiry Register window to view more detailed information about a specific sale, click the zoom arrow next to the sale’s status.


Date column

This column displays the date each of the sales in the list was recorded.


Amount column

This column displays the current amount due for each of the sales in the list.


Discount column

Enter early-payment discounts for each of the sales in this list, or accept the default amounts, which were entered for this customer in the Credit Terms window.

Enter a discount amount only when you’re settling the entire remaining balance of a sale. If you enter a discount on a partial payment of a sale’s remaining balance, that discount won’t be recorded. For example, if you enter a $2 discount on $100 sale, the total due amount is $98. However, if you apply only $75 to the sale, the discount won’t be calculated; $25 will be the remaining balance of the sale.


Total Due column

This column displays the total amount due for each sale in the list. This amount is calculated by subtracting the amount in the Discount column from the amount in the Amount column.


Amount Applied column

Enter the amount of the credit invoice you want to apply to each sale in the list, or accept the default amounts that appear in this column. The default amount that appears in this column is either the total amount of one sale’s remaining balance or the remainder of the credit invoice amount.

You can distribute the credit invoice amount to more than one sale.


Finance Charge

Enter the amount you wish to apply to the customer’s finance charges.

When you click Record, the balance of the account you entered in the Income Account for Late Charges field of the Accounts Receivable Linked Accounts window will be increased.


Settle Returns & Credits window (Refund Cheque View)

To find this window...

Click Settle Returns & Credits in the Sales Command Centre. Choose a credit invoice in the Select from List window and click the Refund button.

The Refund Cheque View of the Settle Returns & Credits window allows you to write a refund cheque for the credit invoice you selected in the Select from List window.

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


Cheque account

Select the cheque account you want to use to write the refund cheque.

The accounts in this list were assigned cheque privileges in the Edit Accounts window.


Balance

This field displays the current balance of the cheque account displayed in the upper left-hand corner of the window. If you wish to display the Inquiry Register window to view more detailed information about the cheque account, click the zoom arrow.


Handwritten

Mark this selection if you don’t plan to print this cheque using MYOB Premier.

When you mark this selection, MYOB Premier will record the cheque as printed; when you select Unprinted Cheques Only in the Print Cheques window, this cheque won’t be printed.

If you’re viewing a cheque that’s been printed, this selection will be already marked.


Cheque #

Enter the number of the cheque you wish to print, or accept the default cheque number, which is one number higher than the last cheque you wrote from this cheque account.

When you highlight this field, the default entry changes to Auto# to remind you that unless you change the default entry, the next number in sequence will be assigned to the transaction.


Date

Enter the date of the cheque.

Dates that occur before your conversion date or in a prior financial year can’t be used.


Amount

Enter the total amount of the cheque, or accept the default amount, which is the entire amount of the credit invoice. If you choose to change the default amount, you can enter an amount less than the default amount only.

When you click Record to add this cheque to your company's records, the balance of the cheque account displayed in the upper left-hand corner of the window will be decreased by the amount you enter here.


Customer

Enter the name of the person or company who will receive this cheque, or accept the default name. The address of the person or company appears below the name.

If you want to view the Card File Entry window for more information about the customer, click the zoom arrow.


Memo

Enter a description of the transaction or accept the default description. This description will appear on various MYOB Premier reports, as well as the Cash Disbursements Journal.

We suggest you use the default description to remind you of the nature of the transaction.


Record button

Click this button to record the refund cheque. The balance of the cheque account displayed in the upper left-hand corner of the window will be decreased by the amount you entered in the Amount field.


Type window

The Type window for sales allows you to select a type of sale to enter in the Sales window. You have five choices: Item, Service, Professional, Time Billing and Miscellaneous.

To find this window...

Click Sales in the Sales Command Centre. In the Sales window, click the Type button.

Fields in this window:

Service

Item

Professional

Time Billing

Miscellaneous Sales

Cancel button

OK button


Service

Mark this selection if you want to create a service invoice in the Sales window.


Item

Mark this selection if you want to create an item invoice in the Sales window.


Professional

Mark this selection if you want to create a professional invoice in the Sales window.


Time Billing

Choose this selection if you want to create a time billing invoice in the Sales window.


Miscellaneous Sales

Mark this selection if you want to create a miscellaneous sale in the Sales window.


OK button

Click this button to begin creating the sale whose type you selected in this window.


Change Default Forms Font window

The Change Default Forms Font window allows you to change the font and font size that’s assigned to the forms (such as cheques, invoices and statements) you can print using MYOB Premier.

To find this window...

Choose Default Fonts from the File menu. In the Default Font Selection window, click the Forms button.

Fields in this window:

Font

Size

Sample

Cancel button

OK button


Font

Select the font you wish to use on your MYOB Premier forms from the list.

The list contains all fonts that are properly installed on your computer.


Size

Enter or select the size of the font you wish to use on your MYOB Premier forms.


Sample

This box displays how the selections you made in this window will appear on your MYOB Premier forms.


Change Default Windows Font window

The Change Default Windows Font window allows you to change the font and font size that’s used in your MYOB Premier windows. (This window is available only if you are using MYOB Premier for Windows.

To find this window...

Choose Default Fonts from the File menu. In the Default Font Selection window, click Windows.

Fields in this window:

Font

Size

Sample

Cancel button

OK button


Font

Select the font you wish to use on your MYOB Premier windows from the list.

The list contains all fonts that are properly installed on your computer.


Size

Enter or select the size of the font you wish to use on your MYOB Premier windows.


Sample

This box displays how the selections you made in this window will appear on your MYOB Premier windows.


Time Billing Command Centre

Click the buttons below for a description of each button.

Other fields in this window:

To Do List

Inquiry Registers

MYOB Analyst

Reports


Activity List button

The Activity List button opens the Activity List window, where you can view the activities you've set up in the MYOB Premier system. From the Activity List window, you can open another window that allows you to specify detailed information about your company's activities or create new activities.


Activity

A task or service provided by your company for which you can bill your customers on time billing invoices and track history.


Enter Activity Slips button

The Enter Activity Slips button opens the Enter Activity Slips window, where you can enter the records of when your company performs activities. In MYOB Premier, these records are called activity slips.


Activity slip

The basic recordkeeping unit of the Time Billing Command Centre. The activity slip is the MYOB Premier record of having performed an activity. To bill your customers for the time you spend performing activities and to print accurate time billing reports, you should enter an activity slip for each activity you perform. The information you enter on activity slips will be used to prepare time billing invoices.


Activity Log button

The Activity Log button opens the View Activity Log window, where you can view a list of activity slips recorded for an employee or vendor within a specific date range.


Prepare Time Billing Invoice button

The Prepare Time Billing Invoice button opens the Time Billing Customers window. Using this window, you can select the customer for whose time billing invoice you want to prepare using the Prepare Time Billing Invoice window.


