Using the Recap Transaction command

The Recap Transaction command allows you to analyse a transaction before you record it. The summary that appears when you use the Recap Transaction command includes the name of the journal the transaction will be saved in. This can be a helpful tool, especially if the journal isnt apparent by the type of transaction youre entering.

To use the Recap Transaction command, select Recap Transaction from the Edit menu after youve entered all information about a transaction, but before you click the Record button. The Recap Transaction window appears, showing the summary information for the transaction. When youre finished viewing the summary information, click OK; the transaction window reappears.

After youve used the Recap Transaction command, dont forget to record the transaction you entered.


Using the Transaction Journal window

The Transaction Journal window allows you to view summary information about all transactions youve entered for a time period you specify.

The Transaction Journal window also provides you with the ability to display transactions in a specific group only. These groups, each referred to as a separate journal, include:

* Cash Disbursements Journal

* Cash Receipts Journal

* General Journal

* Stock Journal

* Purchases Journal

* Sales Journal

The Transaction Journal window can be opened in a number of ways:

* Select the journal you wish to view by clicking Transaction Journal in that journals command centre.

* Select Transaction Journal from the Command Centres menu.

You can also display the Transaction Journals information in a report. Double-click the journal report you wish to view in the Index to Reports window. The Report Filters window appears. Enter a date range for the report in the Dated From fields, then click OK. Click Display in the Index To Reports window.

When the Transaction Journal window is open, the tab of the journal youre viewing is selected at the top of the window. If you wish to view transaction information in a different journal - or all transactions in all journals - click the appropriate tab.

You can also enter a range of dates in the Transaction Journal window from which you can display specific transactions.


Using the To Do List

The To Do List button appears in the M.Y.O.B. Analyst for each command centre. Click the To Do List button to open the To Do List window. The To Do List window contains several lists of reminders that allow you to perform your regular business tasks on a consistent basis. The lists are arranged by tab. To display a certain category of tasks in the To Do List, click its tab at the top of the window.

The information in the Business Calendar window is used  when reminders are added to the To Do List. If the frequency for a reminder (such as the one you enter in the Remind Every field for recurring transactions) causes the reminder to appear on a non-business day, the reminder will appear on the previous business day. However, this doesnt apply to reminders indicating that money youre owed is overdue. For more information about the Business Calendar, see Using the Business Calendar.


Using the Business Calendar

Choose Business Calendar from the Setup menu to open the Business Calendar window. In this window, you can establish your companys business days so the reminders in M.Y.O.B.s To Do List window show up on business days only. You can also use the Business Calendar window to note which days of the year contain important company events. See Selecting a different month in the Business Calendar and Changing the status of a day in the Business Calendar for more information about using the Business Calendar.


Selecting a different month in the Business Calendar

Three calendar years are stored in M.Y.O.B.: the year containing the end of your current financial year, along with the year before and the year after it. Use the arrows above the calendar to scroll through one month at a time.


Changing the status of a day in the Business Calendar

To change the business status of a single day, click on the day. To change the status of a day throughout the entire three-year calendar, click on the day in the Shortcut for Setting Average Business Week panel. An alert message appears, asking you to confirm your selection or cancel it.

Remember, when using the Shortcut panel, changing the business status of a day will change the status of that day throughout M.Y.O.B.s three-year business calendar.


Performing tasks automatically using the To Do List

You can perform a categorys tasks automatically using the To Do List window. To do this, follow these steps:

1. At the top of the To Do List, click the tab of the To Do List category whose tasks you want to perform. The list of tasks appears.

2. Mark each task that you want to perform automatically by clicking its Action field. If you dont want to perform a task youve marked, click its Action field again to remove the mark.

3. Click the outlined button at the bottom of the window to perform the tasks youve marked. Regardless of the category tab youre viewing, youll click the same button to perform the tasks youve marked. The name of the button depends upon the nature of the tasks youre performing, such as Mail Merge, Pay Bills, Record, Record As Actual, Order/Build, or Remove.

If you record transactions using the To Do List, you wont be able to view the transactions in their customary windows or make any changes to the transactions before you record them.


Using the Inquiry Register window

The Inquiry button appears in the M.Y.O.B. Analyst for each command centre. Click the Inquiry button to open the Inquiry Register window. In this window, you can view information about a specific account, transaction, job or contact. Click a topic below for more information about using the Inquiry Register window.

Viewing account detail

Viewing customer, supplier, employee and personal contact detail

Viewing sales transaction detail

Viewing purchasing transaction detail

Viewing job detail


Viewing account detail

Using the Inquiry selection in the M.Y.O.B. Analyst, you can quickly view information about a specific account in the M.Y.O.B. system. Follow the steps below to view an accounts detail:

1. Click the Account tab in the Inquiry Register window.

2. Enter the number of the account you wish to view information about in the Account field.

3. Enter a date range in the Dated From and To fields. Information about the selected account is displayed.

4. If you want to view information about the account from a specific transaction journal only, select the journal from the Source Journal list. You can view a specific range of transactions from the journal youve selected by entering a range of transaction numbers in the ID# From and To fields.


Viewing customer, supplier, employee and personal contact detail

Using the Inquiry selection in the M.Y.O.B. Analyst, you can quickly view information about transactions with a specific customer, supplier, employee or personal contact in the M.Y.O.B. system. Follow these steps to view detail about a contact:

1. Click the Card tab in the Inquiry Register window.

2. Enter the name of the contact whose information you wish to view in the Name field.

3. Enter a date range in the Dated From and To fields. Information about the selected contact is displayed.

4. If you want to view information about the contact from a specific transaction journal only, select the journal from the Source Journal list. You can view a specific range of transactions from the journal youve selected by entering a range of transaction numbers in the ID# From and To fields.


Viewing sales transaction detail

Using the Inquiry Register window, you can quickly view information about a specific sales transaction in the M.Y.O.B. system. Follow these steps to view a sales transactions detail:

1. Click the Invoice tab in the Inquiry Register window.

2. Enter the number of the sales transaction whose information you want to view in the Invoice No. field; the information about the selected transaction is displayed.


Viewing purchasing transaction detail

Using the Inquiry Register window, you can quickly view information about a specific purchasing transaction in the M.Y.O.B. system. Follow these steps to view a purchasing transactions detail:

1. Click the Purchase tab in the Inquiry Register window.

2. Enter the number of the purchasing transaction whose information you wish to view in the Purchase No. field; the information about the selected transaction is displayed.


Viewing job detail

Using the Inquiry Register window, you can quickly view information about transactions associated with a specific job in the M.Y.O.B. system. Follow these steps to view a jobs detail:

1. Click the Job tab in the Inquiry Register window.

2. Enter the number of the job whose information you wish to view in the Job No. field.

3. Enter a date range in the Dated From and To fields. Information about the selected job is displayed.

4. If you want to view information about the job from a specific transaction journal only, select the journal from the Source Journal list. You can view a specific range of transactions from the journal youve selected by entering a range of transaction numbers in the ID# From and To fields.


Analysing your account information

M.Y.O.B. contains some very powerful analysis functions you can use to gain valuable information about your accounts. The Balance Sheet and Profit & Loss buttons in the General Ledger M.Y.O.B. Analyst allow you to access the Analyse Balance Sheet and Analyse Profit & Loss windows.

The Analyse Balance Sheet window allows you to view detailed information about your asset, liability and capital accounts - known collectively as your balance sheet accounts. Click the Filters button to open the Analysis Selection window, where you can enter criteria for the information youll view. The Analyse Balance Sheet window also provides a graph feature that allows you to view illustrated reports of your account activity.

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. You can click the Filters button to open the Analysis Selection window, where you can enter criteria for the information youll view. The Analyse Profit & Loss window also provides a graph feature that allows you to view illustrated reports of your account activity.

The Analyse Jobs window allows you to view information about your progress on a particular job, broken down by account. To open this window, click the Jobs button in the General Ledger M.Y.O.B. Analyst.

In the Job Number field, 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. A list of your profit and loss accounts appears on the left side of the window. The percentage of completion for the job you entered appears in the Percent Complete field. If youre viewing a detail job, you can change the percentage of completion in this window, if you wish.

The budgets for this job appear in the Budgets column for each account. Adjusted budgets for this job based upon the jobs percentage of completion appear in the Adjusted Budgets column for each account. Each accounts activity for this job appears in the Actuals column.

The difference between the actual account activity for this job and the adjusted budgets for each account appears in the Difference column. To view the difference as a percentage, click the Percent button. If youre viewing the difference as a percentage and you want to view the difference as an amount, click the Amount.

You can view account information about this job in as much detail as you want. Click the Up button to view general job information that includes accounts at higher levels only. If you want to view more detailed job information that includes accounts at lower levels, click the Down button. Click the Print button to print the contents of this window.

Click the Filters 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, including:

* Actuals vs. Budgets

* This Years Actuals Only

* Last Years Actuals Only

* This Year vs. Last Year

You can also highlight the month or months for which you want to view analysis information and choose the level of account detail.


Using the Cash Flow Worksheet window

Click the Cash Flow button in the Chequebook M.Y.O.B. Analyst to open the Cash Flow Worksheet window. The Cash Flow Worksheet window allows you to estimate your short-term cash needs by using information youve entered throughout M.Y.O.B. to create a forecast of your bank accounts future.

The information this window uses to forecast cash needs includes recurring transaction information entered in the Save Recurring Transaction window in many of M.Y.O.B.s command centres.

The Cash Flow Worksheet consists of two views: Worksheet View and Analysis View.


Worksheet View

Worksheet View of the Cash Flow Worksheet window appears when you click the Cash Flow button in the Chequebook M.Y.O.B. Analyst. Choose the bank account you want to analyse from the Bank account list. Enter the number of days for which you want to analyse your cash needs in the Days To Look Ahead field.

Worksheet View provides a list of a number of transactions that are overdue or expected to occur for the account you selected. 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 bank account in either the Sales Ledger Linked Accounts window or the Purchases Ledger 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 youll be spending £1,000 for Junes commission payments, but you know youll 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 youre 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 wont be reflected anywhere else in the M.Y.O.B. system.

Click Analyse Cash Needs to display information in Analysis View.


Analysis View

Analysis View lists all the transactions that appeared in Worksheet View. Their corresponding amounts appear in the Amount column. A running balance of the account as it is affected by each transaction appears in the Cash Available column. This view allows you to see the status of the account during the specified time period.


Analysing sales and debtors

Click the Sales and Debtors buttons in the Sales M.Y.O.B. Analyst to open the Analyse Sales and Analyse Debtors windows.

The Analyse Sales window allows you to view detailed information about your sales activity. Click the Filters button to open the Analysis Selection window, where you can enter criteria for the information youll view.

The information thats displayed in this window depends upon the selections you made in the Analysis Selection window. For example, if you selected This Years Actuals Only, the information that appears in the Analyse Sales window includes information about the current financial years sales activity only. In addition, the buttons that appear at the bottom of the Analyse Sales window will change depending upon your choices in the Analysis Selection window.

The Analyse Sales window also provides a graph feature that allows you to view illustrated reports of your sales activity.

The Analyse Debtors window allows you to view detailed information about the customers who owe you money and how long theyve owed it to you. The information in this window is based upon the entries you make in the Ageing Date window, which is accessed by clicking the Filters button.

Three views are available for the Analyse Receivables window: Summary View, Customer Detail View and Invoice Detail View. Each view displays a different level of detail about the money owed to you.

Click here for additional information about the Analyse Sales and Analyse Balance Sheet windows


Summary View

Summary View displays all the money thats owed to you, totaled by customer.


Customer Detail View

Customer Detail View displays all the money thats owed to you by the customer whose name youve entered in the Customer Detail field at the top of the window. You can also enter a sales transaction for the customer in the Invoice Detail field and use Invoice Detail view.


Invoice Detail View

Invoice Detail View displays all the transactions assigned to the sales transaction youve entered.


Additional information about the Analyse Sales and Analyse Balance Sheet windows

The pie chart is a graphical representation of selected information in the M.Y.O.B. Analyst. In the Analyse Sales window, it can be used to view items, customers or salespeople as percentages of total sales or profit. In the Analyse Balance Sheet window, the pie chart can be used to view account balances as percentages of total asset, liability or capital account balances.

To view information in the pie chart, click the appropriate pie chart button in the Analyse Sales window or the Analyse Balance Sheet window. To choose specific information you want the pie chart to represent, click the Filters button and make your selections in the Analysis Selection window.

If the pie chart isnt showing every item or account  The pie chart in the M.Y.O.B. Analyst can only be divided into 13 sections. The 12 largest amounts are shown individually. Everything else is represented by a 13th section, called Other.


Analysing creditors

The Analyse Creditors window allows you to view detailed information about the suppliers you owe money to and how long youve owed it to them. The information in this window is based upon the entries you make in the ageing Date window.

Three views are available for this window: Summary View, Supplier Detail View   and Purchase Detail View. Each view displays a different level of detail about the money you owe.


Summary View

In Summary View, all the money you owe is displayed, totaled by supplier. The outstanding balance for each supplier is displayed in the Total column. These totals are separated by age and displayed in the appropriate ageing column.

Click the zoom arrow next to a suppliers name or enter a suppliers name in the Supplier Detail field to display the Supplier Detail View.


Supplier Detail View

In Supplier Detail View, all the money you owe to the supplier in the Supplier Detail field is displayed. The outstanding balance for each purchasing transaction is displayed in the Total column. These totals are separated by age and displayed in the appropriate ageing column.

Click the zoom arrow next to a purchasing transaction number or enter a purchasing transaction number in the Purchase Detail field to display the Purchase Detail View.


Purchase Detail View

In Purchase Detail View, the transaction detail for the purchasing transaction you selected is displayed in this view. The amount of each transaction is displayed in the Total column. These totals are separated by age and displayed in the appropriate ageing column.

Click the zoom arrow next to a transaction number to display the window in which the transaction was originally entered.


Analysing Stock

Knowing which items you have on hand is fairly simple. Knowing which items are on order from suppliers and promised to customers is more complicated. Many businesses keep what they call an order book. Its what they use to track the comings and goings of stock items.

The Analyse Stock window functions as your order book. Click the Stock button in the Stock M.Y.O.B. Analyst to open the Analyse Stock window.

M.Y.O.B. constantly monitors what you have:

* On hand

* On order (pending purchase orders) from suppliers

* On backorder (pending invoices) to customers

The Analyse Stock window allows you to review the current status of the items youve entered into the M.Y.O.B. system. The fields in this window are view-only; that is, you cant change any of the information using this window.

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 in the Analyse Stock window: Summary and Detail.


Summary View

Summary View, displayed by choosing the Summary selection at the top of the window, allows you to view quantity information for all items in the M.Y.O.B. system.


Detail View

Detail View, displayed by entering a specific item number in the Item No. field at the top of the 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 the zoom arrow  next to an items number.


Using the M.Y.O.B. Analysts graph tools

When you view graphs in the Analyse Balance Sheet, Analyse Profit & Loss and Analyse Sales windows, you can use a variety of tools to gain more benefit from the graphs.

When you open any of the three windows listed above and display a graph in the window, a toolbar will also appear in the window. The illustration below shows the graph toolbar in the Analyse Balance Sheet window. Click the buttons in the toolbar to display information about each of the buttons.


Export Chart button

Click this button to create an export file of the information that appears in the window.


Copy to Clipboard as Bitmap button

Click this button to copy the contents of this window as a bitmap graphic onto your Clipboard.


Copy to Clipboard as Data button

Click this button to copy the contents of this window as actual data onto your Clipboard.


Print button

Click this button to print the graph thats displayed.


Change Gallery button

Click this button to choose from a variety of graph styles.


Change Color button
Change Colour button

Click this button to choose a colour to apply to a specific part of the graph thats displayed. After you select a colour, click the part of the graph whose colour you want to change.


3D-2D button

Click this button to change the graph to either a three-dimensional view or a two-dimensional view.


Rotate button

Click this button to rotate the graph.


Z-Clustered Series button

Click this button to change various attributes of the data youre viewing in this window.


Zoom button

Click this button to view information in more depth.


Show/Hide Legend button

Click this button to either show or hide the graphs legend.


Show/Hide Legend Series button

Click this button to either show or hide the graphs legend series.


Vertical Grid button

Click this button to display the graph in a vertical grid.


Horizontal Grid button

Click this button to display the graph in a horizontal grid.


Edit Titles button

Click this button to change the titles that appear with the graph.


Change Text Fonts button

Click this button to change the fonts that appear in text in the graph window.


Tools button

Click this button to access a variety of tools with which you can modify the graph. The available tools allow you to view colour and pattern palettes and change legends and legend series. You can also temporarily change the information that appears in the graph so you can see what the graph would look like with different data.


Change Options button

Click this button to access a variety of options with which you can modify the graph. Some of the options available include view options, series options, scaling


M.Y.O.B. On-line Help Contents

Welcome to M.Y.O.B. on-line help, M.Y.O.B.s comprehensive on-screen documentation system!

M.Y.O.B. on-line help contains two guides to help you work with M.Y.O.B. To open a table of contents for a guide, click the name of the guide you want in the text below.

The On-line Reference Guide provides information about all the fields in the M.Y.O.B. system, so you can learn about the purpose of each field before you make a selection or entry.

The On-line Users Guide provides summaries of the detailed instructions in the Users Guide book included in your M.Y.O.B. package, and can be used as a reminder whenever you need to recall how to perform a particular M.Y.O.B. task.

If you want to learn more about using M.Y.O.B. on-line help, press F1.


On-line Reference Guide Contents

Welcome to the M.Y.O.B. On-line Reference Guide! This set of information describes all the windows in the M.Y.O.B. 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 the window youre looking for is accessed from a menu, see M.Y.O.B. menus.

(If you want, you can also find help for a window by clicking the Search button at the top of this help window.)


M.Y.O.B. menus

M.Y.O.B. uses eight standard menus. Click the menu names below for more information about the windows you can access from M.Y.O.B. menus, as well as the tasks you can perform with menu commands.

File menu

Edit menu

Command Centres menu

Setup menu

Reports menu

Form menu

Window menu

Help menu


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 M.Y.O.B., and provides you with an alternate method of navigating to the main windows in each command centre. Notice that keyboard equivalents for major M.Y.O.B. 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 M.Y.O.B. 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

Two M.Y.O.B. commands, M.Y.O.B. Help and Cue Cards, appear in the Help menu. Choose M.Y.O.B. Help to display the on-line help file youre reading right now; or choose Cue Cards to open the Cue Cards Main Menu.

More information about M.Y.O.B.s electronic help tools is located in the Before You Begin chapter of your Getting Started manual.


Balances command

Use the Balances command to enter the beginning balances of your accounts, as well as the opening balances of your customers and your opening balances with your suppliers.


Forms Info command

Choose this command to open the Forms Information window for the form youre customising. The Forms Information window contains summary information about the form youre customising. Depending upon the form youre 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 youre customising a form, choose Hide Inactive Fields to hide inactive data fields from the Customise window. The inactive fields wont be removed from your form; you just wont be able to see them.


Show Inactive Fields command

Choose this command to view inactive data fields that youve hidden using the Hide Inactive Fields command.


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 wont 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 its 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.


Nominal 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

Nominal Journal Entry

Nominal 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

Ageing Date:Analyse Debtors

Analyse Debtors

Analyse Sales

Backorder List

Comments & Delivery Methods

Customer Payments

Customise Invoice Statements

Customise Item Invoices

Customise Packing Slips (Item)

Customise Packing Slips (Professional)

Customise Packing Slips (Service)

Customise Professional Invoices

Customise Service Invoices

Customise Delivery Labels (Item)

Customise Delivery Labels (Professional)

Customise Delivery Labels (Service)

Edit Comments

Edit Delivery Methods

Forms Selection:Print Invoices

Forms Selection:Print Statements

Review Invoices Before Printing

Review Packing Slips Before Printing

Review Delivery Labels Before Printing

Review Statements Before Printing

Sales

Sales Command Centre

Select from List:Settle Returns & Credits

Settle Returns & Credits

Vat Information window

Type (Sales window)


Purchases windows

Ageing Date:Analyse Creditors

Analyse Creditors

Bill Payments

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

Vat Information window

Type (Purchases window)


Stock windows

Adjustment Information

Analyse Stock

Auto-Build Info

Auto-Build Stock

Count Stock

Stock Adjustments

Stock Command Centre

Stock Transfers

Item Information

Item Sales History

Items List

Pricing Shortcuts

Restocking Information

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

View Card File

View Contact Log


On-line Users Guide Contents

Welcome to the M.Y.O.B. On-line Users Guide! This set of information contains brief step-by-step instructions about how to use M.Y.O.B. All the information in the On-line Users Guide is described in detail in the Users Guide book thats included in your M.Y.O.B. package. To find information about a particular M.Y.O.B. task, click the chapter below that represents the command centre in which the task is performed.

 Nominal Ledger chapter

 Chequebook chapter

 Sales chapter

 Purchases chapter

 Stock chapter

 Card File chapter

 Analysing Your Data chapter

 M.Y.O.B. Reports and Forms chapter

 Maintaining Your Data chapter

(If you want, you can also find help about a task by clicking the Search button at the top of this help window.)


Nominal Ledger chapter

The Nominal Ledger Command Centre allows you to set up and maintain your chart of accounts, enter nominal journal transactions into the M.Y.O.B. system, track your businesss jobs and review the status of your companys journals, balance sheet and profit and loss statement.

Click a topic below for information about M.Y.O.B. Nominal Ledger.

Working with accounts

Creating budgets for your accounts

Working with Nominal Journal entries

Creating new jobs

Preparing a reimbursement invoice


Chequebook chapter

The Chequebook Command Centre allows you to work with your companys detail cheque and detail credit card accounts, such as your operating bank account, petty cash and Diners Club credit card accounts. In this command centre, you can record withdrawals and deposits, reconcile accounts and review the status of your bank accounts.

Click a topic below for information about M.Y.O.B. Chequebook.

Working with cheques

Entering withdrawals without writing cheques

Working with deposits

Reconciling accounts


Sales chapter

The Sales Command Centre allows you to record and print invoices, apply payments from customers, settle sales transactions, print customer statements and analyse the current status of your sales activity.

Click a topic below for information about M.Y.O.B. Sales.

Working with item invoices

Working with service invoices

Working with professional invoices

Working with other sales

Working with pending invoices

Working with customer payments

Settling credits and writing refund cheques

Working with a cash drawer


Purchases chapter

The Purchases Command Centre allows you to record and print purchase orders, make payments to suppliers, settle purchasing transactions and analyse the current status of your purchasing activity.

Click a topic below for information about M.Y.O.B. Purchases.

Working with item purchase orders

Working with service purchase orders

Working with professional purchase orders

Working with other purchases

Working with pending purchase orders

Working with supplier payments

Settling debits and receiving refund cheques


Stock chapter

The Stock Command Centre allows you to track the status of the items your business buys, sells and keeps in stock. You can also create records of services you buy and sell, if you plan to include services on your invoices and purchase orders.

Click a topic below for information about M.Y.O.B. Stock.

Setting up Stock

Working with item records

Counting stock

Adjusting stock

Transferring stock


Card File chapter

The Card File Command Centre allows you to work with the records of your customers, suppliers, employees and personal contacts. In this command centre, you can create and print mailing labels, create mailmerge files for personalised letters, organise your Card File records by assigning special identifiers to each record, and create a special group of records for people you frequently contact.

Click a topic below for information about M.Y.O.B. Card File.

Working with cards

Working with identifiers

Working with the Contact Log

Creating personalised letters


Analysing Your Data chapter

Information specific to each command centre is available at a glance using the M.Y.O.B. Analyst. You can use the M.Y.O.B. Analyst to obtain instant information about the state of your business, your transactions and your contacts. You can open the windows of the M.Y.O.B. Analyst using the M.Y.O.B. Analyst buttons in each command centre.

As you use M.Y.O.B., you may find that you need summaries of the information youve entered. Tools outside the M.Y.O.B. Analyst, such as the Transaction Journal window and Recap Transaction command, are also valuable in helping you view and analyse your companys financial records.

Click a topic below for information about analysing M.Y.O.B.

Using the Recap Transaction command

Using the Transaction Journal window

Using the To Do List

Using the Inquiry Register window

Analysing your account information

Using the Cash Flow Worksheet window

Analysing sales and debtors

Analysing creditors

Analysing Stock


M.Y.O.B. Reports and Forms chapter

Using M.Y.O.B., you can print two different types of documents: reports and forms. The purposes reports and forms serve vary, depending upon the tasks you want to perform.

Reports are documents that provide various types of reference about the information youve entered in the M.Y.O.B. system. Using reports, you can view detailed or summary lists of your information and examine related information that allows you to analyse your business activity. Typical reports include balance sheets, account lists and sales analysis reports.

Forms are documents that youll often use in your day-to-day business. Usually, forms are used to track transaction activity, such as the sales and purchases you make. Typical forms include invoices, purchase orders and cheques. In M.Y.O.B., administrative documents such as mailing labels and personalised letters are also considered forms.

M.Y.O.B. provides you with a great deal of flexibility as you work with reports and forms. For forms, you can choose which information you want to print; for both types of documents, you can customise their look so they use the text styles you prefer. You can also print reports in groups - called report batches - so you can avoid wasting valuable time printing your favourite reports individually.

Click a topic below for information about M.Y.O.B. reports and forms.

Preparing to print reports and forms

Working with M.Y.O.B. reports

Working with M.Y.O.B. forms


Maintaining Your Data chapter

An important task in the course of your regular work in M.Y.O.B. is managing the information, or data, you enter in M.Y.O.B. Your businesss financial records will remain accurate and useful to you only if you take a few moments occasionally to be sure youre properly working with your M.Y.O.B. data.

These topics discusses the concepts you should know to work with your M.Y.O.B. data, including information about M.Y.O.B. data files, backing up and restoring your data, importing and exporting data, and establishing a security system for protecting your M.Y.O.B. data.

Click a topic below for information about managing your M.Y.O.B. data.

Understanding the M.Y.O.B. data file

Following the audit trail in M.Y.O.B.

Importing and exporting data

Controlling access to M.Y.O.B.


Cash Flow Worksheet window

The Cash Flow Worksheet window allows you to estimate your short-term cash needs by using information youve entered throughout M.Y.O.B. to create a forecast of your cheque accounts future.

To find this window...

Click Cash Flow in the Chequebook M.Y.O.B. Analyst.

The information this window uses to forecast cash needs includes recurring transaction information entered in the Save Recurring Transaction window in many of M.Y.O.B.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


Bank account

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

The accounts in this list were assigned bank 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 its 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.


Worksheet View (Cash Flow Worksheet window)

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 bank account in either the Sales Ledger Linked Accounts window or the Purchase Ledger 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 youll be spending £1,000 for Junes commission payments, but you know youll 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 youre 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 wont be reflected anywhere else in the M.Y.O.B. system.

Fields in this window:

Bank 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 accounts 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.


Analysis View (Cash Flow Worksheet window)

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

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 accounts balance.


Amount

This column displays the amounts assigned to each transaction.


Cash Available

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


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.


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 businesss bank 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 youve created in the Write Cheques, Settle Returns & Credits and Bill 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 M.Y.O.B. bank accounts match the balances on your banks 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 M.Y.O.B. bank accounts. You can also use this window to set up recurring deposits of the same value.


Cash Flow button

The Cash Flow button in the M.Y.O.B. Analyst opens the Cash Flow Worksheet window, where you can estimate your short-term cash needs by using information youve entered throughout M.Y.O.B. to create a forecast of your bank accounts future.


Transaction Journal button

The Transaction Journal button allows you to open the Transaction Journal window, where you can view information about all transactions youve entered in the M.Y.O.B. system, for all journals. From the Transaction Journal window, you can also zoom to the original window in which transactions (except stock transactions) were entered.


To Do List button

The To Do List button opens 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.


Inquiry button

The Inquiry button opens the Inquiry Register window, where you can view summary information about each of your companys accounts, sales transactions, purchasing transactions, cards, and jobs. This window also allows you to zoom to the windows in which the individual items were entered.


Forms Selection window (Print Cheques)

The Print Cheques window allows you to print the cheques youve created in four windows in M.Y.O.B.:

* Write Cheques window  (Chequebook Command Centre)

* Settle Returns & Credits window (Sales Command Centre)

* Bill Payments window (Purchases Command Centre)

To find this window...

Click Print Cheques in the Chequebook 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 Bank account

Number of First Cheque in Printer

Unprinted Cheques Only

Cheques Dated From/to

Cheque Numbers Between/and

Form Currently Used for Cheques

Cancel button

Print Alignment Cheque(s) button

Customise button

OK button


Selected Bank account

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

The accounts in this list were assigned bank privileges in the Chart of Accounts window. If an account you wish to use isnt listed here, mark the Bank 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 thats in your printer.

This field is used to track each cheque youve printed in M.Y.O.B.  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 havent printed yet.

If you marked the Handwritten selection for any cheques when you created them, those cheques wont be printed.


Checks Dated From/to
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.


Form Currently Used for Cheques

Select the type of form you use to print cheques.

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.

USER-CUSTOMISED CHEQUE: If your cheques are positioned on paper differently than the first two selections, or if you want to design your own document, mark the selection that most closely resembles your cheques and click Customise. A window will appear, where you can modify M.Y.O.B.s cheques so they match your cheques. The next time you enter this window, you can choose this selection to print your customised cheques.


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 dialogue 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 youve 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 M.Y.O.B. bank 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.


Bank accounts list

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

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


Balance

This field displays the current balance of the bank 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 bank account, click the zoom arrow.


Drawer

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 No.

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 Cash Receipts Journal.

We recommend that you use the default journal number, because it ensures that you dont 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 its 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 save this deposit, the balance of the bank 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 bank account will be decreased by that amount.


Memo

Enter a description of the transaction. This description will appear on various M.Y.O.B. 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 doesnt 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 Widget Income account £100, but you want to assign £30 to job 12 and £70 to job 43. To do this, enter the Widget Income account number in the Acct No. column, then enter £30 in the Amount column and 12 in the Job column. Move to the next line, enter the Widget Income account number again, enter £70 in the Amount column and 43 in the Job column.


VAT column

The prompted VAT rate is the first one in the VAT table. You may enter any valid VAT code


VAT Total

The amount of VAT so far allocated to the VAT account. Click the zoom arrow to zoom to the VAT Information window to see the breakdown of Vat by rate code used.


Record button

Click this button to record the transaction youve made in this window.

If the total of the amounts in the Amount column in the bottom half of this window dont equal the number you entered in the Amount field in the top half of the window, you wont 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 M.Y.O.B. bank accounts match the balances on your banks 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.


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.


Current 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

If youve 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 M.Y.O.B. reconciliation process.

If youve never reconciled this account, no date will appear in this field.


Out of Balance

This field displays the difference between the amount in the Current Balance field (the balance of the account in M.Y.O.B.) and the amount in the New Balance from Statement field (the balance of the account according to your bank). The account isnt considered reconciled until this number is £0.00.


Date of Bank Statement

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 M.Y.O.B. reconciliation process.


New Balance from Statement

Enter the ending balance that appears on your bank statement for this account, or accept the default amount, which is the balance in M.Y.O.B. 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 hasnt been recorded by the bank yet, click the mark to remove it. If a transaction has been recorded by the bank and a mark doesnt 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 havent been recorded by your bank yet.

Only transactions that youve recorded in M.Y.O.B. are displayed in this list. Remember to click the Record button in transaction entry windows such as Sales or Nominal 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 No. button

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


Reconcile button

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

M.Y.O.B. 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. M.Y.O.B. will then compare the new balance amount with the amount in the New Balance from Statement field.

If the new M.Y.O.B. account balance matches the amount in the New Balance from Statement 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 the new account balance doesnt match the amount in the New Balance from Statement field, an alert message will appear, showing you the amount by which the two amounts differ. When you click OK in this message, the difference will be displayed in the Out of Balance field.


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. Make entries in the Forms Selection window, then click OK.

Fields in this window:

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 dont want to print a specific cheque, click the mark to remove it. If you wish to print a cheque and a mark doesnt 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 youre satisfied with the cheques youve selected to print. When you click this button, the Print dialogue box for your computer will appear; click OK to print the cheques.


Cancel button

Click this button to exit this window.


Write Cheques window

The Write Cheques window allows you to create records of your cheques drawn from any of your businesss bank 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 comprise 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.


Bank accounts list

Select the bank account you normally use to write cheques.

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


Balance

This field displays the current balance of the bank 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 bank account, click the zoom arrow.


Handwritten

Mark this selection if you dont plan to print this cheque using M.Y.O.B.

When you mark this selection, M.Y.O.B. will record the cheque as printed; when you select Unprinted Cheques Only in the Print Cheques window, this cheque wont be printed.

If youre viewing a cheque thats 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 isnt in the Card File and you dont 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 thats 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 youre 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 M.Y.O.B. reports, as well as the Cash Disbursements Journal. If you dont 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.


Check No.
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 bank account.


Date

Enter the date of the cheque.

Dates that occur before your conversion date or in a prior financial year cant be used.


Amount

Enter the total amount of the cheque.

When you save this cheque, the balance of the bank 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 doesnt 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 No. 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.


VAT column

The prompted VAT rate is the first one in the VAT table. You may enter any valid VAT code


VAT Total

The amount of VAT so far allocated to the VAT account. Click the zoom arrow to zoom to the VAT Information window to see the breakdown of Vat by rate code used.


Record button

Click this button to record the transaction youve entered in this window.

If the total of the amounts in the Amount column in the bottom half of this window dont equal the number you entered in the Amount field in the top half of the window, you wont 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.


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 persons or companys name.


Identifiers button

The Identifiers button opens the Identifiers window, where you can enter descriptions for the identifiers you use throughout the M.Y.O.B. 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 youve made.


To Do List button

The To Do List button allows you 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 achieve, such as creating purchase orders for items whose quantities are low.


Inquiry button

The Inquiry button opens the Inquiry Register window, where you can view summary information about each of your companys accounts, sales transactions, purchasing transactions, cards, and jobs. This window also allows you to zoom to the windows in which the individual items were entered.


Card File Entry window

The Card File Entry window allows you to add, change, delete and view information about individual customer, suppliers, 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.

Other fields in this window:

Balance(Customer)

Balance(Supplier)

Company

Company Name

Contact Name

Deliver To

Terms button


Balance(Supplier)

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

This field appears only if youre viewing a supplier card.


Dial button

Click this button to dial a telephone or fax number for the card youre viewing.


Balance(Customer)

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

This field appears only if youre viewing a customer card.


Address

Enter the address for the card displayed in this window.

If youre viewing a supplier card, two Address fields appear in this window. The first Address field is the suppliers primary address; this address will be used on purchase orders you create. The second Address field is the suppliers 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, Supplier, Employee or Personal - from the list.

You dont have to track individual customers if you dont want to. However, if your company makes sales of any type, youll 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 dont track individual suppliers, youll need to set up at least one supplier card if you make purchases of any type. You may wish to set up a supplier card named Cash Supplier or something similar to distinguish it as a card used to track purchasing transactions.


Town

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

If youre viewing a customer card, two Town fields appear in this window. The first Town field is the customers primary address; this town will be used in the address for invoices. The second Town field is the customers deliver-to address; this town name will be used in invoices and delivery labels.

If youre viewing a supplier card, two Town fields also appear in this window. The first Town field is the suppliers primary address; this town will be used in the address for purchase orders. The second City field is the suppliers 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 No.

Enter the fax number of the person or company whose card youre 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 youre viewing.

This button is available only if youre viewing a customer or employee card, and youve marked the Track Sales History selection in this window.


Identifiers

Enter up to 10 identifiers for the person or company whose card youre 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.


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 youre viewing.


Notes

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


Phone No.1

Enter the telephone number of the person or company whose card youre viewing.


Phone No.2

Enter a second telephone number of the person or company whose card youre 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 youre 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.


Deliver 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 customers invoices. You can override the address on individual invoices, if you want.


County

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

If youre viewing a customer card, two County fields appear in this window. The first County field is the customers primary address; this county will be used in the address for invoices. The second County field is the customers deliver-to address; this county name will be used on invoices and delivery labels.

If youre viewing a supplier card, two County fields also appear in this window. The first County. field is the suppliers primary address; this county will be used in the address for purchase orders. The second County field is the suppliers 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 supplier 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 supplier displayed in this window. If you wish, you can create a set of default terms for all new customers and suppliers in the M.Y.O.B. system. To do this, open the Credit Terms window by clicking the Terms button in the Preferences window.


Track Sales History

Mark this selection if you want to keep monthly sales totals, known as history, for the person or company whose card youre viewing. You can track sales totals for customers and employees (salespeople).

Totals are stored for the previous financial year and the current financial year. Use the Analyse Sales window  to review the collected totals in detail.

This field appears only if youre viewing a customer or employee card.

Sales history figures use considerable disk space. If you dont need to track sales history for a customer or employee, be sure this selection isnt marked.


Postcode

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

If youre viewing a customer card, two postcode fields appear in this window. The first postcode field is the customers primary address; this postcode will be used in the address for invoices. The second postcode field is the customers deliver-to address; this code will be used in invoices and delivery labels.

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


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. M.Y.O.B. allows you to choose to dial the number you entered in the Phone No.1, Phone No.2 or Fax No. 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 suppliers. Depending upon how you opened this window, you can set credit terms for individual customers and suppliers, or for all new customer and supplier 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 youre 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 youre setting up default credit terms for all suppliers, 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 youre viewing the terms of a customer or a supplier.

Fields in this window:

Payment is Due

Discount Days

Balance Due Days

% Discount for Early Payment

% Monthly Charge for Late Payment

Credit Limit

VAT Reg. No.

Volume Customer Discount %

Volume Supplier Discount %

Cancel button

OK button


Payment is Due

Choose either C.O.D., Prepaid, In a Given No. of Days, On a Day of the Month, No. 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.

No. 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 wont 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 customers balance if their transaction balance isnt paid by the balance due date.

This field appears only if youre viewing a customers credit terms.


Credit Limit

Enter this customers credit limit with your company, or your credit limit with this supplier.


Tax ID No.
VAT Reg. No.

Enter the VAT identification number of the customer or supplier whose terms youre viewing.

You can print this number on invoices and purchase orders.


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 youre viewing a customers credit terms.


Volume Supplier Discount %

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

This field appears only if youre viewing a suppliers credit terms.


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 persons or companys 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, Supplier, 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 youve 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 havent been contacted since that date. You can create labels for all cards that havent been contacted since the date you enter and match the other search criteria youve 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 youve 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 youve entered.

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


OK button

Click this button to accept the entries youve made in this window. The Review Cards Before Exporting window will appear, allowing you to verify the information youll 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

Form Currently Used for Mailing Labels

Cancel button

Print Alignment Label(s) button

Customise button

OK button


Card Type

Select a type of card  Customer, Supplier, 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 youve 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 havent been contacted since that date. You can create labels for all cards that havent been contacted since the date you enter and match the other search criteria youve 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 youve 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 youve entered.

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


Form Currently Used for Mailing Labels

Select the type of form you use to print mailing labels.

2.875 X 1  LABELS: Choose this selection if you use pages of labels that have three labels in each horizontal row.

1.5 X 4 LABELS: Choose this selection if you use pages of labels that have two labels in each horizontal row.

USER-CUSTOMISED LABELS: If your labels are positioned on a page of a size different than the first two selections, or if you want to design your own document, mark this selection or the selection that most closely resembles your mailing labels and click Customise. A window will appear, where you can modify M.Y.O.B.s mailing labels so they match your labels.


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 creditor 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 youve 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 M.Y.O.B. 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 youve chosen to export into a mail-merge file are the correct records. The mail-merge file can then be used to create personalised letters to the people or companies whose information you included in the file.

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:

List of cards

None button

All button

Export button


Export column

The Export column in this list is used to designate which cards you wish to export. All cards with a mark displayed in the Export column are marked to be exported; if you dont want to export a card, click the mark to remove it. If you wish to export a card and a mark doesnt appear in the Export 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 cards name.


None button

Click this button to clear all marks from the Export column. When you click this button, a mail merge file cant 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.


Export button

Click this button when youre satisfied with the information youve selected to include in the mail merge file. A creditor 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.


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 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 dont 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 doesnt 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 cards 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 youre satisfied with the cards youve selected to print mailing labels for. When you click this button, the Print creditor box for your computer will appear; click OK to print the mailing labels.


Cancel button

Click this button to clear the entries youve 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.  This button is only available if Track Sales History is checked in the Card File Entry window

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 youre 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 contacts 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 youre 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 youve changed an amount in this list, M.Y.O.B. cant recover the previous amount.


OK button

Click this button to accept the entries youve made in this window.


View Card File window

The View Card File window allows you to view summary information about all your customers, suppliers, 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

No. Found

Last Contact Before

Recontact On/Before

Identifiers

Postcode

List of cards

Print button

Log button

Dial button

New button

Edit button

Close button


Edit button

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


Card tabs

Select a type of card  Customer, Supplier, 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 cards 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.


No. 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 havent been contacted since that date. All cards that havent been contacted since the date you enter and match the other search criteria youve 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 youve 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 youve 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 cards 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.


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 youve 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 companys 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 cards name.


Type

This field displays the card type - Customer, Supplier, Employee or Personal - assigned to this card. This field cant 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 contacts 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 youve 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 M.Y.O.B.

To find this window...

Click Chart of Accounts in the Nominal 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 No. 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 capital 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 No. 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 dont 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 M.Y.O.B.s eight account types. To view the accounts assigned to a specific account type, click on that account types tab.

To find this window...

Click Chart of Accounts in the Nominal Ledger Command Centre.


Assets tab

Asset accounts track things a business owns, such as the money in a bank 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 M.Y.O.B., 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 arent due for more than a year.

Liability accounts are assigned the prefix 2 in M.Y.O.B., and normally have a credit balance.


Income tab

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

Income accounts are assigned the prefix 4 in M.Y.O.B., 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 M.Y.O.B., and normally have a debit balance.


Capital tab

Capital accounts track a companys net worth. A companys capital, also known as owners capital or capital, is calculated by subtracting its liabilities from its assets. Some common capital accounts are current year earnings, retained earnings and shareholders capital.

Capital accounts are assigned the prefix 3 in M.Y.O.B., 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 M.Y.O.B., and normally have a debit balance.


Other Income tab

Other income accounts track the income that isnt directly related to a companys operations, such as interest income.

Other income accounts are assigned the prefix 8 in M.Y.O.B., and normally have a credit balance.


Other Expense tab

Other expense accounts track the expenses that arent directly related to a companys operations, such as loan interest and fines.

Other expense accounts are assigned the prefix 9 in M.Y.O.B., 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 accounts 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 cant be assigned (posted) to header accounts - only to detail accounts.

Header accounts arent required in M.Y.O.B., except for the eight Level 1 accounts (asset, liability, income, expense, capital, 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 M.Y.O.B. 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 M.Y.O.B., 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 capital account called Current Year Earnings is a detail account, but it cant have transactions assigned to it. This account, used by M.Y.O.B. to record your companys profit or loss, uses your year-to-date profit or loss as its current balance.

DETAIL BANK: Detail bank accounts are the M.Y.O.B. accounts whose funds you can use when you write cheques.

Accounts with bank privileges appear in lists in transaction windows throughout the M.Y.O.B. system. Each time you write a cheque in M.Y.O.B., you can select the bank account you want to use.

Each detail bank 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 bank accounts appear in plain type, and header accounts appear in bold type.

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

Only asset or liability accounts can be detail bank accounts.


Linked column

This column displays a mark next to each account in the list thats linked - in other words, those accounts that are automatically affected when a particular type of transaction is entered in M.Y.O.B. 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 thats not fully paid at the time of the sale, the amount youre owed will automatically be added to this accounts balance.

To view the types of transactions an account is linked to, click the zoom arrow next to the accounts 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 capital 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 youre viewing the capital account named Current Year Earnings, the current balance displayed is your companys 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 M.Y.O.B., and cant be assigned to any other account.

Depending upon the account thats 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 wont 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 M.Y.O.B., and cant be assigned to any other account.

Depending upon the account thats 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 wont 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 wont 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 capital accounts will appear in the Analyse Balance Sheet window.

To find this window...

Click Balance Sheet in the Nominal Ledger M.Y.O.B. Analyst. The Analyse Balance Sheet window appears. Click the Filters button.

Fields in this window:

This Years Actuals Only

Last Years Actuals Only

Budgets Only

Actuals vs. Budgets

This Year vs. Last Year

Selected Period

Cancel button

OK button


This Years Actuals Only

Choose this selection if you want to view each accounts 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 Years Actuals Only

Choose this selection if you want to view each accounts 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 capital 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 capital 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 capital 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 years balance sheet accounts with the previous financial years 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 Years 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 youve made in this window. The information in the Analyse Balance Sheet window will reflect the entries youve 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...

Click Profit & Loss in the Nominal Ledger M.Y.O.B. Analyst. The Analyse Profit & Loss window appears. Click the Filters button.

Fields in this window:

This Years Actuals Only

Last Years Actuals Only

Budgets Only

Actuals vs. Budgets

This Year vs. Last Year

Selected Period

Cancel button

OK button


This Years Actuals Only

Choose this selection if you want to view each accounts 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 Years Actuals Only

Choose this selection if you want to view each accounts 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 years profit and loss accounts with the previous financial years 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 Years 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 youve made in this window. The information in the Analyse Profit & Loss window will reflect the entries youve accepted.


Analyse Balance Sheet window

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

To find this window...

Click Balance Sheet in the Nominal Ledger M.Y.O.B. Analyst.

The information thats displayed in this window depends upon the selections you made in the Analysis Selection window. Click the Filters button for more information about the Analysis Selection/Analyse Balance Sheet window.

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


Ledger View (Analyse Balance Sheet)

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

Capital button

Close button


Month

This field displays the month you selected in the Analysis Selection window. If you selected Last Years 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 capital 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 Years Actuals Only, Last Years 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 Years Actuals Only, Last Years Actuals Only or Budgets Only in the Analysis Selection window.


Capital button

Click the Capital button to display a breakdown of your capital accounts in Graph View.

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


Ledger button

Click the Ledger button when youre in Graph View to return to Ledger View.

This button appears only if you selected This Years Actuals Only, Last Years 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 thats displayed in this window.


Dollar
Amount

Click the Amount button to display the difference 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.


Graph View (Analyse Balance Sheet)

Fields in this window:

Month

Graph

List of accounts

Print button

Filters button

Up and Down buttons

Ledger button

Asset button

Liability button

Capital button

Close button


Month

This field displays the month you selected in the Analysis Selection window. If you selected Last Years Actuals Only in the Analysis Selection window, this month is from the previous financial year. The This Years 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 Years Actuals Only, Last Years 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 Years Actuals Only, Last Years Actuals Only or Budgets Only in the Analysis Selection window.


Capital button

Click the Capital button to display a breakdown of your capital accounts in Graph View.

This button appears only if you selected This Years Actuals Only, Last Years 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, also provides a graph feature that allows you to view illustrated reports of your net profit and loss.

To find this window...

Click Profit & Loss in the Nominal Ledger M.Y.O.B. Analyst.

The information thats displayed in this window depends upon the selections you made in the Analysis Selection/Profit & Loss window. Click the filters button for more information about the Analysis Selection/Analyse Profit & Loss window.

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


Ledger View (Analyse Profit & Loss window)

Ledger View provides a list of your income, cost of sales, expense, other income and other expense accounts along with their corresponding amounts.

Fields in this window:

Month

List of accounts

List of amounts and percentages

Print button

Filters button

Up and Down buttons

Ledger button

Amount 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 Years 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 thats 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 months profit and loss vertically.

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

Bars appear in pairs if youve selected Actuals vs. Budgets or This Year vs. Last Year in the Analysis Selection window. If youve 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 youve 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 youve selected This Years Actuals Only, Last Years Actuals Only or Budgets Only in the Analysis Selection window.


Amount button

Click the Amount button to display the difference, 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.


Graph View (Analyse Profit & Loss window)

Graph View displays graphs of your net profit and loss.

Fields in this window:

Print button

Filters button

Up and Down buttons

Ledger button

Amount button

Percent button

Sales button

Net P & L button

Close button


Budget Shortcuts window

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

To find this window...

Click Chart of Accounts in the Nominal 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 Increase

Monthly Percentage Increase

Cancel button

OK button


Amount

Enter an amount to use in the shortcut calculation of this accounts 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, M.Y.O.B. 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 accounts 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 fortnightly payroll expense, enter 2,000 in the Amount field and select Fortnightly from this list. When you click OK, M.Y.O.B. will multiply 2,000 by the number of times the Fortnightly frequency occurs in a year (26), then divide the product by 12.


Monthly Amount Increase

Enter an amount you wish each months budget to increase.

If you enter an amount in the Amount field and in this field, Januarys 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, Januarys budget will be £500, Februarys £600, Marchs £700 and so on.


Monthly Percentage Increase

Enter a percentage you wish each months budget to increase.

If you enter an amount in the Amount field and a percentage in this field, Januarys 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, Januarys budget will be £100, Februarys £110 (£100 plus 10% of £100), Marchs £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 Nominal Ledger Command Centre. In the Accounts List window, click New or select an account and click Edit.

Other fields in this window:

Detail Credit Card Account (Postable)

When Reporting, Generate a Subtotal for This Section


Account Classification

If youre creating a new account, select the type of account youre creating. If youre viewing an existing accounts information, the accounts classification appears here.

Each account in an M.Y.O.B. 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 thats assigned to the account classification. Prefixes in M.Y.O.B. are assigned to account classifications in the following manner:

1	Asset accounts

2	Liability accounts

3	Capital 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 youve used M.Y.O.B. 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 capital 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 youre viewing the capital account named Current Year Earnings, the current balance displayed is your companys year-to-date profit or loss amount.


Detail Account (Postable)

Choose this selection if you intend to assign transactions to the account youre 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 M.Y.O.B., 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 bank privileges - in other words, if the account is a bank account - dont choose this selection. Instead, choose the Detail Bank Account (Postable) selection.

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

The capital account named Current Year Earnings is a detail account, but it cant have transactions assigned to it. This account, used by M.Y.O.B. to record your companys profit or loss, uses your year-to-date profit or loss as its current balance.


Detail Bank Account (Postable)

Choose this selection if you intend to assign transactions to the account youre 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 bank Account.

Accounts with bank privileges appear in lists in transaction windows throughout the M.Y.O.B. system. Each time you write a cheque in M.Y.O.B., you can select the bank Account you want to use.

Each detail bank 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 bank 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 M.Y.O.B., you can enter the number of a detail bank account. The amount of the transaction will then be included in the balance of the detail bank 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 M.Y.O.B., the next cheques number will increment by one. If you change the number when you create a cheque, the next cheques 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 youre 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 M.Y.O.B. 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 M.Y.O.B., 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 youre 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 cant 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 arent required in M.Y.O.B., except for the eight Level 1 accounts (asset, liability, income, expense, capital, 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 accounts balance is automatically updated whenever a transaction of that transaction type is entered anywhere in M.Y.O.B. 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 thats not fully paid at the time of the sale, the amount youre owed will automatically be added to that accounts 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.


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

See also Delete Job (Edit menu).


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 M.Y.O.B. system.


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 jobs number and the new job number moves that job into the hierarchy of a different level one job, the linked customer for the job youre changing will be changed to the linked customer for the new hierarchy. Any jobs at a lower level beneath the job youre 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 youre viewing a detail job. You must enter a linked customer also if you want to track reimbursable expenses for this job.


Percent Complete

If youre 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 jobs 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 jobs number and the new job number places that job in a different hierarchy in the jobs list, the linked customer for the job youre 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 youre 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 youve 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 its displayed in this window, select Delete Job from the Edit menu.

Note: A job cant be removed until all transactions assigned to it are purged.


Nominal Journal Entry window

The Nominal Journal Entry window allows you to enter transactions that arent specific to the Chequebook, Sales, Purchases and Stock Command Centres.

To find this window...

Click Nominal Journal Entry in the Nominal Ledger Command Centre.


Nominal Journal No.

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 Nominal Journal.

We recommend that you use the default journal number, because it ensures that you dont use duplicate journal numbers, which may cause confusion in your recordkeeping. If you want to assign a different number, consider leaving the NJ prefix assigned to the number, so its easy for you to distinguish the transaction as a Nominal Journal transaction.


Memo

Using up to 255 characters, enter a description of the transaction. This description will appear on various M.Y.O.B. reports, as well as the Nominal Journal.


Acct # column
Acct No. 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 No. 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 cant enter amounts in both columns in the same line. (In other words, you cant debit and credit the same account on one line.) You can, however, use the same account on multiple lines.

Negative numbers cant 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 dont 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 arent saved as part of a journal entry.


Credit column

If you want to assign a credit amount to the account you entered in the Acct No. 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 cant enter amounts in both columns in the same line. (In other words, you cant debit and credit the same account on one line.) You can, however, use the same account on multiple lines.

Negative numbers cant 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 dont 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 arent saved 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 Widget Sales account £100, but you want to assign £30 to job 12 and £70 to job 43. To do this, enter the Widget Sales account number in the Acct No. column, then enter £30 in the Credit column and 12 in the Job column. Move to the next line, enter the Widget 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 save the transaction.


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 save 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 save a journal entry.


Nominal Ledger Command Centre

Click each button below for a description of its function.


Jobs List button

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


Chart of Accounts button

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


Nominal Journal Entry button

Using the windows opened from the Nominal Journal Entry button, you can work with transactions in M.Y.O.B.s Nominal Journal - transactions that arent specific to any of the other command centres in M.Y.O.B.


Transaction Journal button

The Transaction Journal button allows you to open the Transaction Journal window, where you can view information about all transactions youve entered in the M.Y.O.B. system, for all journals. From the Transaction Journal window, you can also zoom to the original window in which transactions (except stock transactions) were entered.


To Do List button

The To Do List button allows you 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.


Balance Sheet button

The Balance Sheet button in the M.Y.O.B. Analyst opens the Analyse Balance Sheet window, where you can view detailed information about your asset, liability and capital accounts - collectively known as your balance sheet accounts. This window, using criteria set in the Analysis Selection window, also provides a graph feature that allows you to view illustrated reports of your account activity.


Profit & Loss button

The Profit & Loss button in the M.Y.O.B. Analyst opens the Analyse Profit & Loss window, where you can view detailed information about your income, cost of sales, expense, other income and other expense accounts - collectively known as your profit and loss accounts.


Inquiry button

The Inquiry button opens the Inquiry Register window, where you can view summary information about each of your companys accounts, sales transactions, purchasing transactions, cards and jobs. This window also allows you to zoom to the windows in which the individual items were entered.


Jobs button

The Jobs button opens the Analyse Jobs window, where you can view information about your progress on a particular job, broken down by account.


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 Nominal 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 capital 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 accounts 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, youre 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 Nominal Ledger Command Centre.


Job column

This column displays the names of all jobs in the M.Y.O.B. system, arranged in levels.

If you wish to view detail about a particular job, click the zoom arrow next to the jobs 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 youre 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 youve 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 youve selected cant 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 cant 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 youve selected cant 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 Nominal Ledger Command Centre. In the Jobs List window, click New.

See also Delete Job (Edit menu).


Delete Job (Edit menu)

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

Note: A job cant be removed until all transactions assigned to it are purged.


Job Name

Enter a name for the job, using up to 25 characters.


Description

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


Delete Job (Edit menu)

To remove a job while its 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 M.Y.O.B. system. The budget information you enter for a job is used in the M.Y.O.B. Analyst to help you assess your progress on a particular job and to determine the jobs effect on the state of your business.

To find this window:

Click Jobs List in the Nominal 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 jobs Job Information window.

Fields in this window:

Job Number

Acct No. 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 No. 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 youre viewing, by account, in the fields of this column. Any budgets youve 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 M.Y.O.B. system. If you started using M.Y.O.B. 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 No. 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 No. 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 youre viewing, by account, in the fields of this column. Any opening balances youve 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 jobs 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 Nominal 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.


Supplier column

This column displays the suppliers 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 youre 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 expenses 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 expenses 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 youre viewing expenses. Click the zoom arrow to view the customers 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 expenses 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 expenses 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 customers 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


To Be Reimbursed View (Customer Reimbursable Expenses window)

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 customers name whose reimbursement invoice you want to write. Click the Reimburse button. Click the To Be Reimbursed tab.

Other fields in this window:

Reimbursement Account


Reimbursement Item

Enter the number of the dummy item youve set up to represent any services or items you dont normally sell. You can also click the search icon and select the item from the list. Any services or items you dont normally sell whose Action fields youve 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 dont normally sell dont have item numbers, but they can appear in the To Be Reimbursed list. Line items without item numbers cant be included on item invoices. You must set up a dummy item to represent services or items you dont normally sell on reimbursement invoices for items.


Reimbursement Account

Enter an income account for the transaction youre preparing. Any items you normally sell whose Action fields youve 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 other invoices.


Supplier column

This column displays the suppliers 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 youre 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 youre 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 youve 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 youre viewing expenses. Click the zoom arrow to view the customers 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 youve marked. After youve 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 youve marked as line items in the Sales window. All the expenses whose Action fields youve marked are considered reimbursed when you click this button.


Print button

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


Reimbursed\Removed View (Customer Reimbursable Expenses window)

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 customers name whose reimbursement invoice you want to write. Click the Reimburse button. Click the Reimbursed\Removed tab.


Supplier column

This column displays the suppliers 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 youre 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 youre viewing expenses. Click the zoom arrow to view the customers card.


All button

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


None button

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


Markup button

This button is active only if youre 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 customers 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.


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 pound.

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

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


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 pound or 50 pence 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.


Update All Items

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


Update 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:

Click the Jobs button in the M.Y.O.B. Analyst in the Nominal Ledger 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

Amountbutton

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 youre 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 youre 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 jobs percentage of completion appear in the this column for each account. (An adjusted budget is calculated by multiplying a budget amount by the jobs percentage of completion.)


Actuals column

Each accounts 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.


Amount button

Click this button to view the amounts in the Difference column as 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 stock.

To find this window...

Click Count Stock in the Stock Command Centre. The Count Stock window appears. If you enter a quantity in an items Counted field that differs from its On Hand quantity and then click Adjust Stock, 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 stock. The account number appears as the allocation account for the stock adjustment transaction that will be prepared automatically when you click Continue.


Continue

Click this button to open the Stock Adjustments window. An stock adjustments transaction that reflects your entries in the Count Stock window is entered automatically. If you didnt enter a default adjustment account in the Adjustment Information window, youll need to enter an account of every line of the stock adjustments transaction before you record it.


Analyse Stock window

The Analyse Stock window allows you to review the current status of the items youve entered into the M.Y.O.B. system. The fields in this window are view-only; that is, you cant change any of the information using this window.

To find this window...

Click Stock in the Stock M.Y.O.B. Analyst.

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


Summary View (Analyse Stock window)

Summary View, displayed by choosing the Summary selection at the top of the Analyse Stock window, allows you to view quantity information for all items in the M.Y.O.B. system.

Fields in this view:

Summary View: Item No.

Summary View: Name

Summary View: On Hand

Summary View: Committed

Summary View: On Order

Summary View: Available

Print button

Close button


Detail View (Analyse Stock window)

Detail View, displayed by entering a specific item number in the Item No. field at the top of the  Analyse Stock 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 items number.

Fields in this view:

Detail view: Invoice/P.O.#

Detail View: Customer/Supplier

Detail View: Ordered

Detail View: Promised

Detail View: Committed

Detail View: On Order

Print button

Close button


Summary View: Item No.

This column displays the numbers of all items in the M.Y.O.B. 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 M.Y.O.B. system.


Summary View: On Hand

This column displays the current quantities in M.Y.O.B. of all stocked items in the M.Y.O.B. 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 havent yet been delivered to you from suppliers.


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.#
Detail view: Invoice/P.O. No.

This column displays the numbers assigned to this items 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/Supplier

This column displays the customer and supplier names for this items pending invoices and purchase orders.


Detail View: Ordered

This column displays the dates on which this items pending invoices and purchase orders were entered.


Detail View: Promised

This column displays the dates on which this items 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 thats sold but not yet delivered to the customer.


Detail View: On Order

This column displays the quantity of the item thats purchased but not yet delivered to you by the supplier.


Auto-Build Info window

The Auto-Build Info 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 Stock window.

To find this window...

Click Items List in the Stock Command Centre. The Items List window appears. Click the New button if youre 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. Click the Auto-Build button.

Fields in this window:

List what it takes to build field

Item No. 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 No. 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 stocked items that youve entered into the M.Y.O.B. system.


Name column

This column displays the names assigned to the item numbers youve entered in the Item No. column. Item names cant be changed in this window.


Quantity column

Enter the quantity of each component used to create the finished item.


Auto-Build Stock window

The Auto-Build Stock 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, M.Y.O.B. automatically creates stock 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 Stock in the Stock Command Centre.

Fields in this window:

Item No. column

Name column

On Hand column

Pending column

Net on Hand column

Qty. to Build column

None button

Build Items button

Cancel button


Item No. 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 M.Y.O.B. 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 M.Y.O.B. 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 M.Y.O.B. 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 thats needed to raise the items 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 Stock Transfers window will appear, displaying the stock transfer transaction that was created. To complete the auto-build process, click Record in the Stock Transfers window.


Count Stock window

The Count Stock window allows you to quickly adjust the quantities of your stocked items recorded in M.Y.O.B. so they match the actual quantities you have in stock.

To find this window...

Click Count Stock in the Stock Command Centre.

The list in this window displays all stocked items in the M.Y.O.B. system - in other words, the items for which you selected I Stock This Item in the Item Information window.

Fields in this window:

Item No. column

Name column

On Hand column

Counted column

Difference column

Adjust Stock button

Print button

Cancel button


Item No. column

This column displays the numbers of all stocked items in the M.Y.O.B. system.


Name column

This column displays the names of all stocked items in the M.Y.O.B. system.


On Hand column

This column displays the current quantities in M.Y.O.B. of all stocked items in the M.Y.O.B. 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 stocked 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 M.Y.O.B. and your actual stock amounts - in other words, the amount displayed in the On Hand column minus the amount displayed in the Counted column.


Adjust Stock 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 youre setting up Stock or youre making a routine quantity adjustment. If youre setting up Stock, refer to the Getting Started manual for more information about properly setting up Stock.

If youre making a routine adjustment of your stock 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 stock. Click Continue. The Stock Adjustments window appears, displaying the stock adjustment transaction that was created to make your M.Y.O.B. records match your actual quantities. To complete the adjustment process, click Record in the Stock Adjustments window.


Print button

Click this button to print the Stock Count Sheet. This is a helpful form for recording your physical stock.


Stock Adjustments window

The Stock Adjustments window allows you to set beginning stocked item quantities and values when you start using M.Y.O.B., as well as enter transactions affecting quantities and value of stocked items.

To find this window...

Click Stock Adjustments in the Stock Command Centre.


Stock Journal #
Stock Journal No.

Enter the journal number you want to assign to this transaction, or accept the default journal number. This number will be recorded in the Stock Journal.

We recommend that you use the default journal number, because it ensures that you dont 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 its easy for you to distinguish the transaction as an stock transaction.


Memo

Enter a description of the stock transaction. This description will appear on various M.Y.O.B. reports, as well as the Stock Journal.

A suggested entry for this field is the quantity information for this transaction. When you record this transaction, only the value of the stock items affected will be recorded in the Stock 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 Stock Journal. For example, if you reduce widgets by 12 units, you may want to enter -12 widgets in this field; this description will then appear in the Stock Journal.


Item No. column

Enter the item number of the stocked item whose quantity you want to adjust.

Only stocked items - items for which you selected I Stock 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 No. field.


Quantity column

Enter the quantity of the item you entered in the Item No. 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 cant decrease the quantity of stocked items to less than zero units.


Unit Cost column

Enter the value of each item added to or subtracted from stock, or accept the default, which is the average cost of the item - the total cost of the items quantities divided by the number of units on hand.


Amount column

Enter the total value of all the items added to or subtracted from stock, 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 stock is increased and the appropriate asset account (assigned to the item in the Asset Account for Item Stock 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 stock is decreased and the appropriate asset account (assigned to the item in the Asset Account for Item Stock field in the Item Information window) is decreased.


Account column

Enter the account number to which you wish to allocate this items change in stock.

This account, known as an allocation account, is used to balance this transaction, and can often be used as an explanation of why the stock adjustment occurred. A typical allocation account is a Shrinkage account, which explains that an items 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 stock is increased and the appropriate asset account (assigned to the item in the Asset Account for Item Stock 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 stock is decreased and the appropriate asset account (assigned to the item in the Asset Account for Item Stock 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 items change in stock.


Stock Command Centre

Click each button below for a description of its function.


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.


Stock Adjustments button

The Stock Adjustments button opens the Stock Adjustments window, where you can set beginning quantities and values for your stocked items, as well as enter transactions affecting quantities and values of stocked items.


Items List button

The Items List button opens the Items List window, where you can view the items youve set up in the M.Y.O.B. system. From the Items List window, you can open other windows that allow you to specify detailed information about your companys individual items.


Stock Transfers button

The Stock Transfers button opens the Stock 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 youve entered in the M.Y.O.B. system, for all journals. From the Transaction Journal window, you can also zoom to the original window in which transactions (except stock transactions) were entered.


Count Stock button

The Count Stock button opens the Count Stock window, where you can quickly adjust the quantities of your stocked items recorded in M.Y.O.B. so they match the actual quantities you have in stock.


Auto-Build Stock button

The Auto-Build Stock button opens the Auto-Build Stock 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, M.Y.O.B. automatically creates stock transfer transactions that increase finished item quantities and decrease the quantities of the components used to create them.


To Do List button

The To Do List button allows you 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.


Stock button

The Stock button in the M.Y.O.B. Analyst opens the Analyse Stock window, where you can review the current status of the items and services included in your items list.


Inquiry button

The Inquiry button opens the Inquiry Register window, where you can view summary information about each of your companys accounts, sales transactions, purchasing transactions, cards and jobs. This window also allows you to zoom to the windows in which the individual items were entered.


Stock Transfers window

The Stock 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 Stock window, but it also provides more control over the details of the item-building process.

To find this window...

Click Stock Transfers in the Stock Command Centre.


Memo

Enter a description of the stock transaction. This description will appear on various M.Y.O.B. reports, as well as the Stock Journal.

You may consider entering the transactions quantity information in this field. When you record this transaction, only the value of the stock items affected will be recorded in the Stock 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 Stock 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 Stock Journal.


Item No. column

Enter the item number of the stocked item you want to transfer.

Only stocked items - items for which you selected I Stock 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 No. field.


Quantity column

Enter the quantity of the item you entered in the Item No. 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.

If youre changing the quantity of a component, this amount should be a negative number. If youre 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 cant decrease the quantity of stocked items to less than zero units.


Unit Cost column

Enter the value of each item transferred to or from stock, or accept the default, which is the average cost of the item - the total cost of the items quantities divided by the number of units on hand.


Amount column

Enter the total value of all the items transferred to or from stock, 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 stock is increased and the appropriate asset account (assigned to the item in the Asset Account for Item Stock 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 stock is decreased and the appropriate asset account (assigned to the item in the Asset Account for Item Stock field in the Item Information window) is decreased.

You cant decrease the value of stocked items to less than £0.00.


Out of Balance

This field displays the 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 Stock Command Centre. In the Items List window, click the New button, or select an item in the list and click Edit.

Other fields in this window:

Expense Account for Tracking Costs


Item No.

The number of the item youre viewing appears in this field. If youre 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 youre displaying an existing item record, you can change the item number.


Name

Enter the name of a new item.

If youre displaying an existing item record, you can change the item name.


I Buy This Item

Mark this selection if you purchase this item. When this selection is marked, you can record the item on a purchase order.

When you mark this selection and the I Stock This Item selection is unmarked, the Expense Account for Tracking Costs field will appear.


I Sell This Item

Mark this selection if you sell this item. When this selection is marked, you can record an item on an invoice, price an item in the Set Item Prices window and track an items sales history.

When you mark this selection, the Income Account for Tracking Sales field will appear.


I Stock This Item

Mark this selection if this item is an stocked item. When this selection is marked, you can change an items stock quantities using the Stock Adjustments, Stock Transfers and Count Stock windows.

When you mark this selection, the Asset Account for Item Stock 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 Stock

Enter the account number you use for tracking the total 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 Stock This Item selection is marked.


Income Account for Tracking Sales

Enter the account number you use for tracking the income you receive from the sale of stocked items and service items.

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 Sell This Item selection is marked.


Cost of Sales Account

Enter the account number you use for tracking the costs associated with selling stocked items.

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 Sell This Item and I Stock This Item selections are marked.


Expense Account for Tracking Costs

Enter the account number you use for tracking the costs associated with purchasing non-stocked items.

An example of an item you might use an expense account for is a pencil. Unless your business sells pencils, you probably dont track the exact number of pencils you have in stock and you want to assign purchase costs to an expense account such as Office Expenses.

This field appears only if the I Buy This Item selection is marked and the I Stock This Item isnt marked.


Buying Unit of Measure

Enter the method by 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 lamp set thats always purchased in pairs; this item could be assigned a unit of measure of Pair. Then, if you purchased four lamp sets, youd purchase four pair of lamps, or eight lamps.

This field appears only if the I Buy This Item selection is marked.


No. of Items per Buying Unit

Enter the number of units that comprise the unit of measure you entered in the Buying Unit of Measure field.

The entry you make in this field is used to determine how many items should be added to stock 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, you should 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 Buy This Item and I Stock This Item selections are marked.


Tax Code When Bought
VAT Code When Bought

Enter the Vat Code applicable when you purchase this item.

The VAT Code entered will appear as the default on this items purchase orders.

This field appears only if the I Buy This Item selection is marked.


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.

This field appears only if the I Sell This Item selection is marked.


Track Sales History

Mark this selection if you want to keep monthly sales totals, including unit and amount figures, as well as cost of sales, for this item.

Totals are stored for the previous main supplier year and the current main supplier year. Click the Sales History button at the bottom of the window to enter historical sales figures. You can also use the Analyse Sales window to review the collected totals.

This field appears only if the I Sell This Item selection is marked.

Note: Sales history begins to accumulate only after youve marked this selection. Sales that occurred before this selection was marked will NOT be included in the items sales history.

Note: Sales history figures use considerable disk space. If you dont need to track sales for this item, be sure the selection isnt marked.


Tax Code When Sold
VAT Code When Sold

Enter the Vat Code applicable when you sell this item.

The VAT Code entered will appear as the default on this items invoices.

This field appears only if the I Sell This Item selection is marked.


Selling Unit of Measure

Enter the method by 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 lamp set thats always sold in pairs; this item could be assigned a unit of measure of Pair. Then, if you sold four lamp sets, youd sell four pair of lamps, or eight lamps.

This field appears only if the I Sell This Item selection is marked.


No. of Items per Selling Unit

Enter the number of units that comprise 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 stock 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, you should enter 2 in this field. Then, for each pair of the item you sell, the quantity of the item will be decreased by two.

If you dont make an entry in this field, the number 1 will appear as a default.

This field appears only if the I Sell This Item and I Stock This Item selections are marked.


History button

Click this button to display the Item Sales History window, where you can enter historical sales activity for the past main supplier year and current main supplier year for this item, including the current month.


Auto-Build button

If this item is a finished item, click this button to display the Auto-Build Info window, where you can enter information about the components used to build this item.


Restock button

Click this button to open the Restocking Information window, where you can enter information about maintaining this items quantity levels.


Item Sales History window

The Item Sales History window is used to enter and view historical sales activity for the past calendar year and current calendar year for the item displayed in the Item Information window. This window is accessed only if youve marked the I Sell This Item selection in the Item Information window.

Refer to the Getting Started manual for more information about setting up Stock.

To find this window...

Click Items List in the Stock Command Centre. Double-click an item and click History in that items Item information window.

Fields in this window:

Item

List of historical sales figures

OK button


Item

This field displays the item number and name of the item currently displayed in the Item Information window.


List of historical sales figures

This list displays the number of units sold, total sales amount and total cost of sales amount for this item for the past calendar year and current calendar year. You can enter and change information for all months previous to the current month.


OK button

Click this button to accept the entries youve made in this window.


Items List window

The Items List window allows you to view all the items youve created in M.Y.O.B., to begin adding new item records and to change or remove existing items.

To find this window...

Click Items List in the Stock Command Centre.

Fields in this window:

All Items tab

Bought tab

Edit button

Stocked 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 youve entered in the M.Y.O.B. 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 youve highlighted an item in the scrolling list to open the Item Information window, where you can change information about the item.


Stocked tab

Click this tab to display a list of all items you store in stock. These are the items for which you selected I Stock 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 stocked). 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 items number.


Last Cost column

This column displays the amount you most recently paid to purchase each item listed in the Item column, exclusive of any discount or VAT. If an items most recent activity was an stock 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 Stock 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 M.Y.O.B. system.


Search

Enter the number of an item you wish to find in the scrolling list. If you cant 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 youre 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.


Pricing Shortcuts window

The Pricing Shortcuts window, accessed from the Set Item Prices window, allows you to define prices for a number of items you sell.

To find this window...

Click Set Item Prices in the Stock 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 by one pound.

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 by one pound.


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 items 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 pound or 50 pence 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 stock, 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 stock.


Update All Items

Click this button to change the selling prices of all items in the M.Y.O.B. system.


Update ( Items Only
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.


Restocking Information window

The Restocking Information window allows you to set parameters for how you want M.Y.O.B. to keep track of your stocked items quantity levels. Using this window, you can specify when you want the To Do List to remind you to order more items, as well as information that will appear on the purchase order you send to your main supplier for each item, if you wish.

To find this window...

Click Items List in the Stock Command Centre. In the Items List window, select an items name and click Edit. In the Item Information window, click the Restock button.

Fields in this window:

Minimum Level

Main Supplier

Supplier Item No.

Restocking Quantity

Cancel button

OK button


Minimum Level

Enter the quantity level of this item at which you want to purchase more of the item. For example, if you always purchase more lamps when your quantity is reduced to 10 lamps, 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.

This field appears only if the I Buy This Item and I Stock This Item selections are marked.


Main Supplier

Enter the supplier from whom you usually purchase this item, or click the search icon to display a search list of suppliers, from which you can select a supplier name.

When a supplier name is displayed in this field, a zoom arrow will appear. Click the zoom arrow to display detailed information about the supplier.

If you make an entry in this field and you marked the I Stock This Item selection to indicate this item is an stocked item, you can use the To Do List to automatically create a purchase order for this item whenever this items quantity level falls below its reorder level.

This field appears only if the I Buy This Item selection is marked.


Supplier Item No.

Enter the number assigned to this item by the items main supplier.

If you make an entry in this field and in the Main Supplier field, the item number will appear on purchase orders for this item that you send to the main supplier.

This field appears only if the I Buy This Item selection is marked.


Restocking Quantity

Enter the number of buying units of measure you normally purchase when you order this item. For example, if you purchase 100 pair 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 its minimum level, you can use the To Do List to create a purchase order for this item, with the reorder quantity you enter in this field as a default.

This field appears only if the I Buy This Item and I Stock This Item selections are marked.


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 Stock 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 dont 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 Stock This Item in the Item Information window, the last cost that was used when you transferred those items in the Stock 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 stocked item in the list. Average cost is calculated by dividing the current value of each items 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 cant 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 youre 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 youre not already using a recurring transaction.


Dont Record button

Click this button if you dont want to use the recurring transaction you selected. The transaction wont be recorded, but will remain in the list of recurring transactions that you can use.


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.


Dial button

Click this button to dial the telephone number associated with the card displayed in this window.

You can use this feature only if a modem is properly connected to your computer and if youve marked the I Have a Modem for Autodialing selection and selected the proper modem port in the Preferences window.


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 youve entered in the M.Y.O.B. system.


New button

Click this button to begin creating a new entry in this window. If youve created an entry, click this button to record the entry youve 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.


Record button

Click this button to record the transaction youve made in this window.


Record Reversal button

Click this button to record a reverse transaction.


OK button

Click this button to accept the entries youve made in this window.


Linked Accounts windows

M.Y.O.B.s Linked Accounts windows allow you to review and change the linked accounts assigned to your M.Y.O.B. transactions. These accounts are automatically linked when you create a new data file using the M.Y.O.B. Setup Interview. You may wish to review the linked accounts, to be sure theyre 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.

Nominal Ledger Linked Accounts window

Sales Ledger Linked Accounts window

Purchase Ledger Linked Accounts 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 M.Y.O.B. to track your business.

To find this window...

Choose Balances/Account Opening Balances from the Setup menu.

Fields in this window:

Acct No. and Name columns

Opening Balance column

Amount left to be allocated

OK button


Acct No. and Name columns

These columns display the numbers and names assigned to all accounts in your chart of accounts.

The capital accounts assigned to track your companys current-year and retained earnings arent included in this list. These accounts amounts are determined automatically by M.Y.O.B. as you enter transactions into the M.Y.O.B. 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 capital 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 isnt zero, thats okay; when you click the OK button, the difference will be assigned to your Historical Balancing account, which appears in the Nominal Ledger Linked Accounts window.


Purchase Ledger Linked Accounts window

The Purchase Ledger Linked Accounts window allows you to review and change the linked accounts assigned to your M.Y.O.B. purchasing transactions.

These accounts are automatically linked when you create a new data file using the M.Y.O.B. Setup Interview. You may wish to review the linked accounts, to be sure theyre the ones you want to use.

To find this window...

Choose Linked Accounts/Purchase Ledger Accounts from the Setup menu.

Fields in this window:

Liability Account for Tracking Purchase creditors

Bank Account for Paying Bills

Expense or Cost of Sales Account for Carriage

Asset Account for Supplier Deposits

Expense (or Contra) Account for Discounts

Expense Account for Late Charges

Terms button

OK button


Liability Account for Tracking Creditors
Liability Account for Tracking Purchase Creditors

The Liability Account for Tracking Purchase Creditors field of the Purchase Ledger 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 Purchase Ledger or something similar. In M.Y.O.B. documentation, this account is referred to as your linked creditors account.


Bank Account for Paying Bills

The Bank Account for Paying Bills field of the Purchase Ledger Linked Accounts window allows you to enter an account that tracks the money youve paid to people for purchasing transactions, and into which you deposit refund cheques from suppliers. This required account is usually named Bank Account or something similar. In M.Y.O.B. documentation, this account is referred to as your creditors bank account.


Expense or Cost of Sales Account for Carriage

The Expense or Cost of Sales Account for Carriage field of the Purchase Ledger 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 carriage charges serve in your business. If you think carriage charges increase the cost of making a sale, enter a cost of sales account here. If you think carriage charges are necessary expenses, enter an expense account here.) In M.Y.O.B. documentation, this account is referred to as your carriage paid account.


Asset Account for Supplier Deposits

The Asset Account for Supplier Deposits field of the Purchase Ledger Linked Accounts window allows you to enter an account that tracks deposit amounts you pay for pending purchase orders. In M.Y.O.B. documentation, this account is referred to as your linked supplier deposits account.


Expense (or Contra) Account for Discounts

The Expense (or Contra) Account for Discounts field of the Purchase Ledger Linked Accounts window allows you to enter an account that tracks discount amounts that youve received from suppliers for paying your 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 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 M.Y.O.B. documentation, this account is referred to as your linked supplier discounts account.


Expense Account for Late Charges

The Expense Account for Late Charges field of the Purchase Ledger Linked Accounts window allows you to enter an account that tracks finance charge amounts that youve paid to suppliers who havent received your bill payments on time. In M.Y.O.B. documentation, this account is referred to as your linked supplier 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 suppliers in the M.Y.O.B. 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 supplier record you add to the Card File. (The terms of existing suppliers will remain the same.) If you wish, you can change the terms assigned to an individual supplier by displaying that persons or companys name in the Card File Entry window and clicking the Terms button in that window.


Sales Ledger Linked Accounts window

The Sales Ledger Linked Accounts window allows you to review and change the linked accounts assigned to your M.Y.O.B. sales transactions.

These accounts are automatically linked when you create a new data file using the M.Y.O.B. Setup Interview. You may wish to review the linked accounts, to be sure theyre the ones you want to use.

To find this window...

Choose Linked Accounts/Sales Ledger from the Setup menu.

Fields in this window:

Asset Account for Tracking Sales Debtors

Bank Account for Customer Receipts

Income Account for Carriage

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 Sales Debtors

The Asset Account for Tracking Sales Debtors field in the Sales Ledger 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 trade Debtors or something similar. In M.Y.O.B. documentation, this account is referred to as your linked debtors account.


Bank Account for Customer Receipts

The Bank Account for Customer Receipts field in the Sales Ledger Linked Accounts window allows you to enter an asset account that tracks the money youve received from people for sales transactions, and from which you write refund cheques to customers. This required account is usually named Bank Account or something similar. In M.Y.O.B. documentation, this account is referred to as your Sales receipts bank account  .


Income Account for Carriage

The Income Account for Carriage field of the Sales LedgerLinked Accounts window allows you to enter an income account that tracks the carriage charges you collect in your sales transactions. In M.Y.O.B. documentation, this account is referred to as your carriage collected account.


Liability Account for Customer Deposits

The Liability Account for Customer Deposits field of the Sales LedgerLinked Accounts window allows you to enter a liability account that tracks deposit amounts you collect for pending invoices. In M.Y.O.B. 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 Sales Ledger Linked Accounts window allows you to enter an account that tracks discount amounts that youve 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 M.Y.O.B. 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 Sales Ledger Linked Accounts window allows you to enter an income account that tracks finance charge amounts that youve collected from customers who havent paid their bills on time. In M.Y.O.B. 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 M.Y.O.B. 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 persons or companys name in the Card File Entry window and clicking the Terms button in that window.


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

M.Y.O.B. provides a default list of various holidays observed in the United States. 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.


Change Default Forms Font window

The Change Default Forms Font window allows you to change the font and font size thats assigned to the forms (such as cheques, invoices and statements) you can print using M.Y.O.B.

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 M.Y.O.B. 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 M.Y.O.B. forms.


Sample

This box displays how the selections you made in this window will appear on your M.Y.O.B. forms.


Change Default Report Font window

The Change Default Report Font window allows you to change the font and font size thats assigned to the reports you can print using M.Y.O.B.

To find this window...

Choose Default Fonts from the File menu. In the Default Font Selection window, click Reports.

Fields in this window:

Font

Size

Sample

Cancel button

OK button


Font

Select the font you wish to use on your M.Y.O.B. reports 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 M.Y.O.B. reports.


Sample

This box displays how the selections you made in this window will appear on your M.Y.O.B. reports.


Choose an Account window

The Choose an Account window allows you to choose an existing M.Y.O.B. account, or create a new account, to track QIF information that doesnt currently match your M.Y.O.B. accounts.

To find this window...

The Choose an Account window appears only when youre attempting to import Quicken Interchange Format (QIF) information into your data file. If M.Y.O.B. detects an account in your QIF file that doesnt match any account in your M.Y.O.B. data file, this window will appear.

Fields in this window:

QIF Category

QIF Account

M.Y.O.B. Account

Cancel button

OK button


QIF Category

This field displays the name of a QIF account that doesnt match any accounts in your M.Y.O.B. data file. To import your QIF information properly, youll need to enter an account in the M.Y.O.B. Account field to track the information thats contained in the account shown in this field.

This field appears only if this is the first time youve 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 doesnt match any accounts in your M.Y.O.B. data file. To import your QIF information properly, youll need to enter an account in the M.Y.O.B. Account field to track the information thats contained in the account shown in this field.

This field appears only after the first time youve 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.)


M.Y.O.B. Account

Enter the M.Y.O.B. 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 youve entered the account you want to use in the M.Y.O.B. 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 M.Y.O.B. 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 companys data file. These entries cant be changed.

Fields in this window:

Customer Number

Company Name

Address

Phone Number

VAT Reg. No.

Company Reg. No.

Current Financial Year

Last Month in Financial Year

Conversion Month

Accounting Periods per Year

OK button


Customer Number

This field displays the number assigned to you when you registered M.Y.O.B. This number is your companys unique identifier with BestWare, and cant be changed.


Company Name

Enter or change your companys name, using up to 40 characters.

The name thats entered in this field is displayed in all command centre windows, and, if you wish, on your M.Y.O.B. reports.


Address

Enter your companys address.

The address you enter here will be displayed on M.Y.O.B. invoices and purchase orders.


Phone Number

Enter your companys telephone number. Add hyphens and an extension, if you wish.


VAT Reg. No.

Enter or change your companys VAT. number. If this is the first time youve opened the Company Information window and an entry already appears in this field, this number was entered in the M.Y.O.B. Setup Interview.


VAT Reg. No.
Company Reg. No.

Enter or change your companys registration number. If this is the first time youve opened the Company Information window and an entry already appears in this field, this number was entered in the M.Y.O.B. Setup Interview.


Current Financial Year

This field displays the name of your current financial year. This entry was made when you created your companys data file during the M.Y.O.B. Setup Interview, and cant 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 companys data file during the M.Y.O.B. Setup Interview, and cant be changed.


Conversion Month

This field displays the month in which you started using M.Y.O.B. to track your business. This entry was made when you created your companys data file during the M.Y.O.B. Setup Interview, and cant 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 companys data file during the M.Y.O.B. Setup Interview, and cant be changed.


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.


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 dont 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 youve made to this reports design.


Report Format window

The Report Format window allows you to determine how you want the printed output of individual reports to look.

To find this window...

Choose Index to Reports from the Reports menu. Select a report and click the Format button.

Items in this window:

The left side of this window contains seven sections - Company, Address, Report, Headers, Subtitles, Body and Subtotals - that correspond to the seven sections of each M.Y.O.B. report. If a section doesnt apply to a particular report, the section wont contain any information 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 youve selected a section in the left-hand side of this window, you can change the sections characteristics using the right-hand side of the window.

Other fields in this window...

Cancel button

Use Default button

OK button


Company section

This section contains your companys 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 this report only if you mark the Company Name selection in the Include field in this window.


Address section

This section contains your companys 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 this 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 the 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 the report. Subtotals indicate the results of calculations and will appear in various formats, such as amounts, units and percentages.

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-hand side of this window, or accept the default font, which was automatically selected by M.Y.O.B. 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 wasnt provided with your computer system (in other words, if the font isnt 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 its printed on paper.


Size

Choose the font size you wish to apply to the section you selected in the left-hand 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-hand side of this window. Depending upon the type of computer youre using, you can choose from the following styles: Regular, Bold, Italic, Bold Italic, Underline, Outline or Shadow.


Color
Colour

Choose the colour you wish to apply to the characters in the section you selected in the left-hand side of this window.


Align

Choose the alignment you wish to apply to the section you selected in the left-hand 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 this report.


Effects

Choose the effect, underline or strikeout, that you wish to apply to the section you selected in the left-hand 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 inches, you wish to include on the left-hand 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 printers default margin is .25 inches and you enter 1.5 in this field, 1.75 inches of space will appear on the left side of the report.


Top Margin

Enter the amount of space, in inches, 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 printers default margin is .25 inches and you enter 1.5 in this field, 1.75 inches of space will appear on the top of the report.


Use Default button

Click this button to restore the default characteristics to the selected report. Use this button if you  want to use the customisations youve added.

A dialogue box appears, explaining that all changes youve previously made to this report will be removed. Click OK to remove all your changes.


OK button

Click this button to accept the entries youve made in this window and return to the Index To Reports 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 M.Y.O.B. 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 established for use on your M.Y.O.B. 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 established for use on your M.Y.O.B. 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 established for use in your M.Y.O.B. 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 Change Default Report Font window, where you can change the font thats used on your M.Y.O.B. reports.


Forms button

Click this button to open the Change Default Forms Font window, where you can change the font thats used on your M.Y.O.B. forms.


Windows button

Click this button to open the Change Default Windows Font window, where you can change the font thats used in your M.Y.O.B. windows.


Export Data window

The Export Data window allows you to select specific information to export from your M.Y.O.B. 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

M.Y.O.B. 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 M.Y.O.B. Fields column in this column, click the field name in the M.Y.O.B. Fields column. To remove a field from this column, click the fields name in the M.Y.O.B. Fields column.

Fields will be exported in the order (top to bottom) they appear in this column.


M.Y.O.B. Fields column

This column displays the fields in M.Y.O.B. that match the type of information youve 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 fields name, that field must be included in the export file for M.Y.O.B. 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 fields 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 thats exported.

To designate a field from the M.Y.O.B. Fields column for exporting, click the field name in the M.Y.O.B. Fields column. This column will show when the field will be exported. To remove a field from this column, click the fields name in the M.Y.O.B. 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 M.Y.O.B. 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 dialogue box appears, in which you can assign a name and location to the export file youre creating. After youve finished making entries in the dialogue 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 M.Y.O.B. data file.

To find this window...

Choose Export Data from the File menu and choose the type of data you want to export.

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.


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, M.Y.O.B. will create the first record in your export file automatically, using labels for each of the fields in that record. For example, if youre 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 doesnt 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 youre exporting accounts.


Panel of months

After youve 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 youre exporting accounts.


Identifiers

Enter the identifiers by which you wish to select customers, suppliers, 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 youre exporting customer, supplier, employee or personal contact records, or other sales or other purchases.


Postcode

Enter the Postcode by which you wish to select customers, suppliers, 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 youre exporting customer, supplier, employee or personal contact records.


Source Journal

Choose the journal from which you want to export journal entries.

This field appears only if youre exporting journal entries.


Dated From/To

Enter a range of dates from which you want to export journal entries, other sales or other purchases.

This field appears only if youre exporting journal entries, other sales or other purchases.


Continue button

Click this button to open the Export Data window, where you can choose the specific data fields you want to export.


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


No. 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 youre 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 inches, 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 inches, 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 inches, 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 inches, using up to three decimal places.


Nominal Ledger Linked Accounts window

The Nominal Ledger Linked Accounts window allows you to review and change the linked accounts assigned to Nominal Ledger.

These accounts are automatically linked when you create a new data file using the M.Y.O.B. Setup Interview. You may wish to review the linked accounts, to be sure theyre the ones you want to use.

To find this window...

Choose Linked Accounts/Nominal Ledger Accounts from the Setup menu.

Fields in this window:

Capital Account for Current Earnings

Capital Account for Retained Earnings

Capital Account for Historical Balancing

OK button


Capital Account for Current Earnings

The Capital Account for Current Earnings field of the Nominal Ledger Linked Accounts window displays the number of the account that tracks the increase in your businesss capital 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 M.Y.O.B. documentation, this account is referred to as your Current Earnings account.


Capital Account for Retained Earnings

The Capital Account for Retained Earnings field of the Nominal Ledger Linked Accounts window displays the number of the account that tracks the increase in your businesss capital during its lifetime, not including the current financial year. When a new financial year is begun, the current earnings accounts balance is added to the balance of this account. In M.Y.O.B. documentation, this account is referred to as your Retained Earnings account.


Capital Account for Historical Balancing

The Capital Account for Historical Balancing field of the Nominal 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 capital accounts. If, for example, the opening balance of all your asset accounts is £100,000, and the total balance of all your liability and capital accounts is only £95,000, the remaining £5,000 will be assigned to this account. To ensure your business records are accurate, this accounts balance should be zero.

In M.Y.O.B. 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 supplier you do business with.

To find this window...

Choose Balances/Supplier Balances from the Setup menu. Click Add Purchase in the Supplier Balances window.

Fields in this window:

Supplier Name

Purchase #

Date

Memo

Amount Due

Record button

Cancel button


Supplier Name

In this field, enter the name of the supplier for whom you want to enter the historical purchase. Your outstanding balance with this supplier appears in the Balance field.


Purchase #

You can enter a journal entry number for the transaction in this field or accept the default.


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/Customer Balances from the Setup menu. Click Add Sale in the Customer 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.


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 M.Y.O.B. 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 youre importing from the File menu. Make your selections in the Import File window and click Continue. Open the data file youre importing in the dialogue box for your computer.

Fields in this window:

Import Fields column

M.Y.O.B. 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 M.Y.O.B. To include a field from this column into your data file, click the fields name in this column, then click the field name in the M.Y.O.B. 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.


M.Y.O.B. Fields column

This column displays the fields in M.Y.O.B. that may match the type of information youve 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 youre importing with the appropriate M.Y.O.B. fields. For example, if youre 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 M.Y.O.B. Fields list (for example,  Account Number). The fields in the import file and in M.Y.O.B. are then matched.

If an asterisk appears next to a fields name, you must import information that matches the type of information thats entered in that field. For example, if an asterisk appears next to the Account Number field name, you must import account number information for M.Y.O.B. to import information correctly.


Matching Import Field

This column displays the import files fields youve matched with corresponding M.Y.O.B. fields.

To include a field from the Import Fields column into your data file, click the fields name, then click the field name in the M.Y.O.B. 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 thats automatically printed. This report, titled MYOBLOG.TXT, is located on your computer in the same place as your M.Y.O.B. 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 M.Y.O.B. 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 youre 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, M.Y.O.B. will assume that the first record in the import file doesnt contain any valid M.Y.O.B. data, and wont attempt to import this information.

If you choose Data Record, M.Y.O.B. 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 M.Y.O.B. data file.

The options you have in this field depend upon the type of information you want to import. If youre importing accounts or item records, you can either reject any duplicate information that exists in the import file or update the existing M.Y.O.B. records information with the import files information. If youre importing customer, supplier, 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 Nominal 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 M.Y.O.B. until you click the Import Now button.


Import Now button

Click this button to import TAL information immediately.

If you click this button, M.Y.O.B. 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.


All tab

Click this tab to display a list of all reports in the M.Y.O.B. system.


General Ledger tab
Nominal Ledger tab

Click this tab to display a list of all Nominal Ledger reports in the M.Y.O.B. system.


Chequebook tab

Click this tab to display a list of all Chequebook reports in the M.Y.O.B. system.


Sales tab

Click this tab to display a list of all Sales reports in the M.Y.O.B. system.


Purchases tab

Click this tab to display a list of all Purchases reports in the M.Y.O.B. system.


Stock tab

Click this tab to display a list of all Stock reports in the M.Y.O.B. system.


Card tab

Click this tab to display a list of all Card File reports in the M.Y.O.B. system.


Custom tab

Click this tab to display a list of all custom reports in the M.Y.O.B. system.


Name column

This column displays the names of all reports in the M.Y.O.B. system. Report names are organized 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 thats highlighted in the scrolling list in the middle of the Index to Reports window. The print dialogue box for your printer will appear.

Be sure youve 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 thats highlighted in the scrolling list in the Index to Reports window. A dialogue 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 dialogue box will appear, allowing you to name the report file youre creating. Enter a name, then click Save.

Be sure youve 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 thats 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 thats highlighted in the scrolling list of the Index To Reports window. Using the Report Design window, you can choose the fields youll print on the report youve selected.


Format button

Click this button to open the Report Format window for the report thats highlighted in the scrolling list of the Index To Reports window. Using the Report Format window, you can modify the look of the report youve selected by using different font styles, sizes, colours, alignments and effects, and by changing the reports page margins.


Display button

Click this report to display the report thats 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 youve 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.


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 M.Y.O.B. system. If you want to include a report in the batch displayed in the Batch Name field, click the reports name; an X appears to the left of the reports name. If you want remove a report from the batch, click the reports name to remove the X next to the reports name.


Password Access window

The Password Access window allows you to prevent M.Y.O.B. users from accessing various parts of the program that may contain sensitive information you dont 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 dialogue 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 M.Y.O.B. system, including the master password and all sub-passwords. (The master password wont 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 wont 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 wont 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.


Supplier Balances window

The Supplier Balances window allows you to view the historical purchases whose amounts make up the balance of your linked creditors 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 creditors account in the Account Opening Balances window.

To find this window...

Choose Balances/Supplier Balances from the Setup menu.

Fields in this window:

Supplier Detail

Supplier Summary

Balances scrolling list

Total Purchases

Linked Creditors Account Balance

Out of Balance Amount

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 supplier or all suppliers in the M.Y.O.B. system, depending upon whether you selected Supplier Detail or Supplier Summary at the top of the window.


Linked Creditors Account Balance

This field displays the balance of your linked creditors 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 creditors account in the Account Opening Balances window (displayed in the Linked Creditors Account Balance field) and the amount youve entered for all historical purchases (displayed in the Total Purchases field).


Total

This field displays the total balance of all purchases for a specific supplier. This field appears only when Supplier Detail is selected at the top of the window.


Total Purchases

This field displays the total balance of all historical purchases youve entered.

To ensure your accounting records are as accurate as possible, the amount that appears in this field should be zero.


Supplier Detail

Choose this selection and enter a supplier name in the field next to this field if you want to view detailed historical purchase information about a specific supplier. You can also select or create a supplier 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 supplier.


Supplier Summary

Choose this selection if you want to view summary historical purchase information about all suppliers youve entered in the M.Y.O.B. system.

If you choose this selection, the list in the middle of the window will contain information about your business activity with all suppliers.


Preferences window

The Preferences window allows you to establish various settings that affect the entire M.Y.O.B. 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

Reports & Forms

Chequebook

Sales

Purchases

Security


System View (Preferences window)

Click the illustration below for a description of each field and button in the System View of the Preferences window.


Warn Before Recording Post-Dated Transactions

Mark this selection if you want an alert message to appear each time you enter a transaction thats 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 hasnt occurred yet. This message is informational only; you can continue to enter the post-dated transaction if you want.

If you dont mark this selection, an alert message wont appear when you enter a date in the future.


I Have a Modem for Autodialing

Mark this selection if a modem is connected to your computer and you wish to use M.Y.O.B. 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, M.Y.O.B. supports COM1 through COM4.


Display To Do List When Starting M.Y.O.B.

Mark this selection if you wish to view the To Do List immediately after youve opened your M.Y.O.B. data file.

If you mark this selection, the To Do List window will appear when you start M.Y.O.B. and open a data file, or when you choose Open from the File menu and select a data file.

If you dont 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 M.Y.O.B. 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 dialogue 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 M.Y.O.B. 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 youre 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 dont mark this selection, you can enter item numbers in the Sales window and Purchases window when youre 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 M.Y.O.B. to recognize the entry youre 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, supplier number, item number, employee number) fields only.


The Enter Key Works Just Like the Tab Key When Entering Data

Mark this selection if you wish to use the ENTER key to perform the same functions as the TAB key.


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 M.Y.O.B. reports.


Reports & Forms View (Preferences window)

Click the illustration below for a description of each field and button in the Reports & Forms View of the Preferences window.


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.


Reports button

Click this button to open the Change Default Reports Font 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.


Chequebook View (Preferences window)

Click the illustration below for a description of each field and button in the Chequebook View of the Preferences window.


Make a Contact Log Entry for Every Check
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.


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.


Default Cheque is Handwritten

Mark this selection if the cheques you write usually arent printed using M.Y.O.B.

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 dont mark this selection, the Handwritten selection wont 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 dont mark this selection, the text that appears in the Memo field of those windows will appear in the Inquiry Register window instead.


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 bank account youre using.

If you mark this selection, an alert message will appear when you attempt to record a cheque assigned a number thats already been used for this bank account.

If you dont mark this selection, you can use the same cheque number multiple times for a bank account.

Marking this selection will require that M.Y.O.B. scan all the cheques youve 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.


Use Notes from Card for Memo on Deposit

If you wish to use the Bank Deposit Slip report, turn on this checkbox and ensure that the Drawer, Bank and Branch details of each debtor are stored on their customer card in the Notes field.

Turning on this preference automatically uses the contents of the cards Notes field as the default memo in a deposit.


Sales View (Preferences window)

Click the illustration below for a description of each field and button in the Sales View of the Preferences window.


Print Invoices When Theyre Recorded

Mark this selection if you wish to print an invoice immediately after you record it.

If you mark this selection, the print dialogue 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 dont mark this selection, select Print Invoices from the Sales Command Centre to print invoices youve 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 youre printing.

If you mark this selection, youll have the option to print packing slips when you select Print Invoices in the Sales Command Centre.


Print Delivery Labels When Invoices are Printed

Mark this selection if you wish to print delivery labels that accompany the invoices youre printing.

If you mark this selection, youll have the option to print delivery 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 dont 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.


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 thats already been used.

If you dont mark this selection, you can use the same sales transaction number multiple times.

Marking this selection will require that M.Y.O.B. scan all the sales transactions youve 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.


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 suppliers (depending upon whether youre currently viewing Sales View or Purchases View of the Preferences window) in the M.Y.O.B. 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 supplier record you add to the Card File. (The terms of existing customers and suppliers will remain the same.) If you wish, you can change the terms assigned to an individual customer or supplier by displaying that persons or companys name in the Card File Entry window and clicking the Terms button in that window.


Purchases View (Preferences window)

Click the illustration below for a description of each field and button in the Purchases View of the Preferences window.


Print Purchases When Theyre Placed in the Pending File

Mark this selection if you want to print a purchase order at the time its placed in the Pending File.

If you mark this selection, the print dialogue box for your computer will appear when you create a purchase order and click Pending in the Purchases window.

If you dont mark this selection, select Print Purchases from the Purchases Command Centre to print purchase orders in the Pending File.


Warn if Supplier Owes Me Money Before Making a Bill Payment

Mark this selection if you want an alert message to appear if a customer has outstanding credit invoices with your business and you attempt to apply a payment from 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 credit invoices with your business. This message is informational only; you can continue to enter the payment, if you wish.


Apply Bill Payments Automatically to Oldest Purchase First

Mark this selection if you want to automatically apply payments to suppliers to the oldest outstanding purchasing transaction you have with those suppliers.

If you mark this selection, the amount you enter in the Amount field of the Bill Payments window will automatically be entered in the Amount Applied field of the oldest purchasing transaction you have with the supplier whose name you entered in the Supplier field.

If you dont 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 bill 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 supplier who exists in the Card File and for whom you record a purchasing transaction.


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 thats already been used.

If you dont mark this selection, you can use the same purchasing transaction number multiple times.

Marking this selection will require that M.Y.O.B. scan all the purchasing transactions youve 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.


Show Supplier's Invoice Number in Supplier Payments

The Supplier Payments screen shows amounts owed for each purchase order.  If you wish to see your suppliers invoice number rather than your purchase order number in this list, check this box.


Security View (Preferences window)

Click the illustration below for a description of each field and button in the Security View of the Preferences window.


Data File Records CANNOT be Changed; Saved Entries Must be Reversed

Choose whether your saved accounting information, such as individual transactions, can be changed.

If you mark this selection, entries youve made and saved in M.Y.O.B. cant 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. (Even if you mark this selection, you can still make changes to transaction entries until you choose Save from the File menu.)

If you dont mark this selection, all entries you make in M.Y.O.B. can be edited.