Time Billing Customers window

This window displays a list of customers for which you have works in progress, or open activity slips.  In MYOB Premier, works in progress are activity slips for chargeable activities for which you haven’t billed the customer in full. The selection you make in this window is the first step in creating a time billing invoice.

To find this window:

Click the Prepare Time Billing Invoice button in the Time Billing Command Centre.

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


Customer column

This column displays the customer cards for which you have works in progress. Select the customer you want to bill for activities on a time billing invoice.


Work In Progress Balance

This column displays the sum of the amounts left to bill on all open activity slips for each customer in the list.


OK button

Click this button to open the Prepare Time Billing Invoices window for the customer you’ve selected. In the Prepare Time Billing Invoice window, you can choose how much to bill the customer and automatically enter activity slips as line items on a time billing invoice.


Prepare Time Billing Invoice window

The Prepare Time Billing Invoice window allows you to create time billing invoices for your customers. Using this window to create time billing invoices allows you to review activity slip information for chargeable activities, as well as enter adjustments and create invoices for partial billings.

You can also use this window to review information about activity slips for which you’ve billed customers in full.

To find this window:

Choose Prepare Time Billing Invoice in the Time Billing Command Centre. The Time Billing Customers window appears. Select the customer you want to bill for activities on a time billing invoice and click the OK button.

You can also open this window using the time billing invoice view of the Sales window. In the Customer field of the Sales window, enter the customer's name whose time billing invoice you want to create. Click the WIP button.

Click a tab below for information about the fields associated with that tab.


Prepare Time Billing Invoice window (Work In Progress View)

The Work In Progress view of the Prepare Time Billing Invoice window allows you to create line items on time billing invoices automatically. You can review activity slip information for chargeable activities, enter adjustments and create invoices for partial billings.

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


All Employees and Vendors

Choose this selection to view open activity slips for all employees and vendors in the Work In Progress list. In MYOB Premier, works in progress are activity slips for chargeable activities for which you haven’t billed the customer in full.


Selected (Employee or Vendor)

Choose this selection to view open activity slips for a single employee or vendor in the Work In Progress list. Enter the name of the employee or vendor in the field or click the search icon and choose the card from the list that appears. In MYOB Premier, works in progress are activity slips for chargeable activities for which you haven’t billed the customer in full.

To view the card in the Card File Entry window, click the zoom arrow.


All jobs

Choose this selection to view open activity slips for all jobs in the Work In Progress list. In MYOB Premier, works in progress are activity slips for chargeable activities for which you haven’t billed the customer in full.


Selected (Job)

Choose this selection to view open activity slips for a particular job in the Work In Progress list. Enter the job number in the field or click the search icon and choose the job from the list that appears. In MYOB Premier, the term "work in progress" refers to activity slips for chargeable activities for which you haven’t billed the customer in full.

To view the job in the Edit Job window, click the zoom arrow.


Work In Dollar
Work In Dollars

Choose this selection to view the entries that appear in the Work In Progress,  Bill, Adjustment and Left to Bill columns as dollar amounts. If you choose this selection, any entries you make in the Bill and Adjustment columns also will be dollar amounts.


Work In Hrs/Units

Choose this selection to view the entries that appear in the Work In Progress,  Bill, Adjustment and Left to Bill columns as hours or another unit of measurement. If you choose this selection, any entries you make in the Bill, Adjustment and Left to Bill columns also will be in hours or units of measurement. You can specify an activity’s unit of measurement in the Activity Information window.


Work In Progress column

This column lists the open activity slips for the customer whose name appears in the title bar of the window. You selected the customer in either the Time Billing Customers window or the Sales window. The date, activity name, employee or vendor name, job number and amount left to bill are displayed for each activity slip in the list. If you selected Work in Hrs/Units, units or hours left to bill are displayed in place of the dollar amount.

The amount or hrs/units left to bill displayed in this column are entries displayed on the actual activity slip. If you enter billing amounts or make adjustments in this window, the new Left To Bill amount or hrs/units will appear in the Left To Bill column. The amount or hrs/units in the Work In Progress list won’t change until you record the invoice.


Bill column

Enter the amount or the number of units for which you want to bill the customer for each activity slip. You can bill your customers for any amount. Your entries in this column will be reflected in the Enter Activity Slips window when you record the invoices you’re creating.

The entries in the Left To Bill column change to reflect your entries in this column.


Adjustment column

Enter any adjustment amount or units that you want to make on your activity slips before you include them on the invoice. If you want to adjust an activity slip to bill the customer for fewer hours or a lesser amount, enter your adjustment as a negative number. Your entries in this column will be reflected in the Enter Activity Slips window when you record the invoice you’re creating.

The entries in the Left To Bill column change to reflect your entries in this column.


Left To Bill column

This column displays the amount or units left to bill for each activity slip in the list. The amounts in this column change to reflect your entries in the Bill column and the Adjustment column. Changes to the amounts in this column will be reflected in the Enter Activity Slips window when you record the invoice you’re creating.

When you record an invoice for the activity slips that show $0.00 in this column, those activity slips are considered closed, or paid in full.


Consolidate Activities On Invoice

Mark this selection to combine the customer’s activity slips for the same activity and job on a single line item on the time billing invoice you’re creating. The date that appears on the line item will be the date of the most recent activity slip.


Use Activity Slip Notes Instead of Activity Description On Invoice

Mark this selection to print your entry in the Notes field of the Enter Activity Slips window for each activity slip in the Notes field of the time billing invoice you’re creating.

If you don’t mark this selection, the names of activities will appear in the Notes fields of the time billing invoice you’re creating.

You can choose to display an activity’s description on invoices in the Activity Information window.


Sort By Job

Mark this selection to arrange activity slips in the Work In Progress list by job number. Activity slips that appear as line items on the time billing invoice you’re creating will be arranged by job number as well.

Activity slips that aren’t allocated to jobs appear first in the list.


Totals

These fields display from left to right:

·	the total amount left to bill on the activity slips in the list

·	the total amount you’re billing on the invoice

·	the total amount of the adjustments you’ve entered for the activity slips in the list

·	the total amount still left to bill based upon the billing amount and adjustments you‘ve entered for the activity slips in the list.

If you have activity slips for non-hourly activities in the list and you marked the Work in Hrs/Units selection in this window, totals will not appear in these fields.


Print button

Click this button to print an Activity Slip [Customer Detail] report for the customer whose work in progress you’re viewing. The report will include open activity slips only.


All button

Click this button to bill the customer for all the amounts in the Left To Bill column.


None Button

Click this button to clear all entries from the Bill column.


Prepare Invoice button

Click this button to create a time billing invoice for the customer that includes every activity slip in the Work In Progress list for which you made an entry in the Bill column. The Sales window will appear. Each activity slip will be represented as a line item on the invoice. If you marked the Consolidate Activities On Invoice selection, activity slips for the same activity and job will be represented by a single line item.

When you click OK in the Sales window, the records of the activity slips included on the invoice will be updated. Any works in progress that have $0.00 or 0 units in the Left To Bill column will be removed from the Work In Progress list and will appear in the Completed Work list in the Completed Work view of the Prepare Time Billing Invoice window.


Cancel button

Click this button to clear your entries and close this window.


Prepare Time Billing Invoice window (Completed Work View)

The Completed Work view of the Prepare Time Billing Invoice window to review information about the activity slips you’ve billed in full. The Completed Work view also displays information about activity slips you’ve adjusted so they have $0.00 or 0 units left to bill.

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


All Employees and Vendors

Choose this selection to view closed activity slips for all employees and vendors in the Completed Work list. Closed activity slips are those for which you’ve billed the customer in full.


Selected (Employee or Vendor)

Choose this selection to view closed activity slips for a single employee or vendor in the Completed Work list. Enter the name of the employee or vendor in the field or click the search icon and choose the card from the list that appears. Closed activity slips are those for which you’ve billed the customer in full.

To view the card in the Card File Entry window, click the zoom arrow.


All jobs

Choose this selection to view closed activity slips for all jobs in the Completed Work list. In MYOB Premier, closed activity slips are those for which you’ve billed the customer in full.


Selected (Job)

Choose this selection to view closed activity slips for a particular job in the Completed Work list. Enter the job number in the field or click the search icon and choose the job from the list that appears. In MYOB Premier, closed activity slips are those for which you’ve billed the customer in full.

To view the job in the Edit job window, click the zoom arrow.


Work In Dollar
Work In Dollars

Choose this selection to view the entries that appear in the Actual, Adjustment and Billed columns as dollar amounts.


Work In Hrs/Units

Choose this selection to view the entries that appear in the Actual, Adjustment and Billed columns as hours or another unit of measurement. You can specify an activity’s unit of measurement in the Activity Information window.


Completed Work column

This column lists the closed activity slips that fit the criteria you entered at the top of the window. The date, employee or vendor, activity name and job are displayed for each activity slip in the list.


Actual column

This column displays the actual dollar amount or number of units on the activity slip.


Adjustments column

This column displays any adjustment amount or units you entered for the activity slip.


Billed column

This column displays the amount that appeared on the time billing invoice for the activity slip, or the sum of the actual amount and any adjustment amount you entered.


Sort By Job

Mark this selection to arrange activity slips in the Completed Work list by job number.

Activity slips that aren’t allocated to jobs appear first in the list.


Total Hours

These fields display the total actual amount, adjustment amount and billed amount of hourly activities on the activity slips in the Completed Work list. Entries in these fields can be viewed in units as well as dollar amounts.


Total Non-Hours

These fields display the total actual amount, adjustment amount and billed amount of non-hourly activities on the activity slips in the Completed Work list. This information can be displayed in dollar amounts only.


Print button

Click this button to print an Activity Slip [Customer Detail] report for the customer whose completed work you’re viewing. The report will include closed activity slips only.


OK button

Click this button to close the window.


View Activity Log window

The View Activity Log window allows you to locate and review information about the activity slips you’ve recorded in the Enter Activity Slips window. You can view activity slips recorded within a specific date range for the employee or vendor you select.

To find this window:

Click the Activity Log button in the Time Billing Command Centre.

Click a tab below for information about the fields associated with that tab.


View Activity Log window (Diary View)

This view of the View Activity Log window allows you to view summary information about the activity slips you choose by employee and date range. When you enter an employee or vendor card and a date range, summary information for each activity slip that fits those criteria appears in the list.

This view of the window displays start and stop times for each activity slip, which can help you analyse how an employee spends the day.

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


Employee

Enter the employee card for which you want to view activity slip information. You also can enter a vendor card in this field. To view the card you choose in the Card File Entry window, click the zoom arrow.


Dated From/To

Enter the date range for which you want to view activity slip information for the card you entered in the Employee field.


Date column

The dates of the activity slips in the list appear in this column.  To view an activity slip in the Enter Activity Slips window, click the zoom arrow.


Start column

If you enter start and stop times on your activity slips, the start times for the activity slips in the list appear in this column.


Stop column

If you enter start and stop times on your activity slips, the stop times for the activity slips in the list appear in this column.


Customer column

The customer cards you entered on the activity slips in the list appear in this column.


Activity column

The names of the activities you entered on the activity slips in the list appear in this column.


Units column

The number of hours or actual units you entered the on the activity slips in the list appear in this column.


Notes column

Your entries in the Notes field on the activity slips in the list appear in this column.


Print button

Click this button to print an Activity Log [Diary] report for the card and date range you entered in this window.


New button

Click this button to create a new activity slip in the Enter Activity Slips window.


Edit button

To view an activity slip in the Enter Activity Slips window, select it in the list and click this button.


Close button

Click this button to close the window.


View Activity Log window (Detail View)

This view of the View Activity Log window allows you to view billing summary information about the activity slips you choose by employee and date range. When you enter an employee or vendor card and a date range, summary billing information for each activity slip that fits those criteria appears in the list.

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


Employee

Enter the employee card for which you want to view activity slip information. You also can enter a vendor card in this field. To view the card you chose in the Card File Entry window, click the zoom arrow.


Dated From/To

Enter the date range for which you want to view activity slip information for the card you entered in the Employee field.


Date column

The dates of the activity slips in the list appear in this column.  To view an activity slip in the Enter Activity Slips window, click the zoom arrow.


ID# column

The slip ID numbers of the activity slips in the list appear in this column.


Customer column

The customer cards you entered on the activity slips in the list appear in this column.


Activity column

The names of the activities you entered on the activity slips in the list appear in this column.


Actual column

The actual number of units or hours you entered on the activity slips in the list appear in this column.


Adjust column

The adjustment units or hours or you entered on the activity slips in the list appear in this column.


Net column

The sums of the actual units or hours and adjustments you entered on the activity slips in the list appear in this column.


Billed column

The number of units or hours you’ve billed for each activity slip in the list appears in this column.


Balance column

The number of units or hours still left to bill on each activity slip in the list appears in this column.


Print button

Click this button to print an Activity Log [Detail] report for the card and date range you entered in this window.


New button

Click this button to create a new activity slip in the Enter Activity Slips window.


Edit button

To view an activity slip in the Enter Activity Slips window, select it in the list and click this button.


Close button

Click this button to close the window.


Enter Activity Slips window

The Enter Activity Slips window allows you to create activity slips. Activity slips are the records of the activities performed by your company and are the basic recordkeeping unit of the Time Billing Command Centre.