Regardless of your selection here, saved stock adjustment and transfer transactions cant be changed. To correct a mistaken stock transaction, you must create a reversing transaction to cancel the effects of the incorrect transaction, then enter the correct transaction.


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 doesnt 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.)


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.


Automatically Prompt for a Session Report

Choose when youd like a session report to print.

If you select Upon Saving, an alert message will appear each time you choose Save from the File menu, asking whether youd like to print a session report.

If you select Upon Quitting, an alert message will appear each time you select Quit, Exit, Open or New from the File menu, asking whether youd like to print a session report.

When you choose to print a session report, the command you chose (Save, Quit, Exit, Open or New) is canceled. After the report is printed, choose your command again, then select No Report in the alert message.


Password button

Click this button to open windows in which you can secure your M.Y.O.B. system with password protection.


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 M.Y.O.B. 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

Supplier 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 isnt 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, supplier, deliver via, comment, delivery date, VAT, carriage, memo and supplier 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 suppliers (displayed in the Suppliers column) whose closed purchases you want to purge from your M.Y.O.B. data file. To select a supplier, click this column next to the suppliers name; a mark will appear in this column. To remove a mark from this column, click it.


Supplier  column

This column contains all suppliers in the M.Y.O.B. system. If you want to purge a suppliers closed purchases, click the √ column next to the suppliers name.


Balance column

This column contains your current balance with each supplier displayed in the Supplier column.


Purge Closed Purchases button

Click this button to purge the closed purchases for the suppliers 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 M.Y.O.B. 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 isnt 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, deliver-to address, comment, delivery date, deliver via, VAT, carriage, 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 M.Y.O.B. data file. To select a customer, click this column next to the customers 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 M.Y.O.B. system. If you want to purge a customers closed sales, click the √ column next to the customers 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 M.Y.O.B. 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 isnt 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, suppliers, 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 dont 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 M.Y.O.B. data file. To select a card, click this column next to the cards 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 M.Y.O.B. system. If you want to purge a cards contact logs, click the √ column next to the cards name.


Type column

This column displays the type of card (customer, supplier, 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 M.Y.O.B. 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 Nominal 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 isnt 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 M.Y.O.B. data file. To select an account, click this column next to the accounts 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 M.Y.O.B. system. If you do NOT want to purge an accounts unreconciled journal entries, click the √ column next to the accounts 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.


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 saved in - a helpful tool, if the journal isnt apparent by the type of transaction youre 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 No. 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 youve entered when you record the transaction. M.Y.O.B.s source journal codes are listed below.

CD = Cash Disbursements Journal

CR = Cash Receipts Journal

IJ = Stock Journal

NJ = Nominal Journal

PJ = Purchases Journal

SJ = Sales Journal


Date column

This column contains the date that will be assigned to the transaction youve entered when you record the transaction.


ID No. 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. Dont forget to record the transaction you just reviewed!


Customer Balances window

The Customer Balances window allows you to view the historical sales whose amounts make up the balance of your linked debtors 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 debtors account in the Account Opening Balances window.

To find this window...

Choose Balances/Customer Balances from the Setup menu.

Fields in this window:

Customer Detail

Customer Summary

Balances scrolling list

Total Sales

Linked Debtors 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 customers activity with your business.


Customer Summary

Choose this selection if you want to view summary historical sales information about all customers youve entered in the M.Y.O.B. 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 Debtors Account Balance

This field displays the balance of your linked debtors 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 debtors account in the Account Opening Balances window (displayed in the Linked Debtors Account Balance field) and the amount youve 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 youve 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 youve 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 youve 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 M.Y.O.B.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 youre working with.


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.


OK button

Click this button to print the report to the location you specified.


VAT Codes window

The VAT Codes window allows you to set up codes for all VAT rates assigned to sales and purchasing transactions you enter in M.Y.O.B. After you set up these codes, theyll be available in search lists in the Sales and Purchases windows for you to select.

To find this window...

Choose VAT Codes from the Setup menu.


Code

Enter a letter of the alphabet to assign a code to a VAT rate.

Each time you enter a transaction in the Sales window or Purchases window, you can assign a VAT code so the appropriate rate is applied to the transaction.

If you change the rate assigned to a code, the new code will be used in all existing transactions that use the code.


Rate

Enter the percentage you want to assign to this VAT code. The percentage you enter can be between 0 and 99.99.

Changing the VAT rate will not affect existing transactions.


Description

Enter a description of this VAT code.


Save As window

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 reports 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 wont 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.


Screen Reports window

The Screen Reports window allows you to view a report youve 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

Close button

Save As button


Print button

Click this button to print the report thats displayed in the top part of the window. When you click this button, the print dialogue box for your printer will appear.

Be sure youve 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 thats displayed in the top part of the window. A dialogue 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 dialogue box will appear, allowing you to name the report file youre creating. Enter a name, then click Save.

Be sure youve 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 thats 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 thats 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 thats displayed in the top part of the window. Using the Report Format window, you can modify the look of the report youve selected by using different font styles, sizes, colours, alignments and effects, and by changing the reports page margins.


Save As button

Click this button to open the Save As window, where you can save the displayed report as a custom report.


Set Up M.Y.O.B. window

The Set Up M.Y.O.B. window allows you to follow the necessary setup procedures to get your business up and running with M.Y.O.B.

The checklists in this window allow you to set up your company, nominal ledger, sales, and purchasing information. For each set of information you need, zoom arrows are available for you to quickly navigate to the windows in which this setup information is entered. When a step is completed, a mark will appear next to the description of the step.

To find this window...

Choose Set Up M.Y.O.B./Nominal Ledger from the Setup menu.

Click the view of the Set Up M.Y.O.B. window you want more information about.

Nominal Ledger View

Sales Ledgers View

Purchase Ledger View


Set Up M.Y.O.B./Nominal Ledger View

Choose this selection to follow the steps used to set up necessary information for the Nominal Ledger Command Centre. To set up Nominal Ledger, you must complete the following tasks:

1. Set up general company information.

2. Create your chart of accounts.

3. Review your Nominal Ledger linked accounts.

4. Assign opening balances to each account in your chart of accounts.

5. Be sure the total balance assigned to your asset accounts equal the total balance of your liability and capital accounts.


Set Up M.Y.O.B./Sales View
Set Up M.Y.O.B./Sales Ledger View

To set up Sales, you must complete the following tasks:

1. Complete setting up information used in the Nominal Ledger Command Centre.

2. Link all accounts used in your businesss sales, including your debtors account, cheque, VAT, carriage, deposit, early payment and late payment accounts.

3. Enter information about each of your customers.

4. Enter information about all sales that have a current balance due.

5. Be sure the total balance of all sales with a current balance equals the total balance of your debtors linked account.


Set Up M.Y.O.B./Purchases View
Set Up M.Y.O.B./Purchase Ledger View

To set up Purchases, you must complete the following tasks:

1. Complete setting up information used in the Nominal Ledger Command Centre.

2. Link all accounts used in your  sales, including your creditors account, cheque, carriage, deposit, early payment and late payment accounts.

3. Enter information about each of your suppliers.

4. Enter information about all purchases that have a current balance due.

5. Be sure the total balance of all purchases with a current balance equals the total balance of your creditors linked account.


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 M.Y.O.B. The master password is used to access the entire M.Y.O.B. system, including starting the program and setting up subpasswords. Only one master password can exist for the entire M.Y.O.B. 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 M.Y.O.B. Subpasswords are used to access individual command centres and windows in the accounting system. Many sub-passwords can exist in the M.Y.O.B. 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.


Start a New Financial Year windows

The Start a New Financial 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 Financial Year from the File menu.

First Start a New Financial Year window

The first window in the process of starting a new financial year reminds you to back up your M.Y.O.B. 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 save your changes. Click Yes; another alert message appears, asking whether you want to make a backup of your data file. Click Yes. When the backup is made, restart M.Y.O.B.

More information about making backups is included in the Maintaining Your Data chapter of the Users Guide.

Cancel button

Continue button

Second Start a New Financial Year window

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

Third Start a New Financial Year window

The third window in the process of starting a new financial year allows you to change the structure of the financial year youre about to begin.

Financial Year Just Completed

New Financial Year

The Last Month of the New Financial Year

Number of Periods in New Financial Year

Cancel button

Continue button

Fourth Start a New Financial Year window

The fourth window in the process of starting a new financial year allows you to prevent unreconciled journal entries from being purged from your M.Y.O.B. 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

Fifth Start a New Financial Year window

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 M.Y.O.B. takes control of the process.

Start a New Financial 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.


Financial Year Just Completed

This field displays the financial year that youve completed. This field is for your information only and cant be changed.

If you havent 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 Financial Year
New Fiscal Year

Enter the new financial year in this field, or accept the default year.


The Last Month of the New Financial Year

If you wish, you can use a last month in the new financial year thats 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 Financial Year

If you wish, you can use a number of periods in the new financial year thats 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 didnt enter transactions in the previous financial years 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 M.Y.O.B. data file. To select an account, click this column next to the accounts 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 M.Y.O.B. system. If you do NOT want to purge an accounts unreconciled journal entries, click the √ column next to the accounts 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 Financial Year button

Click this button to start creating a new financial year. M.Y.O.B. will take a few moments to perform the tasks that were outlined in the second Start a New Financial Year window.


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, suppliers and partners wont need to acquaint yourselves with new documents.

To find this window...

Click the applicable Print button in the Sales, Purchases, or Chequebook, command centres. In the Forms Selection window, click Customise.


Inactive field

This field is inactive on this form; in other words, this field wont be printed on the form. Inactive fields are recognized 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.


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 or Chequebook 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 M.Y.O.B. and cant 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 inches, 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 inches, 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 inches, 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 inches, 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, centreed, 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 M.Y.O.B. 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 wasnt provided with your computer system (in other words, if the font isnt 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 its 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 youve 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 wont 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 or Chequebook 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 inches, 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 inches, 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 or Chequebook 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

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 inches, 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 inches, 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 inches, 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 inches, using up to three decimal places.


Preview Picture

This box shows a sample of the picture youve chosen to include on the form. If the picture frame icon appears in this box, you havent selected a picture yet.


Picture Size

This field displays the size, in kilobytes, of the picture youve 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.


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 or Chequebook 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 inches, 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 inches, 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 inches, 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 inches, 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 or Chequebook 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 inches, 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 inches, 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 inches, 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 inches, 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, centreed, 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 M.Y.O.B. 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 wasnt provided with your computer system (in other words, if the font isnt 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 its 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 youve chosen in this window.


Inquiry Register window

The Inquiry Register window allows you to view summary information about each of your companys accounts, sales transactions, purchasing transactions, cards and jobs. This window also allows you to zoom to the windows in which the individual topics were entered.

To find this window...

Click Inquiry in the M.Y.O.B. Analyst in any command centre.


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. This 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. This 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 Bill 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.


Account

Enter the number of the account whose detail you wish to view, or click the search icon to display a search list of cards to choose from.

If an account number is displayed on this field and you want to view more information about the account, click the zoom arrow to open the Accounts List window.


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 M.Y.O.B. system.


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 No. From/To

Enter a range of identifying numbers of the transactions you want to display in the list.


ID No. 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 No. , PO No. and Stock Journal No. .

If you wish to view the window in which a specific transaction was entered, click the zoom arrow next to the transactions ID No. .


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 	Nominal Journal

IJ 	Stock 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 youve used the Start a New Financial Year windows) or the day the transactions from this account were last purged.


Print Preview window

The Print Preview window allows you to view how the form youre 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.


Review windows

M.Y.O.B.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 M.Y.O.B. 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

Review Orders Before Printing window

Review Packing Slips Before Printing window

Review Delivery Labels Before Printing window

Review Statements Before Printing window


Save Recurring Transaction window

The Save Recurring Transaction window allows you to duplicate a transaction youve created in any of the following windows:

* Nominal Journal Entry (Nominal Ledger Command Centre)

* Write Cheques (Chequebook Command Centre)

* Make a Deposit (Chequebook Command Centre)

* Sales (Sales Command Centre)

* Purchases (Purchases 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: Nominal 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 wont 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.


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:

* Nominal Journal Entry (Nominal Ledger Command Centre)

* Write Cheques (Chequebook Command Centre)

* Make a Deposit (Chequebook Command Centre)

* Sales (Sales Command Centre)

* Purchases (Purchases 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: Nominal 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 transactions 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 transactions 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.


Cancel button

Click this button to exit this window.


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.


VAT Information window

The VAT Information window allows you to view and change VAT amounts assigned to transactions entered in the Sales, Purchasing and Chequebook 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 VAT field in the window.

Fields in this window:

Code column

Rate column

VAT column

Value column

Recalculate button

OK button


Code column

This column displays the VAT code assigned to the current transaction. The VAT code is assigned in the small field to the right of the VAT field in the Sales window or Purchases window.


Rate column

This column displays the VAT rate associated with the VAT code displayed in the Code column.

VAT rates are assigned to VAT codes in the VAT Codes window.


VAT column

This column displays the amount of VAT assigned to the current transaction. This amount is determined by multiplying the VAT rate to the subtotal of the transaction.

If you wish to change the VAT amount, you can do so. After youve changed the VAT amount, click the OK button.


Value column

This column displays the subtotal of the transaction on which the VAT amount is based.


Recalculate button

Click this button if you want to recalculate the VAT amount based on the VAT code displayed in this window. The VAT amount will return to its original amount.

Use this button only if youve previously changed the amount in the VAT column and you want to return the VAT amount to its original amount.


OK button

Click this button when youre done viewing the information in this window, or when youve changed the amount in the VAT column and want to save the change.


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. M.Y.O.B. 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 thats overdue - places the reminder on a non-business day, the reminder will be moved to the previous business day.

To find this window...

Click To Do List in the M.Y.O.B. Analyst in any command centre.


A/R tab
Debtors tab

Click this tab to display all unpaid sales to date.

The due date is calculated by comparing the original date of the sale to the current date and reviewing the customers credit terms. If a positive number of days appears in the Overdue column, the amount is overdue by the number of days displayed; if the number is negative, the amount isnt due yet.

To send a payment due notice to a customer, click in an invoices Action column. The notice will be included in a mail merge file when you click the Mail Merge button at the bottom of the window.

Note: 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 zoom arrow next to the customers name to open the Sales window, displaying the original invoice whose payments are due.


A/P tab
Creditors tab

Click this tab to display all unpaid purchases to date.

The due date is calculated by comparing the original date of the sale to the current date and reviewing your credit terms with the supplier. If a positive number of days appears in the Overdue column, the amount is overdue by the number of days displayed; if the number is negative, the amount isnt due yet.

To send a cheque to a supplier, click in a purchase orders Action column. The cheque will be created when you click the Pay Bills button at the bottom of the window.

Click the zoom arrow next to the suppliers name to open the Bill Payments window.


Recurring Transactions tab

Click this tab to display a list of all your recurring transactions, such as cheques, deposits and Nominal Journal entries.

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.

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 isnt due yet.

To record a transaction, click in a transactions Action column. The transaction will be recorded when you click the Record button at the bottom of the window.

Click the zoom arrow next to the transaction name to open the window in which the transaction was originally created.


Recurring Sales tab

Click this tab to display a list of all your recurring sales transactions.

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.

If a positive number of days appears in the Overdue column, the amount is overdue by the number of days displayed; if the number is negative, the amount isnt due yet.

To record a sales transaction, click in the transactions Action column. The transaction will be recorded when you click the Record button at the bottom of the window.

Click the zoom arrow next to the customers name to open the Sales window, where the sales transaction was first created.


Recurring Purchases tab

Click this tab to display a list of all your recurring purchasing transactions.

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.

If a positive number of days appears in the Overdue column, the amount is overdue by the number of days displayed; if the number is negative, the amount isnt due yet.

To record a purchasing transaction, click on a transactions Action column. The transaction will be recorded when you click the Record button at the bottom of the window.

Click the zoom arrow next to the suppliers name to zoom to the window in which the transaction was first created.


Expiring Discounts tab

Click this tab to display a list of purchasing transactions youve made for which discounts still apply if you make an early payment.

To write a cheque for one of the transactions in the list, click on a transactions Action column. A transaction will be recorded when you click the Pay Bills button at the bottom of the window.

Click the zoom arrow next to the suppliers name to open the Bill Payments window.


Pending tab

Click this tab to display a list of your pending invoices and purchase orders.

If the transaction is a pending invoice, a zoom arrow will appear in the Inv column; if its a pending purchase order, a zoom arrow will appear in the P.O. column.

The date that appears in the Promised Date column is the delivery date for the transactions.

To record a pending transaction as an actual transaction, click a pending transactions Action column. The transaction will be recorded when you click the Record as Actual button in the bottom of the window.

Click the transactions zoom arrow to open the window in which the transaction was first created.


Stock Alert tab

Click this tab to display a list of inventoried items whose quantity levels are lower than the minimum levels you set up in the Restocking Information window.

Each time you record a sale of an inventoried item, M.Y.O.B. calculates the items 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.

If you marked the I Buy This Item selection in the Item Information window for the item, a zoom arrow will appear in the Order column. Click the zoom arrow to open the Purchases window, where you can create a purchase order for the item. If the item has a main supplier and a reorder quantity (also entered in the Restocking Information window), most of the information in the purchase order will be automatically entered.

If this item is created by auto-building it, a zoom arrow will appear in the Build column. Click the zoom arrow to zoom to the Auto-Build window, where you can automatically build more of the item.

Its 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.


Contact Alert tab

Click this tab to display a list of the people or companies youre due to contact.

If you entered a recontact date for a person in the Contact Log Entry window, the persons name will appear in this list on the day you entered. Names will remain in the list until you remove them.

To remove a contact from the list, click the contacts Action column. The contact will be removed when you click the Remove button in the bottom of the window.

Click the zoom arrow next to a contacts name to open the Contact Log Entry window.


List of tasks to do

This list displays all the tasks in your To Do List in the group whose tab is selected at the top of the window. If you want to perform one of the tasks, click the tasks Action column, then click the Mail Merge, Pay Bills, Record, Record as Actual, Order/Build or Remove button at the bottom of the window.


Mail Merge button

(or: Pay Bills; Record; Record as Actual; Order/Build; Remove)

Click this button to create a mail merge file of the customers who have outstanding sales balances with your company. The mail merge file can be used to send payment due notices to those customers.

The Mail Merge button appears only if youre viewing A/R View of the To Do List window. (If youre viewing a different view, this button will be labeled with one of the titles listed above. In each case, clicking the button performs an action.)


Transaction Journal window

The Transaction Journal window allows you to view the current transactions that are recorded in the Cash Disbursements, Cash Receipts, Nominal, Stock, Purchases and Sales journals.

The journal information that appears in this window is view-only; that is, you cant change any of the transaction information using this window.

To find this window...

Click Transaction Journal in any command centre (except Card File).


Nominal tab

Click this tab to view the transactions in the Nominal Journal, which contains transactions recorded in the Nominal Ledger Command Centre.


Disbursements tab

Click this tab to view the transactions in the Cash Disbursements Journal, which contains information about money youve paid out that affects (credits) bank accounts.


Receipts tab

Click this tab to view the transactions in the Cash Receipts Journal, which contains information about money youve received that affects (debits) bank accounts.


Sales tab

Click this tab to view the transactions in the Sales Journal, which contains sales transaction information affecting sales, debtors, stock and cost of sales accounts.


Purchases tab

Click this tab to view the transactions in the Purchases Journal, which contains purchasing transaction information affecting the creditors account, stock asset and purchase expense accounts.


Stock tab

Click this tab to view the transactions in the Stock Journal, which contains transaction information affecting the value of inventoried items.


All tab

Click this tab to view the transactions in all six M.Y.O.B. 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. M.Y.O.B.s source journal codes are listed below.

CD = Cash Disbursements Journal

CR = Cash Receipts Journal

IJ = Stock Journal

GJ = Nominal Journal

PJ = Purchases Journal

SJ = Sales Journal

This column appears only if youre 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 No. 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 thats displayed in this window.


Job column

This column contains the jobs that are affected by the transactions that are displayed in this window.


Ageing Date window (Analyse Creditors)

The Ageing Date window allows you to set the criteria for how information about the suppliers you owe money to will appear in the Analyse Creditors window.

To find this window...

Click Creditors in the Purchases M.Y.O.B. Analyst. The Analyse Creditors window appears. Click the Filters button.

Fields in this window:

Calculate Number of Days Since Purchase Date

Calculate Days Overdue Using Supplier Terms

Ageing Date

Include £0.00 Balance Purchases

Cancel button

OK button


Calculate Number of Days 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 Days Overdue Using Supplier 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 suppliers.


Ageing Date

Enter a date by which M.Y.O.B. can base the number of days since the purchase date.


Include £0.00 Balance Purchases

Mark this selection if you wish to include purchasing transactions with zero balances (sometimes known as closed purchases) in the Analyse Creditors window.

This function can be handy if youre searching for a particular purchasing transaction and youre not sure whether youve paid its entire balance.


Cancel button

Click this button to close this window without saving any changes you made.


OK button

Click this button to accept the entries youve made in this window. The information in the Analyse Creditors window will reflect the entries youve accepted.


Analyze Creditors window
Analyse Creditors window

The Analyse Creditors window allows you to view detailed information about the suppliers you owe money to and how long youve owed it to them. The information in this window is based upon the entries you make in the Ageing Date window.

To find this window...

Click Creditors in the Purchases M.Y.O.B. Analyst.

Three views are available for this window. Each view displays a different level of detail about the money you owe.

Summary View

Supplier Detail View

Purchase Detail View

Buttons in this window:

Print button

Filters button

Close button


Summary View

All the money you owe is displayed, with totals by supplier. The outstanding balance for each supplier is displayed in the Total column. These totals are separated by age and displayed in the appropriate ageing column.

Click the zoom arrow next to a suppliers name or enter a suppliers name in the Supplier Detail field to display the Supplier Detail View.


Supplier Detail View

All the money you owe to the supplier in the Supplier Detail field is displayed. The outstanding balance for each purchasing transaction is displayed in the Total column. These totals are separated by age and displayed in the appropriate ageing column.

Click the zoom arrow next to a purchasing transaction number or enter a purchasing transaction number in the Purchase Detail field to display the Purchase Detail View.


Purchase Detail View

The transaction detail for the purchasing transaction you selected is displayed in this view. The amount of each transaction is displayed in the Total column. These totals are separated by age and displayed in the appropriate ageing column.

Click the zoom arrow next to a transaction number to display the window in which the transaction was originally entered.


Filters button

Click this arrow to open the Ageing Date window, where you can change the type of information thats displayed in this window.


Bill Payments window

The Bill Payments window allows you to assign payments to your outstanding purchasing balances and record deposits on pending purchase orders.

To find this window...

Click Bill Payments in the Purchases Command Centre.


Bank accounts list

Select the bank account you want to use to make a payment.

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


Balance

This field displays the current balance of the bank 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 bank account, click the zoom arrow.


Supplier

Enter the name of the supplier whose transactions you wish to apply your payment to. If you wish to view detailed information about the supplier, click the zoom arrow to display the Card File Entry window.

After you enter a supplier name, all purchases youve conducted with that supplier 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 dont plan to print this cheque using M.Y.O.B.

When you mark this selection, M.Y.O.B. will record the cheque as printed; when you select Unprinted Cheques Only in the Print Cheques window, this cheque wont be printed.

If youre viewing a cheque thats been printed, this selection will be already marked.


Check No.
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 you wrote from this bank account.

If you enter a different cheque number in this field, the next cheque number from this bank 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 previous financial year cant be used.


Amount

Enter the total amount of the cheque.

When you save this cheque, the balance of the bank 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 M.Y.O.B. reports, as well as the Cash Disbursements Journal. If you dont enter anything in this field, the first line of the box below the Supplier 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 No. column

This column displays the numbers assigned to the purchasing transactions entered in the Purchases window.


Status column

This column displays the status of each of the purchasing transactions in the list.

OPEN: Purchasing transactions with a positive balance.

CLOSED: Purchasing transactions 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 purchasing transaction, click the zoom arrow next to the purchasing transactions status.


Date column

This column displays the date each of the purchasing transactions in the list was recorded.


Amount column

This column displays the current amount due for each of the purchasing transactions in the list.


Discount column

Enter early-payment discounts for each of the purchasing transactions in this list, or accept the default amounts, which were entered for this supplier in the Credit Terms window.

Enter a discount amount only when youre settling the entire remaining balance of a purchasing transaction. If you enter a discount on a partial payment of a purchases remaining balance, that discount wont 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 wont be calculated; £25 will be the remaining balance of the purchase.


Total Owed column

This column displays the total amount owed for each purchasing transaction in the list.


Amount Applied column

Enter the amount of the payment you want to apply to each purchasing transaction 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 purchases remaining balance or the remainder of the payment amount.

You can distribute the payment amount to more than one purchasing transaction.


Finance Charge

Enter the amount you wish to apply to your finance charges with this supplier.

When you click Record, the balance of the account you entered in the Expense Account for Late Charges field of the Purchase Ledger 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 bank account for paying bills and decrease your outstanding balance with the supplier. If the payment was applied to a pending purchase order, your linked supplier deposits account is increased.


Pay All button

Click this button to apply the total amount owed to each purchasing transaction 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 supplier manually in the Finance Charge field.


Forms Selection window (Print Purchase Orders)

The Print Purchase Orders window allows you to print the purchase orders youve 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

Form Currently Used for...

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 havent printed yet.

If you marked the Handwritten selection in the Purchases window for any purchase orders when you created them, those purchase orders wont 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.


Form Currently Used for...

Select the type of form you use to print purchase orders. The selections that appear with this field depend upon your selection in the Order Type list.

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.

M.Y.O.B.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.

USER-CUSTOMISED P.O.: If your purchase orders are positioned on paper differently than the first two selections, or if you want to design your own document, mark the selection that most closely resembles your purchase orders and click Customise. A window will appear, where you can modify M.Y.O.B.s purchase orders so they match your purchase orders. The next time you enter this window, you can choose this selection to print your customised purchase orders.


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 youve 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 youve entered in the Item Information window.

To find this window...

Click Purchases in the Purchases Command Centre.

Depending upon the type of transaction youre entering in this window (item purchase order, service purchase order, professional purchase order or other 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 windows views.

Purchases window (Service Purchase Order View)

Purchases window (Item Purchase Order View)

Purchases window (Professional Purchase Order View)

Purchases window (Other 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 Stock This Item selections in the Item Information window.


Supplier

Enter the name of the supplier for whom this purchase order is intended, or click the search icon to display a search list of suppliers to choose from. You can also use the Easy-Add function in the search list to create a new supplier record to assign this purchase order to.

If pending purchase orders exist for the supplier, a window will appear, listing your pending purchase orders with the supplier. 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 supplier. This information will be printed on the purchase order.

If you wish to change these terms, click the zoom arrow next to the Supplier field to display the Card File Entry window, then click the Terms button at the bottom of the window.


Handwritten

Mark this selection if you dont plan to print this purchase order using M.Y.O.B.

When you mark this selection, M.Y.O.B. 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 wont be printed.

If youre viewing a purchase order thats been printed, this selection is already marked.


Deliver 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 No.

Using up to eight characters, enter the number you want to assign to this purchase order, or accept the default purchase order number. This number will be recorded in the Purchases Journal.

We recommend that you use the default purchase order number, because it ensures that you dont use duplicate journal numbers, which may cause confusion in your recordkeeping. (Another way to ensure you dont 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 orders number will be incremented by one from the last numbers-only purchase order number you used.


Supplier Invoice No.

If you wish, enter the number assigned to the invoice the supplier 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 carriage; 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# column
Item No. 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 youre 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 youre offered by this supplier when you make large volume purchases from this supplier, or accept the default percentage, which was assigned to the supplier in the Credit Terms window.

This is a discount for large-volume purchases. It isnt a discount for early payments you make.


Total column

Enter the total 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 widgets on a purchase order, but you want to assign 30 widgets to job 12 and 70 widgets to job 43. To do this, enter the Widgets item number in the Item No. column, then enter 30 in the Received column or Backorder column and 12 in the Job column. Move to the next line, enter the Widgets item number again, enter 70 in the Received column or Backorder column and 43 in the Job column.


VAT column

This column is used to designate which VAT code should be assigned to each item. The default code prompted is the first one in the VAT Codes Window.You can enter any valid VAT code or select search from the Edit menu to and choose the code from the list.


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.


Deliver Via

Enter the method by which you want to the supplier to Deliver the items on the purchase order, or click the search icon to display a search list of delivery methods to choose from. You can also use the Easy-Add function in the search list to create a new delivery 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 isnt 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 M.Y.O.B. 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.


Carriage

Enter the amount youll pay to ship the items on this purchase order.

This field is available only if you assigned an account number for carriage charges in the Expense or Cost of Sales Account for Carriage field in the Purchase Ledger Linked Accounts window.


VAT

The total VAT amount based upon the codes youve entered appears in this field. If you want to change the VAT amounts, click the zoom arrow next to this field to open the VAT Information window, where you can change the amounts if you havent recorded the transaction yet.


Total Amount

This field displays the total amount of the purchase order, including all items and services in the list, VAT and carriage 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 bank account for paying bills 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 creditors account.

* If the amount is a negative number, a debit purchase will be created.


Type button

Click this button to choose the type of purchasing transaction you want to enter in this window. The PO Type window appears, allowing you to select a type of purchasing transaction. These types are summarised below.

ITEM: Choose this selection if you want to create a purchase order thats used to record the purchase of items and services for which you selected I Buy This Item in the Item Information window. When you save an item purchase order, your in-house quantities of the items for which you also selected I Stock 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 didnt enter information about in the Item Information window. This type of purchase order allows you to track purchasing transactions that dont affect your stock quantities.

PROFESSIONAL: Choose this selection if you want to record the purchase of items and services that you didnt enter information about in the Item Information window, and include the specific date each item was purchased.

OTHER PURCHASE: Choose this selection if you want to record the purchase of items and services that you didnt enter information about in the Item Information window, and that dont require a printed purchase order.


Record button

Click this button to record the transaction youve made in this window.

If youve 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.


Description column

Enter a description of the item or service youre buying, using up to 255 characters.


Acct# column
Acct No. column

Enter the number of the account you want to assign the items or services in this transaction to.

Purchasing transactions 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 creditors account will be increased.

If you enter a negative number in this column (for example, if youre entering a purchasing adjustment or a return), your linked creditors 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, wont 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 Widget Purchases account, but you want to assign £30 to job 12 and £70 to job 43. To do this, enter the Widget Purchases account number in the Acct. No. column, then enter £30 in the Amount column and 12 in the Job column. Move to the next line, enter the Widget Purchases account number again, enter £70 in the Amount column and 43 in the Job column.


VAT column

This column is used to designate which VAT code should be assigned to each services. The default code prompted is the first one in the VAT Codes Window.You can enter any valid VAT code or select search from the Edit menu to and choose the code from the list.


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.


Date column

Enter the date of each transaction on the purchase order.


Description column

Enter a description of the item or service youre buying, using up to 255 characters.


Acct# column
Acct No. column

Enter the number of the account you want to assign the items or services in this transaction to.

Purchasing transactions 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 creditors account will be increased.

If you enter a negative number in this column (for example, if youre entering a purchasing adjustment or a return), your linked creditors 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, wont 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 Widget Purchases account, but you want to assign £30 to job 12 and £70 to job 43. To do this, enter the Widget Purchases account number in the Acct. No. column, then enter £30 in the Amount column and 12 in the Job column. Move to the next line, enter the Widget Purchases account number again, enter £70 in the Amount column and 43 in the Job column.


VAT column

This column is used to designate which VAT code should be assigned to each services or item. The default code prompted is the first one in the VAT Codes Window.You can enter any valid VAT code or select search from the Edit menu to and choose the code from the list.


Purchases window (Other Purchase View)

The Other Purchase View of the Purchases window is displayed when you click the Type button in the Purchases window and choose the Other Purchase selection. In this view, you can record the purchase of items and services for which you dont need a printed purchase order.


Supplier

Enter the name of the supplier for whom this other purchase is intended, or click the search icon to display a search list of suppliers to choose from. You can also use the Easy-Add function in the search list to create a new supplier record to assign this other purchase to.

If pending purchase orders exist for the supplier, a window will appear, listing your pending purchase orders with the supplier. 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 other purchase.

You dont have to assign purchasing transactions to individual suppliers if you dont want to. However, youll need to set up at least one supplier card to track your purchases. You may want to name this card Cash Supplier or something similar to distinguish it as a card used to track purchasing transactions. If the supplier is providing credit to you for your purchases, however, we suggest you create a real supplier record for this supplier.


Terms

This field displays the credit terms assigned to your business by the supplier.

If you wish to change these terms, click the zoom arrow next to the Supplier field to display the Card File Entry window, then click the Terms button at the bottom of the window.


Purchase No.

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

We recommend that you use the default number, because it ensures that you dont use duplicate numbers, which may cause confusion in your recordkeeping. (Another way to ensure you dont 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 its easy for you to distinguish the transaction as a Purchases Journal transaction.


Journal Memo

Enter a description of the other purchase, or accept the default memo. This description will appear on various M.Y.O.B. 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 youre 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 accounts name will appear in the second column.

Purchasing transactions are typically assigned to expense accounts.


Amount column

Enter the amount that youre charged for each line of this transaction.

If you enter a positive number, the account you entered in the Acct. No. column will be increased.

If you enter a negative number, the amount will decrease the account you entered in the Acct. No. 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, wont 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 Widget Purchases account, but you want to assign £30 to job 12 and £70 to job 43. To do this, enter the Widget Purchases account number in the Acct. No. column, then enter £30 in the Amount column and 12 in the Job column. Move to the next line, enter the Widget Purchases account number again, enter £70 in the Amount column and 43 in the Job column.


VAT column

This column is used to designate which VAT code should be assigned to each service or item. The default code prompted is the first one in the VAT Codes Window.You can enter any valid VAT code or select search from the Edit menu to and choose the code from the list.


Total Amount

This field displays the total amount of the other purchase, including all items and services in the list, as well as VAT charges.


Balance Due

This field displays the total amount of the other 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, an other purchase with no balance (sometimes known as a closed purchase) will be created.

* If the amount is a positive number, an other purchase with an outstanding balance (sometimes known as an open purchase) will be created. This amount will be recorded in your linked creditors 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.


Comments & Delivery Methods button

The Comments & Delivery Methods button opens the Comments & Delivery 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 youve 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 supplier or deposit a refund cheque from the supplier.


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 youve 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 youve entered in the M.Y.O.B. system, for all journals. From the Transaction Journal window, you can also zoom to the original window in which transactions (except stock transactions) were entered.


Bill Payments button

The Bill Payments button opens the Bill Payments window, where you can assign payments to your outstanding purchasing balances and record deposits on pending purchase orders.


To Do List button

The To Do List button allows you 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 achieve, such as creating purchase orders for items whose quantities are low.


Creditors button

The Creditors button in the M.Y.O.B. Analyst opens the Analyse Creditors window, where you can view detailed information about the suppliers you owe money to and how long youve owed it to them.


Inquiry button

The Inquiry button opens the Inquiry Register window, where you can view summary information about each of your companys accounts, sales transactions, purchasing transactions, cards and jobs. This window also allows you to zoom to the windows in which the individual items were entered.


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 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 dont 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 doesnt 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, supplier 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 orders 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 youre satisfied with the purchase orders youve 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.

M.Y.O.B.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 M.Y.O.B. 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 M.Y.O.B. system, including the supplier 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 supplier.


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 an other 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.

M.Y.O.B.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 other purchases entered in M.Y.O.B.

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.


Supplier

This field displays the name of the supplier whose debit purchase you selected in the Select from List window. This name cant be changed using this window; however, if you wish to view detailed information about the supplier, click the zoom arrow to display the Card File Entry window.


ID No.

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 Purchases Journal.

We recommend that you use the default journal number, because it ensures that you dont 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 its 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 M.Y.O.B. reports, as well as the Purchases Journal.


Purchase No. column

This column displays the numbers assigned to the purchasing transactions entered in the Purchases window.


Status column

This column displays the status of each of the purchasing transactions in the list.

OPEN: Purchasing transactions with a positive balance.

CLOSED: Purchasing transactions 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 purchasing transaction, click the zoom arrow next to the purchasing transactions status.


Date column

This column displays the date each of the purchasing transactions in the list was recorded.


Amount column

This column displays the current amount due for each of the purchasing transactions in the list.


Discount column

Enter early-payment discounts for each of the purchasing transactions in this list, or accept the default amounts, which were entered for this supplier in the Credit Terms window.

Enter a discount amount only when youre settling the entire remaining balance of a purchasing transaction. If you enter a discount on a partial payment of a purchases remaining balance, that discount wont 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 wont be calculated; £25 will be the remaining balance of the purchase.


Total Owed column

This column displays the total amount you owe for each purchasing transaction 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 purchasing transaction 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 purchases remaining balance or the remainder of the debit purchase amount.

You can distribute the debit purchase amount to more than one purchasing transaction.


Finance Charge

Enter the amount you wish to apply to your finance charges with this supplier.

When you click Record, the balance of the account you entered in the Expense Account for Late Charges field of the Creditors 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 Check View)
Settle Returns & Debits window (Refund Cheque View)

The Refund Cheque View of the Settle Returns & Debits window allows you to deposit a suppliers 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 bank 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.


Bank account

Select the bank account you want to deposit the refund cheque into.

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


Balance

This field displays the balance of the account you selected in the Bank account field.


Supplier

This field displays the name of the supplier whose debit purchase you selected in the Select from List window. This name cant be changed using this window; however, if you wish to view detailed information about the supplier, click the zoom arrow to display the Card File Entry window.


ID No.

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 Cash Receipts Journal.

We recommend that you use the default journal number, because it ensures that you dont 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 its 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 previous financial year cant 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 save this refund cheque, the balance of the bank 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 M.Y.O.B. 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 save the refund cheque. The balance of the bank account you selected will be increased by the amount you enter here.


Type window

The Type window for purchasing transactions allows you to select a type of purchasing transaction to enter in the Purchases window. You have four choices: Item, Service, Professional and Other 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

Other 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.


Other Purchase

Mark this selection if you want to create an other purchase in the Purchases window.


OK button

Click this button to begin creating the purchasing transaction whose type you selected in this window.


Aging Date window (Analyse Debtors)
Ageing Date window (Analyse Debtors)

The Ageing Date window allows you to set the criteria for how information about the customers who owe you money will appear in the Analyse Debtors window.

To find this window...

Click Debtors in the Sales M.Y.O.B. Analyst. The Analyse Debtors window appears. Click the Filters button.

Fields in this window:

Calculate Number of Days Since Invoice Date

Calculate Days Overdue Using Customer Terms

Ageing Date

Include £0.00 Balance Invoices

Cancel button

OK button


Calculate Number of Days 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 Days Overdue Using Customer 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.


Ageing Date

Enter a date from which M.Y.O.B. can base the number of days since the invoice date.


Include £0.00 Balance Invoices

Mark this selection if you wish to include sales transactions with zero balances (sometimes known as closed sales) in the Analyse Debtors window.

This function can be handy if youre searching for a particular sales transaction and youre not sure whether its entire balance is paid.


Cancel button

Click this window to close this window without saving any changes you made.


OK button

Click this button to accept the entries youve made in this window. The information in the Analyse Debtors window will reflect the entries youve 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...

Click Sales in the Sales M.Y.O.B. Analyst. The Analyse Sales window appears. Click the Filters button.

Fields in this window:

This Years Actuals Only

Last Years Actuals Only

This Year vs. Last Year

All Items

All Customers

All Salespeople

Selected Period

Cancel button

OK button


This Years 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 Years 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 years sales activity with the previous financial years 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 Years 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 saving any changes you made.


OK button

Click this button to accept the entries youve made in this window. The information in the Analyse Sales window will reflect the entries youve accepted.


Analyse Debtors window

The Analyse Debtors window allows you to view detailed information about the customers who owe you money and how long theyve owed it to you. The information in this window is based upon the entries you make in the Ageing Date window.

To find this window...

Click Debtors in the Sales M.Y.O.B. Analyst.

Each view of the Analyse Debtors 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.


Summary View (Analyse Debtors window)

Summary View displays all the money thats owed to you, totalled by customer.

Fields in this window:

Summary

Customer Detail

Invoice Detail

Analysis column

Total column

Ageing columns

Filters button

Print button

Close button


Summary

This selection is marked when youre viewing Summary View. If you wish to change to a different view, mark either the Customer Detail selection or Invoice Detail selection.


Customer Detail

Choose this selection and enter or select a customers name to switch to Customer Detail View.


Invoice Detail

Choose this selection and enter or select a specific invoice number to switch to Invoice Detail View.


Analysis column

This column displays the customers in your Card File with an outstanding sales balance. To list the sales transactions for a particular customer, click the zoom arrow next to the customers name.


Total column

This column displays the total outstanding balance for each customer that has an outstanding balance.


Ageing 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 Ageing Date window, where you can change the type of information thats displayed in this window.


Print button

Click this button to print the contents of this window.


Close button

Click this button to close this window.


Customer Detail View (Analyse Debtors window)

Customer Detail View displays all the money thats owed to you by the customer whose name appears in the Customer Detail field at the top of the window.

Fields in this window:

Summary

Customer Detail

Invoice Detail

Analysis column

Invoice Date

Total column

Ageing columns

Filters button

Print button

Close button


Summary

Choose this selection to switch to Summary View, where you can view information about all customers who owe you money.


Customer Detail

This selection is marked when youre viewing Customer Detail View. If you wish to change to a different view, mark either the Summary selection or the Invoice Detail selection.


Invoice Detail

Choose this selection and enter or select a specific invoice number to switch to Invoice Detail View.


Analysis column

This column displays all sales transactions assigned to the customer displayed at the top of the window. If you wish to view more information about a particular sales transaction, click the zoom arrow next to its number.


Invoice Date

This column displays the date of each sales transaction in the list.


Total column

This column displays the balance of each of the customers sales transactions that has an outstanding balance.


Ageing columns

These columns display the number of days the amounts in the Total column have been due.


Filters button

Click this button to open the Ageing Date window, where you can change the type of information thats displayed in this window.


Print button

Click this button to print the contents of this window.


Close button

Click this button to close this window.


Invoice Detail View (Analyse Debtors window)

Invoice Detail View displays all the transactions assigned to the sales transaction that appears in the Invoice Detail field for the customer whose name appears in the Customer Detail field at the top of the window.

Fields in this window:

Summary

Customer Detail

Invoice Detail

Analysis column

Invoice Date

Total column

Ageing columns

Filters button

Print button

Close button


Summary

Choose this selection to switch to Summary View, where you can view information about all customers who owe you money.


Customer Detail

Choose this selection and enter or select a customers name to switch to Customer Detail View.


Invoice Detail

This selection is marked when youre viewing Invoice Detail View. If you wish to change to a different view, mark either the Summary selection or the Customer Detail selection.


Analysis column

This column displays all transactions assigned to the sales transaction displayed at the top of the window. If you wish to view the original window in which a transaction was entered, click the zoom arrow next to its number.


Invoice Date

This column displays the date of each transaction in the list.


Total column

This column displays the amount assigned to each transaction in the list.


Ageing columns

These columns display the number of days the amounts in the Total column have been due.


Filters button

Click this button to open the Ageing Date window, where you can change the type of information thats displayed in this window.


Print button

Click this button to print the contents of this window.


Close button

Click this button to close this window.


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...

Click Sales in the Sales M.Y.O.B. Analyst.

The information thats displayed in this window depends upon the selections you made in the Analysis Selection window, which can be reached by pressing the Filters button.

A number of combinations of criteria from the Analysis Selection window appears below. Click the selection combinations for information about the Analyse Sales window.

This Years Actuals Only or Last Years Actuals Only/All Items

This Year vs. Last Year/All Items

This Years Actuals Only or Last Years Actuals Only/All Customers

This Year vs. Last Year/All Customers

This Years Actuals Only or Last Years Actuals Only/All Salespeople

This Year vs. Last Year/All Salespeople


This Years Actuals Only or Last Years Actuals Only/All Items

Fields in the Analyse Sales window based on the above selections:

Profit (report) button

Percent button

Avg. Cost button

Sales (pie chart ) button

Profit (graph) button

Sales (bar graph) button

Filters button

Print button

Close button


Profit button

Click this button to display item gross profit (sales minus cost of sales) in amounts.


Percent 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 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 months total sales amount.


This Year vs. Last Year/All Items

Fields in the Analyse Sales window based on the above selections:

Sales button

Units button

Profit button

Sales (Bar Graph) button

Profit (Bar Graph) button

Filters button

Print button

Close button


Sales button

Click this icon to display the difference in item sales between last year and this year.


Units button

Click this button to display the number of units difference in item sales between last year and this year.


Dollar Profit button
Profit button

Click this button to display the 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 months 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.


This Year vs. Last Year/All Items

Fields in the Analyse Sales window based on the above selections:

Percent Sales button

Percent Units button

Percent Profit button

Percent Margin button

Filters button

Print button

Close button


Percent Sales button

Click this button to display the percentage difference in item sales between last year and this year.


Percent Units button

Click this button to display the percentage of units difference in item sales between last year and this year.


Percent Profit button

Click this button to display the percentage of profit difference in item sales between last year and this year.


Percent Margin button

Click this button to display the profit margin difference in item sales between last year and this year.


This Years Actuals Only or Last Years Actuals Only/All Customers

Fields in the Analyse Sales window based on the above selections:

Ledger button

Sales (Bar Graph) button

Filters button

Print button

Close button


Ledger button

Click this button to display the 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 months total sales amount vertically.


This Year vs. Last Year/All Customers

Fields in the Analyse Sales window based on the above selections:

Sales button

Percent sales button

Sales (Bar Graph) button

Filters button

Print button

Close button


Dollar Sales button
Sales button

Click this button to display the difference in customer sales between this year and last year.


Percent sales button

Click this button to display the percent 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 months 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.


This Years Actuals Only or Last Years Actuals Only/All Salespeople

Fields in the Analyse Sales window based on the above selections:

Ledger button

Sales (Bar Graph) button

Filters button

Print button

Close button


Ledger button

Click this button to display the sales for each salesperson, 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 months total sales amount vertically.


This Year vs. Last Year/All Salespeople

Fields in the Analyse Sales window based on the above selections:

Sales button

Percent Sales button

Sales (Bar Graph)

Filters button

Print button

Close button


Dollar Sales button
Sales button

Click this button to display the difference in salesperson sales between this year and last year.


Percent Sales button

Click this button to display the percent difference in salesperson sales between this year and last year.


Sales (Bar Graph)

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 months 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 thats displayed in this window.


Backorder List window

The Backorder List window allows you to automatically build, buy or backorder more of an item youre including on an item invoice in the Sales window.

This window appears only if youve indicated you want to sell more of an item than you currently have in stock, using the Deliver column of the Sales window. For example, if you enter 1,000 in the Deliver 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 Deliver column thats larger than your on-hand quantity. Click Record.

The list in this window contains only the items for which youve entered a quantity in the Deliver column of the Sales window thats greater than your on-hand quantities.

Fields in this window:

Item No.

Name

No. Needed

Build

Buy

Backorder

Build button

Buy button

Backorder button

Cancel button


Item#
Item No.

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 cant 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 cant be changed using this window.


No. 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 doesnt appear in the Build column, click the column to add it. If you dont 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 doesnt appear in the Buy column, click the column to add it. If you dont 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 main supplier in the Restocking 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 doesnt appear in the Backorder column, click the column to add it. If you dont 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 Stock 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 customers 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 & Delivery Methods window

The Comments & Delivery 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 & Delivery Methods in the Sales Command Centre.

Fields in this window:

Comments tab

Delivery Methods tab

List of comments or delivery methods

New button

Edit button


Comments tab

Click this tab to display all comments currently in the M.Y.O.B. system.


Delivery Methods tab

Click this tab to display all delivery methods currently in the M.Y.O.B. system.


List of comments or delivery methods

The list displays all the comments or delivery methods in the M.Y.O.B. system, depending upon which tab you selected at the top of the list.

If you want to change a comment or delivery method, highlight it and click Edit.

If you want to delete a comment or delivery method, highlight it and select Delete Comment or Delete Delivery Method from the Edit menu.

If you want to create a new comment or delivery method, click New.


New button

Click this button to open either the New Comment window or New Delivery Method window, depending upon whether youre viewing comments or delivery methods in this window.


Edit button

Click this button after highlighting a comment or delivery method in the list to display either the Edit Comment window or Edit Delivery Method window, where you can change the name of the comment or delivery method.

If you want to delete a comment or delivery method, highlight it and select Delete Comment or Delete Delivery 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.


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 transactions 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 No.

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 Sales Journal.

We recommend that you use the default journal number, because it ensures that you dont 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 its 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 M.Y.O.B. reports, as well as the Sales Journal.


Invoice No. column

This column displays the numbers assigned to the customers sales transactions, entered in the Sales window.


Status column

This column displays the status of each of the sales transactions in the list.

OPEN: Sales transactions with a positive balance.

CLOSED: Sales transactions 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 sales transaction, click the zoom arrow next to the sales transactions status.


Date column

This column displays the date each of the sales transactions in the list was recorded.


Amount column

This column displays the current amount due for each of the sales transactions in the list.


Discount column

Enter early-payment discounts for each of the sales transactions 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 youre settling the entire remaining balance of a sales transaction. If you enter a discount on a partial payment of a sales remaining balance, that discount wont 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 wont be calculated; £25 will be the remaining balance of the sale.


Total Due column

This column displays the total amount due for each sales transaction 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 sales transaction 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 sales remaining balance or the remainder of the payment amount.

You can distribute the payment amount to more than one sales transaction.

If you apply more payment to a sales transaction than is due, a credit invoice will be created when you click Record.


Finance Charge

Enter the amount you wish to apply to the customers finance charges.

When you click Record, the balance of the account you entered in the Income Account for Late Charges field of the Sales Ledger 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 bank account for customer receipts and decrease the customers outstanding balance. If the payment was applied to a pending invoice, your linked customer deposits account is increased.


Edit Comments window

The Edit Comments window allows you to add, change or remove comments from the M.Y.O.B. system.

To find this window...

Click Comments & Delivery 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 Delivery Methods window

The Edit Delivery Methods window allows you to add, change or remove delivery methods from the M.Y.O.B. system.

To find this window...

Click Comments & Delivery Methods in the Sales Command Centre. Click the Delivery Methods tab. Click New or select a delivery method and click edit.

Fields in this window:

Delivery Method

New button

OK button


Delivery Method

Use this field to enter the name of a new delivery method or to change the name of an existing delivery method.


Forms Selection window (Print Invoices)

The Print Invoices window allows you to print the invoices youve created in the Sales window, as well as packing slips and delivery 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

Form Currently Used for...

Cancel button

Print Alignment...

Customise button

OK button


Invoice Type

Select a type of invoice  Service, Item, Professional, Packing Slip (Service), Packing Slip (Item), Packing Slip (Professional), Delivery Labels (Service), Delivery Labels (Item) or Delivery Labels (Professional)  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 havent printed yet.

If you marked the Handwritten selection in the Sales window for any invoices when you created them, those invoices wont 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.


Form Currently Used for...

Select the type of form you use to print invoices, packing slips or delivery labels. The selections that appear with this field depend upon your selection in the Invoice Type list.

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.

M.Y.O.B.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.