To bill your customers for the time you spend performing activities and to print accurate time billing reports, you should enter an activity slip for each activity you perform.  The information you enter on activity slips will be used to prepare time billing invoices.

Using the two views of the Enter Activity Slips window, you can enter and record activity slips one at a time or you can record several at once.

To find this window:

Click the Activity Slip button in the Time Billing Command Centre.

Click a tab below for information about the fields associated with that tab.


Enter Activity Slips window (Single Slip Entry View)

This view of the Enter Activity Slips window allows you to create detailed activity slips one at a time. This view contains fields for all possible activity slip information. If you can leave the window open while you perform an activity, you can use the timer in this view of the window to track elapsed time for the activity.

   Note about recording activity slips in Single Slip Entry View

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

Other fields in this window:

OK button


Note about recording activity slips in Single Slip Entry View

In most cases you’ll click the Record button to record an activity slip. However, if you’ve made the minimum number of required entries on the activity slip and you click the Multiple Slip Entry tab, the activity slip you  started created in Single Slip Entry View will be recorded.


Employee

Enter the name of employee who performed the activity for which you’re creating the activity slip. If a vendor performed the activity, you can enter a vendor card in this field. You also can click the search icon and choose the card from the list that appears. To view the card you chose in the Card File Entry window, click the zoom arrow.


Slip ID#

Enter the number you want to assign to this activity slip, or accept the default slip ID number.

We recommend that you use the default activity slip ID number, because it ensures that you don't use duplicate numbers, which may cause confusion in your recordkeeping.

If you make an entry in this field that contains numbers only, the next activity slip you create will use a slip ID number incremented by one. If your entry contains letters, the next activity slip’s number will be incremented by one from the last numbers-only slip ID number you used.


Date

Enter the date of this activity slip. You can enter any date in this field, even if it is from a future or prior fiscal year.


Customer

Enter the name of the customer for whom you performed the activity. You can also click the search icon and choose a customer card from the list that appears. To view the card you chose in the Card File Entry window, click the zoom arrow.

You must enter a customer name if you’re creating an activity slip for a chargeable activity .


Chargeable activity

In MYOB Premier, an activity for which you’ve marked the Chargeable selection in the Status field of the Activity Information window. Activity slips for chargeable activities can be included as line items on time billing invoices.


Activity

Enter the ID number of the activity for which you’re creating this activity slip. You also can click the search icon and choose the activity from the list that appears.


Units

Enter the number of units for the activity you’ve performed. You can enter a negative number, if you need to. You can specify an activity’s unit of measurement using the Activity Information window.

Units are entered automatically if you’re using the timer at the bottom of the window, even if you make manual timer entries. In the Preferences window, you can choose to round the units entered using the timer.


Rate

Enter the rate you want to charge for one hour or unit of the activity or accept the default entry. The default entry that appears here depends upon your entry in the Rate field of the Activity Information window for this activity.

This field appears for chargeable activities only.


Job

If you want to allocate this activity slip to a job, enter the job number in this field. You can also click the search icon and choose the job from the list that appears. If you want to view the job you enter in the Edit Job window, click the zoom arrow.

This field appears for chargeable activities only.


Notes

Enter any notes you want to record with this activity slip. You can include your notes on time billing invoices, if you wish.


Units

The field on the left displays the units of work you entered in the Units field, using the unit of measurement you've set up for this activity. The value of this work is displayed as a dollar amount on the right.

The right field displays the units you entered as a dollar amount for chargeable activities only.


Adjustment

Adjustments are useful for marking up or marking down the activities for which you bill your customers. Enter any adjustment that you want to make to this activity slip to arrive at the billable units or billable amount you’ll include on a time billing invoice. Enter your adjustment hours or units in the left field or an adjustment amount in the right field. The field you don’t use will display a calculated entry automatically.

If you want to adjust an activity slip to bill the customer for fewer hours/units or a lesser amount, enter your adjustment as a negative number.


Billable

These fields display the billable hours or units and billable amount for this activity slip. The left field displays the billable hours/units, or the sum of the actual hours/units and any adjustment hours/units you’ve entered. The right field displays the billable amount, of the sum of the actual amount and any adjustment amount you’ve entered.


Already Billed

If you’ve billed a portion of the billable amount of this activity slip on a time billing invoice you created using the Prepare Time Billing Invoice window, the amount will appear in these fields. The entry is expressed in hours/units and as a dollar amount.

If you created a time billing invoice for this activity slip manually, you can enter the amount you’ve already billed in the left field as hours/units or in the right field as a dollar amount.


Left To Bill

This field displays the amount left to bill for this activity slip in the left field as hours/units and in the right field as a dollar amount.


Start/Stop button

Click this button to start the timer. If you haven’t entered a start time in the Start Time field, your current system time appears in the Start Time field and the timer begins ticking in the Elapsed Time field.

If you’ve entered a start time that is before the current system time, the timer begins ticking from the difference between the start time you entered and the current time. 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., the timer would begin ticking in the Elapsed Time field at 1:00:00.

When the timer is ticking, the Start button becomes the Stop button.

Click the Stop button to stop the timer. The current system time appears in the Stop Time field and the timer stops ticking in the Elapsed Time field. The elapsed time appears in the Actual Units field.  You can choose to round this entry automatically in the Preferences window. The Stop button becomes the Start button again.

You can click the Start button to resume timing the activity.


Start Time

When you click the Start button to start the timer, your current system time appears in this field.  If the timer isn’t ticking, you can enter a start time in this field.


Stop Time

When you click the Stop button to stop the timer, your current system time appears in this field. If the timer isn’t ticking, can enter a stop time in this field. The difference between the time in this field and the time in the Start Time field is the elapsed time. Whether you’ve entered time manually or used the timer, elapsed time appears in the Actual Units field. You can choose to round elapsed time in the Preferences window.

If you stop the timer and then click the Start button to resume timing an activity, the entry in this field is cleared. A new stop time will appear when you click the Stop button again.


Clear button

Click this button to clear any entries in the Start Time, Stop Time, Elapsed Time and Actual Units fields. If you click this button when the timer is ticking, the timer stops and the entries in the Start Time and Actual Units fields are cleared.


Elapsed Time

When you click the Start button to start the timer, elapsed time appears in this field as it progresses or "ticks." When you enter a start time and stop time manually, the difference between those entries appears in this field.


Record button

Click this button to record the activity slip you’ve created or changed in this window.


OK button

If you’re viewing an activity slip you’ve recorded previously, you can click this button to close the window.


Cancel button

Click this button to clear any entries you’ve made and close the window.


Enter Activity Slips window (Multiple Slip Entry View)

You can use this view of the Enter Activity Slips window to create several activity slips for an employee or vendor at once. You may also prefer this view of the window if you require less detail on your activity slips. However, you always can use the Single Slip Entry view of the window to enter additional details for any activity slip at a later time.

Each line you enter in this window represents one activity slip.

 Note about recording activity slips in Multiple Slip Entry View

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


Note about recording activity slips in Multiple Slip Entry View

Each line you enter in this window represents one activity slip. When you create or change an activity slip in this view of the window, it is recorded when you move the cursor to the next line.

If you’ve made the minimum number of required entries on an activity slip or changed an activity slip, but have not moved the cursor to next line in the list, the activity slip will be recorded when you click Record.

Any activity slips in the list that have a zoom arrow in the Date column are considered recorded, regardless of whether you click the Record button in this window.


Employee

Enter the employee who performed the activities for which you’re creating activity slips. If a vendor performed the activities, you can enter a vendor card in this field. You also can click the search icon and choose the card from the list that appears. To view the card you chose in the Card File Entry window, click the zoom arrow.

Any activity slips you’ve recorded for the card you enter will appear in the list.


Date column

Enter the date of each activity slip. You can enter any date in this field, even if it is from a future or prior fiscal year.

When you have recorded the activity slip by moving the cursor to the Date field of the next line, you can click the zoom arrow that appears in this column to view the Activity Slip in the Single Slip Entry View of the window.


Customer column

For each activity slip, enter the name of the customer for whom you performed the activity. You must enter a customer name for every activity slip for a chargeable activity.


Activity
Activity column

For each activity slip, enter the ID number of the activity for which you’re creating the activity slip.


Units
Units column

For each activity slip, enter the number of hours of the activity you’ve performed. If this activity slip is for a non-hourly activity, enter the number of units (for example, weeks or miles) you’ve performed. You can enter a negative number, if you need to. You can specify an activity’s unit of measurement in the Activity Information window.


Rate
Rate column

For each activity slip for a chargeable activity, enter rate you want to charge for one hour or unit of the activity or accept the default entry. The default entry that appears here depends upon your entry in the Rate field of the Activity Information window for this activity.


Notes
Notes column

Enter any notes you want to record with each activity slip. You can include your notes on time billing invoices, if you wish.


Job
Job column

If you want to allocate activity slips for chargeable activities to jobs, enter the job numbers in this column.


Record

If you’ve entered the required information on an activity slip or changed an existing activity slip, but have not moved the cursor to the next line in the list, you can click this button to record that activity slip.

Any activity slips in the list that have a zoom arrow in the Date column are considered recorded, regardless of whether you click the Record button in this window.


Cancel
Cancel button

Click this button to close the window.

Any activity slips in the list that have a zoom arrow in the Date column are considered recorded, regardless of whether you click the Record button in this window.  If you click Cancel, those activity slips are not removed.


Activity List window

The Activity List window allows you to view all the activities you've created in MYOB Premier, to begin adding new activity records and to change or remove existing activities.

To find this window...

Click Activity List in the Time Billing Command Centre.

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


All Activities tab

Click this tab to display a list of all activities you've entered in the MYOB Premier system.


Hourly tab

Click this tab to display a list of all of your hourly activities. These are the activities for which you selected Hourly in the Type field in the Activity Information window.


Non-hourly tab

Click this tab to display a list of all of your non-hourly activities. These are the activities for which you selected Non-hourly in the Type field in the Activity Information window.


Search

Enter the ID number of an activity you wish to find in the scrolling list. If you can't remember the entire activity ID number, enter as much of the number as you can remember; the activity whose number most closely matches the numbers you typed will be selected in the scrolling list.


Activity ID/Name column

This column displays the activities of the category whose tab you selected at the top of the window (All, Hourly, Non-hourly). Both the activity ID number and name of each activity are displayed. If you want to view more information about an activity, click the zoom arrow next to the activity’s ID number.


Type column

This column displays the type of each activity in the list as either hourly or non-hourly.


Status column

This column displays the status of each activity in the list as either chargeable or non-chargeable .


Non-chargeable activity

Non-chargeable activities are those for which you’ve selected Non-chargeable in the Status field of the Activity Information window. Non-chargeable activities cannot be included on time billing invoices. Examples of non-chargeable activities may include traveling to a client’s office or making photocopies; even though you don’t charge for these activities, you might still want to track these activities by creating activity slips. You could create non-chargeable activity records for these tasks.


Print
Print button

Click this button to print an Activities List report.


New button

Click this button to open the Activity Information window, where you can create a new activity record.


Edit button

Click this button after you've highlighted an activity in the scrolling list to open the Activity Information window, where you can change information about the activity.


Close button

Click this button to close this window.


Activity Information window

The Activity Information window allows you to set up information about the activities performed by your company. Using this window, you also can enter historical sales activity for past fiscal years and the current fiscal year for your activities, up to the current month.

To find this window...

Click Activity List in the Time Billing Command Centre. In the Activity List window, click the New button, or select an activity in the list and click Edit.

Click a tab below for information about the fields associated with that tab.


Activity Information window (Activity Profile View)

The Activity Information window allows you to set up all basic information about the activities performed by your company. The information you enter in this window is used on activity slips and time billing invoices.

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


Activity ID

The ID number of the activity you're viewing appears in this field. If you're creating a new activity, enter a unique ID number to assign to the new activity.

You can use numbers, letters and symbols in the activity ID number. If the first character you enter is a backward slash (\) the number won’t be printed on MYOB Premier forms.

If you're displaying an existing activity record, you can change the activity ID number.


Activity Name

The name of the activity you're viewing appears in this field. If you're creating a new activity, enter the name of the new activity.


Mark Activity as Inactive

Mark this option if you rarely use this activity and you don't wish to see it in selection lists. If you mark the activity as inactive, existing transactions won't be affected in any way and you'll still be able to enter new transactions for the activity if you wish.

When you print the Activity List, you have the option to omit inactive items.


Description

Enter a description for the activity.


Use Activity Description On Invoice

Mark this selection if you want this activity’s description to appear in the Notes field of time billing invoices instead of the activity name.

This field appears only if you’ve selected Chargeable in the Status field.


Income Account

Enter the number of the account you use for tracking the income you receive from billing for this activity.

A default account number may appear in this field. If so, make sure the default account number is the account you want to use.

This field appears only if you’ve selected Chargeable in the Status field.


Unit Of Measurement

For non-hourly activities, enter the unit by which you measure your time for this activity. A common unit of measurement in time billing is an hour, which is the default entry, but you can use whatever unit you want.  Some other units you might use are day, week or mile.

If you specified in the Preferences window that you enter time in special units of a certain number of minutes, the unit of measurement you’re using is still hour.


Activity Rate

Enter the dollar amount you charge for one unit of this activity.

This field appears only if you’ve selected Chargeable in the Status field and Use Activity Rate in the Rate field.