USER-CUSTOMISED INVOICE: If your invoices are positioned on paper differently than the first two selections, or if you want to design your own document, mark the selection that most closely resembles your invoices and click Customise. A window will appear, where you can modify M.Y.O.B.s invoices so they match your invoices. The next time you enter this window, you can choose this selection to print your customised invoices.

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.

M.Y.O.B.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.

USER-CUSTOMISED PACKING SLIP: If your packing slips are positioned on paper differently than the first two selections, or if you want to design your own document, mark the selection that most closely resembles your packing slips and click Customise. A window will appear, where you can modify M.Y.O.B.s packing slips so they match your packing slips. The next time you enter this window, you can choose this selection to print your customised packing slips.

2.875 by 1 LABELS: Choose this selection if you wish to print delivery labels of this size.

2.75 by 4.25 LABELS: Choose this selection if you wish to print delivery labels of this size.

USER-CUSTOMISED LABELS: If your delivery labels are positioned on paper differently than the first two selections, or if you want to design your own document, mark the selection that most closely resembles your delivery labels and click Customise. A window will appear, where you can modify M.Y.O.B.s delivery labels so they match your delivery labels. The next time you enter this window, you can choose this selection to print your customised delivery labels.


Cancel button

Click this button to close this window without saving any changes you made.


Print Alignment...

Click this button to print a sample invoice, packing slip or page of delivery 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 dialogueue 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 youve made in this window. The Review Invoices Before Printing, Review Packing Slips Before Printing or Review Delivery 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

Activity Since

All Customers

Selected

Identifiers

Include Customers With Zero Balances

Add Finance Charges to Amount Due

Form Currently Used for...

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.


Activity Since

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 youve 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 dont 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 wont be included in the total amount due.


Form Currently Used for...

Select the type of form you use to print invoice or activity statements.

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.

M.Y.O.B.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.

USER-CUSTOMISED STATEMENT: If your statements are positioned on paper differently than the first two selections, or if you want to design your own document, mark the selection that most closely resembles your statements and click Customise. A window will appear, where you can modify M.Y.O.B.s statements so they match your statements. The next time you enter this window, you can choose this selection to print your customised statements.


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 dialogue 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 youve 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 Packing Slips Immediately After Invoices

Print Delivery Labels Immediately After Invoices

Print column

List of invoices

None button

All button

Print button

Cancel button


Print Packing Slips Immediately After Invoices

Mark this selection if you wish to print the packing slips 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 packing slip forms into your printer.


Print Shipping Labels Immediately After Invoices
Print Delivery Labels Immediately After Invoices

Mark this selection if you wish to print the delivery 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 delivery 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 dont want to print a specific invoice, click the mark to remove it. If you wish to print a specific invoice and a mark doesnt 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 invoices 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 youre satisfied with the invoices youve selected to print. When you click this button, the Print dialogue 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 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 dont 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 doesnt 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 invoices 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 youre satisfied with the packing slips youve selected to print. When you click this button, the Print dialogue box for your computer will appear; click OK to print the packing slips.


Review Shipping Labels Before Printing window
Review Delivery Labels Before Printing window

The Review Delivery Labels Before Printing window allows you to review information about each of the delivery labels you selected in the Print Invoices window, as well as choose specific delivery labels to print.

To find this window...

Click Print Invoices in the Sales Command Centre. Make entries for delivery labels in the Forms Selection window, then click OK.

Fields in this window:

Print column

List of invoices

None button

All button

Print button

Cancel button


Print column

This column is used to designate which delivery labels you wish to print. All delivery labels with a mark displayed in the Print column are marked to be printed; if you dont want to print a specific delivery label, click the mark to remove it. If you wish to print a specific delivery label and a mark doesnt 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 invoices number.


None button

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


All button

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


Print button

Click this button when youre satisfied with the delivery labels youve selected to print. When you click this button, the Print dialogue box for your computer will appear; click OK to print the delivery 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 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 dont want to print a specific statement, click the mark to remove it. If you wish to print a specific statement and a mark doesnt 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 customers 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 youre satisfied with the statements youve selected to print. When you click this button, the Print dialogue 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 youve entered in the Item Information window.

Depending upon the type of transaction youre entering in this window (item invoice, service invoice, professional invoice or other 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 windows views.

To find this window...

Click Sales in the Sales Command Centre.

Views in this window:

Item Invoice

Service Invoice

Professional Invoice

Other 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 Stock This Item selections in the Item Information 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 customers 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 dont have to assign sales transactions to individual customers if you dont want to. However, youll 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 transactions. If youre 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 Customer field to display the Card File Entry window, then click the Terms button at the bottom of the window.


Handwritten

Mark this selection if you dont plan to print this invoice using M.Y.O.B.

When you mark this selection and click Record, M.Y.O.B. will record the invoice as printed; then, when you choose to print unprinted invoices only in the Print Invoices window, this invoice wont be printed.

If youre viewing an invoice thats been printed, this selection is already marked.


Ship To
Deliver 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 didnt enter an address for the customer in the Deliver To field of the Card File Entry window, the mailing address you entered will be displayed here instead.


Invoice #
Invoice No.

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

We recommend that you use the default invoice number, because it ensures that you dont use duplicate journal numbers, which may cause confusion in your recordkeeping. (Another way to ensure you dont 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 invoices number will be incremented by one from the last numbers-only invoice number you used.


Customer PO #
Customer PO No.

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
Deliver column

Enter the quantity of items you plan to deliver 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 carriage; 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
Item No. 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 youre 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 isnt a discount for customers who make early payments.


Total column

Enter the total 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 Deliver 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 widgets on an invoice, but you want to assign 30 widgets to job 12 and 70 widgets to job 43. To do this, enter the Widgets item number in the Item No. column, then enter 30 in the Deliver column or Backorder column and 12 in the Job column. Move to the next line, enter the Widgets item number again, enter 70 in the Deliver column or Backorder column and 43 in the Job column.


Tax column
VAT column

This column is used to designate which VAT Code should assigned to each item.

All items display the VAT Code entered in the VAT Code When Sold field in the item information window. You can change the prompted VAT Code or select search from the Edit menu to display  the VAT Codes List.


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 employees sales history (if youve 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
Deliver Via

Enter the method by which you want to deliver the items on the invoice, or click the search icon to display a search list of delivery methods. You can also use the Easy-Add function in the search list to create a new delivery 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 deliver the items on the invoice. This date will be placed as a reminder in your To Do List.

If this isnt 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 M.Y.O.B. 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
Carriage

Enter the amount youre charging to deliver the items on this invoice.

This field is available only if you assigned an account number for carriage charges in the Income Account for Carriage field in the Sales Ledger Linked Accounts window.


Sales Tax
VAT

A VAT amount based upon the code you entered will appear in this field.


Total Amount

This field displays the total amount of the invoice, including all items and services in the list, VAT and carriage 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 bank account for customer receipts, 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 debtors account.

* If the amount is a negative number, a credit invoice will be created.


Type button

Click this button to choose the type of sales transaction you want to enter in this window. The Invoice Type window appears, allowing you to select a type of sales transaction. These types are summarized below.

ITEM: Choose this selection if you want to create an invoice thats used to record the sale of items and services for which you selected I Sell This Item in the Item Information window. When you save an item invoice, your in-house quantities of the items for which you also selected I Stock 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 didnt enter information about in the Item Information window. This type of invoice allows you to track sales transactions that dont affect your stock quantities.

PROFESSIONAL: Choose this selection if you want to record the sale of items and services that you didnt enter information about in the Item Information window, and include the specific date each item was sold.

OTHER SALE: Choose this selection if you want to record the sale of items and services that you didnt enter information about in the Item Information window, and that dont require a printed invoice.


Reimburse button

Click this button to open the Customer Reimbursable Expenses window for the customer youve 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 youve made in this window.

The quantities you listed in the Deliver column will be used to decrease your on-hand quantity of each item thats listed on the invoice. If the quantity of an item in the Deliver quantity is greater than the items on-hand quantity, the Backorder List window will appear, where you can automatically build, buy or backorder more of the item.

If youve 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.


Description column

Enter a description of the item or service youre selling, using up to 255 characters.


Acct # column
Acct No. column

Enter the number of the account you want to assign the items or services in this transaction to.

Sales transactions 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 debtors account will be increased.

If you enter a negative number in this column (for example, if youre entering a sales adjustment or a return), your linked debtors 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, wont 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 Widget Sales account, but you want to assign £30 to job 12 and £70 to job 43. To do this, enter the Widget Sales account number in the Acct No. column, then enter £30 in the Amount column and 12 in the Job column. Move to the next line, enter the Widget Sales account number again, enter £70 in the Amount column and 43 in the Job column.


Tax column
VAT column

This column is used to designate which VAT Code should assigned to each service.

All items display the VAT Code entered in the VAT Code When Sold field in the item information window. You can change the prompted VAT Code or select search from the Edit menu to display  the VAT Codes List.


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.


Date column

Enter the date of each transaction on the invoice.


Description column

Enter a description of the item or service youre selling, using up to 255 characters.


Acct # column
Acct No. column

Enter the number of the account you want to assign the items or services in this transaction to.

Sales transactions 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 debtors account will be increased.

If you enter a negative number in this column (for example, if youre entering a sales adjustment or a return), your linked debtors 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, wont 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 Widget Sales account, but you want to assign £30 to job 12 and £70 to job 43. To do this, enter the Widget Sales account number in the Acct. No. column, then enter £30 in the Amount column and 12 in the Job column. Move to the next line, enter the Widget Sales account number again, enter £70 in the Amount column and 43 in the Job column.


Tax column
VAT column

This column is used to designate which VAT Code should assigned to each item or service.

All items display the VAT Code entered in the VAT Code When Sold field in the item information window. You can change the prompted VAT Code or select search from the Edit menu to display  the VAT Codes


Sales window (Other Sale View)

The Other Sale View of the Sales window is displayed when you click the Type button in the Sales window and choose the Other Sales selection. In this view, you can record the sale of items and services for which you dont need a printed invoice.


Customer

Enter the name of the customer for whom this other 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 other sale to.

If pending invoices exist for the customer, a window will appear, listing the customers 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 other sale.

You dont have to assign sales transactions to individual customers if you dont want to. However, youll 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 transactions. If youre 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.

If you wish to change these terms, 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.


Invoice #
Invoice No.

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

We recommend that you use the default number, because it ensures that you dont use duplicate numbers, which may cause confusion in your recordkeeping. (Another way to ensure you dont 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 its easy for you to distinguish the transaction as a Sales Journal transaction.


Journal Memo

Enter a description of the other sale, or accept the default memo. This description will appear on various M.Y.O.B. 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 youre 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 accounts name will appear in the second column.

Sales transactions are typically assigned to income accounts; VAT 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. No. column will be increased.

If you enter a negative number in this column (for example, if youre entering a sales adjustment or a return), the account you entered in the Acct. No. column will be decreased. When you click Record, a credit invoice will be created.

You can enter zero, if you wish. The item, however, wont 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 Widget Sales account, but you want to assign £30 to job 12 and £70 to job 43. To do this, enter the Widget Sales account number in the Acct. No. column, then enter £30 in the Amount column and 12 in the Job column. Move to the next line, enter the Widget Sales account number again, enter £70 in the Amount column and 43 in the Job column.


Tax column
VAT column

This column is used to designate which VAT Code should assigned to each item or service.

All items display the VAT Code entered in the VAT Code When Sold field in the item information window. You can change the prompted VAT Code or select search from the Edit menu to display  the VAT Codes List.


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 employees sales history (if youve 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 other sale, including all items and services in the list, VAT and carriage charges.


Balance Due

This field displays the total amount of the other 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, an other sale with no balance (sometimes known as a closed sale) will be created.

* If the amount is a positive number, an other sale with an outstanding balance (sometimes known as an open sale) will be created. This amount will be recorded in your linked debtors 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.


Comments & Ship Methods button
Comments & Delivery Methods button

The Comments & Delivery Methods button opens the Comments & Delivery 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 youve selected a credit invoice, you can use the Settle Returns & Credits window to apply the credit invoice amount to a customers 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 delivery 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 youve entered in the M.Y.O.B. system, for all journals. From the Transaction Journal window, you can also zoom to the original window in which transactions (except stock 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.


To Do List button

The To Do List button allows you 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 achieve, such as creating purchase orders for items whose quantities are low.


Sales (Analyst) button

The Sales button in the M.Y.O.B. Analyst opens the Analyse Sales window, where you can view detailed information about your sales activity. This window also contains a graph feature that allows you to view illustrated reports of your sales activity.


Receivables button
Debtors button

The Debtors button in the M.Y.O.B. Analyst opens the Analyse Debtors window, where you can view detailed information about the customers who owe you money and how long theyve owed it to you.


Inquiry button

The Inquiry button opens the Inquiry Register window, where you can view summary information about each of your companys accounts, sales transactions, purchasing transactions, cards, payroll categories and jobs. This window also allows you to zoom to the windows in which the individual items were entered.


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.

M.Y.O.B.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 M.Y.O.B. 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 M.Y.O.B. 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 an other 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.

M.Y.O.B.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 other sales transactions entered in M.Y.O.B.

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 transactions 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.


Customer

This field displays the name of the customer whose credit invoice you selected in the Select from List window. This name cant 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 #
ID No.

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 Sales Journal.

We recommend that you use the default journal number, because it ensures that you dont 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 its 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 M.Y.O.B. reports, as well as the Sales Journal.


Invoice # column
Invoice No. column

This column displays the numbers assigned to the sales transactions entered in the Sales window in the Sales Command Centre.


Status column

This column displays the status of each of the sales transactions in the list.

OPEN: Sales transactions with a positive balance.

CLOSED: Sales transactions 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 sales transaction, click the zoom arrow next to the sales transactions status.


Date column

This column displays the date each of the sales transactions in the list was recorded.


Amount column

This column displays the current amount due for each of the sales transactions in the list.


Discount column

Enter early-payment discounts for each of the sales transactions 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 youre settling the entire remaining balance of a sales transaction. If you enter a discount on a partial payment of a sales remaining balance, that discount wont 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 wont be calculated; £25 will be the remaining balance of the sale.


Total Due column

This column displays the total amount due for each sales transaction 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 sales transaction 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 sales remaining balance or the remainder of the credit invoice amount.

You can distribute the credit invoice amount to more than one sales transaction.


Finance Charge

Enter the amount you wish to apply to the customers finance charges.

When you click Record, the balance of the account you entered in the Income Account for Late Charges field of the Sales Ledger 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.


Chequing account
Bank account

Select the bank 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 bank 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 bank account, click the zoom arrow.


Handwritten

Mark this selection if you dont plan to print this cheque using M.Y.O.B.

When you mark this selection, M.Y.O.B. will record the cheque as printed; when you select Unprinted Cheques Only in the Print Cheques window, this cheque wont be printed.

If youre viewing a cheque thats been printed, this selection will be already marked.


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 you wrote from this bank account.


Date

Enter the date of the cheque.

Dates that occur before your conversion date or in a previous financial year cant 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 save this cheque, the balance of the bank 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 M.Y.O.B. 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 bank 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 transactions allows you to select a type of sales transaction to enter in the Sales window. You have four choices: Item, Service, Professional and Other sales.

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

Other 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.


Other Sales

Mark this selection if you want to create an other sale in the Sales window.


OK button

Click this button to begin creating the sales transaction whose type you selected in this window.


Working with cheques

Click a topic below to learn how to work with cheques in M.Y.O.B.

Creating cheques

Entering line items in a cheque transaction

Entering transactions in the 13th period

Tracking credit card purchases

Locating cheques

Creating void cheques

Voiding cheque numbers

Removing or changing cheques

Reversing cheques

Creating recurring cheques

Using recurring cheques

Changing recurring cheques

Removing recurring cheques


Creating cheques

The Write Cheques window allows you to create records of your cheques drawn from any of your businesss bank accounts. The top half of the window is designed to look like an actual paper cheque, with data entry 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 the cheque, as well as the amounts that comprise each cheque. See Write Cheques window for a description of the fields in the window.


Entering line items in a cheque transaction

The scrolling list in the middle of the Write Cheques window is the main area where cheques are created. When information is entered in a row in the scrolling list, the row is called a line item on the transaction. You can enter as many line items on a cheque as you want. See Write Cheques window for a description of the scrolling list in this window.


Entering transactions in the 13th period

 Click here to open a cue card for this task

If you chose to use 13 accounting periods in your financial year, M.Y.O.B. still divides your financial year into 12 calendar months. The 13th period doesnt follow the 12 months chronologically; instead, you can use any date you want to enter transactions in the 13th period. To do so, however, you must enter transaction dates a little differently than youre accustomed to.

To enter a transaction for the 13th period, enter an asterisk (*) before you enter the transactions date. For example, if you wanted to place a transaction in the 13th period and wanted to indicate that the transaction was an adjustment for a transaction you originally entered on December 12, 1995, youd enter *12/12/95. (If you simply want to place a transaction in the 13th period and the actual date doesnt matter, you can enter whatever date you want following the asterisk). Regardless of the date you enter after the asterisk, that months accounting records wont be affected by the entry.

Transactions for the 13th period can be entered in the Nominal Journal Entry, Write Cheques and Make a Deposit windows only.


Tracking credit card purchases

 Click here to open a cue card for this task

Use the following procedures to track the balance due and expenses incurred on a company credit card.

1. Create a liability account for the credit card. Refer to Working with accounts for information about this task.

2. Begin the process of recording a credit card purchase by opening the Write Cheques window.

3. Choose the credit card account you created in step 1 from the bank accounts list.

4. Enter the date, amount of the credit card purchase, payee and memo in the Write Cheques window.

5. In the scrolling list, enter the allocation account you want to use. This account is usually an expense account.

6. Click Record. The credit card purchase is recorded.

The next steps describe how to record the payment of your credit card bill.

7. Open the Write Cheques window again, if its not already open.

8. Choose your bank account from the bank accounts list and enter the credit card companys name in the Payee field. Enter the amount you paid.

9. For the principal amount of the bill, create a line item in the scrolling list, using the credit card account in the Allocation Account column. For a finance charge amount, create another line item, using your finance charge expense account in the Allocation Account column.

If you dont have time to record credit card purchases as you make them, record your purchases when the statement arrives and allocate them to the appropriate expense accounts.

Similar to bank accounts, you can reconcile the credit card account in the Reconcile Accounts window.


Creating void cheques

Follow these steps to write a cheque with a zero amount.

1. Use the Write Cheques window to create a cheque as you normally create cheques. However, instead of entering an amount in the Amount field, enter £0.00.

2. When youre finished, click Record.

3. An alert message appears, asking whether you wish to void this cheque. Click OK.


Locating cheques

There are four ways to locate a cheque youve written:

* Click the Transaction Journal button in the Chequebook Command Centre. The Transaction Journal window appears, displaying the Cash Disbursements Journal. This journal contains all cheques youve written during the date range thats displayed at the top of the window.

* In the Write Cheques window, click the Journal button at the bottom of the window to open the Transaction Journal window.

* In the Write Cheques window, choose the bank account from which the cheque was written, then click the zoom arrow next to the Balance field. The Inquiry Register window appears, displaying all transactions that affect the bank account, including the cheque youre looking for.

* Click the Inquiry button in the M.Y.O.B. Analyst, then select the Account tab and enter the bank account from which the cheque was written. All transactions for that bank account, including the cheque youre looking for, will be displayed.


Removing or changing cheques

The steps you follow to remove or change a cheque transaction depends upon whether youve saved the cheque already - in other words, whether you recorded the cheque and chose Save from the File menu. Click the topic that applies to your situation.

If you havent saved the cheque transaction yet

If you saved the cheque transaction already


Removing or changing cheques before theyre saved

If you want to remove or change a cheque youve recorded - but you havent chosen Save from the File menu yet - follow the steps below.

1. Locate the cheque and display it in the Write Cheques window.

2. To change the cheque, change the information in the same way you normally enter information. To remove the transaction, select Delete Cheque Transaction from the Edit menu.


Removing or changing cheques after theyre saved

If your transactions are changeable, follow the steps below to remove or change a cheque after youve recorded it and chosen Save from the File menu.

If your transactions are unchangeable, these instructions dont apply to you; instead, you must reverse incorrect cheques and create new cheques with correct information. For more information about reversing cheques, refer to Reversing cheques. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

1. Display the cheque you wish to remove or change in the Write Cheques window.

2. To change the cheque, change the information in the same way you normally enter information. To remove the cheque, select Delete Cheque Transaction from the Edit menu.


Voiding cheque numbers

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When you void a cheque number, no amounts are assigned to the cheque; instead, VOID appears as the cheques amount in the Cash Disbursements Journal. You may want to void a cheque number if you dont want a cheque number to be used again.

This procedure shouldnt be confused with removing a cheque transaction. When cheques are removed from the M.Y.O.B. system, their cheque numbers still exist, and can be used again. If you wish, you can void a cheque number after its cheque has been removed.

Void a cheque number in the following manner.

1. In the Write Cheques window, change the cheque number to the number you wish to void. Change the date to the date you want to display on the voided cheque. (The date, however, isnt crucial, since no accounting transaction will be recorded.)

2. You can make an entry in the Payee field, but it isnt required.

3. Dont enter an account number or amount on the cheque.

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


Reversing cheques

If your transactions are unchangeable and you need to change a cheque after youve recorded it and chosen Save from the File menu, you must reverse it to remove its effect on your financial records. After you reverse the incorrect transaction, you can then enter a new cheque with the correct information. Reversing a cheque is M.Y.O.B.s equivalent to voiding a cheque.

You need to reverse cheques only if your transactions are unchangeable. If your transactions are changeable, refer to Removing or changing cheques for information about removing or changing cheques. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

Follow the steps below to reverse a cheque.

1. Display the cheque you want to reverse in the Write Cheques window.

2. Choose Reverse Cheque Transaction from the Edit menu. M.Y.O.B. creates a cheque transaction containing an amount exactly opposite of the amount in the original cheque.

You can make a few changes to the transaction (such as the date and the memo), but you cant change the accounts and amounts that are associated with it.

If youre reversing a cheque from a previous accounting period, consider assigning a date from that period to the transaction youve created. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record to save the reversed cheque. The Write Cheques window disappears.


Creating recurring cheques

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

When you create a recurring transaction, you can specify the frequency at which you intend to record the transaction in the future. When you specify a frequency for the recurring transaction, the transaction will appear as an item on your To Do List on the time period determined by the frequency you selected.

Follow these steps to create a recurring cheque.

1. Use the Write Cheques window to enter the transactions information as you normally would.

2. Click the Save Recurring button. The Save Recurring Transaction window appears. Enter the necessary information about the transaction in this window, then click Record. The transaction is saved as a recurring transaction.


Using recurring cheques

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After youve created a recurring cheque (see Creating recurring cheques), you can use the recurring transaction as often as you want. Follow these steps to use a recurring cheque.

1. Whenever you want to use the recurring cheque, open the Write Cheques window and click the Use Recurring button.

2. A window will appear, displaying all recurring transactions youve set up. Double-click the transaction you want, and the transactions information will appear in the Write Cheques window.

3. To record the transaction, click Record. The recurring cheque will be recorded as an actual transaction, and will also remain available for future use.


Changing recurring cheques

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To change a recurring cheques name or frequency, open the Write Cheques window, click Use Recurring, select the recurring transaction and click Edit. The Save Recurring Transaction window will appear, where you can change the name and frequency of the transaction.

To change the transactions detail, wait until the next time you need to record it. When its displayed, change it before you click Record. The next time you use it, the new detail will be displayed.


Removing recurring cheques

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To delete a recurring cheque, open the Write Cheques window, click Use Recurring, select the transaction you want to remove and click Delete.

Deleting a recurring transaction only deletes it from your list of recurring transactions. All actual transactions recorded previously using this recurring transaction are not affected.


Entering withdrawals without writing cheques

There are two ways to record withdrawals from your bank account without writing a cheque. Click the method you want to use to learn more about the method.

By entering a transaction in the Nominal Journal Entry window in the Nominal Ledger Command Centre

By using the Write Cheques window

Whichever method you choose, the transaction appears in the Inquiry Register and Reconcile Accounts windows. The only major differences are that cheque transactions appear in the Cash Disbursements Journal  and can be linked to a card, whereas Nominal Journal transactions appear in the Nominal Journal and are unlinked.


Using the Nominal Journal Entry window

Credit your bank account for the amount of the withdrawal. Debit the destination account (for example, a bank fees expense account or a savings account). The transaction is placed in the Nominal Journal.


Using the Write Cheques window

In the Cheque No. field, enter a non-numeric descriptor for the withdrawal. That way, youll know the transaction isnt an actual cheque when you view it in a inquiry window or on a report. This will also allow you to skip the transaction when you print a range of numbered cheques.


Working with deposits

Click a topic below to learn how to work with deposits in M.Y.O.B.

Creating deposits

Entering line items in a deposit transaction

Entering transactions in the 13th period

Locating deposits

Removing or changing deposits

Reversing deposits

Creating recurring deposits

Using recurring deposits

Changing recurring deposits

Removing recurring deposits


Creating deposits

The Make a Deposit window allows you to create records of your deposits made into any of your businesss bank accounts. See Make a Deposit window for information about the fields in this window.


Entering line items in a deposit transaction

The scrolling list in the middle of the Make a Deposit window is the main area where deposits are created. When information is entered in a row in the scrolling list, the row is called a line item on the transaction. You can enter as many line items on a deposit as you want. See Make a Deposit window for information about the scrolling list in this window.


Locating deposits

There are four ways to locate a deposit youve made:

* Click the Transaction Journal button in the Chequebook Command Centre. The Transaction Journal window appears, displaying the Cash Receipts Journal. This journal contains all deposits youve made during the date range thats displayed at the top of the window.

* In the Make a Deposit window, click the Journal button at the bottom of the window to open the Transaction Journal window.

* In the Make a Deposit window, choose the bank account into which the deposit was made, then click the zoom arrow next to the Balance field. The Inquiry Register window appears, displaying all transactions that affect the bank account, including the deposit youre looking for.

* Click the Inquiry button in the M.Y.O.B. Analyst, then select the Account tab and enter the bank account into which the deposit was made. All transactions for that bank account, including the deposit youre looking for, will be displayed.


Removing or changing deposits

The steps you follow to remove or change a deposit transaction depends upon whether youve saved the deposit already - in other words, whether you recorded the deposit and chose Save from the File menu. Click the topic that applies to your situation.

If you havent saved the deposit transaction yet

If you saved the deposit transaction already


Removing or changing deposits before theyre saved

If you want to remove or change a deposit youve recorded - but you havent chosen Save from the File menu yet - follow the steps below.

1. Locate the deposit  and display it in the Make a Deposit window.

2. To change the deposit, change the information in the same way you normally enter information. To remove the transaction, select Delete Deposit Transaction from the Edit menu.


Removing or changing deposits after theyre saved

If your transactions are changeable, follow the steps below to remove or change a deposit after youve recorded it and chosen Save from the File menu.

If your transactions are unchangeable, these instructions dont apply to you; instead, you must reverse incorrect deposits and create new deposits with correct information. For more information about reversing deposits, refer to Reversing deposits. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

1. Display the deposit  you wish to remove or change in the Make a Deposit window.

2. To change the deposit, change the information in the same way you normally enter information. To remove the deposit, select Delete Deposit Transaction from the Edit menu.


Reversing deposits

If your transactions are unchangeable and you need to change a deposit after youve recorded it and chosen Save from the File menu, you must reverse it to remove its effect on your financial records. After you reverse the incorrect transaction, you can then enter a new deposit with the correct information.

You need to reverse deposits only if your transactions are unchangeable. If your transactions are changeable, refer to Removing or changing deposits for information about removing or changing deposits. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

1. Display the deposit  you want to reverse in the Make a Deposit window.

2. Choose Reverse Deposit Transaction from the Edit menu. M.Y.O.B. creates a deposit transaction containing an amount exactly opposite of the amount in the original deposit.

You can make a few changes to the transaction (such as the date and the memo), but you cant change the accounts and amounts that are associated with it.

If youre reversing a deposit from a previous accounting period, consider assigning a date from that period to the transaction youve created. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record to save the reversed deposit. The Make a Deposit window disappears.


Creating recurring deposits

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

When you create a recurring transaction, you can specify the frequency at which you intend to record the transaction in the future. When you specify a frequency for the recurring transaction, the transaction will appear as an item on your To Do List on the time period determined by the frequency you selected.

Follow these steps to create a recurring deposit.

1. Use the Make a Deposit window to enter the transactions information as you normally would.

2. Click the Save Recurring button. The Save Recurring Transaction window appears. Enter the necessary information about the transaction in this window, then click Record. The transaction is saved as a recurring transaction.


Using recurring deposits

After youve created a recurring deposit (see Creating recurring deposits), you can use the recurring transaction as often as you want. Follow these steps to use a recurring deposit.

1. Whenever you want to use the recurring deposit, open the Make a Deposit window and click the Use Recurring button.

2. A window will appear, displaying all recurring transactions youve set up. Double-click the transaction you want, and the transactions information will appear in the Make a Deposit window.

3. To record the transaction, click Record. The recurring deposit will be recorded as an actual transaction, and will also remain available for future use.


Changing recurring deposits

To change a recurring deposits name or frequency, open the Make a Deposit window, click Use Recurring, select the recurring transaction and click Edit. The Save Recurring Transaction window will appear, where you can change the name and frequency of the transaction.

To change the transactions detail, wait until the next time you need to record it. When its displayed, change it before you click Record. The next time you use it, the new detail will be displayed.


Removing recurring deposits

To delete a recurring deposit, open the Make a Deposit window, click Use Recurring, select the transaction you want to remove and click Delete.

Deleting a recurring transaction only deletes it from your list of recurring transactions. All actual transactions recorded previously using this recurring transaction are not affected.


Reconciling accounts

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To ensure the accuracy of your business records, you should keep your M.Y.O.B. records of your bank accounts balances matched up with your banks records. This task, called reconciling accounts, can be performed with any account thats assigned cheque privileges; that is, any account for which youve selected Detail Bank account or Detail Credit Card Account in the Edit Accounts window.

The Reconcile Accounts window, where youll reconcile your accounts, looks much like the cheque register in a chequebook. See Reconcile Accounts window for information about the fields in this window.

Click a topic below for more information about reconciling accounts.

Before you begin reconciling

Using the Reconcile Accounts window

If youre reconciling for the first time


Before you begin reconciling

Reconciling an account is simple if you keep a few things in mind before you begin reconciling. Be sure that:

* All the cheques and deposits that appear on your bank statement are entered in M.Y.O.B. (Be sure the amounts on the statement are exactly the same as the amounts in the M.Y.O.B. transactions.)

* Youve entered bounced cheque and finance charges you owe and any interest that you received. (These entries should be made in the Make a Deposit window for money received and Write Cheques window for money paid).

* The current balance of the account you want to reconcile is correct.

* Youve chosen Save from the File menu after you entered all your transactions.


Using the Reconcile Accounts window

If all the criteria in Before you begin reconciling are met, using the Reconcile Accounts window to reconcile an account is easy. Follow these steps to reconcile an account:

1. Choose the bank account you wish to reconcile, and enter the date of the bank statement you wish to reconcile.

2. Enter the balance that appears on your bank statement in the New Balance from Statement field.

3. Mark each transaction in the scrolling list that appears on your bank statement. Be sure to mark all bank charges youve paid and interest youve received.

4. When youve marked all the transactions that appear on your statement, click the Reconcile button. A window appears, indicating whether your account is reconciled or is out of balance. If your account is reconciled, click the Reconcile button; the transactions you marked are considered cleared, and wont show up in the Reconcile Accounts window the next time you enter it.

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

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

* Did you mistakenly mark a transaction that doesnt appear on your bank statement?

* Did you make the correct entry in the New Balance from Statement field?

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


If youre reconciling for the first time

When you first started using M.Y.O.B., you entered your account opening balances. Chances are, a few transactions in those balances werent cleared. If so, when you try to reconcile, the uncleared transactions wont be balanced. Instead of waiting until all transactions clear, follow these steps:

1. Record a Write Cheque entry for each cheque which hasnt cleared yet, and Make a Deposit for each uncleared deposit.  Make the allocation account for the Write Cheque and Make a Desposit entries to the bank account.

2. After the entries are recorded, choose Save from the File menu.

3. In the Reconcile Accounts window, youll see all the cheque and deposit entries that you recorded, as well as the balancing line for each entry. In addition to marking all cheques and deposits that have appeared on your statement, also mark the balancing amount entries for every outstanding cheque or deposit. You should now be able to successfully reconcile.

4. Mark the remaining cheques and deposits from the journal entry as they appear on future statements.


Working with cards

Click a topic below to learn how to work with cards in M.Y.O.B.

Creating cards

Setting credit terms for customers and suppliers

Tracking sales history for customers and employees

Using M.Y.O.B. with a modem to call a card

Tracking walk-in customers

Tracking a business contact who is both a customer and a supplier

Locating cards

Removing or changing cards


Creating cards

Most of the work youll do to create a card is performed in the Card File Entry window and windows accessed from it. The fields in the Card File Entry window differ, depending upon the type of card youre creating. See Card File Entry window for information about the fields in this window.

The following topics contain additional information about creating cards in M.Y.O.B.

Setting credit terms for customers and suppliers

Tracking sales history for customers and employees

Entering sales history that occurred before the current month

Using M.Y.O.B. with a modem to call a card


Setting credit terms for customers and suppliers

You can set the credit terms for a customer or a supplier in the Credit Terms window, which is accessed by clicking the Terms button in the Card File Entry window when a customer or supplier card is displayed. After you set up credit terms here, discounts based on the credit terms are automatically calculated and displayed in the Sales and Purchases windows when you create sales and purchasing transactions. (You can change the discount amount that appears in the Sales and Purchases windows, if you want.)


Tracking sales history for customers and employees

On customer and employee cards, there is a selection called Track Sales History. If you mark this selection, M.Y.O.B. will keep track of the monthly sales you enter for this customer or employee. This number is used in the Analyse Sales reports and in the Analyse Sales window in the Sales Command Centre.

To track sales by employee, be sure to enter the employees name in the Salesperson field each time you enter a sales transaction in the Sales window.

M.Y.O.B. begins tracking sales revenue at the time the Track Sales History selection is marked. If you mark Track Sales History after using M.Y.O.B. for a few months, the previous months history wont be automatically created for you.

See also Entering sales history that occurred before the current month .


Entering sales history that occurred before the current month

If you wish to enter sales numbers for prior months, be sure the Track Sales History selection is marked, then click the History button. The Sales History window appears. You can enter historical sales amounts for months in the previous financial year, as well as for each month prior to the current month.

You can change these historical sales amounts at any time. Each time a sales transaction is recorded for this card, the sales amount is added to the history amounts youve entered in the Sales History window. If you change them, M.Y.O.B. CANNOT reconstruct the monthly totals from its sales records. It simply adds each sale to the amounts you entered.

See also Tracking sales history for customers and employees .


Using M.Y.O.B. with a modem to call a card

If you have a modem, you can use the Card File Entry window to place a telephone call to a card. To do this, simply enter a telephone number in the Phone #1 field in the Card File Entry window and click the Dial button at the bottom of the window.

Here are a few suggestions for entering telephone numbers for modem use in the Card File Entry window:

* To create a two-second delay before the dialing process begins, enter a comma at any place in the telephone number. For example, if you must first dial a 9 to make external calls from your building, you might consider entering a telephone number in the following manner: 9,555-1234

* To use pulse dialing in your modem, enter the letter P before the telephone number.

* Additional characters dont affect the way modems are used to make telephone calls. You can enter parentheses and hyphens in the number, if you want.


Tracking walk-in customers

If you conduct your business in cash, create a customer card in the Card File Entry window for each form of payment your receive - cash, cheques or Visa, for example. Mark the Track Sales History selection for those customers.

When you use M.Y.O.B. to analyse your sales by customer, you can generate a report on how much of your business is based upon walk-in transactions.


Tracking a business contact who is both a customer and a supplier

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If you have a contact who is both a customer and a supplier, keep an accurate record of their transactions in the following manner:

1. Set up two separate cards for the contact, one customer card and one supplier card.

2. Record sales with the customer card and purchases with the supplier card, as usual.

3. When you conduct both sales and purchasing transactions with the contact, create and apply debit and credit transactions to reduce creditor and debtor balances.

Click this text for an example


A contact who is both a customer and a supplier - example

ABC Company buys £100 worth of merchandise from you, so you record an invoice for £100. The next day, you purchase £20 worth of services from ABC, so you record a purchase order for £20. For the sake of convenience, you dont pay ABC the £20; instead, you reduce their balance with you to £80. To do this, youll need to create a credit invoice and a debit purchase, following these steps:

1. In the Sales window, enter an other sale transaction for -£20 (dont forget the minus sign). This transaction is called a credit invoice.

2. In the Settle Returns & Credits window, apply the credit invoice to the customers £100 open sale and reduce the debtor balance to £80.

3. In the Purchases window, enter an other purchase transaction for

-£20. Use the same account number for this transaction as the account you used in step 1 to create the credit invoice. This creates a debit purchase.

4. In the Settle Returns & Debits window, apply the debit purchase to your £20 open purchase.

If you frequently make these trade-type transactions with the contact, you may want to set up an account that you can use in the Sales and Purchases windows specifically for this purpose.

Alternate method  If youre not concerned with keeping accurate debtors and creditors records for the contact, be sure your transactions are changeable, then add a line item with a negative amount to the sales or purchasing transaction to reduce the balance owed. If youre using item invoices and item purchase orders, however, we recommend that you use the primary method to avoid stockcost confusion.


Locating cards

To display the View Card File window from the Card File Command Centre, click Cards.

At the top of the View Card File window are five tabs: one tab for each card type - Customer, Supplier, Employee, and Personal - and one tab titled All Cards. Click a tab to display a list of cards of the selected type.

In addition to the tabs, there is a Search field for locating a single card, as well as additional selection fields for limiting, or filtering, the displayed list of cards.

To use the Search field, enter the first few characters of the company name or the individuals last name and press TAB. M.Y.O.B. highlights the closest match in the list.

If you cannot find a card that you know exists, click the All Cards tab and delete all selection criteria. The entire list of cards will be displayed alphabetically by last name or company name.


Removing or changing cards

Follow the steps below to change information about a customer, supplier, employee or personal contact in the Card File, or to delete an entire card.

A card can be removed only if no transactions are assigned to it.

1. Display the card in the Card File Entry window.

2. To make changes to the card, enter information as you normally would. To remove the card, choose Delete Card from the Edit menu.


Working with identifiers

Identifiers are one-letter characters that allow you to group various things in M.Y.O.B. for whatever purposes you can think of. In the Card File Entry window, you can assign up to 10 one-letter identifiers to a card. When youre creating reports or viewing information about cards throughout M.Y.O.B., you can limit the cards you view by indicating the identifiers youve assigned.

Some ideas for how identifiers could be used:

* Separate prospective customers from actual customers.

* Group your cards by type (wholesale versus retail customers, for example), region or salesperson.

* Print mailing labels and/or create personalised letters for the same group of cards every month.

When you use multiple identifiers for each card, you can group your cards in more sophisticated groups. For example, say you use W to identify your wholesale customers and G to identify government agencies. When you filter a report using the identifiers GW, the report will contain only those customers who are both wholesale customers and government agencies.

To set up identifiers, use the Identifiers window. This window provides a field for each of the 26 letters of the alphabet; if you wish, you can enter a description of each identifier in this window.

Throughout M.Y.O.B., youll see fields where you can enter identifiers to restrict the information you attempting to retrieve.


Working with the Contact Log

In addition to being a superior accounting system, M.Y.O.B. can be an effective business management tool. The Contact Log maintains a comprehensive list of contact events - such as sales transactions, purchasing transactions, phone calls, mailings and so on - for every card in your Card File.

Use the Contact Log as your business diary. When a customer or supplier calls, the Contact Log will provide you with a tool to document a complete history of your business relationship.

Click a topic below to learn how to work with the Contact Log.

Setting Contact Log preferences

Creating contacts for cards not in the Card File

Setting recontact dates

Suggestions for using the Contact Log


Setting Contact Log preferences

Contact Log entries can be created automatically. Using the Preferences window, you can set up M.Y.O.B. so a Contact Log entry is entered each time you record a cheque, deposit, sale and purchase. To do this, open the Preferences window and mark the following selections:

* Click the Chequebook tab and mark the Make a Contact Log Entry for Every Cheque selection and the Make a Contact Log Entry for Every Deposit selection.

* Click the Sales tab and mark the Make a Contact Log for Every Sale selection.

* Click the Purchases tab and mark the Make a Contact Log for Every Sale selection.


Creating contacts for cards not in the Card File

If you wish to view information about a contact made with a person or company not in the Card File, you must first create a card in the Card File for that person or company.

To do this quickly, click the search icon next to the Name field in the Contact Log Entry window; a list of all cards in the Card File will appear. Click the New button to begin creating a new card; the Card File Entry window will appear, where you can enter detailed information about the person or company. Click OK to record the new card; the Contact Log Entry window will reappear, where you can enter information about contacts made with the card.


Setting recontact dates

In the Contact Log Entry window, use the Recontact Date field to note when you should contact a card again. You can use this date to restrict your lists of cards in the View Card File, Mailing Labels, Personalised Letters and To Do List windows. Enter a recontact date in any of those windows and M.Y.O.B. will select only the cards with recontact dates equal to or earlier than the date entered.

When you contact the person again, remember to change or delete the recontact date from the Contact Log entry.

The quickest way to review and delete recontact dates is by using the To Do List. All recontact alerts can be reviewed at one time and, if necessary, deleted.


Suggestions for using the Contact Log

You can use the Contact Log for many tasks. Here are a few ideas.

Keep track of the company car

Use the Contact Log as a reminder pad

Use the Contact Log as a travel log

Track your time billing using the Contact Log


Keep track of the company car

Create a card called Company Car. Every time you use your company car for business, make a Contact Log entry for this card. When tax time comes around, youll have a complete, accurate and up-to-date Contact Log record of your automobile usage.


Use the Contact Log as a reminder pad

Create a card named Reminders. Every time you want to enter a reminder, make a Contact Log entry for this card. Use the recontact date as the reminder date. The reminder will show up on your To Do List as an overdue contact.


Use the Contact Log as a travel log

If you keep all your business travel records together, create a card named Travel. After each trip, make Contact Log entries for your expenses, business contacts, and so on. If you need to follow up on a business contact, enter a recontact date. Your To Do List  will enter an overdue contact as a reminder.

If you keep track of your trips separately, create a card for each trip.


Track your time billing using the Contact Log

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There are a few ways you can use M.Y.O.B. for time billing. You decide which is best for you:

* If you bill your time at a single rate, use the Contact Log to keep track of elapsed time with each of your clients. When it comes time to send an invoice to the client, generate a Contact Log Report for the date range you want to include on the invoice. On the report, the elapsed time is totalled for the date range.

* If youre on retainer, print a Contact Log Report to report your activities to your clients.

* Many service businesses use M.Y.O.B.s pending service invoices for time billing. Every new billing period, set up a pending invoice for each of your clients. Every time you perform a billable task, open the Sales window and enter the clients name. The pending invoice will appear in a list; double-click it to display it in the Sales window.

Choose the pending invoice for that client and enter another line item for todays services. Then place it back in the Pending File. When the billing period ends, locate the pending invoice, record it as an actual invoice, print it and send it to your client. Information about creating all types of M.Y.O.B. invoices is located in the Sales chapter of your Users Guide.

* Many people use M.Y.O.B. service invoices for time billing. However, if you enter your services (for example, 1 hour of tax consulting) as items in the Item Information window, you can use item invoices to bill your time.


Creating personalised letters

Use the Card File data to merge with letters created using your word processing software. M.Y.O.B. creates tab-delimited mail merge files from your card file information. A tab-delimited file is a text file that uses the TAB character to separate fields. This file works with most word processors. Check your word processor users guide to see if it supports tab-delimited files.

In a general sense, M.Y.O.B.s personalised letters are part of M.Y.O.B.s family of forms. This section describes some personalised letter-specific information; refer to the M.Y.O.B. Reports and Forms chapter for information about working with forms.

See also Using a contacts name in personalised letters and Using a salutation in personalised letters.


Using a contacts name in personalised letters

The Card File Entry window contains a field called Contact Name. The field is optional, but helpful if a card is indexed by a company name rather than an individual name. You can specify that the contacts name appear on personalised letters.

By including a contact name, you have better assurance that your letter will reach the correct party. A letter addressed to Mr. Robert Schlomann at Acme Sales will be much more effective than a letter addressed to just Acme Sales.


Using a salutation in personalised letters

A personalised letter should be just that: personalised. M.Y.O.B. helps you by providing a Salutation field in the Card File Entry window. In this field, you can enter the name that a person prefers to be called, instead of their formal name.

Letters destined for the trash are those that begin with something like Dear Mr. Robert Schlomann. By entering Bob in the Salutation field, you can create a letter that starts with a much more friendly Dear Bob.


Preparing to print reports and forms

Refer to the M.Y.O.B. Reports and Forms chapter of your Users Guide for detailed information about setting up your printer, working with printer driver software so your M.Y.O.B. reports and forms print properly, choosing page setup options, and choosing fonts for reports and forms.


Working with M.Y.O.B. reports

Click a topic below for information about M.Y.O.B. reports.

Finding M.Y.O.B. reports

Using the Reports menu

Setting report preferences

Filtering report information

Using wildcards to filter report information

Designing reports

Formatting reports

Saving custom reports

Printing reports on your printer

Saving reports as files on your hard disk

Displaying reports on your computer screen

Using report batches


Finding M.Y.O.B. reports

You can locate M.Y.O.B. reports in two ways:

1. Using the Reports menu  The Reports menu, located in the menu bar at the top of your computer screen, contains commands that allow you to work with all the reports available in M.Y.O.B. For more information about the Reports menu, refer to Using the Reports menu.

2. Using the Print button  A Print button appears in many windows throughout M.Y.O.B. Depending upon the window youre using, the Print button will print a report containing the information currently displayed in the window. (In some windows, the Print button may print a form; for example, if you click the Print button in the Sales window, an invoice form will be printed.)


Using the Reports menu

The Reports menu provides a single location for you to work with your M.Y.O.B. reports. Using the Reports menu, you can:

* View lists of all the reports in the M.Y.O.B. system

* Print reports on your printer or your computer screen

* Save report information as files on your computers hard disk

* Modify the look of the reports you print

* Determine the information you want to include on your reports

* Group reports in batches, so they can be printed all at once


Setting report preferences

Using the Preferences window, you can make a few settings that will make working with reports easier. Take a few moments to review the options in the Reports & Forms section of the Preferences window, which is accessed from the Setup menu. The report-specific fields of the Preferences window are described in Preferences window.

When youre finished using the Preferences window, be sure to click OK to record any changes you made.

You can also customise individual reports so they look the way you want them to look. For more information about customising reports, refer to Customising reports.


Filtering report information

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

Filters are set up using the Report Filters window for each report in the M.Y.O.B. system. To open the Report Filters window for a report, double-click the reports name in the Index to Reports window, or highlight the reports name and click the Filters button.

The Report Filters window varies, depending upon the report youre filtering.

Filters you set up for an individual report are used only if you print the report immediately after you set up the filters. If you dont print a report after you set up its filters and then set up a different reports filters, the first reports filters wont remain in the M.Y.O.B. system. Youll need to set up the filters again before you attempt to print the report.


Using wildcards to filter report information

Wildcards are special characters that give you more flexibility in selecting account numbers, item numbers and job numbers to print on reports that use that type of information.

You can use two wildcard characters, the asterisk (*) and the question mark (?), in the Report Filters window. See Using the asterisk and Using the question mark for more information about wildcarding.

Refer to the appendix of your Users Guide for a list of all M.Y.O.B. reports that use wildcards.


Using the asterisk

Using the asterisk in the Report Filters window allows you to print a report for a specific group of accounts, items or jobs. For example, if you want to print an Account Inquiry Report for all accounts whose account numbers begin with 1, you can use the asterisk wildcard to do so. (Without the asterisk wildcard, you could only print the report for a single account or for all your accounts.)

To select only the accounts whose numbers begin with 1, enter 1* in the Selected field in the Report Filters window for the Account Inquiry Report.

When you print the report, only the accounts whose numbers begin with 1 will be included on the report.

You can use the asterisk in other locations in an account, item or job number in the Selected field, as well. For example, if you have several item numbers whose numbers end in SVC (to indicate the items are service items), you can enter *SVC in the Selected field to print a report that includes only the items whose numbers end in SVC.


Using the question mark

Using the question mark wildcard allows you to restrict a report even further than the asterisk does. Using the question mark, you can limit your report to elements that contain only a specific number of characters.

For example, say you want to print a Job Inquiry Report for the Cadwell Corporation. All Cadwell job numbers are three characters long and begin with the letter C. However, you have other jobs that start with the letter C, and you dont want those jobs to appear on the report. In the Selected field of the Job Inquiry Reports Report Filters window, enter C?? to limit the report to three-character jobs that begin with C.

Similar to the asterisk wildcard, the question mark can be used in other locations of account, item, purchase order, invoice and card names, as well.


Printing reports on your printer

Once youve properly set up your M.Y.O.B. system, your computer and your printer, and youve filtered the report you want to print, printing M.Y.O.B. reports is a simple task: click the Print button!

Regardless of the window in which you find a Print button, clicking Print will open the standard Print window for your computer and printer. (If you marked the Always Display Filters Before Printing Reports selection in the Preferences window, the Report Filters window for the report will appear before the standard Print window appears.) The Print window varies, depending upon the type of computer and printer you use; however, many Print windows allow you to choose a range of pages to print and the number of copies of the report you wish to print.

If youre unable to make entries or selections in your Print window, your printer driver software may not be up-to-date. Refer to the M.Y.O.B. Reports and Forms chapter of your Users Guide for more information.

When youre satisfied with the information in the Print window, click the OK button to begin printing the report.


Saving reports as files on your hard disk

If you dont want to print a report on your printer or display it on your computer screen, you can save it as a file on your computers hard disk. When you save a report as a file, you have the flexibility to do whatever you want with the report: you can further customise it using a word-processing program, move it to another computer for printing or simply save it for your permanent records.

To save a report as a file, highlight the reports name in the Index to Reports window and click the Disk button. A window appears, listing three formats in which you can save the file. These formats are described below.

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

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

Text  When you save a report in text format, the individual pieces of information are separated by spaces so the appearance of the report is as similar as possible to a printed version of the report. (The amount of similarity between the files appearance and the reports printed appearance depends upon the type of computer and fonts youre using in the report.)

When youve selected the format you wish to use, click Save; the Save As window will appear, allowing you to name the file youre creating, as well as specify a location for the file. When youre finished using the Save As window, click OK to save the report as a file.


Designing reports

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Using M.Y.O.B.s report designer, you can choose which types of information you want to include on reports. With the report designer, you can simply choose the fields you want to print on specific reports. For example, if you want to print VAT amounts on a sales report, you can choose to do so when you design the report. You can also choose the order in which information is printed on your reports.

M.Y.O.B. reports are already set up to be comprehensive enough for most businesses. You may want to consider printing a report or displaying it on your computer screen before you design it, just to check to see whether the report already contains the information you want.

Reports are designed using the Report Design window. To open the Report Design window for a report, click the reports name in the Index to Reports window and click the Design button.

The Report Design window is a simple window, displaying the fields that are available to be printed on the report you selected in the Index to Reports window. Here are a couple things you can do in this window:

1. If you want to include a specific field on the report, click the fields Display column. A mark will appear in the Display column. If you dont want a specific field on the report, click the fields Display column again to remove the mark.