Type

HOURLY

Mark this selection if you bill for this activity on an hourly basis. Even if you enter your time in six minute units, you still bill for this activity on an hourly basis.

NON-HOURLY

Mark this selection if you bill for this activity based upon some other unit of measure. You could set up an activity for making photocopies and bill your customers by the copy. In this example, photocopying would be a non-hourly activity.


Status

CHARGEABLE

Mark this selection if you want to include this activity on time billing invoices.

NON-CHARGEABLE

Mark this selection if you don’t charge your customers for this activity, but still want to track the activity on activity slips. Non-chargeable activities can’t be included on time billing invoices.


Rate

USE EMPLOYEE BILLING RATE

Mark this selection if you want the billing rate that appears automatically for this activity on activity slips and time billing invoices to be the hourly billing rate you entered for the employee or vendor card.

This selection is available for hourly activities only.

USE CUSTOMER BILLING RATE

Mark this selection if you want the billing rate that appears automatically for this activity on activity slips and time billing invoices to be the hourly billing rate you entered for the customer card.

This selection is available for hourly activities only.

USE ACTIVITY RATE

Mark this selection if you want the billing rate that appears automatically for this activity on activity slips and time billing invoices to be the rate you entered in the Activity Rate field of this window.


New button

Click this button to begin creating a new activity in this window. If you've created an activity, click this button to record the activity you've created and begin creating a new activity.


OK button

Click this button to accept the entries you've made in this window.


Activity Information window (Activity History View)

This view of the Activity Information window allows you to enter historical sales and cost of sales information for past fiscal years and the current fiscal year for an activity, up to the current month.

This view of the window is available for chargeable activities only. A chargeable activity is one for which you’ve marked the Chargeable selection in the Status field of the Activity Profile view of the Activity Information window.

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


Activity ID and Name

The ID number and name of the activity whose history you’re viewing appears in this field.


This FY ___  and FY ___

This field indicates the fiscal years for which you’re viewing history information.

The "This FY" field indicates your current fiscal year. Activity history information for your current fiscal year appears in the table at the left of this window.

The "and FY" field indicates the fiscal year whose activity history information appears in the table at the right of this window. Click the left zoom arrow to view activity history information for a previous fiscal year. You can enter activity history information for up to five previous fiscal years. To view history for a more recent fiscal year, click the right zoom arrow.


FY ___ Units Column

This column displays the total number units of this activity sold in each month of the fiscal year indicated in the title of the column. The Totals field at the bottom of this column displays the total number of units sold for the fiscal year.

You can enter historical unit sales amounts for up to five fiscal years prior to the current fiscal year up to the current month.


Sales column

This column displays the total sales amount for this activity in each month of the fiscal year indicated in the title of the FY__ Units column of this table. The Totals field at the bottom of this column displays the total sales amount for the fiscal year.

You can enter historical sales amounts for up to five fiscal years prior to the current fiscal year up to the current month.


Cost Of Sales column

This column displays the total cost of sales amount for this activity in each month of the fiscal year indicated in the title of the FY__ Units column of this table. The Totals field at the bottom of this column displays the total cost of sales amount for the fiscal year.

You can enter historical cost of sales amounts for up to five fiscal years prior to the current fiscal year up to the current month.


New button

Click this button to begin creating a new activity in this window. If you've created an activity, click this button to record the activity you've created and begin creating a new activity.


OK button

Click this button to accept the entries you've made in this window.


Currency Calculator window

The Currency Calculator window allows you to calculate either the exchange rate or a currency amount when entering multicurrency transactions. If you enter two of the following components - exchange rate, originating currency amount and local currency amount - the Currency Calculator window will calculate the third component for you. For example, if you have $100 and you know the exchange rate for British pounds is .60, enter those amounts, and the Currency Calculator will calculate the value of your currency in British pounds - in this case, £60.

To find this window...

Choose Currency Calculator from the Help menu.

Fields in this window:

Exchange Rate

Amount in Originating Currency

Amount in Local Currency

Calculate button

Clear button

Copy & Close button

Close button


Exchange Rate

Enter the transaction exchange rate, if you know it.

If you don't know the transaction exchange rate, enter amounts in the Amount in Originating Currency and Amount in Local Currency fields and click the Calculate button; the transaction exchange rate amount will be calculated for you.


Amount in Originating Currency

Enter a currency amount, if you know the currency's value in the transaction's originating currency.

If you don't know the originating currency amount, enter amounts in the Transaction Exchange Rate and Amount in Local Currency fields and click the Calculate button; the originating currency amount will be calculated for you.


Amount in Local Currency

Enter a currency amount, if you know the currency's value in your local currency.

If you don't know the local currency amount, enter amounts in the Transaction Exchange Rate and Amount in Originating Currency fields and click the Calculate button; the local currency amount will be calculated for you.


Calculate button

Click this button to calculate the exchange rate, originating currency amount or local currency amount based on the entries you've made in this window. Enter amounts in any two fields to calculate the amount for the third field.


Clear button

Click this button to clear the entries you made in this window.


Copy & Close button

If you click this button, the amount in the selected field (the field the cursor appears in) will be copied to the Clipboard, then the Currency Calculator window will close. Using the Paste command on the Edit menu, you can paste the amount into data entry fields within MYOB Premier.


Close button

Click this button to close the Currency Calculator window.


Currency Information window

You can use the Currency Information window to view or change information about the currency or currencies your company uses. If you’re using MYOB Premier’s Multicurrency feature, you can use this window to update the exchange rate for each currency and to set up new currency records.

To find this window...

If you’re using Multicurrency (you marked the I Deal in Multiple Currencies option in the System tab of the Preferences window), choose Currency List from the Setup menu, then highlight the currency you want to view or change and click Edit, or click the New button if you want to create a new currency record.

If you aren't using Multicurrency (you didn't mark the I Deal in Multiple Currencies option in the System tab of the Preferences window), this window isn’t available.

Currency Profile view

Receivable Accounts view

Payable Accounts view


Currency Information window (Currency Profile view)

The Currency Profile view of the Currency Information window allows you to create new currency records and modify existing records if you're using MYOB Premier's Multicurrency features. (In order to use Multicurrency, you must have marked the I Deal in Multiple Currencies option in the System tab of the Preferences window.)

If you aren't using MYOB Premier's Multicurrency features, you still can use this window to view or change information about the currency you use to do business.

To find this window...

If you’re using Multicurrency (you marked the I Deal in Multiple Currencies option in the System tab of the Preferences window), choose Currency List from the Setup menu, then highlight the currency you want to view or change and click Edit, or click the New button if you want to create a new currency record.

If you aren't using Multicurrency (you didn't mark the I Deal in Multiple Currencies option in the System tab of the Preferences window), this window isn’t available.

Fields in this window:

Currency Code

Currency Name

Exchange Rate

Currency Symbol

Position of Currency Symbol

Negative Number Format

Decimal Symbol

Display Leading Zeroes

No. of Digits After Decimal

Digit Grouping Symbol

Number of Digits in Group

Positive Amount

Negative Amount

New button

OK button


Currency Code

Enter a three-character code to identify the currency whose record you're entering. We recommend that you use a code you'll be able to identify easily when you work with the currency in the future. For example, you might enter "USD" if you were creating a currency record for U.S. dollars.


Currency Name

Enter a descriptive name for the currency whose record you're entering. For example, you might enter "New Zealand dollars" or "Costa Rican colones."


Exchange Rate

Enter the current exchange rate being offered by your bank when you exchange your local currency for this currency. For example if you're creating a record for British pounds and you receive $1.68 for each pound you exchange, enter 1.68 in this field.


Currency Symbol

Enter the symbol you want to use to represent this currency. For example, you might enter £ for British Pounds or NZ$ for New Zealand Dollars. The symbol you enter here will appear throughout MYOB and on printed reports whenever transactions in this currency are displayed.


Position of Currency Symbol

Use this field to determine whether the symbol you've entered for this currency will appear before or after monetary amounts. For example, choose Before Numbers if you want amounts to appear like this: $500. Choose After Numbers if you want amounts to appear like this: 500$.


Negative Number Format

Choose the method you want to use for displaying negative monetary amounts in this currency. Your choices include Parentheses, Minus Before Currency Symbol, Minus After Currency Symbol and Minus After Number.


Decimal Symbol

Enter the character that will be used to mark the decimal place in monetary amounts in this currency. Decimal places commonly are marked by a period or a comma.


Display Leading Zeroes

Mark this option if you want fractional amounts to display a zero in front of the of the decimal marker. For example, if this option is marked, an entry for fifty cents will appear as $0.50. If this option is unmarked, the amount will appear as $.50.


No. of Digits After Decimal

Enter the number of digits you want to use for fractional monetary amounts of this currency. For most currencies, two digits typically follow the decimal; for a few currencies, three decimal places commonly are used.

Note that no foreign currency may have more decimal places than your local currency has. If necessary, you can increase the number of digits used with your local currency.

  Warning: Don't choose a smaller number of digits if you've recorded transactions already


Warning: Don't choose a smaller number of digits if you've recorded transactions already

If you've already recorded transactions using this currency, it's important not to choose a smaller number of digits than you've been using. If you choose a smaller number (say you've been using three digits and then choose to use two digits), the monetary amounts in the decimal places you've removed will be erased and your accounting information may become inaccurate as a result. For example, $1.559 will be changed to $1.55; it won't be rounded up to $1.56 as you might expect.


Digit Grouping Symbol

Enter the symbol you want to use to separate groups of digits in very large monetary amounts for this currency. A comma (,) typically is used for dollars, but any nonnumeric character can be used.


Number of Digits in Group

Enter the number of digits that appear between digit grouping symbols for this currency. For dollars, three digits typically are used, but you can use up to nine digits if you like.


Positive Amount

This field displays a example of how positive amounts will be displayed if you choose to use the options currently selected in the Currency Profile view.


Negative Amount

This field displays a example of how negative amounts will be displayed if you choose to use the options currently selected in the Currency Profile view.


New button

Click this button to begin creating a new currency record in this window. If another currency record is displayed, click this button to record any changes you've made and begin creating a new record.


Currency Information window (Receivable Accounts view)

The Receivable Accounts view of the Currency Information window allows you to select linked accounts for your currency records if you're using MYOB Premier's Multicurrency features. (In order to use Multicurrency, you must have marked the I Deal in Multiple Currencies option in the System tab of the Preferences window.)

If you aren't using MYOB Premier's Multicurrency features, this view isn't available.

To find this window...

Choose Currency List from the Setup menu, then highlight the currency you want to view or change and click Edit, or click the New button if you want to create a new currency record. Then click the Receivable Accounts tab.

If you aren't using Multicurrency (you didn't mark the I Deal in Multiple Currencies option in the System tab of the Preferences window), this window isn’t available.

Fields in this window:

Asset Account for Tracking Receivables in This Currency

Cheque Account for Customer Receipts in This Currency

I Charge Freight on Invoices in This Currency

Income Account for Freight

I Track Deposits Collected from Customers in This Currency

Liability Account for Deposits Received

I Give Discounts for Early Payments in This Currency

Expense or Cost of Sales Account for Discounts

I Assess Charges for Late Payment in This Currency

Income Account for Late Charges

New button

OK button


Asset Account for Tracking Receivables in This Currency

Enter the asset account that will be used to track the money that people owe you for sales made in the selected currency. This required account typically is usually named “Accounts Receivable” or something similar. In MYOB Premier documentation, this account is referred to as your linked receivables account for the selected currency.


Cheque Account for Customer Receipts in This Currency

Enter the asset account that will be used to track the money you’ve received from people for sales made in the selected currency, and from which you write refund cheques in this currency to your customers. This required account is usually named “Cheque Account” or something similar. In MYOB Premier documentation, this account is referred to as your receivables cheque account for the selected currency.


I Charge Freight on Invoices in This Currency

Mark this option if you ship physical items to customers who use the selected currency and charge them a separate amount for shipping.


Income Account for Freight

Enter the income account that will be used to track the freight amount on invoices you record in the selected currency.

This field appears only if you marked the I Charge Freight Invoices in This Currency option.


I Track Deposits Collected from Customers in This Currency

Mark this option if you allow your customers to make deposits on pending sales and you plan to track those deposits in MYOB Premier using pending invoices.


Liability Account for Deposits Received

Enter the liability account that will be used to track deposits made in the selected currency on pending sales. In MYOB Premier documentation, this account is referred to as your linked customer deposits account for the selected currency.

This field appears only if you marked the I Track Deposits Collected from Customers in This Currency option.


I Give Discounts for Early Payments in This Currency

Mark this option if you extend credit terms (for example 2%/10, Net/30) that reward customers who use the selected currency with a discount if they pay their accounts early in the billing cycle, rather than at the end of the cycle.


Expense or Cost of Sales Account for Discounts

Enter an account that will be used to track discount amounts that you’ve provided to your customers who use the selected currency if they pay their bills early. (The type of account you select in this field depends upon what purpose you consider discounts serve in your business. If you think discounts increase the cost of making a sale, enter a cost of sales account here. If you think discounts are promotional expenses, enter an expense account here.) In MYOB Premier documentation, this account is referred to as the linked customer discounts account for the selected currency.

This field appears only if you marked the I Give Discounts for Early Payments in This Currency option.


I Assess Charges for Late Payment in This Currency

Mark this option if you charge customers who use the selected currency a fee if their payments later than their payment terms allow.