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

When youre finished using the Report Design window, click OK. The Index to Reports window will appear again.


Displaying reports on your computer screen

Using the Display button in the Index to Reports window, you can display an on-screen version of any report in the M.Y.O.B. system. To display a report on your computer screen, simply highlight the report you want to view and click Display. The report will be displayed in the Screen Reports window on your computer screen.

When youre viewing a report on your computer screen, you can print the report on your printer by clicking the Print button. This feature allows you to preview a report and avoid wasting paper if decide you dont want the report.

Similar to printing a report on paper, displaying a report on your computer screen is affected by your entries and selections in the Print Setup window. Use the scroll bars in the Screen Reports window to view the entire report.

You can display only one report on your computer screen at a time. If you attempt to display a report when a report already is displayed on-screen, the first reports Screen Reports window will close before the second report is displayed.

You can also use the Screen Reports window to perform many of the same tasks you perform using the Index to Reports window. The Disk button allows you to save the currently displayed report as a file on your hard disk; the Filters button allows you to determine how much information you want to print; the Design button allows you to choose the fields you want to print; and the Format button allows you to change a reports appearance.

 If you want to save the currently displayed report as a custom report, click the Save As button to display the Save As window. You can then enter a name and description for the report. For more information about designing reports and using the Save As window, refer to Saving custom reports.


Customising reports

M.Y.O.B. gives you complete control of the content and appearance of your M.Y.O.B. reports. You can customise your reports in three different ways:

* Filtering: Determining the amount of information to include on a report

* Designing: Choosing the type of information to include on a report

* Formatting: Determining the appearance of a report

You can use any combinations of these three methods to customise a report. If you want, you can customise a report, print it immediately, then revert the report back to its original settings. Or, if you wish to retain a reports modifications, you can customise the report and save the changed report. When you save a customised report, the report is known as a custom report.

More information about customising reports appears in the following topics:

Filtering report information

Designing reports

Formatting reports

Saving custom reports


Formatting reports

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You can modify the look of individual reports by using different font styles, sizes and effects, and by changing the reports page margins. To format your reports, youll use the Report Format window. To open the Report Format window, highlight the report you want to customise in the Index to Reports window, then click the Customise button.

The left side of the Report Format window contains a representation of the sections that will be printed on your report. If youre formatting a report that doesnt use a particular section (for example, if youre customising a list of items, the Subtotals section wont be used), the unused section wont appear in the Report Format window. You can make separate changes to each section thats available for the report.

To make changes to a section of a report, click the section in the left side of the window to highlight the section, then make selections from the lists and boxes in the top half of the right side of the window. You can set a variety of font styles, sizes and effects.

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

If you wish to change the printed area of your report, make changes to the Left Margin and Top Margin fields in the bottom right corner of the Report Format window. You can also click the Page Setup button at the bottom of the window to make further changes to your page settings.

After youre satisfied with the changes youve made to a report, click OK to save the reports changes and close the Report Format window. You can then click Print in the Index to Reports window to print the report, or click Display to view your changes on your computer screen.

Changes you make to a report will be saved until you change them again. If you wish to revert a report back to its original appearance, open the reports Report Format window and click the Default button, then click OK.

See also Working with formatted reports page settings .


Working with formatted reports page settings

If you wish to use fonts other than the default font on individual reports, keep in mind that the new fonts may dramatically change the appearance of your reports.

When you choose a font in the Report Format window, M.Y.O.B. calculates the approximate number of columns that will fit on a printed page, using the fonts youve selected and your current page setup selections.

The widest M.Y.O.B. report is 106 columns. If your font and page setup selections cause a reports calculated number of columns to be greater than 106, it may not fit on a printed page. When this happens, you must either change your page settings, using the Print Setup window to accommodate a wider page, or choose a font that fits better from the Report Format window. (Consider using the 8-point Arial font.)


Saving custom reports

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If you plan to use a specific reports filters, design and format many times in the future, you can customise the report once and save the changes so you can use the modified report whenever you want. When you save a reports changes, you create a custom report. Custom reports appear in the Custom section of the Index to Reports window, and can be printed, displayed and saved as files, just like any other M.Y.O.B. reports. To save a custom report, use the following steps.

1. Customise your report using the Report Filters, Report Design and Report Format windows, as described in Filtering report information, Designing reports and Formatting reports . When youre finished in each window, be sure to click OK to record your changes.

2. When youre finished customising the report, open the Index to Reports window.

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

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

5. In the Save As window, enter a name and a brief description of the custom report. The name you provide will eventually appear in the Custom section of the Index to Reports window, so you may want to enter a name thats easy for you to recognize in the future. You can specify a report name thats no longer than eight characters in length.

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

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

See also Where are my custom reports stored?


Where are my custom reports stored?

When you save a custom report using the steps in Saving custom reports, the reports customisation information is stored in a special location on your computers hard disk. This special location is a directory or folder named CUSTOM, which is located inside the directory or folder in which the M.Y.O.B. program is located. For example, if M.Y.O.B. is installed in the C:\MYOB6 directory, your custom reports will be located at C:\MYOB6\CUSTOM. Each custom report will appear in this directory.

Be very careful when you use File Manager with the CUSTOM directory; if you delete or rename this directory, you wont be able to use your custom reports in the Index to Reports window.


Using report batches

Report batches are groups of reports you set up that allow you to print several reports at a time. You can set up report batches to serve a number of purposes. For example, you may wish to create a report batch that contains all your regular monthly financial statements; with a few clicks of the mouse, you can start the printing process so the reports print while you work on other important tasks.

Report batches are created and maintained in the Report Batches and New/Edit Batch windows. The tasks you can perform using these windows are described in the topics below.

Some reports, such as the Reconciliation Report, cant be added to report batches because you need to specify information to be printed each time you want to print the report. If you attempt to add a report that cant be included in a batch, an alert message will appear.

Creating a new report batch

Editing an existing report batch

Printing a report batch


Creating a new report batch

1. Choose Report Batches from the Reports menu. The Report Batches window appears.

2. To begin creating a new batch, click the New button. The New/Edit Batch window appears.

3. Enter a name for the batch in the Batch Name field.

4. Choose the reports that belong to the batch by clicking the name of each report. A mark will appear next to each selected report, indicating that its included in the new batch. To remove a report from the batch, click the name a second time. The mark will disappear and the report will no longer be included in this batch. When youre satisfied with the selections youve made, click OK. The Report Batches window will appear again, displaying the name of the new batch in its scrolling list.


Editing an existing report batch

1. Choose Report Batches from the Reports menu. The Report Batches window appears.

2. To begin editing an existing batch, highlight the name of the batch you want to change and click the Edit button. The New/Edit Batch window appears.

3. In the New/Edit Batch window, you can change the batchs name and the reports contained in the batch.

4. When youre finished changing the batch, click OK to save your changes.


Printing a report batch

Printing a report batch is a slightly different process than printing an individual report. Instead of making entries and selections in a Report Filters window before you print, youll use the Report Batches window to choose the reporting period for the batches you want to print.

1. Choose Report Batches from the Reports menu. The Report Batches window appears.

2. Highlight the report batch you want to print in this list.

3. From the Period list, choose the reporting period you wish to include on the reports in the batch. You can choose any of the months or quarters in the current financial year, or you can choose to print information for the entire year to date. See also Additional information about your selection in the Period list.

If no information exists for a specific report for the period you select in the Period list, the report wont be printed.

4. Click the Print button to display the Print window, make the selections you want, and click OK. The information you enter in the Print window, such as number of copies and page orientation, will be applied to each report in the batch.


Additional information about your selection in the Period list

Your selection in the Period list in the Report Batches window affects different types of reports in different ways. As an example, say you chose January from the Period list.

Activity reports, such as the Job Activity Report, will contain information about job activity from January 1 to January 31.

Balance sheet reports will contain information as of January 31.

Sales and purchases reports will contain information about your sales and purchasing balances as of January 31.


Working with M.Y.O.B. forms

M.Y.O.B. can print a number of forms that track your daily business activity in a comprehensive manner. Using forms, you can print professional-looking documents you can deliver to your customers, suppliers, employees and other business contacts. You also have a great deal of flexibility in determining the content and appearance of your forms; using M.Y.O.B.s Customise window, you can include the information you want to include on forms, and you can give the forms a look thats tailored to your business.

If you havent done so already, review the M.Y.O.B. Reports and Forms chapter of your Users Guide for detailed information about setting up your printer to print M.Y.O.B. forms.

Click a topic below for information about M.Y.O.B. forms.

Finding M.Y.O.B. forms

Setting form preferences

Setting up forms

Choosing a form type

Choosing a form layout

Printing alignment forms

Reviewing forms before you print them

Printing forms on your printer

Customising forms

Customising specific forms


Finding M.Y.O.B. forms

M.Y.O.B. forms are found in each forms appropriate command centre. Heres a list of the M.Y.O.B. command centres from which you can access forms.

Chequebook Command Centre

* Cheques

Sales Command Centre

* Invoices (item, service and professional)

* Packing slips (item, service and professional)

* Delivery labels (item, service and professional)

* Statements (invoice and activity)

Purchases Command Centre

* Purchase orders (item, service and professional)

Card File Command Centre

* Mailing labels

* Personalised letters

You can also enter transactions that will be printed as cheques in the Bill Payments window (Chequebook Command Centre) and Settle Returns & Credits window (Sales Command Centre).


Setting form preferences

Using the Preferences window, you can make a few settings that may make working with forms easier. Take a few moments to review the options in the Reports & Forms section of the Preferences window. The form-specific parts of the Preferences window are described in Preferences window.

When youre finished using the Preferences window, be sure to click OK to record any changes you made.

You can also customise individual forms so they look the way you want them to look. For more information about customising forms, refer to Customising forms.


Setting up forms

The Forms Selection window is used to choose the information you want to include on a specific M.Y.O.B. form. Among other choices in the Forms Selection window, you can choose form types, set filters to include specific information on the form, and choose the type of paper you intend to print the form on. The choices that appear in the window depend upon the type of form youre working with.

Each time you click a forms button in a command centre (for example, when you click Print Invoices in the Sales Command Centre), the Forms Selection window for that form will appear.

The Forms Selection window varies, depending upon the form youre working with.


Choosing a form type

In the Forms Selection window for invoices, purchase orders and statements, you can choose a form type at the top of the window. For example, in the Forms Selection window for invoices, the Invoice Type list contains nine different types of forms you can choose from. Keep in mind that each form type contains different information and has a slightly different appearance.

If you want to preview a form type before you print the form with actual information, choose the form type from the list at the top of the window and click the Print Alignment button at the bottom of the window. The Print window for your computer will appear; make the choices you want in this window, then click OK. A mockup of the form type you selected will be printed on your printer.


Choosing a form layout

The bottom section of all Forms Selection windows (except for personalised letters) allows you to choose the layout you wish to use when you print your forms. M.Y.O.B. provides a number of layout choices, depending upon the type of form youre currently working with. Each of the form layouts are described in the topics below.

Pre-printed form layout

Plain paper form layout

User-customised form layout

Continuous and laser form layouts

Measured form layouts


Pre-printed form layout

Selecting the pre-printed form layout allows you to print a forms information onto paper that already contains lines, columns and headings. The pre-printed layout is designed to match most commonly used forms provided by third-party forms suppliers. Check your M.Y.O.B. box for information about purchasing pre-printed forms.


Plain paper form layout

Selecting the plain paper form layout allows you to print a forms information onto blank paper. Lines, columns and headings are automatically printed with the forms information.


User-customised form layout

Selecting the user-customised form layout allows you to print a form youve customised using the forms Customise window. Depending upon the form layout you customised, lines, columns and headings may be automatically printed with the customised forms information.

The User-Customised selection is available only if youve previously customised the form whose Forms Selection window youre viewing. Until you customise the form in the Customise window, the User-Customised selection in the Forms Selection window will be dimmed.


Continuous and laser form layouts

If youre viewing the Forms Selection window for cheques or paycheques, you can choose between the Continuous Feed Cheque form layout or the Laser Cheque form layout. The Continuous Feed Cheque form layout allows you to print cheques on connected sheets of cheque forms; the Laser Cheque form layout allows you to print cheques one page at a time on a laser printer. The Laser Cheque form layout is also set up so two cheque stubs are printed after the cheque form. (More information about cheques and cheque stubs is located in Customising specific forms.)


Measured form layouts

If youre viewing the Forms Selection window for mailing labels or delivery labels, you can choose among a list of measured form layouts. Measured form layouts, such as 2.875 by 1, are determined by a variety of factors on your computer. For example, if youre using metric settings on your computer, youll be able to choose between label form layouts that use metric measurements.


Printing alignment forms

Since its important that your printed information appears correctly on paper forms, M.Y.O.B. allows you to print alignment forms to ensure the information youll print is aligned in the proper locations. When you print an alignment form, no actual information is printed on the form in your printer; instead, generic information will appear on the page where actual information would appear if you were printing an actual form.

You can print as many alignment forms as you want.

To print an alignment form, make your selections in the Forms Selection window for the form you want to print, then click the Print Alignment button at the bottom of the window. (The Print Alignment button will also display the name of the type of form youre printing.) The Print window will appear; make the choices you want, then click OK. The alignment form will be printed on your printer.

After you print an alignment form, determine whether the information is printing correctly on the form. If the information isnt displayed the way you want, you may need to either change the position of the paper in your printer or customise the form so the information you want is located in a printable area on the form. For information about customising forms, refer to Customising forms.


Reviewing forms before you print them

Once youve properly set up your M.Y.O.B. system, your computer and your printer, and youve made the settings in the Forms Selection window for the form you want to print, youre almost ready to print. First, however, M.Y.O.B. allows you to review the information thats about to be printed. To begin this review process, click the OK button in the Forms Selection window after youre satisfied with the entries and selections youve made in the window. The Review window for the type of form youre printing appears.

If youre creating personalised letters, the Review Cards Before Exporting window appears at this point. For more information about creating personalised letters, refer to Creating personalised letters.

Similar to Forms Selection windows, Review windows vary depending upon the type of form youre printing. In Review windows, you can view summaries of the information that will be printed on your forms, choose specific forms to print, and, if youre reviewing invoices, choose to print packing slips and delivery labels immediately after you print your invoices. Depending on the form youre working with, you can also zoom to transaction or card detail from the Review windows.


Printing forms on your printer

Click Print in your forms Review window to open the standard Print window for your computer and printer. The Print window varies, depending upon the type of computer and printer you use; however, many Print windows allow you to choose a range of pages to print and the number of copies of the report you wish to print.

If youre unable to make entries or selections in your Print window, your printer driver software may not be up-to-date. Refer to the M.Y.O.B. Reports and Forms chapter of your Users Guide for more information about printer drivers.

When youre satisfied with the information in the Print window, click the OK button to begin printing the report.


Customising forms

You can modify the look and content of individual forms in many ways. M.Y.O.B.s flexible forms customisation features allow you to choose the types of information you want on your forms, design the way you want your forms to look, add graphics to enhance the appearance of your forms, change fonts and styles, draw lines and shapes, and select the size of the paper youll print your forms on. In other words, theres little you cant do if youre customising your forms.

The following topics describe the common tasks youll perform when youre customising forms. For detailed information about customising specific forms, refer to Customising specific forms.

Do you need to customise your forms?

Using the items in the Customise window

Using the tool palette

Selecting items on a form

Moving items on a form

Previewing customised forms

Saving customised forms

Printing customised forms


Do you need to customise your forms?

M.Y.O.B. provides an extensive set of well-designed form layouts so you can begin printing professional-looking documents immediately. This set of forms is designed to print properly on most popular business forms. If the M.Y.O.B. form layouts match your preprinted forms, you dont need to customise your forms.

If the preprinted forms you currently use dont match the form layouts provided in M.Y.O.B., youll need to customise M.Y.O.B. form layouts for each form that doesnt match your preprinted forms.

You can purchase preprinted forms that match the M.Y.O.B. form layouts. For more information about these M.Y.O.B.-compatible preprinted forms, refer to the material located in your M.Y.O.B. package.

To customise your forms, youll use the Customise window. To open a forms Customise window, click Customise in the Forms Selection window of the form you want to customise.


Using the items in the Customise window

Many items make up the working area of the Customise window. In most cases, you have total flexibility when you work with these items. This topic contains a brief description of each these items. You may find it useful to view the Customise window as youre reading this topic, so you can become better acquainted with each item.

Click a topic below for more information about it.

Data fields

Text fields

Lines

Rectangles

Pictures


Data fields

Data fields are the fields in which M.Y.O.B. information is contained. For example, the [Company Address] field is a data field that will contain your companys address when you print the form. All data fields are given generic names that often correspond to information youve entered throughout the M.Y.O.B. system.

In the Customise window, data fields are displayed with a bounding box; however, when you print your form, the box isnt printed. Also, the amount of information thats printed doesnt necessarily correspond to the amount of information that can be printed. For example, if the box for the [Comment] field on an invoice is large enough for one line of text, but youve entered two lines worth of a comment for the invoice, the second line of text wont be printed, unless you increase the size of the field.

You can choose to print as many data fields on a form as you want. M.Y.O.B. provides many additional data fields on each M.Y.O.B. form, so you can choose the types of information you want printed on a form. However, the data fields that appear on a form are the only data fields available for that form; in other words, you cant add more data fields to a form. You also cant remove existing data fields from a form.

When you first open the Customise window for a form, youll notice that some data fields names are dimmed, while others are in plain text. Dimmed data fields are called inactive fields, and wont be printed on the form until you activate them. Data fields in plain text are called active fields, and are ready to be printed. You can inactivate active data fields, if you wish.

If you want more information about a data field, double-click the field. The Field Information window for the data field will appear.

See Working with data fields for more information about data fields.


Text fields

Text fields are the labels that appear on your forms. For example, the Total Amount text field usually appears next to the [Amount] data field on your invoice forms; this label allows the information on your form to be understood more easily.

You can add and remove text fields on any form.

If you want more information about a text field, double-click the field. The Field Information window for the text field will appear.

See Working with text fields for more information about text fields.


Lines

Lines are horizontal or vertical objects that are drawn onto a forms Customise window. You can use lines in a number of ways: to separate one group of information from another, to highlight the importance of a group of information, or simply to make your form more attractive.

You can add and remove lines on any form.

If you want more information about a line, double-click the line. The Field Information window for the line will appear.

See Working with lines for more information about lines.


Rectangles

Rectangles are four-sided objects that are drawn onto a forms Customise window. Similar to lines, rectangles can be used for a variety of purposes on a form.

You can add and remove rectangles on any form.

If you want more information about a rectangle, double-click the rectangle. The Field Information window for the rectangle will appear.

See Working with rectangles for more information about rectangles.


Pictures

Pictures are graphics you paste onto a form from a graphics program, and can be used on a form in a number of ways. For example, you may want to include your companys logo on your forms.

On Windows, your picture must be in BMP format. On Macintosh, your picture must be able to be copied to the clipboard. Some Macintosh graphics packages allow you to copy high-definition EPSF graphics by holding down the Option key when selecting Copy.

You can add and remove pictures on any form.

If you want more information about a picture, double-click the picture. The Field Information window for the picture will appear.

See Working with pictures for more information about pictures.


Using the tool palette

The tool palette, located at the bottom of the Customise window, contains a variety of tools that allow you to create, edit, select and move items on your forms. For more information about the tool palette, refer to Customise window.


Selecting items on a form

Use the pointer to select one or more items in the Customise window. To select an item, click the item with the pointer. To select more than one item at a time, select one item and hold down the SHIFT key while you select the other items you want.

If an item completely overlaps another in the Customise window, you can select the item behind the item in front by using the Move to Back command or Bring to Front command on the Form menu.


Moving items on a form

Use the pointer to move items in the Customise window. To move items, select the items you want (you can select more than one item, if you want) and drag them to the new location.

Another way to move an item is to change its coordinates in the Field Information window. To do this, double-click the item to open the Field Information window. In the two Field Location boxes in this window, enter where you want the top and left edges of the item to be located on the form, then click OK.


Working with data fields

Click a topic below for information about data fields.

Adding a data field to a form

Copying and pasting data fields on a form

Removing a data field from a form

Moving a data field on a form

Changing the size of a data field on a form

Changing the font and styles of a data field on a form

Activating and inactivating a data field


Adding a data field to a form

Each M.Y.O.B. form is supplied with an extensive array of data fields that apply to the forms purposes. As a result, you cant - and probably dont need to! - add data fields to a form.


Copying and pasting data fields on a form

You can use as many copies of a data field as you want on a form. To copy a data field, select it and choose Copy from the Edit menu. To paste the field, choose Paste from the Edit menu.

You can copy a data field and paste it onto another form, but only if the form onto which youre pasting is the same type of form as the form from which you copied the field. For example, you can copy a data field from a plain-paper item invoice to a customised item invoice, but you cant copy a data field from an invoice form to a statement form.


Removing a data field from a form

You cant remove data fields from a form. If you dont want a particular data field to print on a form, you can inactivate the data field.

If you have more than one copy of the same data field on a form, you can remove the copies.


Moving a data field on a form

Use the pointer to move data fields in the Customise window. To move data fields, select the fields you want and drag them to the new location.

Another way to move a data field is to change its coordinates in the Field Information window. To do this, double-click the data field to open the Field Information window. In the two Field Location boxes in this window, enter where you want the top and left edges of the data field to be located on the form, then click OK.


Changing the size of a data field on a form

Use the pointer to select the data field whose size you want to change; a solid line appears around it. A small square, called a handle, appears in the bottom right corner of the field. To change the size of the field, drag the handle.

Another way to change the size of a data field is to change its size in the Field Information window. To do this, double-click the data field to open the Field Information window. In the two Field Size boxes in this window, enter the vertical and horizontal sizes of the data field, then click OK.


Changing the font and styles of a data field on a form

If you want to change the font characteristics of a data field, double-click the field in the Customise window, make your choices from the Justify, Font, Size and Style fields in the Field Information window, then click OK.

You can change the default font that appears on every uncustomised form by choosing Default Fonts from the File menu, or by clicking the Forms button in the Reports & Forms section of the Preferences window.


Activating and inactivating a data field

When you first open the Customise window for a form, youll notice that some data fields names are dimmed, while others are in plain text. Dimmed data fields are called inactive fields, and wont be printed on the form until you activate them. Data fields in plain text are called active fields, and are ready to be printed.

To activate an inactive field, double-click the field in the Customise window; the Field Information window appears. Mark the Field is Active selection in the left side of the window, then click OK.

To inactivate an active field, double-click the field in the Customise window; the Field Information window appears. Mark the Field is Active selection in the left side of the window, then click OK.

You can also inactivate a data field by selecting it and pressing the BACKSPACE or DELETE key on your keyboard.


Working with text fields

Click a topic below for information about text fields.

Adding a text field to a form

Removing a text field from a form

Moving a text field on a form

Changing the size of a text field on a form

Changing the font and styles of a text field on a form


Adding a text field to a form

To add a text field, click the text tool in the Customise window and then click the location on the form where you want the new text field to appear. A new text field, labeled Text Field, appears. Double-click the new field to open the Field Information window. In the Text field of the Field Information window, enter the characters you want to use in the text field you created, then click OK. If the text you entered is longer than the size of the new text field, you may need to change the size of the text field.


Removing a text field from a form

To remove a text field, select the field and press the BACKSPACE or DELETE key on your keyboard.


Changing the text in a text field on a form

To change the text in a text field, double-click the text field in the Customise window, then change the text in the Text field of the Field Information window. When youre finished, click OK.


Moving a text field on a form

Use the pointer to move text fields in the Customise window. To move text fields, select the fields you want and drag them to the new location.

Another way to move a text field is to change its coordinates in the Field Information window. To do this, double-click the text field to open the Field Information window. In the two Field Location boxes in this window, enter where you want the top and left edges of the text field to be located on the form, then click OK.


Changing the size of a text field on a form

Use the pointer to select the text field whose size you want to change; a solid line appears around it. A small square, called a handle, appears in the bottom right corner of the field. To change the size of the field, drag the handle.

Another way to change the size of a text field is to change its size in the Field Information window. To do this, double-click the text field to open the Field Information window. In the two Field Size boxes in this window, enter the vertical and horizontal sizes of the text field, then click OK.


Changing the font and styles of a text field on a form

If you want to change the font characteristics of a text field, double-click the field in the Customise window, make your choices from the Justify, Font, Size and Style fields in the Field Information window, then click OK.

You can change the default font that appears on every form by choosing Default Fonts from the File menu, or by clicking the Forms button in the Reports & Forms section of the Preferences window.


Working with lines

Click a topic below for information about lines.

Drawing a line on a form

Removing a line from a form

Moving a line on a form

Changing the length of a line on a form

Changing the orientation and thickness of a line on a form


Drawing a line on a form

To draw a line on a form, click the line tool and then click the location on the form where you want the line to begin; a cross appears on your computer screen. Drag the cross to where you want the line to end, then release the mouse button.


Removing a line from a form

To remove a line, select the line and press the BACKSPACE or DELETE key on your keyboard.


Moving a line on a form

Use the pointer to move lines in the Customise window. To move lines, select the lines you want and drag them to the new location.

Another way to move a line is to change its coordinates in the Field Information window. To do this, double-click the line to open the Field Information window. In the Field Location boxes, enter the distance from the top and left edges of the form where you want the line to begin, then click OK.


Changing the length of a line on a form

Use the pointer to select the line whose size you want to change. Two small squares, called handles, appear on each end of the line. To change the size of the line, drag either handle.

Another way to change the size of a line is to change its size in the Field Information window. To do this, double-click the line to open the Field Information window. Change the bottom Field Location box so it reflects the length you want. When youre finished, click OK.


Changing the orientation and thickness of a line on a form

You can also change the line orientation and thickness of lines.

To change the orientation of a line (for example, if you want to change a horizontal line to a vertical line), double-click the line in the Customise window, then select either Horizontal or Vertical in the Orientation field in the Field Information window.

To change the thickness of a line, double-click the line in the Customise window, then choose a thickness in the Line Size section of the Field Information window.

When youre finished making changes to the line, click OK in the Field Information window.


Working with rectangles

Click a topic below for information about rectangles.

Drawing a rectangle on a form

Removing a rectangle from a form

Moving a rectangle on a form

Changing the size of a rectangle on a form

Changing the thickness of a rectangle on a form


Drawing a rectangle on a form

To draw a rectangle on a form, click the rectangle tool and then click the location on the form where you want the top left corner of the rectangle to appear; a cross appears on your computer screen. Drag the cross to where you want the bottom right corner of the rectangle to appear, then release the mouse button.


Removing a rectangle from a form

To remove a rectangle, select the rectangle and press the BACKSPACE or DELETE key on your keyboard.


Moving a rectangle on a form

Use the pointer to move rectangles in the Customise window. To move rectangles, select the rectangles you want and drag them to the new location.

Another way to move a rectangle is to change its coordinates in the Field Information window. To do this, double-click the rectangle to open the Field Information window. In the Field Location boxes in this window, enter the distance from the top and left edges of the form where you want the rectangle to begin, then click OK.


Changing the size of a rectangle on a form

Use the pointer to select the rectangle whose size you want to change. A small square, called a handle, appears in the bottom right corner of the rectangle. To change the size of the rectangle, drag the handle.

Another way to change the size of a rectangle is to change its size in the Field Information window. To do this, double-click the rectangle to open the Field Information window. Change the Field Size boxes so they reflect the size you want. When youre finished, click OK.


Changing the thickness of a rectangle on a form

To change the thickness of the lines in a rectangle, double-click the rectangle in the Customise window, then choose a thickness in the Line Size section of the Field Information window. When youre finished, click OK.


Working with pictures

Click a topic below for information about pictures.

Adding a picture to a form

Moving a picture on a form

Changing the size of a picture field on a form

Changing a picture on a form


Adding a picture to a form

You can paste a bitmap file graphic (typically assigned the extension .BMP) onto an M.Y.O.B. form. First, copy the graphic to the Clipboard. In M.Y.O.B., click the picture tool in the forms Customise window and then click the location on the form where you want the picture to appear. A picture field appears. Double-click the picture field to open the Field Information window. Click the Paste Picture button; the graphic appears. When youre finished, click OK.

If the Paste Picture button in the Field Information window is inactive or the graphic doesnt appear when you click Paste Picture, be sure the graphic is saved in a bitmap file format. Open the Clipboard window and display your graphic. Browse the Display or View menu (depending on your version of Windows); if the word Bitmap doesnt appear in the menu, the file isnt a bitmap file. M.Y.O.B. for Windows supports graphic files in bitmap formats only.


Moving a picture on a form

Use the pointer to move pictures in the Customise window. To move pictures, select the pictures you want and drag them to the new location.

Another way to move a picture is to change its coordinates in the Field Information window. To do this, double-click the picture to open the Field Information window. In the Field Location boxes in this window, enter the distance from the top and left edges of the form where you want the picture to begin, then click OK.


Changing the size of a picture field on a form

Use the pointer to select the picture whose size you want to change. A small square, called a handle, appears in the bottom right corner of the picture. To change the size of the picture field, drag the handle.

Another way to change the size of a picture field is to change its size in the Field Information window. To do this, double-click the picture to open the Field Information window. Change the Field Size boxes so they reflect the size you want. When youre finished, click OK.

When you change the size of a picture field, the size of the picture itself isnt changed. If you want to change the size of the picture, youll need to change it in your graphics program first, then re-paste it into M.Y.O.B.


Changing a picture on a form

Although you cant edit a picture in M.Y.O.B., you can replace an existing picture with a different picture. If you need to edit a picture, youll need to use a graphics program to do so; after the picture is edited, you can then replace the old picture with the edited picture.

To insert a new or edited picture in an existing picture field in M.Y.O.B., first copy the graphic to the Clipboard. In M.Y.O.B., double-click the picture field in the Customise window, then click the Paste Picture button to replace the old picture with the new picture.


Previewing customised forms

At any time during the customisation process, you can display an on-screen preview of your work. To do this, click the Preview button in the Customise window. The Print Preview window appears, displaying the form. You can then use the zoom buttons on the left side of the Print Preview window to view the form in more detail.


Saving customised forms

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When youre finished customising a form, click OK in the Customise window to save your changes to the form. The changes you made are saved in the user-customised form layout; in other words, whenever you want to print the customised form, you should mark the User-Customised selection at the bottom of the Forms Selection window.

Only one customised form layout can be created for each form. If you make changes to a form thats already been customised and then click OK in the Customise window, a message will appear, indicating that the form youre saving will replace the previous version. Click OK to save the form, or Cancel to remove the changes you just made.

The pre-printed and plain paper form layouts arent changed when you save a customised form.


Printing customised forms

Printing a customised form is the same task as printing an unchanged M.Y.O.B. form. Be sure to mark the User-Customised selection in the Forms Selection window for the form you want to print, then click OK.

More information about printing forms begins in Printing alignment forms.


Customising specific forms

Each of M.Y.O.B.s forms is unique in the information they provide and the specific layouts they reflect. Depending upon the needs of your business, the M.Y.O.B. forms that are already set up when you begin using M.Y.O.B. may fully serve your needs. You may, however, occasionally find the need to make changes to specific forms to better accommodate your business needs.

This topic provides information about changes that M.Y.O.B. users commonly make to their forms. If you need to learn the basics of customising forms, we recommend that you read Customising forms before you continue with the following topics.

Customising cheques and cheque stubs

Adding two stub forms to a cheque form

Customising item purchase orders

Creating more than one customised invoice form

Printing two or more lines of text on an item invoice

Customising mailing labels


Customising cheques and cheque stubs

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Cheques and paycheques differ slightly from other M.Y.O.B. forms because cheque stubs are attached to them. Cheque stubs typically contain data fields that summarize the information that appears on the main part of the cheque that the stub is attached to. In M.Y.O.B., four types of cheque stubs exist:

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

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

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

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

To customise an entire cheque, youll need to perform two separate tasks: customising the cheque form and customising the stub form. Information about customising both forms is located in the following topics.

Customising the cheque form

Customising the stub form

Dont waste your cheque forms!


Customising the cheque form

When you open the Customise window to customise a cheque, youll notice that only the fields for the cheque appear in the window. Open the Form menu; the Cheque Layout command is selected. This indicates that youre currently viewing the layout for the cheque form only.

Customising the cheque form is the same process as customising any other form: you can move, activate and inactivate data fields and add, remove and change the characteristics of text fields, lines, rectangles and pictures. Refer to Customising forms for more information about making basic changes to your forms.

As is the case with all M.Y.O.B. forms, you can customise only one cheque form, even though four different cheque stub forms exist. Each customised cheque you print will use the changes you make to the cheque form here.


Customising the stub form

To customise a specific cheque stub, choose the type of stub you want to customise from the Form menu. When you select a stub type, the cheque forms fields will be dimmed, and the appropriate stub forms fields will appear at the bottom of the Customise window. (You may need to use the scroll bar on the right side of the Customise window to view the stubs fields.)

When a stub form is displayed in the Customise window, the fields and other items that make up the cheque form arent accessible. If you need to make changes to the cheque form again, choose Cheque Layout from the Form menu.

After youve selected the stub you want, customising the stub form is the same process as customising any other form: you can move, activate and inactivate data fields and add, remove and change the characteristics of text fields, lines, rectangles and pictures. Refer to Customising forms for more information about making basic changes to your forms.

You can make changes to all four available cheque stubs; however, changes you make to one stub wont be made to the other stubs. Youll have to change each stub individually if you want the same change to apply to all four stubs.

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

When youre finished making changes to the cheque form and stub forms, click OK in the Customise window. All changes youve made will be saved.


Dont waste your cheque forms!

After youre satisfied with the changes youve made to your cheques and cheque stubs, consider printing some alignment cheques to verify whether the changes you made print correctly on your printer. Print alignment cheques by clicking the Print Alignment Cheques button in the Forms Selection window.

When youre printing alignment cheques, though, dont waste the valuable preprinted paper forms you normally use for cheques - use plain paper instead. You should be able to easily compare the alignment text on the plain paper with a preprinted form.


Adding two stub forms to a cheque form

Some businesses prefer to include two cheque stubs with each cheque. Sometimes, when this type of form layout is used, the cheque form is located between the two cheque stubs. In a few steps, you can customise your cheque layout to incorporate two stubs in this manner. Follow the steps below to customise a cheque with a stub above it and a stub below it.

If you want two stubs to be printed after the cheque form is printed, you simply need to choose the Laser Cheque selection at the bottom of the Forms Selection window for cheques before you print the cheque forms. You dont need to follow these instructions.

1. Click Print Cheques in the Chequebook Command Centre. The Forms Selection window for cheques and paycheques appears.

2. In the Forms Selection window, choose the Laser Cheque selection at the bottom of the window, then click the Customise button. The Customise window appears.

3. From the Form menu, choose the stub form you want to include with the cheque. The stubs fields will appear in the window (you may need to use the scroll bar on the right side of the window to view the stubs fields.) Since youre customising the Laser Cheque form layout, two stubs appear in the Customise window - thats okay; youll be using both stubs.

4. Select all the items on the first cheque stub, including all active and inactive data fields, text fields and any drawing objects on the stub.

Dont use the Select All command to select all the items on the first cheque stub; youll mistakenly select all the fields on both the stubs.

5. Drag the selected stubs items to the proper position in the Customise window. Use the rulers and the dimmed cheque forms fields to find the location on the form where you want the stub to print. When youre satisfied with the location youve dragged the fields to, release the mouse button. (Youll probably place the stubs items directly on top of the cheque form, and the Customise window will look a little confusing for the time being.)

6. Choose Cheque Layout from the Form menu. Both stubs will disappear, leaving the cheque forms fields alone in the Customise window.

7. Choose Select All from the Edit menu to select all the cheque forms items.

8. Using the rulers as a guide, drag the cheque forms items into the proper position in the centre of the Customise Cheques window. (You may find it handy to verify the location of the cheque stub you moved in step 5. To do so, choose the appropriate stub from the Form menu. After you determine the location of the stub, choose Cheque Layout from the Form menu again.)

9. After youve positioned the cheque form correctly, choose the stub layout youre customising from the Form menu, then click the Preview button. The layout of the cheque form and the two stubs will appear in the Print Preview window. When youre finished viewing the layout, click OK to close the Print Preview window.

10. Continue moving the cheque stubs or cheque form until all items on the entire form are positioned the way you want, then click OK in the Customise window to save your changes.

If youve customised your cheques so stubs appear above and below the cheque form, you wont be able to print alignment cheques to verify the accuracy of your changes. The only way to verify the customised layout is to print actual cheques and then void the chequek transactions. If you use this strategy, we recommend that you set up a fictional payee for whom the test cheques can be created. That way, you wont accidentally affect the actual records of one of your business contacts. (Keep in mind, however, that the cheques you write to the fictional payee are still actual cheques, and should be voided when youre finished verifying the accuracy of the changes you made to your cheque form.)


Customising item purchase orders

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Item purchase orders contain a variety of information thats intended to serve the needs of most businesses. However, you may find it useful to review the data fields that appear on the original item purchase order form before you begin printing item purchase orders, in case the data fields weve selected dont match your needs exactly.

The item numbers that are printed on item purchase orders is an important piece of information. The default item purchase order is set up so the item numbers that are printed on the document are the main suppliers item numbers, not the item numbers you assigned to items in the Item Information window. This topic contains information about how to ensure the item numbers you want are printed on your item purchase orders; click the topic you want to learn about.

Printing the main suppliers item numbers on an item purchase order

Printing your item numbers on an item purchase order


Printing the main suppliers item numbers on an item purchase order

To ensure the main suppliers item numbers are printed on an item purchase order, the following conditions must exist:

* A main supplier must be assigned to the item. Main suppliers are assigned to individual items in the Main supplier field of the Restocking Information window.

* An item number must be assigned to the item for the main supplier. This number is entered in the Supplier Item No. field of the Restocking Information window.

* The main supplier for the item must be entered in the Supplier field of the Purchases window.

If these conditions dont exist, no item numbers will be printed on the default item purchase order.


Printing your item numbers on an item purchase order

If you want to print your item numbers on M.Y.O.B. item purchase orders (in other words, the item numbers that appear in the Items List window), you must customise the item purchase order form. To do this, follow these steps:

1. In the Purchases Command Centre, click Print Purchases. The Forms Selection window for purchase orders appears.

2. Select Item from the Order Type list.

3. In the Form Currently Used for Item P.O.s section of the window, select the item purchase order form you use.

4. Click the Customise button at the bottom of the window. The Customise window appears.

5. Scroll through the window until you locate the field labeled [Suppliers Item #]. (The field is usually located in the bottom half of the form.) When you find it, double-click it. The Field Information window appears, displaying information about the Suppliers Item No. field.

6. Unmark the Field is Active selection. Click OK. The Suppliers Item No. field is now inactive on the item purchase order.

7. Scroll through the Customise window again until you locate the field labeled [My Item #]. (This field is usually located on the far right edge of the Customise window, and may be partially obscured by another field.) When you find the field, double-click it. The Field Information window appears, displaying information about the My Item No. field.

8. Mark the Field is Active selection. Click OK. The My Item No. field is now active on the item purchase order.

9. Drag the My Item No. field to the location on the form where you want your item numbers to print. (You may want to place the field in the same location where the inactive Suppliers Item No. field is located.)

10. Click OK. The Forms Selection window appears again.

Each time you want to print item purchase orders with your item numbers, be sure the User-Customised P.O. selection is marked.


Creating more than one customised invoice form

Only one customised form layout can be created for each M.Y.O.B. form; however, if you dont intend to print packing slips, you can customise the packing slip form so it resembles an invoice - in other words, with a little trickery, you can create additional customised form layouts for M.Y.O.B. invoices.

Print an alignment form for an invoice, then print an alignment form for the invoices corresponding packing slip. Youll notice that the two documents are very similar. Using the two alignment forms as a guide, customise the packing slip so it matches your needs for an additional invoice. When youre finished, click OK in the Customise window.

When you want to print the additional customised invoice, remember to choose the packing slip you customised from the Invoice Type list, and choose the User-Customised selection at the bottom of the Forms Selection window before you begin printing.


Printing two or more lines of text on an item invoice

If you need to use more than one line of text for a line item on an item invoice, refer to Working with item invoices for information about creating a special text-only item record that you can print on the item invoice form.


Customising mailing labels

M.Y.O.B.s mailing label forms are set up so they can be printed easily on popular mailing labels. Depending upon the system of measurement your computer uses, you can select from a set of measured form layouts. For example, if your computer is set up to track United States measurements, you can choose between the 2.875 X 1 and 1.5 X 4 mailing label form layouts. If your computer is set up to track metric measurements, the form layouts you can choose from will appear in centimetres in the Forms Selection window for mailing labels.

In the Form Currently Used for Mailing Labels section of the Forms Selection window, the top selection is set up so you can print three mailing labels per row on 8.5-inch paper. Labels printed in this manner are often known as 3-Up labels.

The middle selection in the Form Currently Used for Mailing Labels section is set up so you can print two mailing labels per row on 8.5-inch paper. Labels printed in this manner are often known as 2-Up labels.

Changing the size of your labels

Changing the position of your labels


Changing the size of your labels

Changing the size of your labels is the same process as changing the size of any M.Y.O.B. form. In the Forms Selection window for mailing labels, choose the form layout you want to change, then click the Customise button to open the Customise window. Choose Forms Info from the Form menu, then change the entries in the Form Size fields in the Forms Information window. When youre finished making your entries, click OK.

Keep in mind that the changes you make to the size of your forms will most likely change the way the mailing labels are printed using your printer.


Changing the position of your labels

Some printers arent capable of printing information on the top row of mailing label paper. If this is your situation, youll need to customise your mailing label form so the forms top margin matches the printing capabilities of your printer.

In the Forms Selection window, choose the form layout of the mailing labels you want to use, then click the Customise button to open the Customise window. Choose Forms Info from the Form menu, then change the top Margins field so it matches the location where your printer begins printing. For example, if your printer begins printing a half-inch from the top edge of the page, enter 0.5 in the top Margins field. When youre finished, click OK.

Keep in mind that the changes you make to your forms margins will most likely change other aspects of how your printer will print your labels.


Understanding your chart of accounts

Your chart of accounts is the heart of your computerised accounting system. Accounts store the balance of the money that flows in and out of your business, and if theyre used properly, they can be valuable tools for tracking your financial activity.

For detailed information about accounts, refer to the Nominal Ledger chapter of your Users Guide.


Working with accounts

Since accounts are the backbone of your M.Y.O.B. financial records, ensuring your accounts are working the way you want them should be one of your highest priorities. This topic describes how to create, edit and remove accounts properly.

If you plan to create, edit or delete accounts, we suggest you read the Nominal Ledger chapter of your Users Guide before you continue with this information. This chapter provides a foundation for understanding the concepts described in the following topics.

Creating accounts

A few words about account opening balances and linked accounts

Creating a bank account

Creating an account for a credit card

Editing accounts

Deleting accounts


Creating accounts

Accounts are created using the Accounts List and Edit Accounts windows in the Nominal Ledger Command Centre.

The Accounts List window displays all the accounts in your chart of accounts, organized by account category. Each account is listed along with its account type, its balance, and an indication of whether it is linked to a particular type of transaction. For detailed information about each of the fields in the Accounts List window, refer to Accounts List window.

To begin creating a new account, click the tab at the top of the Accounts List window to choose the account category you want, then click the New button at the bottom of the window. The Edit Accounts window appears.

The Edit Accounts window allows you to select various characteristics for your new account. For detailed information about each of the fields in the Edit Accounts window, refer to Edit Accounts window.

To open the Accounts List window, click the Chart of Accounts button in the Nominal Ledger Command Centre.


A few words about account opening balances and linked accounts

The Opening Balance field of the Edit Accounts window shows the balance of your new account as of the first day of your conversion month. You can enter an accounts opening balance in the Opening Balance field, or you can use the Account Opening Balances window to enter this amount. More information about entering accounts opening balances is located in the Setup chapter of the Getting Started manual.

You can link accounts to specific types of transactions. To do so, click the zoom arrow next to the Linked Account For field in the Edit Accounts window. More information about linked accounts is located in the Nominal Ledger chapter of your Users Guide.


Creating a bank account

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If you plan to write cheques in M.Y.O.B., youll need to designate at least one account in your chart of accounts as a bank account. If you set up multiple bank accounts, youll be able to choose which account you wish to use when you write a cheque.

1. In the Accounts List window, click either the Asset tab or Liability tab at the top of the window, then click the New button. The Edit Accounts window appears.

2. In the top section of the Accounts List window, choose the Detail Bank Account selection in the Assets section, or the Detail Credit Card Account selection in the Liabilities section.

3. Enter the rest of the information about the account in the bottom section of the window. When youre finished, click OK to add the account to your chart of accounts.


Creating an account for a credit card

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You can track your companys credit card transactions using a detail credit card account. Follow these steps to create a credit card account.

1. In the Accounts List window, click the Liability tab at the top of the window, then click the New button. The Edit Accounts window appears.

2. In the top section of the Accounts List window, choose the Detail Credit Card Account selection.

3. Enter the rest of the information about the account in the bottom section of the window. When youre finished, click OK to add the account to your chart of accounts.

To enter transactions for the credit card account, youll use the Chequebook Command Centre. Refer to Tracking credit card purchases for information about how to use your credit card account.


Editing accounts

After youve saved a new account, you can still change its account number, account name, and, in some cases, its account level. A detail account with transactions assigned to it cant be changed to a header account. Header accounts, except for the eight account categories, can be changed to detail accounts.

When you change an accounts number, the account list is reordered (in account number order). If a header account is moved away from its detail accounts, the detail accounts are automatically moved up one level. If the header account is moved up or down a level, its detail accounts are moved with it.

To change the level of an account, highlight the account in the Accounts List window and click the Up or Down button. More information about account levels is located in the Working with the Nominal Ledger Command Centre section in the Nominal Ledger chapter of your Users Guide.

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Deleting accounts

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You can remove an account from the M.Y.O.B. system if the account fits the following criteria:

* The account isnt a Level 1 account.

* The account has a zero balance.

* No journal entries are assigned to the account.

* None of your recurring transactions use the account.

* The account isnt linked to any transaction types.

* The account isnt linked to any of the items youve entered in the Item Information window.

* The account has no historical transactions from a prior financial year.

To remove an account that fits these criteria, follow these steps:

1. Quit M.Y.O.B. and make a backup of your data file.

2. Highlight the account in the Accounts List window, then click the Edit button. The Edit Accounts window appears.

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


Creating budgets for your accounts

You can create budgets in M.Y.O.B. to track your businesss financial progress with a set of figures youd like to achieve for each of your accounts.

Use the History and Budgets window to establish budgets. To open the History and Budgets window, highlight the account you want to work with in the Accounts List window, then click Edit. The Edit Accounts window appears, displaying information about the account. Click the Budgets button to open the History and Budgets window.

See also Making entries in the Budget column and Using budget shortcuts.


Making entries in the Budget column

Enter the amount of expected activity for an account, NOT the expected balance of the account at the end of each month. For example, if your March budget for an account is £10,000 and your April budget is £10,500, enter £100, NOT £10,500 in the Budget column for April.

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, youre 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. See Using budget shortcuts for details about using budget shortcuts.


Using budget shortcuts

You can quickly set up your budgets using the Budget Shortcuts window. To open the Budget Shortcuts window, highlight the account you want to work with in the Accounts List window, then click Edit. The Edit Accounts window appears, displaying information about the account. Click the Budgets button to open the History and Budgets window, then click the Shortcuts button to open the Budget Shortcuts window.

Enter an amount and a frequency in the Budget Shortcuts window, then click OK. M.Y.O.B. multiplies the amount by the number of times the frequency you selected occurs in a year, and then divides that number by 12 to determine each months budget. If, for example, you have a £2,000 payroll expense every other week, enter £2,000 and choose Fortnightly. M.Y.O.B. multiplies £2,000 by 26 and divides the result by 12 for a monthly budget of £4,333.33.

You can also set up the budget shortcuts so each month incorporates a regular increase in budget amounts. To do this, enter a monthly amount increase or monthly percentage increase in the Budget Shortcuts window, then click OK. M.Y.O.B. begins with the January budgeted amount and increases it by the specified amount or percent for each consecutive month.

You cant assign a budget to the 13th period, if your financial year is set up to use 13 periods.


Working with Nominal Journal entries

Nominal Journal entries are transactions that arent specific to the Chequebook, Sales, Purchases and Stock command centres. Basically, you can create Nominal Journal entries for any type of transaction that doesnt apply to a specific command centre. In many cases, you may never need to create Nominal Journal entries; sometimes, though, you may find that creating a Nominal Journal entry is the best way to correct mistakes in your account balances, or for other situations that could occur in M.Y.O.B.

These topics describe how to perform regular tasks with M.Y.O.B.s Nominal Journal entries.

Creating Nominal Journal entries

Entering line items in a Nominal Journal entry

Entering transactions in the 13th period

Recording depreciation in M.Y.O.B.

Locating existing Nominal Journal entries

Removing or changing Nominal Journal entries

Reversing Nominal Journal entries

Creating recurring Nominal Journal entries

Using recurring Nominal Journal entries

Changing recurring Nominal Journal entries

Removing recurring Nominal Journal entries


Creating Nominal Journal entries

Use the Nominal Journal Entry window to create a Nominal Journal entry. For detailed information about each of the fields in the Nominal Journal Entry window, refer to Nominal Journal Entry window.


Entering line items in a Nominal Journal entry

The scrolling list in the middle of the Nominal Journal Entry window is the main area where Nominal Journal entries are created. When information is entered in a row in the scrolling list, the row is called a line item on the transaction. You can enter as many line items on a Nominal Journal entry as you want.


Recording depreciation in M.Y.O.B.

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

M.Y.O.B. doesnt calculate depreciation automatically, but you can record your depreciation figures in two steps:

1. Create a new account called Accumulated Depreciation for each of the accounts you depreciate. Give the new accounts numbers that directly follow their corresponding asset accounts. Also, create a new expense account called Depreciation Expense. For example:

ASSETS

Company van

Company van Accumulated Depreciation	(NEW ACCOUNT)

Computers

Computers Accumulated Depreciation	(NEW ACCOUNT)

EXPENSES

Depreciation Expense 	(NEW ACCOUNT)

2. Once youve determined your depreciation amounts, make Nominal Journal entries to credit the Accumulated Depreciation asset accounts and debit the Depreciation Expense account. The asset accounts will always have a contra (negative) balance to show a reduction in the value of the depreciable asset.


Locating existing Nominal Journal entries

After you record a Nominal Journal entry, youll probably want to view the transaction again sometime in the future. Follow the steps below to find a transaction youve created in the Nominal Journal Entry window.

1. Select Transaction Journal in the Nominal Ledger Command Centre. The Transaction Journal window appears with the Nominal tab selected.

2. In the Dated From and To fields, be sure the date range covers the date you entered the Nominal Journal entry.

3. The transaction youre looking for appears in the scrolling list. If you want to view detail about the transaction, click the zoom arrow next to the transactions number to open the window in which the transaction was originally entered.


Removing or changing Nominal Journal entries

If you want to remove or make changes to a Nominal Journal entry, the steps you perform depend upon whether youve saved the transaction already. Click the topic below that applies to your situation.

Removing or changing Nominal Journal entries before theyre saved

Removing or changing Nominal Journal entries after theyre saved


Removing or changing Nominal Journal entries before theyre saved

If you want to remove or change a Nominal Journal entry youve recorded - but you havent chosen Save from the File menu yet - follow the steps below.

1. Locate the Nominal Journal entry and display it in the Nominal Journal Entry window.

2. To change the Nominal Journal entry, change the information in the same way you normally enter information. To remove the transaction, select Delete Nominal Journal Transaction from the Edit menu.


Removing or changing Nominal Journal entries after theyre saved

If your transactions are changeable, follow the steps below to remove or change a Nominal Journal entry after youve recorded it and chosen Save from the File menu.

If your transactions are unchangeable, these instructions dont apply to you; instead, you must reverse incorrect Nominal Journal entries and create new Nominal Journal entries with correct information. For more information about reversing Nominal Journal entries, refer to Reversing Nominal Journal entries. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

1. Display the Nominal Journal entry you wish to remove or change in the Nominal Journal Entry window.

2. To change the Nominal Journal entry, change the information in the same way you normally enter information. To remove the Nominal Journal entry, select Delete Nominal Journal Transaction from the Edit menu.


Reversing Nominal Journal entries

If your transactions are unchangeable and you need to change a Nominal Journal entry after youve recorded it and chosen Save from the File menu, you must reverse it to remove its effect on your financial records. After you reverse the incorrect transaction, you can then enter a new Nominal Journal entry with the correct information.

You need to reverse Nominal Journal entries only if your transactions are unchangeable. If your transactions are changeable, refer to Removing or changing Nominal Journal entries for information about removing or changing Nominal Journal entries. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

Follow the steps below to reverse a Nominal Journal entry.

1. Locate the Nominal Journal entry you want to reverse and display it in the Nominal Journal Entry window.

2. Choose Reverse Nominal Journal Transaction from the Edit menu. M.Y.O.B. creates a transaction that contains amounts exactly opposite of the amount in the Nominal Journal entry.

You can make a few changes to the transaction (such as the date and the memo), but you cant change the accounts and amounts that are associated with the transaction.

If youre reversing a Nominal Journal entry from a previous accounting period, consider assigning a date from that period to the transaction. This will allow your reports for that accounting period to reflect the proper amounts, provided that you havent alreaded Started a New Year and closed the prior year.

3. Click Record to save the reversed Nominal Journal entry. The Nominal Journal Entry window disappears. The Nominal Journal entry is reversed.


Creating recurring Nominal Journal entries

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

When you create a recurring transaction, you can specify the frequency at which you intend to record the transaction in the future. When you specify a frequency for the recurring transaction, the transaction will appear as an item on your To Do List on the time period determined by the frequency you selected.

Follow these steps to create a recurring Nominal Journal entry.

1. Use the Nominal Journal Entry window to enter the transactions information as you normally would.

2. Click the Save Recurring button. The Save Recurring Transaction window appears. Enter the necessary information about the transaction in this window, then click Record. The transaction is saved as a recurring transaction.


Using recurring Nominal Journal entries

After youve created a recurring Nominal Journal entry (see Creating a recurring Nominal Journal entry), you can use the recurring transaction as often as you want. Follow these steps to use a recurring Nominal Journal entry.

1. Whenever you want to use the recurring Nominal Journal entry, open the Nominal Journal Entry window and click the Use Recurring button.

2. A window will appear, displaying all recurring transactions youve set up. Double-click the transaction you want, and the transactions information will appear in the Nominal Journal Entry window.

3. To record the transaction, click Record. The recurring Nominal Journal entry will be recorded as an actual transaction, and will also remain available for future use.


Changing recurring Nominal Journal entries

To change a recurring Nominal Journal entrys name or frequency, open the Nominal Journal Entry window, click Use Recurring, select the recurring transaction and click Edit. The Save Recurring Transaction window will appear, where you can change the name and frequency of the transaction.

To change the transactions detail, wait until the next time you need to record it. When its displayed, change it before you click Record. The next time you use it, the new detail will be displayed.


Removing recurring Nominal Journal entries

To delete a recurring Nominal Journal entry, open the Nominal Journal Entry window, click Use Recurring, select the transaction you want to remove and click Delete.

Deleting a recurring transaction only deletes it from your list of recurring transactions. All actual transactions recorded previously using this recurring transaction are not affected.


Using the Jobs List window

The Jobs List window allows you to view summary information about all the current jobs in your business. This window shows a list of all your jobs, with each jobs total income, cost, expenses and net profit or loss. To open this window, click Jobs List in the Nominal Ledger Command Centre.

You can also use the window to open other windows where you can enter budgets for a job, create a new job or edit an existing job. You can print a Jobs List by clicking the Print button in this window.

See also If you want detailed job information.


If you want detailed job information

To see a complete breakdown of budget information for a job, print an Analyse Jobs Report. For information about transactions assigned to a job, print a Job Activity report or Job Inquiry report. For profit and loss information about transactions assigned to a job, print a Job Profit & Loss report.


Creating new jobs

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You can use the Job Information window to create a new job or to edit information about an existing job. If you wish to create a new job, click the New button in the Jobs List window to open the New Job/Job Information window.

Refer to New Job window for information about making entries in the fields of the Job Information window.


Editing jobs

You can use the Job Information window to create a new job or to edit information about an existing job. If you wish to change a jobs information, highlight the job in the Jobs List window and click Edit to open the Edit Job/ Job Information window.

Refer to Edit Job window for information about making entries in the fields of the Job Information window.


Entering job opening balances and budgets

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When you add a job to the M.Y.O.B. system, you can enter the jobs opening balances and budgets by account. Opening balances for a job are entered in the Job Opening Balances window. Budgets for a job are entered in the Job Budgets by Account window.


Changing job levels

The list of jobs in Jobs List window is arranged in hierarchy much like the one you use in your chart of accounts. Just as accounts are arranged in levels, you can use four levels in your job organization. You can create header jobs and detail jobs. Unlike account level organization, level one jobs can be detail jobs. Each level one job represents a different hierarchy composed of all the jobs at lower levels beneath it.

As with header and detail accounts, you can only assign transactions to detail jobs. The header jobs above them in the list display totals of income, cost, expenses and profit or loss for the detail jobs. A header jobs name and number appears in bold in the jobs list. Jobs are arranged in alphanumeric order.

If you want to change the level of a job, select it and use the Up and Down buttons in the Jobs List window. Changing job levels is similar to changing account levels.

* If a detail job is moved up one level, all the detail jobs beneath it are also moved up 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 cant be moved down a level if the move places it more than one level from the previous header in the list.

The Up or Down buttons are inactive if the level of the job youve selected cant be changed.


Removing jobs

If you want to remove a job:

1. In the Jobs List window, select the job you want to remove and click Edit. The Edit Job/Job Information window appears.

2. Choose Delete Job from the Edit menu.

All reimbursable transactions assigned to a job must be removed from the To Be Reimbursed list in the Job Reimbursable Expenses window for that job before you can remove the job from the M.Y.O.B. system. For more information, refer to Job Reimbursable Expenses window.

See also Additional information about removing jobs.


Additional information about removing jobs

The total income, cost, expense and net profit or loss amounts for a job remain in the M.Y.O.B. system until you remove the job. That way, you can print accurate reports of job information regardless of whether youve purged journal entries or started a new financial year.


Removing reimbursable expenses

Use these steps to remove a reimbursable expense from the To Be Reimbursed list in the Job Reimbursable Expenses window  and place it in the Reimbursed\Removed list in that window without billing the customer:

1. Open the Job Information window of the job to which the reimbursable expense you want to remove is allocated. Click the Reimburse button. The Job Reimbursable Expenses window appears. Click the To Be Reimbursed tab.

2. Click the Remove field of the reimbursable expense you want to place on the Reimbursed\Removed list. A mark appears. To remove a mark in the Remove column, click the mark.

3. When youve selected the reimbursable expenses you want to place in the Reimbursed\Removed list, click the Remove from List button.

Use these steps to return a reimbursed expense to the To Be Reimbursed list so you can prepare a reimbursement invoice automatically:

1. Open the Job Information window of the job to which the reimbursed expense you want to return is allocated. Click the Reimburse button. The Job Reimbursable Expenses window appears. Click the Reimbursed\Removed tab.

2. Click the Remove field of the reimbursed expense you want to return to the To Be Reimbursed list. A mark appears. To remove a mark in the Remove column, click the mark.

3. When youve selected the reimbursed expenses you want to return to the To Be Reimbursed list, click the Remove from List button.

Reimbursable expenses can be moved from one list to the other in the Job Reimbursable Expenses window. The items arent removed from both lists until the journal entries in which they were originally entered are purged.


Reimbursing expenses on invoices

If you track reimbursable expenses on a job and link the job to a customer, you can prepare reimbursement invoices for your customers automatically. You can also bill your customers with a markup, if you wish.

See also:

Job Reimbursable Expenses window

Removing reimbursable expenses

Customer Reimbursable Expenses window

Using the Customer Reimbursable Expenses window

Preparing a reimbursement invoice

Preparing a reimbursement invoice with markup


Using the Customer Reimbursable Expenses window

Reimbursement invoices are prepared automatically using the Customer Reimbursable Expenses window. This window is opened using the Sales window. In the Customer field of the Sales window,  enter the customers name whose reimbursement invoice you want to write. Click the Reimburse button. The Customer Reimbursable Expenses window appears.

Click the To Be Reimbursed tab to view a list of all reimbursable expenses for this customer. Click the Reimbursed\Removed tab to view a list of all the reimbursed expenses for this customer.

The Customer Reimbursable Expenses window appears in two forms. You can use the one that is most convenient for the reimbursement transactions you prepare.

* If you open the Customer Reimbursable Expenses window using the Sales window for item invoices, the field at the top of the window is called Reimbursement Item. If you prepare most of your reimbursement invoices for items that you normally sell, youll probably use this version of the window. See If youre reimbursed mostly for items you normally sell.

* If you open the Customer Reimbursable Expenses window using the Sales window for service, professional or other invoices, the field at the top of the window is called Reimbursement Account. If you prepare most of your reimbursement invoices for non-items, such as consulting services or items that you dont normally sell, youll probably use this version of the window. See If youre reimbursed mostly for non-items, such as consulting services or items that you dont normally sell.

You may have many different types of reimbursable expenses for your customers. Use the version of the Customer Reimbursable Expenses window that is most suited to your needs. If you perform a couple of preliminary tasks for the version you choose, you can include all of your reimbursable expenses on the same type of invoice, and still prepare invoices automatically.


If youre reimbursed mostly for items you normally sell

If you prepare mostly item reimbursement invoices, you may need to include services as well as items not in your items list on item invoices. You would probably open the Customer Reimbursable Expenses window using the Sales window for item invoices. The Reimbursement Item field would appear at the top of the Customer Reimbursable Expenses window.

Set up a dummy item in your stock records that youll use exclusively for reimbursements. Mark the I Sell This Item selection in the Item Information window. Youll select the dummy item in the Customer Reimbursable Expenses window to represent non-items on item invoices. The descriptions for those non-items will appear on the invoice as they appeared on their purchase orders if you havent purged this information. If you entered the purchase of non-items in the Write Cheques window or the Write Paycheques window, the information from the Memo fields in those windows appears on item invoices in the Description field. Refer to the Stock chapter for more information about setting up items.


If youre reimbursed mostly for non-items, such as consulting services or items that you dont normally sell

If you prepare mostly service or other reimbursement invoices, you may need to include both services and items not in your stock records as well as items that you do normally sell on reimbursement invoices. (Items you normally sell are those for which youve marked the I Sell This Item selection and assigned an income account in the Item Information window.) You would probably open the Customer Reimbursable Expenses window using the Sales window for service or other invoices. The Reimbursement Account field would appear at the top of the Customer Reimbursable Expenses window. Youd enter an income account in this field for the transaction youre preparing. You could create an income account for reimbursements if you wish, but any items you normally sell would be allocated to their customary linked accounts.


Preparing a reimbursement invoice

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Follow these instructions to prepare a reimbursement invoice automatically using the Customer Reimbursable Expenses window:

1. In the Customer field of the Sales window,  enter the customers name whose reimbursement invoice you want to write.

2. Click the Reimburse button. The Customer Reimbursable Expenses window appears. Be sure the To Be Reimbursed tab is selected. All reimbursable expenses for this customer appear in the list.

Stock items wont appear in the list because they are considered assets, not expenses. Stock items are those for which you marked the I Stock This Item selection in the Item Information window. If you keep an stock of items you sell during the course of completing a job, you can enter them on the reimbursement invoice when you return to the Sales window.

If you enter stock items on a reimbursement invoice, but the invoice is not an item invoice, be sure to enter an stock adjustment transaction after you record the invoice to insure the accuracy of your stock quantities.

3. Click the Action field of the reimbursable expenses you want to include on the reimbursement invoice. To remove a mark in the Action column, click the mark.

4. If the Reimbursement Item field appears at the top of the window, enter the dummy item number you set up to represent any non-items or items you dont normally sell. You can also click the search icon and select the dummy item number from the list. If youve marked their Action fields, non-items and items you dont normally sell will appear on the reimbursement item invoice with the dummy item number. For more information about dummy item numbers, refer to Using the Customer Reimbursable Expenses window.

If the Reimbursement Account field appears at the top of the window, enter an income account for the transaction youre preparing. Any items you normally sell whose Action fields youve marked will be allocated to their customary linked accounts on the invoice. For more information, refer to Using the Customer Reimbursable Expenses window.

5. Click Reimburse. The Sales window reappears. All the reimbursable expenses you marked in the Customer Reimbursable Expenses window are entered automatically in the Sales window. The items are now considered reimbursed and will appear in the Reimbursed\Removed list in the Customer Reimbursable Expenses and Job Reimbursable Expenses windows. You can change the information entered in the Sales window or add more line items, if you wish.

6. Click Record in the Sales window to record the transaction.

If you prepare a reimbursement invoice and click Reimburse in the Customer Reimbursable Expenses window, the reimbursable expenses you marked are considered reimbursed and are moved to the Reimbursed\Removed list in the Customer Reimbursable Expenses and Job Reimbursable Expenses windows. If you click Cancel instead of Record in the Sales window, the reimbursable expenses are still considered reimbursed. You can return the reimbursable expenses to the To Be Reimbursed list using the Job Reimbursable Expenses window. Refer to Removing reimbursable expenses for more information.


Preparing a reimbursement invoice with markup

Follow these instructions to prepare a reimbursement invoice with markup automatically using the Customer Reimbursable Expenses window:

1. In the Customer field of the Sales window,  enter the customers name whose reimbursement invoice you want to write.

2. Click the Reimburse button. The Customer Reimbursable Expenses window appears. Be sure the To Be Reimbursed tab is selected. All reimbursable expenses for this customer appear in the list.

Stock items wont appear in the list because they are considered assets, not expenses. Stock items are those for which you marked the I Stock This Item selection in the Item Information window. If you keep an stock of items you sell during the course of completing a job, you can enter them on the reimbursement invoice when you return to the Sales window.

If you enter stock items on a reimbursement invoice, but the invoice is not an item invoice, be sure to enter an stock adjustment transaction after you record the invoice to insure the accuracy of your stock quantities.

3. Click the Action field of the reimbursable expenses you want to include on the reimbursement invoice with markup. To remove a mark in the Action column, click the mark.

4. Click the Markup button. The Markup Information window appears.

5. If you want to mark up the prices of the selected reimbursable expenses by a specific amount, enter the amount in the Amount Markup field.

If you want to mark up the prices of the selected reimbursable expenses by a percentage of your expense, enter the percentage in the Percent Markup field.

6. Set the new price that includes the markup amount.

* Choose the Use Calculated Prices selection if you want the selling prices of the selected reimbursable expenses to appear as they were calculated in step 5. To round the prices up or down by a pound, or to the nearest pound, make your selection from the Round Prices list.

* Choose the Make Prices A Multiple Of selection if you want the selling prices of the selected reimbursable expenses to appear as a multiple of a certain amount. Then enter the multiple in the field. Your selection from the Round Prices list will only affect the prices if rounding doesnt interfere with the multiple you entered.

* Choose the Make Prices End In selection if you want the selling prices of the selected reimbursable expenses to end with a certain amount (such as $.99). Then enter the ending for the prices in the field. To round the prices up or down by a pound, make your selection from the Round Prices list.

7. Click the Update X Items Only button to record your entries and return to the Customer Reimbursable Expenses window. The marked-up reimbursable expense amounts appear in their Reimburse fields. These amounts will appear on the invoice youre preparing. You can change these amounts in this window, if you wish.

8. If you want to calculate prices with a different markup for a different group of reimbursable expenses, first remove any marks that appear in the Action column, then mark the Action fields of the reimbursable expenses for which you want to calculate a different marked-up price and click Markup. The Markup Information window appears. Follow steps 5 through 7 to make entries in this window.

9. After youve calculated all prices with markup, be sure a mark appears in the Action fields of all the reimbursable expenses you want to include on the reimbursement invoice youre preparing.

9. If the Reimbursement Item field appears at the top of the window, enter the dummy item number you set up to represent any non-items or items you dont normally sell. You can also click the search icon and select the dummy item number from the list. If youve marked their Action fields, non-items and items you dont normally sell will appear on the reimbursement item invoice with the dummy item number.

If the Reimbursement Account field appears at the top of the window, enter an income account for the transaction youre preparing. Any items you normally sell whose Action fields youve marked will be allocated to their customary linked accounts on the invoice.

10. Click Reimburse. The Sales window reappears. All the reimbursable expenses you marked in the Customer Reimbursable Expenses window are entered automatically in the Sales window. The items are now considered reimbursed and will appear in the Reimbursed\Removed list in the Customer Reimbursable Expenses and Job Reimbursable Expenses windows. You can change the information entered in the Sales window, if you wish.

11. Click Record in the Sales window to record the transaction.

If you prepare a reimbursement invoice and click Reimburse in the Customer Reimbursable Expenses window, the reimbursable expenses you marked are considered reimbursed and are moved to the Reimbursed\Removed list in the Customer Reimbursable Expenses and Job Reimbursable Expenses windows. If you click Cancel instead of Record in the Sales window, the reimbursable expenses are still considered reimbursed. You can return the reimbursable expenses to the To Be Reimbursed list using the Job Reimbursable Expenses window. Refer to Removing reimbursable expenses for more information.


Setting up Stock

Click a topic below to learn how to set up M.Y.O.B. Stock.

Creating a new item record

Setting the price of an item

Updating the prices of multiple items

Entering the opening quantities and total stock values of your items

Entering services as items

Tracking item sales history

Auto-building stock

Restocking your stock


Creating a new item record

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To add an item or service to your list, click Items List in the Stock Command Centre. The Items List window appears. Click the New button to open the 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. Refer to the Stock chapter of your Users Guide, or see Item Information window, for detailed information about the Item Information window.


Setting the price of an item

M.Y.O.B. accepts unit prices up to three decimal places. On an invoice, the unit price is multiplied by the quantity sold before its rounded to the nearest cent. The price of an item can be changed in the Item Information window or Set Item Prices window. Click the topic below to learn more about the method you want to use.

Item Information window

Set Item Prices window

See also Updating the prices of multiple items.


Changing the price of an item using the Item Information window

Click Items List in the Stock Command Centre. The Items List window appears. Select the item for which you want to change the price and click Edit. The items Item Information window appears. Enter the new price in the Selling Price field. Click OK.


Changing the price of an item using the Set Item Prices window

Click Set Item Prices in the Stock Command Centre. The Set Item Prices window appears. All the items you sell appear in the list with their average costs and current prices.

Click the Last Cost button if you want to view the last purchase prices instead of the average costs. If an item was transferred into stock rather than bought, the last transfer price is displayed in the Last Cost column. If an item you sell isnt listed and should be, mark the I Sell this Item selection in the items Item Information window.

To change the price of an item, highlight the items Current Price field and enter the new price. Click OK to accept the changes youve made in this window.

When you set the price of an item, youre setting the default price for item invoices only. You can override the price when completing an invoice.


Updating the prices of multiple items

You can use item pricing shortcuts to update the prices of multiple items at one time. Its a great way to re-price your items to reflect changing costs or prepare for a business-wide sale.

Before changing the price of multiple items, choose Save from the File menu. If you dont want to use the new prices, you can reset them by choosing Revert to Saved from the File menu.

In the Set Item Prices window, mark the items whose prices you want to update by clicking their Shortcut fields. If you dont want to update the price of a marked item, click the items marked Shortcut field to remove the mark. If you dont want to update the prices of all items, dont mark any of them. Click the Shortcuts button at the bottom of the Set Item Prices window. The Pricing Shortcuts window appears. Follow these steps in the Pricing Shortcuts window to update the prices of the items you selected:

1. Choose how the updated selling price will be calculated.

Unless youre in the software business, you sell your products for more than they cost you. Markup is the difference between your cost and the selling price. For example, an item that costs you £10 and sells for £12 has a £2 markup. The first selection youll make in the Pricing Shortcuts window is how your updated selling price will be calculated.

Percent Margin  Percent margin is calculated by dividing your markup by the selling price (and expressing the result as a percent). Using the example above, the margin is £2/£12 or 16.67%. If you want to price the selected items by percent margin, mark the Percent Margin selection and enter the percentage in the field.

Percent markup  Percent markup is calculated by dividing the markup by the cost (and expressing the result as a percent). Using the example above, the markup is 20%. If you want to price the selected items by percent markup, mark the Percent Markup selection and enter the percentage in the field.

Gross Profit  Gross profit is the difference between the cost of an item and its selling price. Gross profit is expressed as an amount. If you want to price the selected items based on a gross profit amount, mark the Gross Profit selection and enter an amount in the field.

2. Choose the cost basis for the calculation of the updated selling price.

From the Basis For Calculation list, choose whether the selling price will be based upon a selected items average cost or last cost. The last cost is the cost of the item the last time you purchased it or transferred it into stock.

3. Set the updated selling price.

Choose the Use Calculated Price selection if you want the selling price of the selected items to appear as it was calculated in steps 1 and 2. To round the price up or down by a pound, or to the nearest pound, make your selection from the Round Prices list.

Choose the Make Price a Multiple Of selection if you want the selling price of the selected items to appear as a multiple of a certain amount. Then enter the multiple in the field. Your selection from the Round Prices list will only affect the price if rounding doesnt interfere with the multiple you entered.

Choose the Make Price End In selection if you want the selling price of the selected items to end with a certain amount (such as £.99). Then enter the ending of the price in the field. To round the price up or down by a pound, make your selection from the Round Prices list.

4. Click Update ( Items Only to update the prices of the items you selected in the Set Item Prices window. Click Update All Items if you want to update the price of every item listed in the Set Item Prices window.

If an item in the Set Item Prices window has a cost of £0.00, its selling price cant be updated using the Pricing Shortcuts window. These items must be updated manually because there is no cost basis for the calculation of an updated price.


Entering the opening quantities and total stock values of your items

When youre finished creating your item records, youll use the Count Stock window to enter the items quantities. The Count Stock window is accessed by clicking Count Stock in the Stock Command Centre. In this topic, youll also enter the total stock values of your items in the Stock Adjustments window.

To ensure M.Y.O.B. has an accurate tally of your items, count how many of each item you have in stock. If youre working with many items, click the Print button in the Count Stock window to print an Stock Count Sheet report, which will help speed your counting.

Follow these steps to enter the opening quantities of your items:

1. Click Count Stock in the Stock Command Centre. The Count Stock window appears. All the items you entered in the Item Information window are displayed, with zeros appearing in all columns. Zeros appear in the On Hand column at this time because M.Y.O.B. has no record of quantities for any of your items yet.

2. Enter the quantity of each item in its Counted field. The number in the items Difference field will change to reflect the difference between the number in the On Hand field and the entry in the Counted field.

3. When youre done entering quantities for all items, click the Adjust Stock button. The Adjustment Information window appears.

4. Enter the number of your stock asset account in the Default Adjustment Account field.

5. Click Continue in the Adjustment Information window. This indicates to M.Y.O.B. that youre making an opening adjustment to your stock asset account. The Opening Balance Check window appears, informing you that M.Y.O.B. has noticed that some of your on-hand stock quantities are zero.

6. Click Opening Balances in the Opening Balance Check window. Another Opening Balance Check window appears, informing you that M.Y.O.B. has noticed that the balance of your stock asset account is zero.

7. Click Adjust Balances. The Stock Adjustments window appears, showing an adjusting entry for each item whose opening quantity you entered in the Count Stock window. The entries contain each items number, name, quantity and an allocation to adjust your stock asset account.

At this point youll enter the opening total stock values for each item.

8. For each item, enter the cost of one buying unit in the Unit Cost field or enter the total stock value for the item in the Amount field. (If you make an entry in one field, the other field will change to reflect the first fields entry.)

Remember to enter how much these items cost you, not how much youre selling them for.

Do NOT change the account number that appears in the Account column.

9. When youre finished with each item, click Record to accept the stock adjustment transaction. The value of each item will be updated by M.Y.O.B.


Entering services as items

If your business provides various services, you could enter each service as an item and use item invoices to bill your customers. Treating services as items eliminates the need for you to do any math when youre writing invoices.

For example, if you bill £75 an hour for some services and £150 per hour for other services, you can write an item invoice by entering each service as an item and the number of hours as the shipping quantity. All the totals are calculated automatically.

When you create a service item in the Item Information window, be sure that only the I Sell This Item selection is marked.


Tracking item sales history

M.Y.O.B. can track sales figures for an item or service on a monthly basis. M.Y.O.B. tracks the units sold, the total sales and the total cost of sales for an item. If you track sales history for a service, M.Y.O.B. keeps track of the sales volume. Sales history is kept for the present year and the previous year.

If you want to track the sales history for an item, mark the Track Sales History selection in the items Item Information window. Whenever you sell this item, the units sold, the sales amount and the cost of sales will be added automatically to the totals for that month.

Sales history begins to accumulate only after you mark the Track Sales History selection. Sales that occur before you mark this selection will NOT be included in the items sales history.

If you wish to compare sales figures for the months preceding your tracking of the items sales history or for a time period before you began using M.Y.O.B., click the History button at the bottom of the items Item Information window. The Item Sales History window appears. Enter the unit sales, sales amount, and cost of sales in the Item Sales History window. Totals are stored for the previous financial year and the current financial year. You can use the Analyse Sales window to review the collected totals.

M.Y.O.B. increments the amounts in the Item Sales History window at the time of the sale. M.Y.O.B. doesnt prohibit you from changing these amounts, but if you change them, M.Y.O.B. CANNOT reconstruct the monthly totals from its sales records. It simply adds the next sale to the amounts you entered.


Auto-building stock

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In M.Y.O.B., auto-building is the process of combining two or more inventoried items, known as components, to create another inventoried item, known as a finished item. When you use the auto-build feature, M.Y.O.B. reduces the quantity of components and increases the quantity of finished items. Follow these instructions to auto-build a finished item:

1. Enter the records of the finished items components using the Item Information window. Mark the I Buy This Item and I Stock This Item selections for each component item. If you also sell the component item separately, mark the I Sell This Item selection, as well. Enter the rest of the item information for each component item. Be sure to enter the quantities of the component items using the Stock Adjustments window.

2. Enter the finished items record using the Item Information window. Mark the I Sell This Item and I Stock This Item selections for each item. (Dont mark I Buy This Item, because you build it.) Click the Auto-Build button at the bottom of the Item Information window. The Auto-Build Info window appears.

 a. In the field at the top of the Auto-Build Info window, enter the number of finished items for which youll enter component item quantities.

b. Enter the item numbers, names and quantities of the component items used to build the quantity of finished items you entered in the field at the top of the window.

3. When youre ready to build a finished item:

a. Click the Auto-Build Stock button in the Stock Command Centre. The Auto-Build Stock window appears, showing a list of all the finished items youve set up.

b. In the Auto-Build Stock window, enter the number of units of the finished item you want to build in the items Qty to Build column.

c. Click Build Items. The Stock Transfers window appears, containing a list of the stock transfer transactions needed to build the finished item.

d. Click Record to transfer the components to the stock of the finished item.


Restocking your stock

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If you enter restocking information for your stock items, M.Y.O.B. can keep track of your stock for you and youll be warned if youre running out of stock on a particular item.

When the stock of an item gets too low, the item will appear in the Stock Alert section of the To Do List. Using the To Do List, you can automatically create a purchase order for the item. If the stock of the item runs out while youre writing an invoice, you can automatically prepare a purchase order at that time.

If you want to enter restocking information for an item, click the Restock button in the items Item Information window. The Restocking Information window appears. Make the following entries in the Restocking Information window:

1. In the Minimum Level field, enter the number of units of the item below which you want to be reminded to restock the item.

If you buy this item:

2. In the Primary Vendor field, enter the main supplier from whom you usually buy the item. (This supplier will appear as a default in the Purchases window when a purchase order is automatically created. However, you can still buy the item from any supplier in the Card File.)

3. In the Vendor Item No. field, enter the suppliers item number for the item. This number is printed on default item purchase orders.

4. In the Restocking Quantity field, enter a default quantity of the item you usually reorder, in buying units.

5. Click OK to accept the entries youve made in the Restocking Information window.


Working with item records

After you set up your item records, you work with items in M.Y.O.B. typically takes place outside of the Stock Command Centre, in windows such as Sales and Purchases. However, there are a few other tasks you can perform in the Stock Command Centre with items; these tasks are described in the following topics.

Creating special item records

Organizing items into groups

Editing existing item records

Removing item records


Creating special item records

You can create a special item record to identify service items such as hourly fees and special items such as handling charges. You can also create a blank special item used specifically to create an extra line on an invoice or purchase order for long descriptions or to create spaces between line items on a transaction. To create a special item, follow these steps:

1. In the Stock Command Centre, click Items List. The Items List window appears. Click the New button.

2. Create a new item, using a backslash (\) as the first character of the new items number.

3. Mark the I Sell This Item selection. Enter an income account number in the Income Account for Tracking Sales field.

4. Be sure the Price field and Selling Unit of Measure field are blank, and leave the Track Sales History and Taxable When Sold selections unmarked.

5. Click OK to save the item, then close the Item Information window.

6. Whenever you want to use the item for a description on an invoice or purchase order, enter its number in the Item No. column of the Sales or Purchases window - dont forget to leave the Ship (or Received) and Backorder columns blank - and enter the description in the Description column.

7. If you want to place a blank line between items on the invoice or purchase order, enter the first item and move the highlight to the second line. In the second line, enter the \ item in the Item No. field, then enter a space in the Description field. Move to the third line and enter the other item in the transaction.


Organising items into groups
Organizing items into groups

If you want to organize items into groups, you can do so by incorporating identifiers when assigning item numbers. If you construct your item numbers with additional letters or characters, when reporting on items, you can use the wild card characters to select a desired sub-group of items.

For example, if you have two warehouse locations - New Jersey and California - append a location identifier to the end of every item number. Item number 12324-NJ could be used for an item in New Jersey and 12324-CA could identify the same item in California. When you want to print a report with items from New Jersey only, the search for *-NJ would allow you to report on only those items in New Jersey. (The process of using an asterisk to limit the information on a report is called wildcarding. Wildcarding is described in more detail in Using wildcards to filter report information.)


Editing existing item records

To edit an existing item record, click Items List in the Stock Command Centre. The Items List window appears. Select the item from the list and click Edit. The items Item Information window appears. Make your changes and click OK.


Removing item records

To remove an item record, click Items List in the Stock Command Centre. The Items List window appears. Select the item from the list and click Edit. The items Item Information window appears. Choose Delete Stock Item from the Edit menu.

You cant delete an item that has been included on an invoice or purchase order. You cant delete an item until all open, closed and pending invoices and purchase orders that use the item are purged. Since you dont often purge invoices and purchase orders until you start a new financial year, you probably wont delete an item until that time.

If youre stuck with an unwanted item for the rest of the year, change its name and number to something like ZZZ-Delete to move it to the end of your items list and out of your way.

You also cant delete an item that has a current quantity or value. Use the Stock Adjustments window to zero out an items quantity and/or value.


Counting stock

Once in a while, you may experience discrepancies between the quantities of your inventoried items in M.Y.O.B. and the actual quantities you have in stock. You can quickly adjust your M.Y.O.B. records in the Count Stock window. By entering the new quantities in the Count Stock window, you can create an stock adjustment transaction that updates your stock quantities and values. Follow the steps below to adjust stock quantities in the Count Stock window.

Be sure to record any stock transfers before counting your stock. Otherwise, missing stock that was really used to build another item will be accounted for as an expense, such as loss or shrinkage.

1. Click Count Stock in the Stock Command Centre. The Count Stock window appears. The list in this window displays all inventoried items in the M.Y.O.B. system - in other words, the items for which you selected I Stock This Item in the Item Information window.

2. Count the items in your stock and enter the actual quantities of each item in their Counted fields. If you click the Print button, you can print an Stock Count Sheet to help you count your stock more accurately. Any differences between the On Hand quantities recorded in M.Y.O.B. and the quantities youve counted will appear in the Difference fields.

3. Click Adjust Stock. The Default Expense Account dialogue box appears.

4. If you want to use the same expense account for each item in the stock adjustment transaction, enter the account number in the Default Adjustment Account field. You can also leave the field blank - but then youll need to enter an allocation account for every item in the Stock Adjustments window in step 5.

5. Click Continue in the Default Expense Account window. The Stock Adjustments window appears. The adjustment entries are made automatically. If you didnt enter a default allocation account for the transaction in step 4, enter an account in each items Account field.

Be sure the allocation account that appears in each line of the Stock Adjustments window is the account you want to use for the adjustment of that item.

6. Click Record to record the stock adjustment transaction.

When M.Y.O.B. calculates the average cost of an item, the current stock value of the item is divided by the number of units in stock. The average cost of an item is used when recording the cost of sales incurred when you sell the item. Keep in mind that when you adjust stock, you may be affecting the average cost.


Adjusting stock

Whenever your actual stock quantity or value disagrees with M.Y.O.B.s records, its time to adjust your stock. Stock adjustments are made in the Stock Adjustments window, which is accessed by clicking Stock Adjustments in the Stock Command Centre. Field-by-field descriptions of the Stock Adjustments window are available in Stock Adjustments window.

You can adjust the quantity of an item, the unit cost of an item, or the value of the stock of an item. You can also make stock adjustments to several items at a time.

Click a topic below to learn how to make stock adjustments in M.Y.O.B.

Making stock adjustment transactions

Adjusting item quantities only

Adjusting item values only

Adjusting unit cost without changing the quantity or the linked stock asset account balance

Removing or changing stock adjustment transactions


Making stock adjustment transactions

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When making entries in the Stock Adjustments window, remember to enter adjustments only. For example, if you want to change the quantity of an item, dont enter the new total quantity of the item. Enter a quantity that, when added to the existing quantity of the item, will equal the new total quantity. Your stock adjustment entries can be positive or negative numbers.

When M.Y.O.B. calculates the average cost of an item, the current stock value of the item is divided by the number of units in stock. The average cost of an item is used when recording the cost of sales incurred when you sell the item. Keep in mind that when you adjust stock, you may be affecting the average cost.

Once you determine you need an stock adjustment, the actual adjustment transaction is easy. Here are a few common stock adjustments:

Unexplained loss or theft  They arent easy to tolerate, but losses of this type are easy to account for.

1. In the Stock Adjustments window, enter the items number in the Item No. field.

2. Enter the quantity of the item that youre subtracting from your stock in the items Quantity field. Be sure to enter a negative quantity.

3. Enter an allocation account for the loss in the items Account field. This is usually an expense account. Most businesses maintain a separate account - called something like Shrinkage - for this purpose. The average unit cost of the item is used to calculate your loss, and the balances of the stock asset and expense accounts change accordingly.

4 Click Record.

Items that leave the business without an invoice  Some businesses are very fluid organizations. Sometimes its impossible to enter an invoice for every item thats sold. If you have less stock on hand than M.Y.O.B.s records show:

1. In the Stock Adjustments window, enter the items number in the Item No. field.

2. In the Quantity field, enter the quantity of items by which you need to reduce stock. Be sure to enter a negative quantity.

3. In the Account field, allocate the transaction to the cost of sales account you use for this item.

4. Click Record.

Items that come into the business without a purchase order  This is most common when you avoid writing purchase orders by writing a cheque to a supplier that is allocated to an expense account. Eventually, youll want the items youve purchased to be recorded in M.Y.O.B. stock.

1. In the Stock Adjustments window, enter the first items number in the Item No. field.

 2. Enter the number of items youre adding to stock in the Quantity field. Be sure to enter a positive quantity.

3. Allocate the transaction to the expense account (the account you used when you wrote the cheque) by entering the account number in the Account field. The balances of the expense and stock accounts will change accordingly.

4. If you purchased several items, you can adjust their inventories using the same transaction. Enter the adjustment information, on a separate line for each additional item, using steps 1, 2 and 3.

5 Click Record.


Adjusting item quantities only

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If the total value of an items stock is correct, but the quantity is incorrect, you can enter an stock adjustment transaction in the Stock Adjustments window to adjust the item quantity without affecting the value of the items stock.

1. Enter the items number in the Item No. field.

2. Enter £0.00 in the Unit Cost field.

3. In the Quantity field, enter the number of items by which you want to increase the stock. If you want to reduce the stock of the item, enter a negative number.

4. Click Record. The stock will be adjusted without a cash transaction being created.

A zero-amount transaction is not recorded in the Stock Journal.


Adjusting item values only

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If the quantity of an item is correct, but the total value of the item is incorrect, you can enter an stock adjustment transaction in the Stock Adjustments window to adjust the value of the items stock without affecting the quantity or unit cost.

1. Enter the items number in the Item No. field.

2. Enter zero in the Quantity field.

3. In the Amount field, enter the amount by which you want to increase the items stock value. Enter a negative amount to reduce the value of the items stock.

4. If youre entering an opening value for this items stock and you dont want the transaction to change your linked stock asset accounts opening balance, use the linked stock asset account as the allocation account for this transaction. Enter the number of the linked stock asset account in the Account field. The balance of the stock asset account wont change.

If you want the balance of the linked stock asset account to reflect this adjustment transaction, allocate the transaction to an expense or cost of sales account by entering the account number in the Account field.

5. Click Record.


Adjusting unit cost without changing the quantity or the linked stock asset account balance

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If the quantity of an item is correct, but the unit cost is incorrect, you can enter an stock adjustment transaction to adjust the unit cost of the item without affecting the balance of your linked stock asset account.

The unit cost of an item is calculated by dividing the total value of the items stock by the quantity. Therefore, youll need to adjust the total value to adjust the unit cost. Before you make any adjustments to the total value, youll need to make a few calculations using the Items List (Summary) Report. To do this, follow the instructions below:

1. Choose Index to Reports from the Reports menu. The Index To Reports window appears.

2. In the Index To Reports window, click the Stock tab. Select Items List (Summary) from the list and click Display. The Items List (Summary) report shows all items with their suppliers, quantities, total values, costs and prices.

3. Multiply the quantity on hand of the item you want to adjust by the items new unit cost. This will give you a new total value for that item.

4. Calculate the difference between the new total value (from step 3) and the total value displayed on the report. This is the amount of the adjustment.

Follow these steps to adjust the items unit cost in the Stock Adjustments window:

1. Enter the number of the item whose unit cost youre adjusting in the Item No. field. The Unit Cost field automatically displays the current cost for the item.

2. Enter the total value adjustment youve calculated in the Amount field. If youre reducing the items unit cost, enter the adjustment amount as a negative amount.

3. Enter the allocation account number (where your adjustment will be applied) in the Account field. If you dont want the balance of your linked stock asset account to reflect this transaction, enter the linked stock asset accounts number.

If you want the balance of the linked stock asset account to reflect this adjustment transaction, allocate the transaction to an expense or cost of sales account by entering the account number in the Account field.

4. Click Record.


Removing or changing stock adjustment transactions

If you want to remove or make changes to an stock adjustment transaction, the steps you perform depend upon whether youve recorded the transaction already. Click the topic below that applies to your situation.

Removing an stock adjustment transaction before its recorded

Removing or changing an stock adjustment transaction after its recorded


Removing an stock adjustment transaction before its recorded

If you want to remove an stock adjustment entry in the Stock Adjustments window, but you havent clicked Record yet, select Erase Stock Adjustment Transaction from the Edit menu. This will clear all the fields in the window except Date and Stock Journal No. You can remove your entry and close the window by clicking Cancel.


Removing or changing an stock adjustment transaction after its recorded

Unlike other types of transactions, once an stock adjustment is recorded, you cant change, delete or automatically reverse it. You can review the transaction by clicking the Journal button in the Stock Adjustments window.

You can change an adjustment transaction only by entering a new adjustment transaction that corrects the incorrect transaction. If you need to reverse or delete an adjustment transaction, you must enter a new adjustment transaction that contains opposite amounts.


Transferring stock

Transferring stock allows you to use a single transaction to reduce the value of one or more stock items and use that reduction to apply an increase to the value of one or more other stock items. You can enter stock transfer transactions in the Transfer Stock window, which is accessed by clicking Stock Transfers in the Stock Command Centre.

The transfer stock feature is useful for a manufacturing business, such as woodworking. The Transfer Stock window could be used when turning raw materials, lumber in this case, into finished goods, like furniture.

Transferring stock is simple if youve entered auto-build information for finished items (furniture, in our example) and their component items (lumber). Stock transfer transactions are automatically created when you build finished items in the Auto-Build Stock window. Auto-building is described in the Setting up stock section of the Stock chapter of your Users Guide.

Click a topic below to learn how to make stock transfers in M.Y.O.B.

Making stock transfer transactions

Including labour in the value of a finished item

Removing or changing an stock transfer transaction


Making stock transfer transactions

If you havent entered auto-build information, and you want to transfer the stock value of a certain quantity of items to the stock value of another item or group of items, follow these steps to enter an stock transfer transaction in the Transfer Stock window:

1. Enter each component item or each item whose stock value will be reduced by the transfer transaction in the following manner:

a. Enter the component items number in the Item No. field.

b. Enter the stock value of one item in the Amount field. This is the same as the cost of one item.

c. Enter the quantity of the item youre reducing with this transaction in the Quantity field as a negative number. The quantity of every item whose value youre reducing with this transaction must be entered as a negative number. The value you entered in the Amount field changes to reflect the quantity you enter. An average unit cost is calculated automatically and appears in the Unit Cost field.

2. Enter the finished item (or items) whose stock value will be increased by the transfer transaction in the following manner:

a. Enter the finished items number in the next available Item No. field.

b. Enter the quantity of the item youre building in the Quantity field as a positive number. The quantity of every item whose value youre increasing with this transaction must be entered as a positive number.

c. In the Amount field, enter a total value for the quantity of the item you entered in step 2b. An average unit cost for the finished item is calculated automatically and appears in the Unit Cost field.

3. To record the transaction, the amount in the Out Of Balance field must be £0.00. If the amounts youve entered in the transaction dont balance, adjust the total value of the finished item in its Amount field until £0.00 appears in the Out Of Balance field.

The values must balance. In our example, lets assume that it takes 10 £5 boards to make one table. The first line of the stock transfer transaction would be -10 boards at £5 each for a total amount of -£50. The second line would have 1 table at £50 for a total amount of positive £50. In this example, weve moved £50 from one item and added it to another item.

4. Click Record to accept the transaction youve entered.

You can enter any amounts that you wish in the Stock Transfers window. However, keep in mind that a component item entry in the Stock Transfers window with a disproportionate quantity and amount will affect the total value of the remaining stock of component items not used in the transfer transaction. The only requirement for recording an stock transfer transaction is that the amount in the Out Of Balance field is £0.00.


Including labor in the value of a finished item
Including labour in the value of a finished item

After youve created an stock transfer transaction, you may decide that the total stock value of a finished item is actually greater than just the sum of the values of its component items. If a finished item is physically built, labour costs should also be included in the total stock value of the finished item.

To include the cost of labour in the total stock value of a finished item, create an stock adjustment transaction for the item to increase the total stock value by the cost of labour. Allocate the transaction to a wage expense account. For more information about entering stock adjustment transactions, refer to Adjusting stock.


Removing or changing stock transfer transactions

If you want to remove or make changes to an stock transfer transaction, the steps you perform depend upon whether youve recorded the transaction already. Click the topic below that applies to your situation.

Removing an stock transfer transaction before its recorded

Removing or changing an stock transfer transaction after its recorded


Removing or changing an stock transfer transaction before its recorded

If you want to remove an stock transfer transaction youve entered, but you havent clicked Record yet, select Erase Transfer Stock Transaction from the Edit menu. This will clear all the fields in the window except Date and Stock Journal No. You can remove your entry and close the window by clicking Cancel.


Removing or changing an stock transfer transaction after its recorded

Unlike other types of transactions, once an stock transfer is recorded, you cant change, delete or automatically reverse it. You can review the transaction by clicking the Journal button in the Stock Transfers window.

You can change a transfer transaction only by entering a new transfer transaction that corrects the incorrect transaction. If you need to reverse or delete a transfer transaction, you must enter a new transfer transaction that contains opposite amounts.


Types of purchasing transactions

In M.Y.O.B., you can record a number of different types of purchasing transactions, each of which is designed to match the purchases you make in your business. All purchasing transactions are entered using the Sales window.

A brief description of each type of purchasing transaction is located below.

* Item purchase orders are used to record the purchase of items for which you selected I Buy This Item in the Item Information window. When you save an item purchase order, your in-house quantities of the items for which you also selected I Stock This Item in the Item Information window (also known as inventoried items) listed on the purchase order will change accordingly. You can print item purchase orders and send them to your suppliers, if you wish.

* Service purchase orders are used to record the purchase of items and services that you didnt enter information about in the Item Information window. This type of purchase order allows you to track purchasing transactions that dont affect your stock quantities. You can print service purchase orders and send them to your suppliers, if you wish.

* Professional purchase orders are also used to record the purchase of items and services that you didnt enter information about in the Item Information window, and include the specific date each item was purchased. You can print professional purchase orders and send them to your suppliers, if you wish.

* Other purchases are used to record the purchase of items and services that you didnt enter information about in the Item Information window, and that dont require a printed purchase order.

* Pending purchase orders are used to record item purchase orders and service purchase orders that you expect to occur. Pending purchase orders dont change the quantities of your inventoried items when theyre saved; rather, theyre kept in the Pending File until you convert them to actual purchase orders.


Purchases linked accounts
Purchase Ledger linked accounts

The Purchase Ledger Linked Accounts window allows you to review and change the linked accounts assigned to your M.Y.O.B. purchasing transactions. Linked accounts are automatically assigned to purchasing transactions when you record the transactions, and their balances are affected immediately.

These accounts are automatically linked when you create a new data file using the M.Y.O.B. Setup Interview. You may wish to review the linked accounts in the Purchase Ledger Linked Accounts window, so you know which accounts are affected by the purchasing transactions you enter.


Viewing VAT information in the Purchases window

The VAT code entered in the Purchases window applies to each line item whose Tx field is marked. You can view the VAT amount assigned to a purchasing transaction in the % VAT field. The VAT rate appears in the field name.


Changing VAT amounts manually

The VAT Information window can be used to change the VAT amount that applies to a transaction. Follow these steps to change a VAT amount:

1. In the Purchases window, click the zoom arrow in the % VAT field. The VAT Information window appears.

2. Enter the new VAT amount in the VAT field.

3. Click OK. The VAT Information window disappears, and the Purchases window reappears. The total VAT amount displayed in the % VAT field will change to reflect the change you made.

The VAT amount changes each time information in the scrolling list is changed, regardless of whether you already changed the VAT amount manually. If you change a transactions information after manually changing its VAT amount, be sure to review the VAT amount to ensure that the VAT amount is correct.

If youve changed the VAT amount manually, and you wish to restore the transactions VAT amount to the previous amount, open the VAT Information window again and click Recalculate. The VAT amount will return to the amount that existed before you manually changed it.


Working with item purchase orders

Click a topic below to learn how to work with item purchase orders in M.Y.O.B.

Creating item purchase orders

Setting up an item purchase order

Entering line items in an item purchase order

Entering two or more lines for an item description

Locating existing item purchase orders

Removing or changing item purchase orders

Reversing item purchase orders


Creating item purchase orders

Use the Purchases window to create an item purchase order. For detailed information about each of the fields in the Purchases window, see Purchases window.


Setting up an item purchase order

Before you begin creating an item purchase order, be sure youre using the correct view of the Purchases window. To do this, open the Purchases window and click the Type button. A window appears, displaying four types of purchasing transactions you can enter in the Purchases window. Click the Item selection, then click the OK button. The fields in the Purchases window will change to reflect the type of transaction youre creating.


Entering line items in an item purchase order

The scrolling list in the middle of the Purchases window is the main area where item purchase orders are created. When information is entered in a row in the scrolling list, the row is called a line item on the transaction. You can enter as many line items on an item purchase order as you want.


Entering two or more lines for an item description

If you want to create more than one line of text to describe an item youre including on a purchase order, use the following information to create more lines of text.

You can enter up to 255 characters for an item description. All 255 characters will print on the purchase order. If 255 characters arent enough, create a special item in the Item Information window for descriptions. To do this, follow these steps:

1. In the Stock Command Centre, click Items List. The Items List window will appear. Click the New button.

2. Create a new item, using a backslash (\) as the first character of the items number.

3. Mark the I Buy This Item selection. In the Expense Account for Tracking Costs field, enter any expense accounts number.

4. Be sure the Buying Unit of Measure field is blank, and leave the I Pay VAT When I Buy This Item selection unmarked.

5. Click OK to record the item, then close the Item Information window.

6. Whenever you want to use the item for a description in a purchase order, enter its number in the Item# column of the Purchases window - dont forget to leave the Received and Backorder columns blank - and enter the description in the Description column.

7. If you want to place a blank line between line items on the purchase order, enter the first item and move the highlight to the second line. In the second line, enter the \ item in the Item No. field, then enter a space in the Description field. Move to the third line and enter the next line item in the transaction.


Locating existing item purchase orders

After you record a purchasing transaction, youll probably want to view the transaction again sometime in the future. Follow the steps below to find a transaction youve created in the Purchases window.

1. Select Inquiry from the M.Y.O.B. Analyst. The Inquiry Register window appears.

2. If you know the number of the transaction you want to view, click the Purchase tab, then enter the transactions number in the Purchase No. field.

If you dont know the number of the transaction you want to view, click the Card tab, then enter the name of the supplier whose transaction youre looking for.

3. The transaction youre looking for appears in the scrolling list. If you want to view detail about the transaction, click the zoom arrow next to the transactions number to open the window in which the transaction was originally entered.


Removing or changing item purchase orders

If you want to remove or make changes to an item purchase order, the steps you perform depend upon whether youve saved the transaction already. Click the topic below that applies to your situation.

Removing or changing item purchase orders before theyre saved

Removing or changing item purchase orders after theyre saved


Removing or changing item purchase orders before theyre saved

If you want to remove or change a purchasing transaction youve recorded - but you havent chosen Save from the File menu yet - follow the steps below.

1. Locate the purchasing transaction and display it in the Purchases window.

2. To change the purchasing transaction, change the information in the same way you normally enter information. To remove the transaction, select Delete Purchase from the Edit menu.


Removing or changing item purchase orders after theyre saved

If your transactions are changeable, follow the steps below to remove or change an item purchase order after youve recorded it and chosen Save from the File menu.