Income Account for Late Charges

Enter an income account that will be used to track finance charge amounts that you’ve collected from customers who haven’t paid their bills on time. In MYOB Premier documentation, this account is referred to as the linked customer late charges account for the selected currency.

This field appears only if you marked the I Assess Charges for Late Payment in This Currency option.


Currency Information window (Payable Accounts view)

The Payable Accounts view of the Currency Information window allows you to select linked accounts for your currency records if you're using MYOB Premier's Multicurrency features. (In order to use Multicurrency, you must have marked the I Deal in Multiple Currencies option in the System tab of the Preferences window.)

If you aren't using MYOB Premier's Multicurrency features, this view isn't available.

To find this window...

Choose Currency List from the Setup menu, then highlight the currency you want to view or change and click Edit, or click the New button if you want to create a new currency record. Then click the Payable Accounts tab.

If you aren't using Multicurrency (you didn't mark the I Deal in Multiple Currencies option in the System tab of the Preferences window), this window isn’t available.

Fields in this window:

Liability Account for Tracking Payables in This Currency

Cheque Account for Paying Bills in This Currency

I Pay Freight on Purchases in This Currency

Expense or Cost of Sales Account for Freight

I Track Deposits Paid to Vendors in This Currency

Asset Account for Deposits

I Take Discounts for Early Payments in This Currency

Expense or (Contra) Account for Discounts

I Pay Charges for Late Payments in This Currency

Expense Account for Late Charges

New button

OK button


Liability Account for Tracking Payables in This Currency

Enter a liability account that will be used to track the money you owe people for purchases made in this currency. This required account typically is an account named Accounts Payable or something similar. In MYOB Premier documentation, this account is referred to as your linked payables account for the selected currency.


Cheque Account for Paying Bills in This Currency

Enter an account that will be used to track the money you’ve paid to people for purchases made in this currency, and into which you deposit refund cheques from vendors that are in this currency. This required account is usually named “Cheque Account” or something similar. In MYOB Premier documentation, this account is referred to as your payables cheque account for the selected currency.


I Pay Freight on Purchases in This Currency

Mark this option if vendors who use the selected currency ship physical items to your company and charge you a separate amount for shipping.


Expense or Cost of Sales Account for Freight

Enter the account that will be used to track the money you spend for the transport of items you purchase. (The type of account you select in this field depends upon what purpose you consider freight charges serve in your business. If you think freight charges increase the cost of making a sale, enter a cost of sales account here. If you think freight charges are necessary expenses, enter an expense account here.) In MYOB Premier documentation, this account is referred to as your freight paid for the selected currency.

This field appears only if you marked the I Pay Freight on Purchases in This Currency option.


I Track Deposits Paid to Vendors in This Currency

Mark this option if you make deposits in the selected currency when you place pending purchase orders with your vendors who use this currency.


Asset Account for Deposits

Enter the account that will be used to track deposits you make in this currency on pending purchase orders. In MYOB Premier documentation, this account is referred to as your linked vendor deposits account for the selected currency.

This field appears only if you marked the I Track Deposits Paid to Vendors in This Currency option.


I Take Discounts for Early Payments in This Currency

Mark this option if your vendors allow you to take discounts for early payments on purchases made in the selected currency.


Expense or (Contra) Account for Discounts

Enter the account that will be used to track discount amounts that you’ve received from vendors for paying your bills early. (The type of account you select in this field depends upon the purpose you consider discounts serve in your business. If you think discounts decrease the cost of making a sale, enter a cost of sales account here. If you think discounts decrease your expenses, enter an expense account here.) In MYOB Premier documentation, this account is referred to as your linked vendor discounts account for the selected currency.


I Pay Charges for Late Payments in This Currency

Mark this option if you must pay a fee when payments in the selected currency are made later than your vendor's credit terms allow.


Expense Account for Late Charges

Enter the account that will be used to track finance charge amounts paid to vendors who haven’t received your bill payments on time. In MYOB Premier documentation, this account is referred to as your linked vendor late charges account for the selected currency.


Currency List window

The Currency List window allows you to view or update information about the currencies your company uses.

MYOB Premier comes with 50 predefined currency records, which can be changed or deleted. You may change all information for your local currency (Australian dollars) except the exchange rate, which is automatically set to 1. You also cannot delete the local currency's record.

To find this window...

Choose Currency List from the Setup menu.

Fields in this window:

Currency Name

Code

Symbol

Exchange Rate

Print button

New button

Edit button

Close button


Currency Name

This column displays the names of all the currencies that have records in MYOB Premier. To view more detailed information about a particular currency, either click the zoom arrow next to the currency name or highlight the currency and click the Edit button.


Code

This column displays a three-character code that's used to identify each currency in windows and on reports when there isn't enough space to display the entire currency name.


Symbol

This column displays currency symbols, such as $ and ¥, that are used with currency amounts to indicate the currency being used.


Exchange Rate

This column displays the exchange rate currently assigned to each currency.


Print button

Click this button to print the Currency List. This report shows the information displayed in this window, but in a report format.


New button

Click this button to add a currency to the list displayed in this window. The Currency Profile view of the Currency Information window will be displayed, and you can enter information for the new currency record.


Edit button

Click this button after you've highlighted a currency to open the Currency Profile view of the Currency Information window. Using this view, you can change or remove an existing currency record.


Exchange Rate window

The Exchange Rate window allows you to change the currency exchange rate that's used for a particular transaction.

The entries you make in the Exchange Rate window will affect only the transaction that's currently displayed. If you wish to change the exchange rate for all future transactions that use this currency, mark the Update Current Exchange Rate in the Currency List option.

To find this window...

Click the Currency Indicator button in any transaction entry window. (The Currency Indicator button is the button that displays the three-character currency code for the currency you've selected for the transaction.)

Fields in this window:

Currency

Transaction Exchange Rate

Current Exchange Rate

Update Current Exchange Rate in the Currency List

Cancel button

OK button


Currency

Select the originating currency for this transaction from the list.

If you are entering invoices or purchase orders using the Sales, Purchases, Historical Sale or Historical Purchase window, the currency assigned to the customer or vendor is displayed automatically and cannot be changed in this window.


Transaction Exchange Rate

If you wish to use an exchange rate that's different from the one that's displayed in the Currency Profile view of the Currency Information window, enter the new exchange rate in this field.


Current Exchange Rate

This field displays the exchange rate currently assigned to this currency in the Currency Profile view of the Currency Information window.


Update Current Exchange Rate in the Currency List

Mark this option if you want the rate you entered in the Transaction Exchange Rate field to be used for future transactions in this currency. If you mark this option, the exchange rate that appears for this currency in the Currency Information window will appear as the default exchange rate for all future transactions in this currency, until you change the rate in the Currency Information window again.