If your transactions are unchangeable, these instructions dont apply to you; instead, you must reverse incorrect purchasing transactions and create new purchasing transactions with correct information. For more information about reversing purchasing transactions, refer to Reversing item purchase orders. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

1. Display the purchasing transaction you wish to remove or change in the Purchases window.

2. If you plan to remove the purchasing transaction but payments are applied to it, remove the payments before you attempt to remove the transaction. Refer to Working with supplier payments for more information about removing payments.

3. To change the purchasing transaction, change the information in the same way you normally enter information. To remove the purchasing transaction, select Delete Purchase from the Edit menu.


Creating recurring item purchase orders

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

When you create a recurring transaction, you can specify the frequency at which you intend to record the transaction in the future. When you specify a frequency for the recurring transaction, the transaction will appear as an item on your To Do List on the time period determined by the frequency you selected.

Follow these steps to create a recurring item purchase order.

1. Use the Purchases window to enter the transactions information as you normally would.

2. Click the Save Recurring button. The Save Recurring Transaction window appears. Enter the necessary information about the transaction in this window, then click Record. The transaction is saved as a recurring transaction.


Using recurring item purchase orders

After youve created a recurring item purchase order (see Creating a recurring item purchase order), you can use the recurring transaction as often as you want. Follow these steps to use a recurring item purchase order.

1. Whenever you want to use the transaction, open the Purchases window and click the Use Recurring button.

2. A window will appear, displaying all recurring transactions youve set up. Double-click the transaction you want, and the transactions information will appear in the Purchases window.

3. To record the transaction, click Record. The recurring item purchase order will be recorded as an actual transaction, and will also remain available for future use.


Changing recurring item purchase orders

To change a recurring item purchase orders name or frequency, open the Purchases window, click Use Recurring, select the recurring item purchase order and click Edit. The Save Recurring Transaction window will appear, where you can change the name and frequency of the transaction.

To change the transactions detail, wait until the next time you need to record it. When its displayed, change it before you click Record. The next time you use it, the new detail will be displayed.


Removing recurring item purchase orders

To delete a recurring item purchase order, open the Purchases window, click Use Recurring, select the transaction you want to remove and click Delete.

Deleting a recurring transaction only deletes it from your list of recurring transactions. All actual transactions recorded previously using this recurring transaction are not affected.


Reversing item purchase orders

If your transactions are unchangeable and you need to change an item purchase order after youve recorded it and chosen Save from the File menu, you must reverse it to remove its effect on your financial records. After you reverse the incorrect transaction, you can then enter a new item purchase order with the correct information.

You need to reverse item purchase orders only if your transactions are unchangeable. If your transactions are changeable, refer to Removing or changing item purchase orders for information about removing or changing item purchase orders. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

Many scenarios exist if you want to reverse an item purchase order. Each of these scenarios are explained in the following topics:

Reversing an item purchase order with no payments applied to it

Reversing a partially paid item purchase order

Reversing a closed item purchase order


Reversing an item purchase order with no payments applied to it

Two situations can exist if you want to reverse an item purchase order with no payments assigned to it. Click the topic below for the situation that applies to you.

If you returned all the items that were on the purchase order to the supplier

If you didnt return all the items that were on the purchase order to the supplier


If you returned all the items on the purchase order

You need to create a debit purchase - a transaction that contains amounts and quantities exactly opposite of the amounts and quantities in the item purchase order - that removes the total amount of the purchase order and returns the total quantities of the items on the purchase order back to their previous levels.

1. Locate the item purchase order you want to reverse and display it in the Purchases window.

2. Choose Reverse Purchase from the Edit menu. M.Y.O.B. creates a debit purchase.

You can make a few changes to the debit purchase (such as the date and the memo), but you cant change the accounts, amounts and quantities that are associated with the debit purchase.

If youre reversing a transaction from a previous accounting period, consider assigning a date from that period to the debit purchase. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record Reversal to save the debit purchase. At this time, the item quantities that were listed on the purchase order return to their previous levels. The Purchases window disappears.

4. Select Settle Returns & Debits from the Purchases Command Centre. A search list appears; from this list, select the debit purchase you created and click the Apply to Purchase button. The debit purchase appears in the Settle Returns & Debits window.

5. In the list of transactions at the bottom of the Settle Returns & Debits window,click the Amount Applied field of the item purchase order you want to reverse.

6. Click Record. The Settle Returns & Credits window disappears. The item invoice is reversed.


If you didnt return all the items on the purchase order

You need to create a debit purchase - a transaction that contains amounts and quantities exactly opposite of the amounts and quantities in the item purchase order - that removes a partial amount of the purchase order and increases your quantities of the items on the purchase order by the number of items that you returned.

If youre in this situation, you cant automatically reverse the purchase order by selecting Reverse Purchase from the Edit menu. Actually, since youre not clearing the entire transaction from your records, youre not reversing the purchase order at all - you can merely change it to reflect the actual amounts and quantities in the item purchase order.

1. In the Purchases window, begin creating a new item purchase order.

2. In the scrolling list in the Purchases window, use a negative number to enter the quantity of items that you returned. For example, if the original item purchase order recorded the purchase of 10 widgets but you returned five widgets, enter -5 widgets as a line item in the scrolling list. The amount of the purchase order is automatically calculated, and a negative number appears in the Total column.

3. If you need to make any changes to the amounts or other fields in this window, you can do so. When youre finished, click Record. The purchase order you just created is called a debit purchase.

4. Select Settle Returns & Debits from the Purchases Command Centre. A search list appears; from this list, select the debit purchase you created and click the Apply to Purchase button. The debit purchase appears in the Settle Returns & Debits window.

5. In the list of transactions at the bottom of the Settle Returns & Debits window, enter the entire amount of the debit purchase in the Amount Applied field of the item purchase order you want to change.

6. Click Record. The Settle Returns & Debits window disappears. The changes are made to the item purchase order.


Reversing a partially paid item purchase order

Follow the steps below to reverse an item purchase order  only partially paid. This process returns all balances to the amounts they had before the purchase order was recorded, and returns the quantities of your inventoried items on the purchase order back to the quantities they had before the purchase order was recorded.

1. Display the item purchase order you want to reverse in the Purchases window.

2. Choose Reverse Purchase from the Edit menu. M.Y.O.B. creates a debit purchase  - a transaction that contains amounts and quantities exactly opposite of the amounts and quantities in the item purchase order.

You can make a few changes to the debit purchase (such as the date and the memo), but you cant change the accounts, amounts and quantities that are associated with the debit purchase.

If youre reversing a transaction from a previous accounting period, consider assigning a date from that period to the debit purchase. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record Reversal to save the debit purchase. The Purchases window disappears.

4. Select Settle Returns & Debits from the Purchases Command Centre. A search list appears; from this list, highlight the debit purchase you created and click the Apply to Purchase button.

5. At this point, you may choose to do one of three things:

Option A

Option B

Option C


Option A

Apply part of the debit purchase amount to the remaining balance of the item purchase order you want to reverse, then apply the rest of the debit purchase to another purchasing transactions remaining balance. To do this, follow these steps:

a. Enter part of the debit purchase amount in the item purchase orders Amount Applied field so the transaction has no remaining balance.

b. Enter the rest of the debit purchase in another purchasing transactions Amount Applied field.

c. Click Record.


Option B

Apply part of the debit purchase amount to the remaining balance of the item purchase order you want to reverse, and deposit a refund cheque from the supplier for the rest of the debit purchase amount. To do this, follow these steps:

a. Change the Debit Amount field so its the same as the remaining balance of the item purchase order you want to reverse.

b. Enter the Debit Amount fields amount in the Amount Applied field of the item purchase order you want to reverse.

c. Click Record; the item purchase order is reversed. The debit purchase, containing the amount that wasnt applied in step b, remains in the M.Y.O.B. system.

d. Select Settle Returns & Debits again.

e. Select the debit purchase and click the Refund button. The Settle Returns & Debits window appears, displaying a refund cheque in the remaining amount of the debit purchase.

f. Click Record to save the refund cheque.


Option C

Apply part of the debit purchase amount to the remaining balance of the item purchase order you want to reverse, and save the rest of the debit purchase amount for later. To do this, follow these steps:

a. Change the Debit Amount field so its the same as the remaining balance of the item purchase order you want to reverse.

b. Enter the Debit Amount fields amount in the Amount Applied field of the item purchase order you want to reverse.

c. Click Record; the item purchase order is reversed. The debit purchase, containing the unapplied amount, remains in the M.Y.O.B. system. Keep in mind that the debit purchase will exist until you apply it to another transaction or deposit a refund cheque for it.


Reversing a closed item purchase order

Follow the steps below to reverse an item purchase order, originally entered in the Purchases window, thats completely paid. This process returns all balances to the amounts they had before the purchase order was recorded, and returns the quantities of your inventoried items on the purchase order back to the quantities they had before the purchase order was recorded.

1. Display the item purchase order you want to reverse in the Purchases window.

2. Choose Reverse Purchase from the Edit menu. M.Y.O.B. creates a debit purchase - a transaction that contains amounts and quantities exactly opposite of the amounts and quantities on the item purchase order.

You can make a few changes to the debit purchase, amounts and quantities that are associated with the debit purchase.

If youre reversing a transaction from a previous accounting period, consider assigning a date from that period to the debit purchase. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record Reversal to save the debit purchase. At this time, the item quantities that were listed on the purchase order return to their previous levels. The Purchases window disappears.

4. Select Settle Returns & Debits from the Purchases Command Centre. A search list appears; from this list, highlight the debit purchase you created.

5. At this point, you may choose to do one of two things:

Option A

Option B


Option A

Deposit a refund cheque from the supplier. To do this, follow these steps:

a. Click the Refund button. The Settle Returns & Debits window appears, displaying a refund cheque in the amount of the debit purchase.

b. Click Record to save the refund cheque; the item purchase order is reversed.


Option B

Apply the debit purchase amount to one or more of the your open purchases with the supplier. To do this, follow these steps:

a. Click the Apply to Purchase button. The Settle Returns & Debits window appears, displaying the debit purchase.

b. In the list of transactions at the bottom of the Settle Returns & Debits window, enter the total amount of the debit purchase in the Amount Applied field(s) of the open purchase(s) you want to apply the amount to.

c. Click Record to save the transaction you created; the item purchase order is reversed.


Working with service purchase orders

Click a topic below to learn how to work with service purchase orders in M.Y.O.B.

Creating service purchase orders

Setting up a service purchase order

Entering line items in a service purchase order

Locating existing service purchase orders

Removing or changing service purchase orders

Reversing service purchase orders


Creating service purchase orders

Use the Purchases window to create a service purchase order. For detailed information about each of the fields in the Purchases window, see Purchases window.


Setting up a service purchase order

Before you begin creating a service purchase order, be sure youre using the correct view of the Purchases window. To do this, open the Purchases window and click the Type button. A window appears, displaying four types of purchasing transactions you can enter in the Purchases window. Click the Service selection, then click the OK button. The fields in the Purchases window will change to reflect the type of transaction youre creating.


Entering line items in a service purchase order

The scrolling list in the middle of the Purchases window is the main area where service purchase orders are created. When information is entered in a row in the scrolling list, the row is called a line item on the transaction. You can enter as many line items on a service purchase order as you want.


Locating existing service purchase orders

After you record a purchasing transaction, youll probably want to view the transaction again sometime in the future. Follow the steps below to find a transaction youve created in the Purchases window.

1. Select Inquiry from the M.Y.O.B. Analyst. The Inquiry Register window appears.

2. If you know the number of the transaction you want to view, click the Purchase tab, then enter the transactions number in the Purchase No. field.

If you dont know the number of the transaction you want to view, click the Card tab, then enter the name of the supplier whose transaction youre looking for.

3. The transaction youre looking for appears in the scrolling list. If you want to view detail about the transaction, click the zoom arrow next to the transactions number to open the window in which the transaction was originally entered.


Removing or changing service purchase orders

If you want to remove or make changes to a service purchase order, the steps you perform depend upon whether youve saved the transaction already. Click the topic below that applies to your situation.

Removing or changing service purchase orders before theyre saved

Removing or changing service purchase orders after theyre saved


Removing or changing service purchase orders before theyre saved

If you want to remove or change a purchasing transaction youve recorded - but you havent chosen Save from the File menu yet - follow the steps below.

1. Locate the purchasing transaction and display it in the Purchases window.

2. To change the purchasing transaction, change the information in the same way you normally enter information. To remove the transaction, select Delete Purchase from the Edit menu.


Removing or changing service purchase orders after theyre saved

If your transactions are changeable, follow the steps below to remove or change a service purchase order after youve recorded it and chosen Save from the File menu.

If your transactions are unchangeable, these instructions dont apply to you; instead, you must reverse incorrect purchasing transactions and create new purchasing transactions with correct information. For more information about reversing purchasing transactions, refer to Reversing service purchase orders. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

1. Display the purchasing transaction you wish to remove or change in the Purchases window.

2. If you plan to remove the purchasing transaction but payments are applied to it, remove the payments before you attempt to remove the transaction. Refer to Working with supplier payments for more information about removing payments.

3. To change the purchasing transaction, change the information in the same way you normally enter information. To remove the purchasing transaction, select Delete Purchase from the Edit menu.


Creating recurring service purchase orders

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

When you create a recurring transaction, you can specify the frequency at which you intend to record the transaction in the future. When you specify a frequency for the recurring transaction, the transaction will appear as an item on your To Do List on the time period determined by the frequency you selected.

Follow these steps to create a recurring service purchase order.

1. Use the Purchases window to enter the transactions information as you normally would.

2. Click the Save Recurring button. The Save Recurring Transaction window appears. Enter the necessary information about the transaction in this window, then click Record. The transaction is saved as a recurring transaction.


Using recurring service purchase orders

After youve created a recurring service purchase order (see Creating recurring service purchase orders), you can use the recurring transaction as often as you want. Follow these steps to use a recurring service purchase order.

1. Whenever you want to use the transaction, open the Purchases window and click the Use Recurring button.

2. A window will appear, displaying all recurring transactions youve set up. Double-click the transaction you want, and the transactions information will appear in the Purchases window.

3. To record the transaction, click Record. The recurring service purchase order will be recorded as an actual transaction, and will also remain available for future use.


Changing recurring service purchase orders

To change a recurring service purchase orders name or frequency, open the Purchases window, click Use Recurring, select the recurring service purchase order and click Edit. The Save Recurring Transaction window will appear, where you can change the name and frequency of the transaction.

To change the transactions detail, wait until the next time you need to record it. When its displayed, change it before you click Record. The next time you use it, the new detail will be displayed.


Removing recurring service purchase orders

To delete a recurring service purchase order, open the Purchases window, click Use Recurring, select the transaction you want to remove and click Delete.

Deleting a recurring transaction only deletes it from your list of recurring transactions. All actual transactions recorded previously using this recurring transaction are not affected.


Reversing service purchase orders

If your transactions are unchangeable and you need to change a service purchase order after youve recorded it and chosen Save from the File menu, you must reverse it to remove its effect on your financial records. After you reverse the incorrect transaction, you can then enter a new service purchase order with the correct information.

You need to reverse service purchase orders only if your transactions are unchangeable. If your transactions are changeable, refer to Removing or changing service purchase orders for information about removing or changing purchasing transactions. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

Many scenarios exist if you want to reverse a service purchase order. Each of these scenarios are explained in the following topics:

Reversing a service purchase order with no payments applied to it

Reversing a partially paid service purchase order

Reversing a closed service purchase order


Reversing a service purchase order with no payments applied to it

Follow the steps below to reverse a service purchase order that doesnt have payments assigned to it.

1. Locate the service purchase order you want to reverse and display it in the Purchases window.

2. Choose Reverse Purchase from the Edit menu. M.Y.O.B. creates a debit purchase - a transaction that contains an amount exactly opposite of the amount in the service purchase order.

You can make a few changes to the debit purchase (such as the date and the memo), but you cant change the accounts and amounts that are associated with the debit purchase.

If youre reversing a transaction from a previous accounting period, consider assigning a date from that period to the debit purchase. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record Reversal to save the debit purchase. The Purchases window disappears.

4. Select Settle Returns & Debits from the Purchases Command Centre. A search list appears; from this list, select the debit purchase you created and click the Apply to Purchase button. The debit purchase appears in the Settle Returns & Debits window.

5. In the list of transactions at the bottom of the Settle Returns & Debits window, click the Amount Applied field of the service purchase order you want to reverse.

6. Click Record. The Settle Returns & Debits window disappears. The service purchase order is reversed.


Reversing a partially paid service purchase order

Follow the steps below to reverse a service purchase order thats only partially paid. This process returns all balances to the amounts they had before the purchase order was recorded.

1. Display the service purchase order you want to reverse in the Purchases window.

2. Choose Reverse Purchase from the Edit menu. M.Y.O.B. creates a debit purchase - a transaction that contains an amount exactly opposite of the amount in the service purchase order.

You can make a few changes to the debit purchase (such as the date and the memo), but you cant change the accounts and amounts that are associated with the debit purchase.

If youre reversing a transaction from a previous accounting period, consider assigning a date from that period to the debit purchase. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record Reversal to save the debit purchase. The Purchases window disappears.

4. Select Settle Returns & Debits from the Purchases Command Centre. A search list appears; from this list, highlight the debit purchase you created and click the Apply to Purchase button.

5. At this point, you may choose to do one of three things:

Option A

Option B

Option C


Option A

Apply part of the debit purchase amount to the remaining balance of the service purchase order you want to reverse, then apply the rest of the debit purchase to another purchasing transactions remaining balance. To do this, follow these steps:

a. Enter part of the debit purchase amount in the service purchase orders Amount Applied field so the transaction has no remaining balance.

b. Enter the rest of the debit purchase in another purchasing transactions Amount Applied field.

c. Click Record.


Option B

Apply part of the debit purchase amount to the remaining balance of the service purchase order you want to reverse, and deposit a refund cheque for the rest of the debit purchase amount. To do this, follow these steps:

a. Change the Debit Amount field so its the same as the remaining balance of the service purchase order you want to reverse.

b. Enter the Debit Amount fields amount in the Amount Applied field of the service purchase order you want to reverse.

c. Click Record; the service purchase order is reversed. The debit purchase, containing the unapplied amount, remains in the system.

d. Select Settle Returns & Debits again.

e. Select the debit purchase and click the Refund button. The Settle Returns & Debits window appears, displaying a refund cheque in the remaining amount of the debit purchase.

f. Click Record.


Option C

Apply part of the debit purchase amount to the remaining balance of the service purchase order you want to reverse, and save the rest of the debit purchase amount for later. To do this, follow these steps:

a. Change the Debit Amount field so its the same as the remaining balance of the service purchase order you want to reverse.

b. Enter the Debit Amount fields amount in the Amount Applied field of the service purchase order you want to reverse.

c. Click Record; the service purchase order is reversed. The debit purchase, containing the unapplied amount, remains in the M.Y.O.B. system. Keep in mind that the debit purchase will exist until you apply it to another transaction or deposit a refund cheque for it.


Reversing a closed service purchase order

Follow the steps below to reverse a service purchase order thats completely paid. This process returns all balances to the amounts they had before the purchase order was recorded.

1. Display the service purchase order you want to reverse in the Purchases window.

2. Choose Reverse Purchase from the Edit menu. M.Y.O.B. creates a debit purchase - a transaction that contains an amount exactly opposite of the amount in the service purchase order.

You can make a few changes to the debit purchase (such as the date and the memo), but you cant change the accounts and amounts that are associated with the debit purchase.

If youre reversing a transaction from a previous accounting period, consider assigning a date from that period to the debit purchase. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record Reversal to save the debit purchase. The Purchases window disappears.

4. Select Settle Returns & Debits from the Purchases Command Centre. A search list appears; from this list, highlight the debit purchase you created.

5. At this point, you may choose to do one of two things:

Option A

Option B


Option A

Record the deposit of a refund cheque you received from the supplier. To do this, follow these steps:

a. Click the Refund button. The Settle Returns & Debits window appears, displaying a refund cheque in the amount of the debit purchase.

b. Click Record.


Option B

Apply the debit purchase amount to one or more of your open purchases with this supplier. To do this, follow these steps:

a. Click the Apply to Purchase button. The Settle Returns & Debits window appears, displaying the debit purchase.

b. In the list of transactions at the bottom of the Settle Returns & Debits window, enter the total amount of the debit purchase in the Amount Applied field(s) of the open purchase(s) you want to apply the amount to.

c. Click Record.


Working with professional purchase orders

Click a topic below to learn how to work with professional purchase orders in M.Y.O.B.

Creating professional purchase orders

Setting up a professional purchase order

Entering line items in a professional purchase order

Locating existing professional purchase orders

Removing or changing professional purchase orders

Reversing professional purchase orders


Creating professional purchase orders

Use the Purchases window to create a professional purchase order. For detailed information about each of the fields in the Purchases window, see Purchases window.


Setting up a professional purchase order

Before you begin creating a professional purchase order, be sure youre using the correct view of the Purchases window. To do this, open the Purchases window and click the Type button. A window appears, displaying four types of purchasing transactions you can enter in the Purchases window. Click the Professional selection, then click the OK button. The fields in the Purchases window will change to reflect the type of transaction youre creating.


Entering line items in a professional purchase order

The scrolling list in the middle of the Purchases window is the main area where professional purchase orders are created. When information is entered in a row in the scrolling list, the row is called a line item on the transaction. You can enter as many line items on a professional purchase order as you want.


Locating existing professional purchase orders

After you record a purchasing transaction, youll probably want to view the transaction again sometime in the future. Follow the steps below to find a transaction youve created in the Purchases window.

1. Select Inquiry from the M.Y.O.B. Analyst. The Inquiry Register window appears.

2. If you know the number of the transaction you want to view, click the Purchase tab, then enter the transactions number in the Purchase No. field.

If you dont know the number of the transaction you want to view, click the Card tab, then enter the name of the supplier whose transaction youre looking for.

3. The transaction youre looking for appears in the scrolling list. If you want to view detail about the transaction, click the zoom arrow next to the transactions number to open the window in which the transaction was originally entered.


Removing or changing professional purchase orders

If you want to remove or make changes to a professional purchase order, the steps you perform depend upon whether youve saved the transaction already. Click the topic below that applies to your situation.

Removing or changing professional purchase orders before theyre saved

Removing or changing professional purchase orders after theyre saved


Removing or changing professional purchase orders before theyre saved

If you want to remove or change a purchasing transaction youve recorded - but you havent chosen Save from the File menu yet - follow the steps below.

1. Locate the purchasing transaction and display it in the Purchases window.

2. To change the purchasing transaction, change the information in the same way you normally enter information. To remove the transaction, select Delete Purchase from the Edit menu.


Removing or changing professional purchase orders after theyre saved

If your transactions are changeable, follow the steps below to remove or change a professional purchase order after youve recorded it and chosen Save from the File menu.

If your transactions are unchangeable, these instructions dont apply to you; instead, you must reverse incorrect purchasing transactions and create new purchasing transactions with correct information. For more information about reversing purchasing transactions, refer to Reversing professional purchase orders. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

1. Display the purchasing transaction you wish to remove or change in the Purchases window.

2. If you plan to remove the purchasing transaction but payments are applied to it, remove the payments before you attempt to remove the transaction. Refer to Working with supplier payments for more information about removing payments.

3. To change the purchasing transaction, change the information in the same way you normally enter information. To remove the purchasing transaction, select Delete Purchase from the Edit menu.


Creating recurring professional purchase orders

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

When you create a recurring transaction, you can specify the frequency at which you intend to record the transaction in the future. When you specify a frequency for the recurring transaction, the transaction will appear as an item on your To Do List on the time period determined by the frequency you selected.

Follow these steps to create a recurring professional purchase order.

1. Use the Purchases window to enter the transactions information as you normally would.

2. Click the Save Recurring button. The Save Recurring Transaction window appears. Enter the necessary information about the transaction in this window, then click Record. The transaction is saved as a recurring transaction.


Using recurring professional purchase orders

After youve created a recurring professional purchase order (see Creating recurring professional purchase orders), you can use the recurring transaction as often as you want. Follow these steps to use a recurring professional purchase order.

1. Whenever you want to use the transaction, open the Purchases window and click the Use Recurring button.

2. A window will appear, displaying all recurring transactions youve set up. Double-click the transaction you want, and the transactions information will appear in the Purchases window.

3. To record the transaction, click Record. The recurring professional purchase order will be recorded as an actual transaction, and will also remain available for future use.


Changing recurring professional purchase orders

To change a recurring professional purchase orders name or frequency, open the Purchases window, click Use Recurring, select the recurring professional purchase order and click Edit. The Save Recurring Transaction window will appear, where you can change the name and frequency of the transaction.

To change the transactions detail, wait until the next time you need to record it. When its displayed, change it before you click Record. The next time you use it, the new detail will be displayed.


Removing recurring professional purchase orders

To delete a recurring professional purchase order, open the Purchases window, click Use Recurring, select the transaction you want to remove and click Delete.

Deleting a recurring transaction only deletes it from your list of recurring transactions. All actual transactions recorded previously using this recurring transaction are not affected.


Reversing professional purchase orders

If your transactions are unchangeable and you need to change a professional purchase order after youve recorded it and chosen Save from the File menu, you must reverse it to remove its effect on your financial records. After you reverse the incorrect transaction, you can then enter a new professional purchase order with the correct information.

You need to reverse professional purchase orders only if your transactions are unchangeable. If your transactions are changeable, refer to Removing or changing professional purchase orders for information about removing or changing purchasing transactions. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

Many scenarios exist if you want to reverse a professional purchase order. Each of these scenarios are explained in the following topics:

Reversing a professional purchase order with no payments applied to it

Reversing a partially paid professional purchase order

Reversing a closed professional purchase order


Reversing a professional purchase order with no payments applied to it

Follow the steps below to reverse a professional purchase order that doesnt have payments assigned to it.

1. Locate the professional purchase order you want to reverse and display it in the Purchases window.

2. Choose Reverse Purchase from the Edit menu. M.Y.O.B. creates a debit purchase - a transaction that contains an amount exactly opposite of the amount in the professional purchase order.

You can make a few changes to the debit purchase (such as the date and the memo), but you cant change the accounts and amounts that are associated with the debit purchase.

If youre reversing a transaction from a previous accounting period, consider assigning a date from that period to the debit purchase. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record Reversal to save the debit purchase. The Purchases window disappears.

4. Select Settle Returns & Debits from the Purchases Command Centre. A search list appears; from this list, select the debit purchase you created and click the Apply to Purchase button. The debit purchase appears in the Settle Returns & Debits window.

5. In the list of transactions at the bottom of the Settle Returns & Debits window, click the Amount Applied field of the professional purchase order you want to reverse.

6. Click Record. The Settle Returns & Debits window disappears. The professional purchase order is reversed.


Reversing a partially paid professional purchase order

Follow the steps below to reverse a professional purchase order thats only partially paid. This process returns all balances to the amounts they had before the purchase order was recorded.

1. Display the professional purchase order you want to reverse in the Purchases window.

2. Choose Reverse Purchase from the Edit menu. M.Y.O.B. creates a debit purchase - a transaction that contains an amount exactly opposite of the amount in the professional purchase order.

You can make a few changes to the debit purchase (such as the date and the memo), but you cant change the accounts and amounts that are associated with the debit purchase.

If youre reversing a transaction from a previous accounting period, consider assigning a date from that period to the debit purchase. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record Reversal to save the debit purchase. The Purchases window disappears.

4. Select Settle Returns & Debits from the Purchases Command Centre. A search list appears; from this list, highlight the debit purchase you created and click the Apply to Purchase button.

5. At this point, you may choose to do one of three things:

Option A

Option B

Option C


Option A

Apply part of the debit purchase amount to the remaining balance of the professional purchase order you want to reverse, then apply the rest of the debit purchase to another purchasing transactions remaining balance. To do this, follow these steps:

a. Enter part of the debit purchase amount in the professional purchase orders Amount Applied field so the transaction has no remaining balance.

b. Enter the rest of the debit purchase in another purchasing transactions Amount Applied field.

c. Click Record.


Option B

Apply part of the debit purchase amount to the remaining balance of the professional purchase order you want to reverse, and deposit a refund cheque for the rest of the debit purchase amount. To do this, follow these steps:

a. Change the Debit Amount field so its the same as the remaining balance of the professional purchase order you want to reverse.

b. Enter the Debit Amount fields amount in the Amount Applied field of the professional purchase order you want to reverse.

c. Click Record; the professional purchase order is reversed. The debit purchase, containing the unapplied amount, remains in the system.

d. Select Settle Returns & Debits again.

e. Select the debit purchase and click the Refund button. The Settle Returns & Debits window appears, displaying a refund cheque in the remaining amount of the debit purchase.

f. Click Record.


Option C

Apply part of the debit purchase amount to the remaining balance of the professional purchase order you want to reverse, and save the rest of the debit purchase amount for later. To do this, follow these steps:

a. Change the Debit Amount field so its the same as the remaining balance of the professional purchase order you want to reverse.

b. Enter the Debit Amount fields amount in the Amount Applied field of the professional purchase order you want to reverse.

c. Click Record; the professional purchase order is reversed. The debit purchase, containing the unapplied amount, remains in the M.Y.O.B. system. Keep in mind that the debit purchase will exist until you apply it to another transaction or deposit a refund cheque for it.


Reversing a closed professional purchase order

Follow the steps below to reverse a professional purchase order thats completely paid. This process returns all balances to the amounts they had before the purchase order was recorded.

1. Display the professional purchase order you want to reverse in the Purchases window.

2. Choose Reverse Purchase from the Edit menu. M.Y.O.B. creates a debit purchase - a transaction that contains an amount exactly opposite of the amount in the professional purchase order.

You can make a few changes to the debit purchase (such as the date and the memo), but you cant change the accounts and amounts that are associated with the debit purchase.

If youre reversing a transaction from a previous accounting period, consider assigning a date from that period to the debit purchase. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record Reversal to save the debit purchase. The Purchases window disappears.

4. Select Settle Returns & Debits from the Purchases Command Centre. A search list appears; from this list, highlight the debit purchase you created.

5. At this point, you may choose to do one of two things:

Option A

Option B


Option A

Record the deposit of a refund cheque you received from the supplier. To do this, follow these steps:

a. Click the Refund button. The Settle Returns & Debits window appears, displaying a refund cheque in the amount of the debit purchase.

b. Click Record.


Option B

Apply the debit purchase amount to one or more of your open purchases with this supplier. To do this, follow these steps:

a. Click the Apply to Purchase button. The Settle Returns & Debits window appears, displaying the debit purchase.

b. In the list of transactions at the bottom of the Settle Returns & Debits window, enter the total amount of the debit purchase in the Amount Applied field(s) of the open purchase(s) you want to apply the amount to.

c. Click Record.


Working with other purchases

Click a topic below to learn how to work with other purchases in M.Y.O.B.

Creating other purchases

Setting up an other purchase

Entering line items in an other purchase

Locating existing other purchases

Removing or changing other purchases

Reversing other purchases


Creating other purchases

Use the Purchases window to create an other purchase. For detailed information about each of the fields in the Purchases window, see Purchases window.


Setting up an other purchase

Before you begin creating an other purchase, be sure youre using the correct view of the Purchases window. To do this, open the Purchases window and click the Type button. A window appears, displaying four types of purchasing transactions you can enter in the Purchases window. Click the Other Purchase selection, then click the OK button. The fields in the Purchases window will change to reflect the type of transaction youre creating.


Entering line items in an other purchase

The scrolling list in the middle of the Purchases window is the main area where other purchases are created. When information is entered in a row in the scrolling list, the row is called a line item on the transaction. You can enter as many line items on an other purchase as you want.


Locating existing other purchases

After you record a purchasing transaction, youll probably want to view the transaction again sometime in the future. Follow the steps below to find a transaction youve created in the Purchases window.

1. Select Inquiry from the M.Y.O.B. Analyst. The Inquiry Register window appears.

2. If you know the number of the transaction you want to view, click the Purchase tab, then enter the transactions number in the Purchase No. field.

If you dont know the number of the transaction you want to view, click the Card tab, then enter the name of the supplier whose transaction youre looking for.

3. The transaction youre looking for appears in the scrolling list. If you want to view detail about the transaction, click the zoom arrow next to the transactions number to open the window in which the transaction was originally entered.


Removing or changing other purchases

If you want to remove or make changes to an other purchase, the steps you perform depend upon whether youve saved the transaction already. Click the topic below that applies to your situation.

Removing or changing other purchases before theyre saved

Removing or changing other purchases after theyre saved


Removing or changing other purchases before theyre saved

If you want to remove or change a purchasing transaction youve recorded - but you havent chosen Save from the File menu yet - follow the steps below.

1. Locate the purchasing transaction and display it in the Purchases window.

2. To change the purchasing transaction, change the information in the same way you normally enter information. To remove the transaction, select Delete Purchase from the Edit menu.


Removing or changing other purchases after theyre saved

If your transactions are changeable, follow the steps below to remove or change an other purchase after youve recorded it and chosen Save from the File menu.

If your transactions are unchangeable, these instructions dont apply to you; instead, you must reverse incorrect purchasing transactions and create new purchasing transactions with correct information. For more information about reversing purchasing transactions, refer to Reversing other purchases. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

1. Display the purchasing transaction you wish to remove or change in the Purchases window.

2. If you plan to remove the purchasing transaction but payments are applied to it, remove the payments before you attempt to remove the transaction. Refer to Working with supplier payments for more information about removing payments.

3. To change the purchasing transaction, change the information in the same way you normally enter information. To remove the purchasing transaction, select Delete Purchase from the Edit menu.


Creating recurring other purchases

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

When you create a recurring transaction, you can specify the frequency at which you intend to record the transaction in the future. When you specify a frequency for the recurring transaction, the transaction will appear as an item on your To Do List on the time period determined by the frequency you selected.

Follow these steps to create a recurring other purchase.

1. Use the Purchases window to enter the transactions information as you normally would.

2. Click the Save Recurring button. The Save Recurring Transaction window appears. Enter the necessary information about the transaction in this window, then click Record. The transaction is saved as a recurring transaction.


Using recurring other purchases

After youve created a recurring other purchase (see Creating recurring other purchases), you can use the recurring transaction as often as you want. Follow these steps to use a recurring other purchase.

1. Whenever you want to use the transaction, open the Purchases window and click the Use Recurring button.

2. A window will appear, displaying all recurring transactions youve set up. Double-click the transaction you want, and the transactions information will appear in the Purchases window.

3. To record the transaction, click Record. The recurring other purchase will be recorded as an actual transaction, and will also remain available for future use.


Changing recurring other purchases

To change a recurring other purchases name or frequency, open the Purchases window, click Use Recurring, select the recurring other purchase and click Edit. The Save Recurring Transaction window will appear, where you can change the name and frequency of the transaction.

To change the transactions detail, wait until the next time you need to record it. When its displayed, change it before you click Record. The next time you use it, the new detail will be displayed.


Removing recurring other purchases

To delete a recurring other purchase, open the Purchases window, click Use Recurring, select the transaction you want to remove and click Delete.

Deleting a recurring transaction only deletes it from your list of recurring transactions. All actual transactions recorded previously using this recurring transaction are not affected.


Reversing other purchases

If your transactions are unchangeable and you need to change an other purchase after youve recorded it and chosen Save from the File menu, you must reverse it to remove its effect on your financial records. After you reverse the incorrect transaction, you can then enter a new other purchase with the correct information.

You need to reverse other purchases only if your transactions are unchangeable. If your transactions are changeable, refer to Removing or changing other purchases for information about removing or changing purchasing transactions. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

Many scenarios exist if you want to reverse an other purchase. Each of these scenarios are explained in the following topics:

Reversing an other purchase with no payments applied to it

Reversing a partially paid other purchase

Reversing a closed other purchase


Reversing an other purchase with no payments applied to it

Follow the steps below to reverse an other purchase that doesnt have payments assigned to it.

1. Locate the other purchase you want to reverse and display it in the Purchases window.

2. Choose Reverse Purchase from the Edit menu. M.Y.O.B. creates a debit purchase - a transaction that contains an amount exactly opposite of the amount in the other purchase.

You can make a few changes to the debit purchase (such as the date and the memo), but you cant change the accounts and amounts that are associated with the debit purchase.

If youre reversing a transaction from a previous accounting period, consider assigning a date from that period to the debit purchase. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record Reversal to save the debit purchase. The Purchases window disappears.

4. Select Settle Returns & Debits from the Purchases Command Centre. A search list appears; from this list, select the debit purchase you created and click the Apply to Purchase button. The debit purchase appears in the Settle Returns & Debits window.

5. In the list of transactions at the bottom of the Settle Returns & Debits window, click the Amount Applied field of the other purchase you want to reverse.

6. Click Record. The Settle Returns & Debits window disappears. The other purchase is reversed.


Reversing a partially paid other purchase

Follow the steps below to reverse an other purchase thats only partially paid. This process returns all balances to the amounts they had before the purchasing transaction was recorded.

1. Display the other purchase you want to reverse in the Purchases window.

2. Choose Reverse Purchase from the Edit menu. M.Y.O.B. creates a debit purchase - a transaction that contains an amount exactly opposite of the amount in the other purchase.

You can make a few changes to the debit purchase (such as the date and the memo), but you cant change the accounts and amounts that are associated with the debit purchase.

If youre reversing a transaction from a previous accounting period, consider assigning a date from that period to the debit purchase. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record Reversal to save the debit purchase. The Purchases window disappears.

4. Select Settle Returns & Debits from the Purchases Command Centre. A search list appears; from this list, highlight the debit purchase you created and click the Apply to Purchase button.

5. At this point, you may choose to do one of three things:

Option A

Option B

Option C


Option A

Apply part of the debit purchase amount to the remaining balance of the other purchase you want to reverse, then apply the rest of the debit purchase to another purchasing transactions remaining balance. To do this, follow these steps:

a. Enter part of the debit purchase amount in the other purchases Amount Applied field so the transaction has no remaining balance.

b. Enter the rest of the debit purchase in another purchasing transactions Amount Applied field.

c. Click Record.


Option B

Apply part of the debit purchase amount to the remaining balance of the other purchase you want to reverse, and deposit a refund cheque for the rest of the debit purchase amount. To do this, follow these steps:

a. Change the Debit Amount field so its the same as the remaining balance of the other purchase you want to reverse.

b. Enter the Debit Amount fields amount in the Amount Applied field of the other purchase you want to reverse.

c. Click Record; the other purchase is reversed. The debit purchase, containing the unapplied amount, remains in the system.

d. Select Settle Returns & Debits again.

e. Select the debit purchase and click the Refund button. The Settle Returns & Debits window appears, displaying a refund cheque in the remaining amount of the debit purchase.

f. Click Record.


Option C

Apply part of the debit purchase amount to the remaining balance of the other purchase you want to reverse, and save the rest of the debit purchase amount for later. To do this, follow these steps:

a. Change the Debit Amount field so its the same as the remaining balance of the other purchase you want to reverse.

b. Enter the Debit Amount fields amount in the Amount Applied field of the other purchase you want to reverse.

c. Click Record; the other purchase is reversed. The debit purchase, containing the unapplied amount, remains in the M.Y.O.B. system. Keep in mind that the debit purchase will exist until you apply it to another transaction or deposit a refund cheque for it.


Reversing a closed other purchase

Follow the steps below to reverse an other purchase thats completely paid. This process returns all balances to the amounts they had before the purchasing transaction was recorded.

1. Display the other purchase you want to reverse in the Purchases window.

2. Choose Reverse Purchase from the Edit menu. M.Y.O.B. creates a debit purchase - a transaction that contains an amount exactly opposite of the amount in the other purchase.

You can make a few changes to the debit purchase (such as the date and the memo), but you cant change the accounts and amounts that are associated with the debit purchase.

If youre reversing a transaction from a previous accounting period, consider assigning a date from that period to the debit purchase. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record Reversal to save the debit purchase. The Purchases window disappears.

4. Select Settle Returns & Debits from the Purchases Command Centre. A search list appears; from this list, highlight the debit purchase you created.

5. At this point, you may choose to do one of two things:

Option A

Option B


Option A

Record the deposit of a refund cheque you received from the supplier. To do this, follow these steps:

a. Click the Refund button. The Settle Returns & Debits window appears, displaying a refund cheque in the amount of the debit purchase.

b. Click Record.


Option B

Apply the debit purchase amount to one or more of your open purchases with this supplier. To do this, follow these steps:

a. Click the Apply to Purchase button. The Settle Returns & Debits window appears, displaying the debit purchase.

b. In the list of transactions at the bottom of the Settle Returns & Debits window, enter the total amount of the debit purchase in the Amount Applied field(s) of the open purchase(s) you want to apply the amount to.

c. Click Record.


Working with pending purchase orders

Pending purchase orders are used to record item purchase orders and service purchase orders that you expect to occur. Pending purchase orders dont change the quantities of your inventoried items when theyre saved; rather, theyre kept in the Pending File until you convert them to actual purchase orders.

Click a topic below to learn how to work with pending purchase orders in M.Y.O.B.

Understanding M.Y.O.B.s Pending File

Creating pending purchase orders

Locating pending purchase orders

Viewing a list of all pending purchase orders

Recording deposits on pending purchase orders

Converting pending purchase orders to actual purchase orders

Removing pending purchase orders


Understanding M.Y.O.B.s Pending File

If there are times when you want to record an invoice or purchase order that hasnt occurred yet, or if you want to create an estimate of how much a transaction will cost you or a customer, you can create an invoice or purchase order and place it in M.Y.O.B.s Pending File. The Pending File is a storage area where pending transactions are contained until you convert them into actual transactions.

Until you convert a pending transaction into an actual transaction, a transaction in the Pending File doesnt change your financial records at all.


Creating pending purchase orders

There are two ways to create a pending purchase order. Click the topic below for the situation that applies to you.

By creating a purchase order and placing the entire purchase order in the Pending File

By creating a purchase order containing a backordered quantity


Placing an entire purchase order in the Pending File

Creating a pending purchase order is almost the same process as creating a regular purchase order. Item purchase orders, professional purchase orders and service purchase orders can be placed in the Pending File. Follow the steps below to create a pending purchase order.

1. Create the purchase order as you would create a regular purchase order. Enter quantities and amounts the same way, as well. (You can include backordered quantities, too.)

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

3. When youre done entering the purchase order information, click the Pending button. If any deposit money had been placed on the pending purchase order, your linked supplier deposits account is increased by the amount of the deposit, and your linked bank account for paying bills is decreased. Otherwise, none of your financial records are changed. The purchase order is saved in the Pending File.


Placing a backordered quantity in the Pending File

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

1. Create an item purchase order as you would create a regular item purchase order, entering a quantity in the Backorder column for each item you wish to place in the Pending File. (You can include quantities in the Received column, too.)

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

3. When youre done entering the purchase order information, click the Record button. An purchase order is created in the Pending File, containing each item that has a quantity in the Backorder column. If you entered a quantity in the Received column for any items, an actual purchase order is created for those items.


Locating pending purchase orders

Follow the steps below to find a pending purchase order you entered in the Purchases window.

1. Select Purchases from the Purchases Command Centre. The Purchases window appears.

2. In the supplier field, enter or select the name of the supplier whose pending purchase order youre looking for. A search list appears, containing all pending purchase orders for the supplier.

3. From the search list, select the pending purchase order you want. The pending purchase order is displayed in the Purchases window.


Viewing a list of all pending purchase orders

For a list of all pending purchase orders, choose Index to Reports from the Reports menu, then click the Purchases tab. Select the Purchases [Supplier Summary] Report or Purchases[Supplier Detail] Report from the scrolling list, then click the Filters button. In the Report Selection window, select All suppliers and choose Pending from the PO Status list. Enter the date range youd like the report to reflect and click OK. You can then either display the report on your computer screen or print it on your printer.

Whats included on the reports

Summary reports show the original transaction amount, VAT and current balance.

Detail reports show transaction line items, including quantities.


Recording deposits on pending purchase orders

There are two ways you can record a deposit on a pending purchase order.

*  If youre in the process of creating a pending purchase order, enter the deposit amount in the Paid Today field of the Purchases window. This process is described in Creating pending purchase orders.

*  If youre making a deposit on a pending purchase order that already exists, use the Bill Payments window. Follow the steps below to do this.

a. Open the Bill Payments window from the Purchases Command Centre.

b. In the Amount field, enter the amount you gave the supplier for a deposit.

c. In the list of transactions at the bottom of the Bill Payments window, enter the deposit amount in Amount Applied field for the pending purchase order you want to apply the deposit to. (Pending purchase orders have the word Pending in their Status column.)

d. When youre finished, click the Record button.


Converting pending purchase orders to actual purchase orders

When a pending purchase order becomes an actual transaction, you need to change the status of the pending purchase order. Follow the steps below to do this.

1. From the Purchases Command Centre, select Purchases. The Purchases window appears.

2. Enter or select the name of the supplier whose pending purchase order you want to convert. A search list appears, listing all the pending purchase orders for the supplier.

3. Select the pending purchase order you want to convert and click the Use Pending P.O. button. The pending purchase order appears in the Purchases window.

4. Make any changes to the pending purchase order at this time, as you would make changes to an actual purchase order.

5. When youre finished working with the pending purchase order, click the Record button. The pending purchase order is converted to an actual purchase order.


Removing pending purchase orders

If you want to remove a pending purchase order, the steps you perform depend upon whether youve saved the transaction already. Click the topic below that applies to your situation.

Removing pending purchase orders before theyre saved

Removing or changing pending purchase orders after theyre saved


Removing pending purchase orders before theyre saved

If you want to remove or change a pending purchase order youve entered - but havent chosen Save from the File menu yet - follow the steps below.

1. Locating pending purchase orders and display it in the Purchases window.

2. To change the pending purchase order, change the information in the same way you normally enter information. To remove the pending purchase order, select Delete Pending Purchase from the Edit menu.


Removing or changing pending purchase orders after theyre saved

There are two types of pending purchase orders: those without deposits and those with deposits. Click the topic below that applies to your situation if you need to remove or change a pending purchase order after youve recorded it and chosen Save from the File menu.

Unlike regular purchase orders, pending purchase orders can be changed or deleted at any time, regardless of whether your transactions are changeable or unchangeable. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

Pending purchase orders without deposits

Pending purchase orders with deposits


Pending purchase orders without deposits

1. Locate the pending purchase order and display it in the Purchases window.

2. To change the pending purchase order, change the information in the same way you normally enter information. To remove the pending purchase order, select Delete Pending Purchase from the Edit menu.


Pending purchase orders with deposits

If youve recorded a pending purchase order with a deposit and chosen Save from the File menu, the purchase order cant be deleted unless the effects of the deposit are also removed from your records.

There are two ways to remove the pending purchase order and its deposit. Click the topic below that applies to your situation.

By recording the deposit of a refund cheque for the deposit amount

By deleting the deposits record from your data file


Recording the deposit of a refund cheque for the deposit amount

1. Enter the suppliers name in the supplier field of the Purchases window.

2. Select the pending purchase order from the list that appears, then click Use Pending P.O.

3. Delete any items, amounts, VAT and carriage from the purchase order. The amount in the Balance Due field then appears as a negative number.

4. Click Record.

5. A window appears, asking whether you wish to record the transaction. Click OK. The transaction youve just recorded is called a debit purchase.

6. Click the Settle Returns & Debits button in the Purchases Command Centre.

7. From the search list that appears, select the debit purchase you created, then click the Refund button.

8. The refund transaction appears in the Settle Returns & Debits window. Click Record. Your accounts are no longer affected by the deposit.


Deleting the deposit

1. Locate the deposit in the Cash Disbursements Journal.

2. Click the zoom arrow next to the journal entry. The Bill Payments window appears, displaying the deposit information.

3. Choose Delete Payment or Reverse Payment from the Edit menu. (The command that appears depends upon whether your transactions are changeable or unchangeable. Regardless of the command you use, the effect of the deposit will be removed from your financial records.) If you use the Delete Payment command, the deposit is deleted.

4. If you used the Reverse Payment command in step 3, click Record.

5. Open the Purchases window and enter the name of the supplier in the supplier field.

6. A search list appears. Choose the pending purchase order, then click Use Pending P.O. The pending purchase order is displayed in the Purchases window.

7. Choose Delete Pending Purchase from the Edit menu. The pending purchase order is deleted.


Working with supplier payments

Click a topic below to learn how to work with supplier payments in M.Y.O.B.

Creating supplier payments

Locating existing supplier payments

Removing or changing supplier payments

Reversing supplier payments


Creating supplier payments

Supplier payments are recorded in the Bill Payments window. For detailed information about each of the fields in the Bill Payments window, see Bill Payments window.


Locating existing supplier payments

After you record a supplier payment, youll probably want to view the transaction again sometime in the future. Follow the steps below to find a supplier payment.

1. Select Inquiry from the M.Y.O.B. Analyst. The Inquiry Register window appears.

2. If you know the number of the transaction you want to view, click the Purchase tab, then enter the transactions number in the Purchase No. field.

If you dont know the number of the transaction you want to view, click the Card tab, then enter the name of the supplier whose transaction youre looking for.

3. The transaction youre looking for appears in the scrolling list. If you want to view detail about the transaction, click the zoom arrow next to the transactions number to open the window in which the transaction was originally entered.


Removing or changing supplier payments

If you want to remove or make changes to a supplier payment, the steps you perform depend upon whether youve saved the transaction already. Click the topic below that applies to your situation.

Removing or changing supplier payments before theyre saved

Removing or changing supplier payments after theyre saved


Removing or changing supplier payments before theyre saved

If you want to remove or change a supplier payment youve recorded - but you havent chosen Save from the File menu yet - follow the steps below.

1. Locate the supplier payment and display it in the Bill Payments window.

2. To change the supplier payment, change the information in the same way you normally enter information. To remove the transaction, select Delete Payment from the Edit menu.


Removing or changing supplier payments after theyre saved

If your transactions are changeable, follow the steps below to remove or change a supplier payment after youve recorded it and chosen Save from the File menu.

If your transactions are unchangeable, these instructions dont apply to you; instead, you must reverse incorrect supplier payments and create new supplier payments with correct information. For more information about reversing supplier payments, refer to Reversing supplier payments. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

1. Display the supplier payment you wish to remove or change in the Bill Payments window.

2. To change the supplier payment, change the information in the same way you normally enter information. To remove the supplier payment, select Delete Payment from the Edit menu.


Reversing supplier payments

If your transactions are unchangeable and you need to change a supplier payment after youve recorded it and chosen Save from the File menu, you must reverse it to remove its effect on your financial records. After you reverse the incorrect transaction, you can then enter a new supplier payment with the correct information.

You need to reverse supplier payments only if your transactions are unchangeable. If your transactions are changeable, refer to Removing or changing supplier payments for information about removing or changing purchasing transactions. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

1. Display the supplier payment you want to reverse in the Bill Payments window.

2. Choose Reverse Payment from the Edit menu. M.Y.O.B. creates a payment transaction containing an amount exactly opposite of the amount in the supplier payment.

You can make a few changes to the transaction (such as the date and the memo), but you cant change the accounts and amounts that are associated with it.

If youre reversing a supplier payment from a previous accounting period, consider assigning a date from that period to the transaction. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record to record the reversed supplier payment. If the original supplier payment was used to close a purchasing transaction, a message will appear, notifying you of the discounts that applied to the transactions. Continue to step 4.

If no discount applied to the transaction you originally applied the payment to, youre done - the payment is reversed. The balance of the open purchase you originally applied the payment to is changed back to its original amount due.

4. If a discount applied to the transaction you originally applied the payment to, you need to reverse the discount. To do this, locate the discount transaction in the Inquiry Register window, then click the zoom arrow next to it. The Bill Payments window appears, displaying the discount. Choose Reverse Payment from the Edit menu, then click the Record button. The discount is reversed.


Settling debits and receiving refund cheques

For an explanation of the settle debits process, refer to the Purchases chapter of your Users Guide.

Click a topic below to learn how to settle debits and receive refund cheques in M.Y.O.B.

Applying debit purchases to open purchases

Applying debit purchases to closed purchases

Applying debit purchases to pending purchase orders

Locating applied debit purchases

Removing or changing applied debit purchases

Reversing applied debit purchases

Creating debit refund cheque transactions

Locating debit refund cheques

Removing or changing debit refund cheques

Reversing debit refund cheques


Applying debit purchases to open purchases

Follow the steps below to apply the amount of a debit purchase to an open purchase - a transaction entered in the Purchases window that isnt completely paid.

1. Select Settle Returns & Debits from the Purchases Command Centre. A search list appears; from this list, highlight the debit purchase you wish to apply and click the Apply to Purchase button. The Settle Returns & Debits window appears, listing all transactions (open, closed and pending) assigned to the supplier. Notice that the amount of the debit purchase appears in the Debit Amount in the top half of the window.

2. Locate the open purchase you want - open purchases are labeled Open in the Status column - then enter the amount of the debit purchase in the open purchases Amount Applied field.

3. Click Record. The debit purchase is applied.


Applying debit purchases to closed purchases

Follow the steps below to apply the amount of a debit purchase to a closed purchase - a transaction entered in the Purchases window thats completely paid.

When you apply a debit purchase to a closed purchase - in other words, when you apply an amount to a transaction that doesnt have a balance due - the closed purchase is removed, and a new debit purchase in the amount you applied to the closed purchase is created.

1. Select Settle Returns & Debits from the Purchases Command Centre. A search list appears; from this list, highlight the debit purchase you wish to apply and click the Apply to Purchase button. The Settle Returns & Debits window appears, listing all transactions (open, closed and pending) assigned to the supplier. Notice that the amount of the debit purchase appears in the Debit Amount in the top half of the window.

2. Locate the closed purchase you want - closed purchases are labeled Closed in the Status column - then enter the amount of the debit purchase in the closed purchases Amount Applied field.

3. Click Record to save the transaction. The closed purchase is removed, and a new debit purchase in the amount you applied to the closed purchase is created.


Applying debit purchases to pending purchase orders

Applying a debit purchase to a pending purchase order is the same procedure as recording a deposit on a pending purchase order. Refer to Recording deposits on pending purchase orders for more information about this task.


Locating applied debit purchases

Follow the steps below to find a debit purchase you applied in the Settle Returns & Debits window.

1. In the Purchases Command Centre, select Inquiry from the M.Y.O.B. Analyst. The Inquiry Register window appears with the Purchase tab selected.

2. In the Purchase No. field, enter or select the purchasing transaction whose applied debit purchase youre looking for. A new list in the Inquiry Register window appears, displaying all transactions assigned to the purchasing transaction you entered. If you dont remember which purchasing transaction the debit purchase is applied to, click the Card tab and enter the suppliers name in the Name field; a list of all the suppliers transactions, including the debit purchase, will appear in the list.

3. Applied debit purchases are recognized by their source journal code  of PJ. Search the ID# column for transactions numbered with PJ prefixes and click the zoom arrow next to the debit purchase you want to view. The Settle Returns & Debits window appears, displaying the original debit purchase as you entered it.


Removing or changing applied debit purchases

If you want to remove or make changes to an applied debit purchase, the steps you perform depend upon whether youve saved the transaction already. Click the topic below that applies to your situation.

Removing or changing applied debit purchases before theyre saved

Removing or changing applied debit purchases after theyre saved


Removing or changing applied debit purchases before theyre saved

If you want to remove or change an applied debit purchase youve recorded - but you havent chosen Save from the File menu yet - follow the steps below.

1. Locate the applied debit purchase and display it in the Settle Returns & Debits window.

2. To change the applied debit purchase, change the information in the same way you normally enter information. To remove the transaction, select Delete Debit from the Edit menu.


Removing or changing applied debit purchases after theyre saved

If your transactions are changeable, follow the steps below to remove or change an applied debit purchase after youve recorded it and chosen Save from the File menu.

If your transactions are unchangeable, these instructions dont apply to you; instead, you must reverse incorrect debit purchases and create new debit purchases with correct information. For more information about reversing debit purchases, refer to Reversing applied debit purchases. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

1. Display the debit purchase you wish to remove or change in the Settle Returns & Debits window.

2. To change the debit purchase, change the information in the same way you normally enter information. To remove the debit purchase, select Delete Debit from the Edit menu.


Reversing applied debit purchases

If your transactions are unchangeable and you need to change an applied debit purchase after youve recorded it and chosen Save from the File menu, you must reverse it to remove its effect on your financial records. After you reverse the incorrect transaction, you can then enter and apply a new debit purchase with the correct information.

You need to reverse applied debit purchases only if your transactions are unchangeable. If your transactions are changeable, refer to Removing or changing applied debit purchases for information about removing or changing purchasing transactions. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

1. Display the applied debit purchase you want to reverse in the Settle Returns & Debits window.

2. Choose Reverse Debit from the Edit menu. M.Y.O.B. creates a transaction containing an amount exactly opposite of the amount in the applied debit purchase.

You can make a few changes to the transaction (such as the date and the memo), but you cant change the accounts and amounts that are associated with it.

If youre reversing a debit purchase from a previous accounting period, consider assigning a date from that period to the transaction youve created. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record to save the reversed transaction. The Settle Returns & Debits window disappears, and the open purchase you originally assigned the debit purchase to is returned to its previous amount.


Creating debit refund cheque transactions

Follow these steps to record a refund cheque transaction using a debit purchase. Use this procedure if a supplier has provided you with a refund cheque for money theyve owed you.

1. Click Settle Returns & Debits in the Purchases Command Centre. A list of debit purchases appears. Highlight the debit purchase you want to create a refund cheque for and click the Refund button. The Settle Returns & Debits window appears, displaying a refund cheque transaction in the amount of the debit purchase.

2. Click Record. The debit refund cheque is recorded.


Locating debit refund cheques

Follow the steps below to find a debit refund cheque you entered in the Settle Returns & Debits window.

1. From the Purchases Command Centre, click Inquiry in the M.Y.O.B. Analyst. The Inquiry Register window appears with the Purchase tab selected.

2. In the Purchase No. field, enter or select the purchasing transaction whose refund cheque youre looking for. A new list in the Inquiry Register window appears, displaying all transactions assigned to the transaction you entered in the Purchase No. field. If you dont remember which purchasing transaction the refund cheque is applied to, click the Card tab and enter the suppliers name in the Name field; a list of all the suppliers transactions, including the refund cheque, will appear in the list.

3. Applied debit purchases are recognized by their source journal code of CR. Search the ID# column for transactions numbered with CR prefixes and click the zoom arrow next to the transaction you want to view. The Settle Returns & Debits window appears, displaying the original refund cheque as you entered it.


Removing or changing debit refund cheques

If you want to remove or make changes to a debit refund cheque, the steps you perform depend upon whether youve saved the transaction already. Click the topic below that applies to your situation.

Removing or changing debit refund cheques before theyre saved

Removing or changing debit refund cheques after theyre saved


Removing or changing debit refund cheques before theyre saved

If you want to remove or change a debit refund cheque youve recorded - but you havent chosen Save from the File menu yet - follow the steps below.

1. Locate the debit refund cheque and display it in the Settle Returns & Debits window.

2. To change the debit refund cheque, change the information in the same way you normally enter information. To remove the transaction, select Delete Debit from the Edit menu.


Removing or changing debit refund cheques after theyre saved

If your transactions are changeable, follow the steps below to remove or change a debit refund cheque after youve recorded it and chosen Save from the File menu.

If your transactions are unchangeable, these instructions dont apply to you; instead, you must reverse incorrect debit refund cheques and create new debit refund cheques with correct information. For more information about reversing debit refund cheques, refer to Reversing debit refund cheques. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

1. Display the debit refund cheque you wish to remove or change in the Settle Returns & Debits window.

2. To change the debit refund cheque, change the information in the same way you normally enter information. To remove the debit purchase, select Delete Debit from the Edit menu.


Reversing debit refund cheques

If your transactions are unchangeable and you need to change a debit refund cheque after youve recorded it and chosen Save from the File menu, you must reverse it to remove its effect on your financial records. After you reverse the incorrect transaction, you can then enter and create a new debit refund cheque with the correct information.

You need to reverse debit refund cheques only if your transactions are unchangeable. If your transactions are changeable, refer to Removing or changing debit refund cheques for information about removing or changing debit refund cheques. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

1. Display the refund cheque you want to reverse in the Settle Returns & Debits window.

2. Choose Reverse Debit from the Edit menu. M.Y.O.B. creates a transaction containing an amount exactly opposite of the amount in the refund cheque.

You can make a few changes to the transaction (such as the date and the memo), but you cant change the accounts and amounts that are associated with it.

If youre reversing a refund cheque from a previous accounting period, consider assigning a date from that period to the transaction youve created. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record to save the reversed transaction. The Settle Returns & Debits window disappears, and the debit purchase for which the refund cheque was created is recreated.


Types of sales transactions

In M.Y.O.B., you can record a number of different types of sales transactions, each of which is designed to match the sales you make in your business. All sales transactions are entered using the Sales window.

A brief description of each type of sales transaction is located below.

* Item invoices are used to record the sale of items and services for which you selected I Sell This Item in the Item Information window. When you save an item invoice, your in-house quantities of the items for which you also selected I Stock This Item in the Item Information window (also known as inventoried items) listed on the invoice change accordingly. You can print item invoices and send them to your customers, if you wish.

* Service invoices are used to record the sale of items and services that you didnt enter information about in the Item Information window. This type of invoice allows you to track sales transactions that dont affect your stock quantities. You can print service invoices and send them to your customers, if you wish.

* Professional invoices are also used to record the sale of items and services that you didnt enter information about in the Item Information window, and include the specific date each item was sold. You can print professional invoices and send them to your customers, if you wish.

* Other sales are used to record the sale of items and services that you didnt enter information about in the Item Information window, and that dont require a printed invoice.

* Pending invoices are used to record item invoices and service invoices that you expect to occur. Pending invoices dont change the quantities of your inventoried items when theyre recorded; rather, theyre kept in the Pending File until you convert them to actual invoices.


How finance charges are calculated

If you assign finance charges to balances that arent paid by their due date, finance charges will be assessed beginning the day after the balance due date. Due dates and finance charge amounts are determined by the selections you made for the customer in the Credit Terms window.

A finance charge amount is determined by multiplying an overdue balance by 1/30th of the monthly finance charge rate for each day the balance is overdue. If a customer paid part of an overdue balance during the overdue period - and you used the Customer Payments window to apply the payment - the finance charge amount will be based upon the remaining overdue balance.


How finance charges are tracked

 Click here to open a cue card for this task

Finance charges are calculated at the time customer statements are printed, and their amounts can be printed on the statement, if you wish. However, finance charge amounts are not tracked in M.Y.O.B.; theyre merely printed on statements. This gives you the flexibility in deciding how finance charges should be administered. With this in mind, you should consider a few things when youre dealing with finance charges in M.Y.O.B.:

* To track finance charges, you can do one of three things:

1. Enter the payment of finance charges in the Finance Charge field in the Customer Payments window, or

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

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

* Since the finance charge amounts that appear on statements are always calculated based upon the total overdue balance of an open sale, any payments made previously against finance charges arent taken into consideration. As a result, the finance charge amount on a statement may be incorrect.


Sales Ledger linked accounts

The Sales Ledger Linked Accounts window allows you to review and change the linked accounts assigned to your M.Y.O.B. sales transactions. Linked accounts are automatically assigned to sales transactions when you record the transactions, and their balances are affected immediately.

These accounts are automatically linked when you create a new data file using the M.Y.O.B. Setup Interview. You may wish to review the linked accounts in the Sales Ledger Linked Accounts window, so you know which accounts are affected by the sales transactions you enter.

See also More information about your linked debtors account.


More information about your linked debtors account

The balance of your linked debtors account (usually  named Debtors) in the Accounts List window should be exactly the same as the amount for your linked debtors account in the Total field in the Analyse Debtors window. The same amount should also appear on the Aged Debtors Report. These amounts, however, are incremented differently.

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

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

Two situations can cause a discrepancy in the balance of your linked debtors account:

1. If you use your linked debtors account as the allocation account in any transaction other than a sales transaction (such as a cheque, deposit or Nominal Journal entry), your linked debtors account reflects the transaction, but the Analyse Debtors window wont reflect the transaction because an invoice wasnt recorded.

2. If you use your linked debtors account as the allocation account in a sales transaction, the balance of your linked debtors account isnt affected because your linked debtors account is both debited and credited by the transaction; the balance of the account remains unchanged. However, the Analyse Debtors window displays the transaction because theres a balance due on the sales transaction.

To find out whether a transaction was applied to your linked debtors account, click the Inquiry button in the M.Y.O.B. Analyst and select the Account tab. Enter your linked debtors account number and a date range that includes all possible transactions (for example, 1/1/90 to 31/12/99). All transactions appear in the scrolling list. If any of them show NJ (Nominal Journal) in the Src column, you should delete their Nominal Journal entries (unless they were adjustments for your opening Debtors balance) and reenter the transactions in the Sales window.

To find out whether youve entered Debtors as the allocation account on an invoice, click the Sales tab in the Transaction Journal window and enter a date range to include all possible transactions. If any sales transactions in the scrolling list affect your linked debtors account and arent used as historical sales or as transactions that settle credits or debits, delete their journal entries and reenter them in the Sales window with the proper allocation account.


Viewing VAT information in the Sales window

The VAT code entered in the Sales window applies to each line item whose Tx field is marked. You can view the VAT amount assigned to a sales transaction in the % VAT field. The VAT rate appears in the field name.


Changing VAT amounts manually

In addition to viewing VAT amounts, the VAT Information window can be used to change the VAT amounts that apply to a transaction. Follow these steps to change a VAT amount:

1. In the Sales window, click the zoom arrow in the % VAT field. The VAT Information window appears.

2. In the VAT Information window, highlight the VAT amount you want to change.

3. Enter the VAT amount you want to use instead.

4. Click OK. The VAT Information window disappears, and the Sales window reappears. The total VAT amount displayed in the VAT field will change to reflect the change you made.

The VAT amount changes each time information in the scrolling list is changed, regardless of whether you already changed the VAT amount manually. If you change a transactions information after manually changing its VAT amount, be sure to review the VAT amount to ensure that the VAT amount is correct.

If youve changed the VAT amount manually, and you wish to restore the transactions VAT amount to the previous amount, open the VAT Information window again and click Recalculate. The VAT amount will return to the amount that existed before you manually changed it.


Working with item invoices

Click a topic below to learn how to work with item invoices in M.Y.O.B.

Creating item invoices

Setting up an item invoice

Entering line items in an item invoice

Entering two or more lines for an item description

Locating existing item invoices

Removing or changing item invoices

Creating recurring item invoices

Using recurring item invoices

Changing recurring item invoices

Removing recurring item invoices

Reversing item invoices


Creating item invoices

Use the Sales window to create an item invoice. For detailed information about each of the fields in the Sales window, see Sales window.


Setting up an item invoice

Before you begin creating an item invoice, be sure youre using the correct view of the Sales window . To do this, open the Sales window and click the Type button. A window appears, displaying four types of sales transactions you can enter in the Sales window. Click the Item selection, then click the OK button. The fields in the Sales window will change to reflect the type of invoice youre creating.


Entering line items in an item invoice

The scrolling list in the middle of the Sales window is the main area where item invoices are created. When information is entered in a row in the scrolling list, the row is called a line item on the transaction. You can enter as many line items on an item invoice as you want.


Entering two or more lines for an item description

If you want to create more than one line of text to describe an item youre including on an invoice, use the following information to create more lines of text.

You can enter up to 255 characters for an item description. All 255 characters will print on the invoice. If 255 characters arent enough, create a special item in the Item Information window for descriptions. To do this, follow these steps:

1. In the Stock Command Centre, click Items List. The Items List window will appear. Click the New button.

2. Create a new item, using a backslash (\) as the first character of the items number.

3. Mark the I Sell This Item selection. In the Income Account for Tracking Sales field, enter any income accounts number.

4. Be sure the Price field and Selling Unit of Measure field are blank, and leave the Track Sales History and I Collect VAT When I Sell This Item selections unmarked.

5. Click OK to record the item, then close the Item Information window.

6. Whenever you want to use the item for a description in an invoice, enter its number in the Item# column of the Sales window - dont forget to leave the Deliver and Backorder columns blank - and enter the description in the Description column.

7. If you want to place a blank line between line items on the invoice, enter the first item and move the highlight to the second line. In the second line, enter the \ item in the Item No. field, then enter a space in the Description field. Move to the third line and enter the next line item in the transaction.


Locating existing item invoices

After you record an item invoice, youll probably want to view the transaction again sometime in the future. Follow the steps below to find a transaction youve created in the Sales window.

1. Select Inquiry from the M.Y.O.B. Analyst. The Inquiry Register window appears.

2. If you know the number of the transaction you want to view, click the Invoice tab, then enter the transactions number in the Invoice No. field.

If you dont know the number of the transaction you want to view, click the Card tab, then enter the name of the customer whose transaction youre looking for.

3. The transaction youre looking for appears in the scrolling list. If you want to view detail about the transaction, click the zoom arrow next to the transactions number to open the window in which the transaction was originally entered.


Removing or changing item invoices

If you want to remove or make changes to an item invoice, the steps you perform depend upon whether youve saved the transaction already. Click the topic below that applies to your situation.

Removing or changing item invoices before theyre saved

Removing or changing item invoices after theyre saved


Removing or changing item invoices before theyre saved

If you want to remove or change an item invoice youve recorded - but you havent chosen Save from the File menu yet - follow the steps below.

1. Locate the item invoice  and display it in the Sales window.

2. To change the item invoice, change the information in the same way you normally enter information. To remove the transaction, select Delete Sale from the Edit menu.


Removing or changing item invoices after theyre saved

If your transactions are changeable, follow the steps below to remove or change an item invoice after youve recorded it and chosen Save from the File menu.

If your transactions are unchangeable, these instructions dont apply to you; instead, you must reverse incorrect item invoices and create new item invoices with correct information. For more information about reversing item invoices, refer to Reversing item invoices. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

1. Display the item invoice you wish to remove or change in the Sales window.

2. If you plan to remove the item invoice but payments are applied to it, remove the payments before you attempt to remove the transaction. Refer to Working with customer payments for more information about removing payments.

3. To change the item invoice, change the information in the same way you normally enter information. To remove the item invoice, select Delete Sale from the Edit menu.


Creating recurring item invoices

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

When you create a recurring transaction, you can specify the frequency at which you intend to record the transaction in the future. When you specify a frequency for the recurring transaction, the transaction will appear as an item on your To Do List on the time period determined by the frequency you selected.

Follow these steps to create a recurring item invoice.

1. Use the Sales window to enter the transactions information as you normally would. (Dont forget to click the Type button and choose Item.)

2. Click the Save Recurring button. The Save Recurring Transaction window appears. Enter the necessary information about the transaction in this window, then click Record. The transaction is saved as a recurring transaction.


Using recurring item invoices

After youve created a recurring item invoice (see Creating recurring item invoices), you can use the recurring transaction as often as you want. Follow these steps to use a recurring item invoice.

1. Whenever you want to use the recurring item invoice, open the Sales window and click the Use Recurring button.

2. A window will appear, displaying all recurring transactions youve set up. Double-click the transaction you want, and the transactions information will appear in the Sales window.

3. To record the transaction, click Record. The recurring item invoice will be recorded as an actual transaction, and will also remain available for future use.


Changing recurring item invoices

To change a recurring item invoices name or frequency, open the Sales window, click Use Recurring, select the recurring transaction and click Edit. The Save Recurring Transaction window  will appear, where you can change the name and frequency of the transaction.

To change the transactions detail, wait until the next time you need to record it. When its displayed, change it before you click Record. The next time you use it, the new detail will be displayed.


Removing recurring item invoices

To delete a recurring item invoice, open the Sales window, click Use Recurring, select the transaction you want to remove and click Delete.

Deleting a recurring transaction only deletes it from your list of recurring transactions. All actual transactions recorded previously using this recurring transaction are not affected.


Reversing item invoices

If your transactions are unchangeable and you need to change an item invoice after youve recorded it and chosen Save from the File menu, you must reverse it to remove its effect on your financial records. After you reverse the incorrect transaction, you can then enter a new item invoice with the correct information.

You need to reverse item invoices only if your transactions are unchangeable. If your transactions are changeable, refer to Removing or changing item invoices. For more information about changeable and unchangeable transactions, refer to changeable or unchangeableWorking_with_unchangeable_transactions.

Many scenarios exist if you want to reverse an invoice. Each of these scenarios are explained in the following topics:

Reversing an item invoice with no payments applied to itReversing_an_item_invoice_with_no_payments_applied_to_it

Reversing a partially paid item invoiceReversing_a_partially_paid_item_invoice

Reversing a closed item invoiceReversing_a_closed_item_invoice


Reversing an item invoice with no payments applied to it

Two situations can exist if you want to reverse an item invoice with no payments applied to it. Click the topic below for the situation that applies to you.

If the customer returned all the items that were on the invoice

If the customer didnt return all the items that were on the invoice


If the customer returned all the items

You need to create a credit invoice - a transaction that contains amounts and quantities exactly opposite of the amounts and quantities in the item invoice - that removes the total amount of the invoice and returns the total quantities of the items on the invoice back to their previous levels.

1. Locate the item invoiceLocating_existing_item_invoices you want to reverse and display it in the Sales windowSales_window.

2. Choose Reverse Sale from the Edit menu. M.Y.O.B. creates a credit invoice.

You can make a few changes to the credit invoice (such as the date and the memo), but you cant change the accounts, amounts and quantities that are associated with the credit invoice.

If youre reversing an invoice from a previous accounting period, consider assigning a date from that period to the credit invoice. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record Reversal to save the credit invoice. At this time, the item quantities that were listed on the invoice return to their previous levels. The Sales window disappears.

4. Select Settle Returns & Credits from the Sales Command Centre. A search list appears; from this list, select the credit invoice you created and click the Apply to Invoice button. The credit invoice appears in the Settle Returns & Credits windowSettle_Returns_Credits_window.

5. In the list of transactions at the bottom of the Settle Returns & Credits window, click the Amount Applied field of the item invoice you want to reverse.

6. Click Record. The Settle Returns & Credits window disappears. The item invoice is reversed.


If the customer didnt return all the items

You need to create a credit invoice - a transaction that contains amounts and quantities exactly opposite of the amounts and quantities in the item invoice - that removes a partial amount of the invoice and decreases your quantities of the items on the invoice by the number of items that were returned.

If youre in this situation, you cant automatically reverse the invoice by selecting Reverse Sale from the Edit menu. Actually, since youre not clearing the entire transaction from your records, you cant reverse the invoice at all - you can merely change it to reflect the actual amounts and quantities in the item invoice.

1. In the Sales windowSales_window, begin creating a new item invoice.

2. In the scrolling list in the Sales window, use a negative number to enter the quantity of items that were returned. For example, if the original item invoice recorded the sale of 10 widgets but the customer returned five widgets, enter -5 widgets as a line item in the scrolling list. The amount of the invoice is automatically calculated, and a negative number appears in the Total column.

3. If you need to make any changes to the amounts or other fields in this window, you can do so. When youre finished, click Record. The invoice you just created is called a credit invoice.

4. Select Settle Returns & Credits from the Sales Command Centre. A search list appears; from this list, select the credit invoice you created and click the Apply to Invoice button. The credit invoice appears in the Settle Returns & Credits window.

5. In the list of transactions at the bottom of the Settle Returns & Credits window, enter the entire amount of the credit invoice in the Amount Applied field of the item invoice you want to change.

6. Click Record. The Settle Returns & Credits window disappears. The changes are made to the item invoice.


Reversing a partially paid item invoice

Follow the steps below to reverse an item invoice thats only partially paid. This process returns all balances to the amounts they had before the invoice was recorded, and returns the quantities of your inventoried items on the invoice back to the quantities they had before the invoice was recorded.

1. Display the item invoice  you want to reverse in the Sales window.

2. Choose Reverse Sale from the Edit menu. M.Y.O.B. creates a credit invoice - a transaction that contains amounts and quantities exactly opposite of the amounts and quantities in the item invoice.

You can make a few changes to the credit invoice (such as the date and the memo), but you cant change the accounts, amounts and quantities that are associated with the credit invoice.

If youre reversing an item invoice from a previous accounting period, consider assigning a date from that period to the credit invoice. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record Reversal to save the credit invoice. The Sales window disappears.

4. Select Settle Returns & Credits from the Sales Command Centre. A search list appears; from this list, highlight the credit invoice you created and click the Apply to Invoice button.

5. At this point, you can choose to do one of three things:

Option A

Option B

Option C


Option A

Apply part of the credit invoice amount to the remaining balance of the item invoice you want to reverse, then apply the rest of the credit invoice to another sales transactions remaining balance. To do this, follow these steps:

a. Enter part of the credit invoice amount in the item invoices Amount Applied field so the transaction has no remaining balance.

b. Enter the rest of the credit invoice in another sales transactions Amount Applied field.

c. Click Record.


Option B

Apply part of the credit invoice amount to the remaining balance of the item invoice you want to reverse, and write a refund cheque to the customer for the rest of the credit invoice amount. To do this, follow these steps:

a. Change the Credit Amount field so its the same as the remaining balance of the item invoice you want to reverse.

b. Enter the Credit Amount fields amount in the Amount Applied field of the item invoice you want to reverse.

c. Click Record; the item invoice is reversed. The credit invoice, containing the amount that wasnt applied in step b, remains in the M.Y.O.B. system.

d. Select Settle Returns & Credits again.

e. Select the credit invoice and click the Refund button. The Settle Returns & Credits windowappears, displaying a refund cheque with the remaining amount of the credit invoice.

f. Click Record.


Option C

Apply part of the credit invoice amount to the remaining balance of the item invoice you want to reverse, and save the rest of the credit invoice amount for later. To do this, follow these steps:

a. Change the Credit Amount field so its the same as the remaining balance of the item invoice you want to reverse.

b. Enter the Credit Amount fields amount in the Amount Applied field of the item invoice you want to reverse.

c. Click Record; the item invoice is reversed. The credit invoice, containing the unapplied amount, remains in the M.Y.O.B. system. Keep in mind that the credit invoice will exist until you apply it to another transaction or write a refund cheque for it.


Reversing a closed item invoice

Follow the steps below to reverse an item invoice, originally entered in the Sales window, thats completely paid. This process returns all balances to the amounts they had before the invoice was recorded, and returns the quantities of your inventoried items on the invoice back to the quantities they had before the invoice was recorded.

1. Display the item invoice  you want to reverse in the Sales window.

2. Choose Reverse Sale from the Edit menu. M.Y.O.B. creates a credit invoice - a transaction that contains amounts and quantities exactly opposite of the amounts and quantities on the item invoice.

You can make a few changes to the credit invoice (such as the date and the memo), but you cant change the accounts, amounts and quantities that are associated with the credit invoice.

If youre reversing an item invoice from a previous accounting period, consider assigning a date from that period to the credit invoice. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record Reversal to save the credit invoice. At this time, the item quantities that were listed on the invoice return to their previous levels. The Sales window disappears.

4. Select Settle Returns & Credits from the Sales Command Centre. A search list appears; from this list, highlight the credit invoice you created.

5. At this point, you may choose to do one of two things:

Option A

Option B


Option A

Write a refund cheque to the customer. To do this, follow these steps:

a. Click the Refund button. The Settle Returns & Credits window appears, displaying a refund cheque in the amount of the credit invoice.

b. Click Record to save the refund cheque; the item invoice is reversed.


Option B

Apply the credit invoice amount to one or more of the customers open sales. To do this, follow these steps:

a. Click the Apply to Invoice button. The Settle Returns & Credits window appears, displaying the credit invoice.

b. In the list of transactions at the bottom of the Settle Returns & Credits window, enter the total amount of the credit invoice in the Amount Applied field(s) of the open sale(s) you want to apply the amount to.

c. Click Record to save the transaction you created; the item invoice is reversed.


Working with service invoices

Click a topic below to learn how to work with service invoices in M.Y.O.B.

Creating service invoices

Setting up a service invoice

Entering line items in a service invoice

Locating existing service invoices

Removing or changing service invoices

Creating recurring service invoices

Using recurring service invoices

Changing recurring service invoices

Removing recurring service invoices

Reversing service invoices


Creating service invoices

Use the Sales window to create a service invoice. For detailed information about each of the fields in the Sales window, see Sales window.


Setting up a service invoice

Before you begin creating a service invoice, be sure youre using the correct view of the Sales window. To do this, open the Sales window and click the Type button. A window appears, displaying four types of sales transactions you can enter in the Sales window. Click the Service selection, then click the OK button. The fields in the Sales window will change to reflect the type of invoice youre creating.


Entering line items in a service invoice

The scrolling list in the middle of the Sales window is the main area where service invoices are created. When information is entered in a row in the scrolling list, the row is called a line item on the transaction. You can enter as many line items on a service invoice as you want.


Locating existing service invoices

After you record a service invoice, youll probably want to view the transaction again sometime in the future. Follow the steps below to find a transaction youve created in the Sales window.

1. Select Inquiry from the M.Y.O.B. Analyst. The Inquiry Register window appears.

2. If you know the number of the transaction you want to view, click the Invoice tab, then enter the transactions number in the Invoice No. field.

If you dont know the number of the transaction you want to view, click the Card tab, then enter the name of the customer whose transaction youre looking for.

3. The transaction youre looking for appears in the scrolling list. If you want to view detail about the transaction, click the zoom arrow next to the transactions number to open the window in which the transaction was originally entered.


Removing or changing service invoices

If you want to remove or make changes to a service invoice, the steps you perform depend upon whether youve saved the transaction already. Click the topic below that applies to your situation.

Removing or changing service invoices before theyre saved

Removing or changing service invoices after theyre saved


Removing or changing service invoices before theyre saved

If you want to remove or change a service invoice youve recorded - but you havent chosen Save from the File menu yet - follow the steps below.

1. Locate the service invoice and display it in the Sales window.

2. To change the service invoice, change the information in the same way you normally enter information. To remove the transaction, select Delete Sale from the Edit menu.


Removing or changing service invoices after theyre saved

If your transactions are changeable, follow the steps below to remove or change a service invoice after youve recorded it and chosen Save from the File menu.

If your transactions are unchangeable, these instructions dont apply to you; instead, you must reverse incorrect service invoices and create new service invoices with correct information. For more information about reversing service invoices, refer to Reversing service invoices. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

1. Display the service invoice  you wish to remove or change in the Sales window.

2. If you plan to remove the service invoice but payments are applied to it, remove the payments before you attempt to remove the transaction. Refer to Working with customer payments for more information about removing payments.

3. To change the service invoice, change the information in the same way you normally enter information. To remove the service invoice, select Delete Sale from the Edit menu.


Creating recurring service invoices

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

When you create a recurring transaction, you can specify the frequency at which you intend to record the transaction in the future. When you specify a frequency for the recurring transaction, the transaction will appear as an item on your To Do List on the time period determined by the frequency you selected.

Follow these steps to create a recurring service invoice.

1. Use the Sales window to enter the transactions information as you normally would. (Dont forget to click the Type button and choose Service.)

2. Click the Save Recurring button. The Save Recurring Transaction window appears. Enter the necessary information about the transaction in this window, then click Record. The transaction is saved as a recurring transaction.


Using recurring service invoices

After youve created a recurring service invoice (see Creating recurring service invoices), you can use the recurring transaction as often as you want. Follow these steps to use a recurring service invoice.

1. Whenever you want to use the recurring service invoice, open the Sales window and click the Use Recurring button.

2. A window will appear, displaying all recurring transactions youve set up. Double-click the transaction you want, and the transactions information will appear in the Sales window.

3. To record the transaction, click Record. The recurring service invoice will be recorded as an actual transaction, and will also remain available for future use.


Changing recurring service invoices

To change a recurring service invoices name or frequency, open the Sales window, click Use Recurring, select the recurring transaction and click Edit. The Save Recurring Transaction window will appear, where you can change the name and frequency of the transaction.

To change the transactions detail, wait until the next time you need to record it. When its displayed, change it before you click Record. The next time you use it, the new detail will be displayed.


Removing recurring service invoices

To delete a recurring service invoice, open the Sales window, click Use Recurring, select the transaction you want to remove and click Delete.

Deleting a recurring transaction only deletes it from your list of recurring transactions. All actual transactions recorded previously using this recurring transaction are not affected.


Reversing service invoices

If your transactions are unchangeable and you need to change a service invoice after youve recorded it and chosen Save from the File menu, you must reverse it to remove its effect on your financial records. After you reverse the incorrect transaction, you can then enter a new service invoice with the correct information.

You need to reverse service invoices only if your transactions are unchangeable. If your transactions are changeable, refer to Removing or changing service invoices. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

Three scenarios exist if you want to reverse an invoice. Each of these scenarios are explained in the following topics:

Reversing a service invoice with no payments applied to it

Reversing a partially paid service invoice

Reversing a closed service invoice


Reversing a service invoice with no payments applied to it

Follow the steps below to reverse a service invoice that doesnt have payments assigned to it.

1. Locate the service invoice  you want to reverse and display it in the Sales window.

2. Choose Reverse Sale from the Edit menu. M.Y.O.B. creates a credit invoice - a transaction that contains an amount exactly opposite of the amount in the service invoice.

You can make a few changes to the credit invoice (such as the date and the memo), but you cant change the accounts and amounts that are associated with the credit invoice.

If youre reversing an invoice from a previous accounting period, consider assigning a date from that period to the credit invoice. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record Reversal to save the credit invoice. The Sales window disappears.

4. Select Settle Returns & Credits from the Sales Command Centre. A search list appears; from this list, select the credit invoice you created and click the Apply to Invoice button. The credit invoice appears in the Settle Returns & Credits window.

5. In the list of transactions at the bottom of the Settle Returns & Credits window, click the Amount Applied field of the service invoice you want to reverse.

6. Click Record. The Settle Returns & Credits window disappears. The service invoice is reversed.


Reversing a partially paid service invoice

Follow the steps below to reverse a service invoice thats only partially paid. This process returns all balances to the amounts they had before the invoice was recorded.

1. Display the service invoice you want to reverse in the Sales window.

2. Choose Reverse Sale from the Edit menu. M.Y.O.B. creates a credit invoice - a transaction that contains amounts and quantities exactly opposite of the amounts and quantities in the service invoice.

You can make a few changes to the credit invoice (such as the date and the memo), but you cant change the accounts, amounts and quantities that are associated with the credit invoice.

If youre reversing a service invoice from a previous accounting period, consider assigning a date from that period to the credit invoice. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record Reversal to save the credit invoice. The Sales window disappears.

4. Select Settle Returns & Credits from the Sales Command Centre. A search list appears; from this list, highlight the credit invoice you created and click the Apply to Invoice button.

5. At this point, you can choose to do one of three things:

Option A

Option B

Option C


Option A

Apply part of the credit invoice amount to the remaining balance of the service invoice you want to reverse, then apply the rest of the credit invoice to another sales transactions remaining balance. To do this, follow these steps:

a. Enter part of the credit invoice amount in the service invoices Amount Applied field so the transaction has no remaining balance.

b. Enter the rest of the credit invoice in another sales transactions Amount Applied field.

c. Click Record.


Option B

Apply part of the credit invoice amount to the remaining balance of the service invoice you want to reverse, and write a refund cheque to the customer for the rest of the credit invoice amount. To do this, follow these steps:

a. Change the Credit Amount field so its the same as the remaining balance of the service invoice you want to reverse.

b. Enter the Credit Amount fields amount in the Amount Applied field of the service invoice you want to reverse.

c. Click Record; the service invoice is reversed. The credit invoice, containing the amount that wasnt applied in step b, remains in the M.Y.O.B. system.

d. Select Settle Returns & Credits again.

e. Select the credit invoice and click the Refund button. The Settle Returns & Credits window appears, displaying a refund cheque with the remaining amount of the credit invoice.

f. Click Record.


Option C

Apply part of the credit invoice amount to the remaining balance of the service invoice you want to reverse, and save the rest of the credit invoice amount for later. To do this, follow these steps:

a. Change the Credit Amount field so its the same as the remaining balance of the service invoice you want to reverse.

b. Enter the Credit Amount fields amount in the Amount Applied field of the service invoice you want to reverse.

c. Click Record; the service invoice is reversed. The credit invoice, containing the unapplied amount, remains in the M.Y.O.B. system. Keep in mind that the credit invoice will exist until you apply it to another transaction or write a refund cheque for it.


Reversing a closed service invoice

Follow the steps below to reverse a service invoice thats completely paid. This process returns all balances to the amounts they had before the invoice was recorded.

1. Display the service invoice you want to reverse in the Sales window.

2. Choose Reverse Sale from the Edit menu. M.Y.O.B. creates a credit invoice - a transaction that contains amounts and quantities exactly opposite of the amounts and quantities on the service invoice.

You can make a few changes to the credit invoice (such as the date and the memo), but you cant change the accounts, amounts and quantities that are associated with the credit invoice.

If youre reversing a service invoice from a previous accounting period, consider assigning a date from that period to the credit invoice. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record Reversal to save the credit invoice. The Sales window disappears.

4. Select Settle Returns & Credits from the Sales Command Centre. A search list appears; from this list, highlight the credit invoice you created.

5. At this point, you may choose to do one of two things:

Option A

Option B


Option A

Write a refund cheque to the customer. To do this, follow these steps:

a. Click the Refund button. The Settle Returns & Credits window appears, displaying a refund cheque in the amount of the credit invoice.

b. Click Record.


Option B

Apply the credit invoice amount to one or more of the customers open sales. To do this, follow these steps:

a. Click the Apply to Invoice button. The Settle Returns & Credits window appears, displaying the credit invoice.

b. In the list of transactions at the bottom of the Settle Returns & Credits window, enter the total amount of the credit invoice in the Amount Applied field(s) of the open sale(s) you want to apply the amount to.

c. Click Record.


Working with professional invoices

Click a topic below to learn how to work with professional invoices in M.Y.O.B.

Creating professional invoices

Setting up a professional invoice

Entering line items in a professional invoice

Locating existing professional invoices

Removing or changing professional invoices

Creating recurring professional invoices

Using recurring professional invoices

Changing recurring professional invoices

Removing recurring professional invoices

Reversing professional invoices


Creating professional invoices

Use the Sales window to create a professional invoice. For detailed information about each of the fields in the Sales window, see Sales window.


Setting up a professional invoice

Before you begin creating a professional invoice, be sure youre using the correct view of the Sales window. To do this, open the Sales window and click the Type button. A window appears, displaying four types of sales transactions you can enter in the Sales window. Click the Professional selection, then click the OK button. The fields in the Sales window will change to reflect the type of invoice youre creating.


Entering line items in a professional invoice

The scrolling list in the middle of the Sales window is the main area where professional invoices are created. When information is entered in a row in the scrolling list, the row is called a line item on the transaction. You can enter as many line items on a professional invoice as you want.


Locating existing professional invoices

After you record a professional invoice, youll probably want to view the transaction again sometime in the future. Follow the steps below to find a transaction youve created in the Sales window.

1. Select Inquiry from the M.Y.O.B. Analyst. The Inquiry Register window appears.

2. If you know the number of the transaction you want to view, click the Invoice tab, then enter the transactions number in the Invoice No. field.

If you dont know the number of the transaction you want to view, click the Card tab, then enter the name of the customer whose transaction youre looking for.

3. The transaction youre looking for appears in the scrolling list. If you want to view detail about the transaction, click the zoom arrow next to the transactions number to open the window in which the transaction was originally entered.


Removing or changing professional invoices

If you want to remove or make changes to a professional invoice, the steps you perform depend upon whether youve saved the transaction already. Click the topic below that applies to your situation.

Removing or changing professional invoices before theyre saved

Removing or changing professional invoices after theyre saved


Removing or changing professional invoices before theyre saved

If you want to remove or change a professional invoice youve recorded - but you havent chosen Save from the File menu yet - follow the steps below.

1. Locate the professional invoice and display it in the Sales window.

2. To change the professional invoice, change the information in the same way you normally enter information. To remove the transaction, select Delete Sale from the Edit menu.


Removing or changing professional invoices after theyre saved

If your transactions are changeable, follow the steps below to remove or change a professional invoice after youve recorded it and chosen Save from the File menu.

If your transactions are unchangeable, these instructions dont apply to you; instead, you must reverse incorrect professional invoices and create new professional invoices with correct information. For more information about reversing professional invoices, refer to Reversing professional invoices. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

1. Display the professional invoice you wish to remove or change in the Sales window.

2. If you plan to remove the professional invoice but payments are applied to it, remove the payments before you attempt to remove the transaction. Refer to Working with customer payments for more information about removing payments.

3. To change the professional invoice, change the information in the same way you normally enter information. To remove the professional invoice, select Delete Sale from the Edit menu.


Creating recurring professional invoices

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

When you create a recurring transaction, you can specify the frequency at which you intend to record the transaction in the future. When you specify a frequency for the recurring transaction, the transaction will appear as an item on your To Do List on the time period determined by the frequency you selected.

Follow these steps to create a recurring professional invoice.

1. Use the Sales window to enter the transactions information as you normally would. (Dont forget to click the Type button and choose Professional.)

2. Click the Save Recurring button. The Save Recurring Transaction window appears. Enter the necessary information about the transaction in this window, then click Record. The transaction is saved as a recurring transaction.


Using recurring professional invoices

After youve created a recurring professional invoice (see Creating recurring professional invoices), you can use the recurring transaction as often as you want. Follow these steps to use a recurring professional invoice.

1. Whenever you want to use the recurring professional invoice, open the Sales window and click the Use Recurring button.

2. A window will appear, displaying all recurring transactions youve set up. Double-click the transaction you want, and the transactions information will appear in the Sales window.

3. To record the transaction, click Record. The recurring professional invoice will be recorded as an actual transaction, and will also remain available for future use.


Changing recurring professional invoices

To change a recurring professional invoices name or frequency, open the Sales window, click Use Recurring, select the recurring transaction and click Edit. The Save Recurring Transaction window will appear, where you can change the name and frequency of the transaction.

To change the transactions detail, wait until the next time you need to record it. When its displayed, change it before you click Record. The next time you use it, the new detail will be displayed.


Removing recurring professional invoices

To delete a recurring professional invoice, open the Sales window, click Use Recurring, select the transaction you want to remove and click Delete.

Deleting a recurring transaction only deletes it from your list of recurring transactions. All actual transactions recorded previously using this recurring transaction are not affected.


Reversing professional invoices

If your transactions are unchangeable and you need to change a professional invoice after youve recorded it and chosen Save from the File menu, you must reverse it to remove its effect on your financial records. After you reverse the incorrect transaction, you can then enter a new professional invoice with the correct information.

You need to reverse professional invoices only if your transactions are unchangeable. If your transactions are changeable, refer to Removing or changing professional invoices. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

Three scenarios exist if you want to reverse an invoice. Each of these scenarios are explained in the following topics:

Reversing a professional invoice with no payments applied to it

Reversing a partially paid professional invoice

Reversing a closed professional invoice


Reversing a professional invoice with no payments applied to it

Follow the steps below to reverse a professional invoice that doesnt have payments assigned to it.

1. Locate the professional invoice you want to reverse and display it in the Sales window.

2. Choose Reverse Sale from the Edit menu. M.Y.O.B. creates a credit invoice - a transaction that contains an amount exactly opposite of the amount in the professional invoice.

You can make a few changes to the credit invoice (such as the date and the memo), but you cant change the accounts and amounts that are associated with the credit invoice.

If youre reversing an invoice from a previous accounting period, consider assigning a date from that period to the credit invoice. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record Reversal to save the credit invoice. The Sales window disappears.

4. Select Settle Returns & Credits from the Sales Command Centre. A search list appears; from this list, select the credit invoice you created and click the Apply to Invoice button. The credit invoice appears in the Settle Returns & Credits window.

5. In the list of transactions at the bottom of the Settle Returns & Credits window, click the Amount Applied field of the professional invoice you want to reverse.

6. Click Record. The Settle Returns & Credits window disappears. The professional invoice is reversed.


Reversing a partially paid professional invoice

Follow the steps below to reverse a professional invoice thats only partially paid. This process returns all balances to the amounts they had before the invoice was recorded.

1. Display the professional invoice you want to reverse in the Sales window.

2. Choose Reverse Sale from the Edit menu. M.Y.O.B. creates a credit invoice - a transaction that contains amounts and quantities exactly opposite of the amounts and quantities in the professional invoice.

You can make a few changes to the credit invoice (such as the date and the memo), but you cant change the accounts, amounts and quantities that are associated with the credit invoice.

If youre reversing a professional invoice from a previous accounting period, consider assigning a date from that period to the credit invoice. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record Reversal to save the credit invoice. The Sales window disappears.

4. Select Settle Returns & Credits from the Sales Command Centre. A search list appears; from this list, highlight the credit invoice you created and click the Apply to Invoice button.

5. At this point, you can choose to do one of three things:

Option A

Option B

Option C


Option A

Apply part of the credit invoice amount to the remaining balance of the professional invoice you want to reverse, then apply the rest of the credit invoice to another sales transactions remaining balance. To do this, follow these steps:

a. Enter part of the credit invoice amount in the professional invoices Amount Applied field so the transaction has no remaining balance.

b. Enter the rest of the credit invoice in another sales transactions Amount Applied field.

c. Click Record.


Option B

Apply part of the credit invoice amount to the remaining balance of the professional invoice you want to reverse, and write a refund cheque to the customer for the rest of the credit invoice amount. To do this, follow these steps:

a. Change the Credit Amount field so its the same as the remaining balance of the professional invoice you want to reverse.

b. Enter the Credit Amount fields amount in the Amount Applied field of the professional invoice you want to reverse.

c. Click Record; the professional invoice is reversed. The credit invoice, containing the amount that wasnt applied in step b, remains in the M.Y.O.B. system.

d. Select Settle Returns & Credits again.

e. Select the credit invoice and click the Refund button. The Settle Returns & Credits window appears, displaying a refund cheque with the remaining amount of the credit invoice.

f. Click Record to save the refund cheque.


Option C

Apply part of the credit invoice amount to the remaining balance of the professional invoice you want to reverse, and save the rest of the credit invoice amount for later. To do this, follow these steps:

a. Change the Credit Amount field so its the same as the remaining balance of the professional invoice you want to reverse.

b. Enter the Credit Amount fields amount in the Amount Applied field of the professional invoice you want to reverse.

c. Click Record; the professional invoice is reversed. The credit invoice, containing the unapplied amount, remains in the M.Y.O.B. system. Keep in mind that the credit invoice will exist until you apply it to another transaction or write a refund cheque for it.


Reversing a closed professional invoice

Follow the steps below to reverse a professional invoice, originally entered in the Sales window, thats completely paid. This process returns all balances to the amounts they had before the invoice was recorded.

1. Display the professional invoice you want to reverse in the Sales window.

2. Choose Reverse Sale from the Edit menu. M.Y.O.B. creates a credit invoice - a transaction that contains amounts and quantities exactly opposite of the amounts and quantities on the professional invoice.

You can make a few changes to the credit invoice (such as the date and the memo), but you cant change the accounts, amounts and quantities that are associated with the credit invoice.

If youre reversing a professional invoice from a previous accounting period, consider assigning a date from that period to the credit invoice. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record Reversal to save the credit invoice. The Sales window disappears.

4. Select Settle Returns & Credits from the Sales Command Centre. A search list appears; from this list, highlight the credit invoice you created.

5. At this point, you may choose to do one of two things:

Option A

Option B


Option A

Write a refund cheque to the customer. To do this, follow these steps:

a. Click the Refund button. The Settle Returns & Credits window appears, displaying a refund cheque in the amount of the credit invoice.

b. Click Record to save the refund cheque; the professional invoice is reversed.


Option B

Apply the credit invoice amount to one or more of the customers open sales. To do this, follow these steps:

a. Click the Apply to Invoice button. The Settle Returns & Credits window appears, displaying the credit invoice.

b. In the list of transactions at the bottom of the Settle Returns & Credits window, enter the total amount of the credit invoice in the Amount Applied field(s) of the open sale(s) you want to apply the amount to.

c. Click Record to save the transaction you created; the professional invoice is reversed.


Working with other sales

Click a topic below to learn how to work with other sales in M.Y.O.B.

Creating other sales

Setting up an other sale

Entering line items in an other sale

Locating existing other sales

Removing or changing other sales

Creating recurring other sales

Using recurring other sales

Changing recurring other sales

Removing recurring other sales

Reversing other sales


Creating other sales

Use the Sales window to create an other sale. For detailed information about each of the fields in the Sales window, see Sales window.


Setting up an other sale

Before you begin creating an other sale, be sure youre using the correct view of the Sales window. To do this, open the Sales window and click the Type button. A window appears, displaying four types of sales transactions you can enter in the Sales window. Click the Other Sales selection, then click the OK button. The fields in the Sales window will change to reflect the type of transaction youre creating.


Entering line items in an other sale

The scrolling list in the middle of the Sales window is the main area where other sales are created. When information is entered in a row in the scrolling list, the row is called a line item on the transaction. You can enter as many line items on an other sale as you want.


Locating existing other sales

After you record an other sale, youll probably want to view the transaction again sometime in the future. Follow the steps below to find a transaction youve created in the Sales window.

1. Select Inquiry from the M.Y.O.B. Analyst. The Inquiry Register window appears.

2. If you know the number of the transaction you want to view, click the Invoice tab, then enter the transactions number in the Invoice No. field.

If you dont know the number of the transaction you want to view, click the Card tab, then enter the name of the customer whose transaction youre looking for.

3. The transaction youre looking for appears in the scrolling list. If you want to view detail about the transaction, click the zoom arrow next to the transactions number to open the window in which the transaction was originally entered.


Removing or changing other sales

If you want to remove or make changes to an other sale, the steps you perform depend upon whether youve saved the transaction already. Click the topic below that applies to your situation.

Removing or changing other sales before theyre saved

Removing or changing other sales after theyre saved


Removing or changing other sales before theyre saved

If you want to remove or change an other sale youve recorded - but you havent chosen Save from the File menu yet - follow the steps below.

1. Locate the other sale and display it in the Sales window.

2. To change the other sale, change the information in the same way you normally enter information. To remove the transaction, select Delete Sale from the Edit menu.


Removing or changing other sales after theyre saved

If your transactions are changeable, follow the steps below to remove or change an other sale after youve recorded it and chosen Save from the File menu.

If your transactions are unchangeable, these instructions dont apply to you; instead, you must reverse incorrect other sales and create new other sales with correct information. For more information about reversing other sales, refer to Reversing other sales. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

1. Display the other sale you wish to remove or change in the Sales window.

2. If you plan to remove the other sale but payments are applied to it, remove the payments before you attempt to remove the transaction. Refer to Working with customer payments for more information about removing payments.

3. To change the other sale, change the information in the same way you normally enter information. To remove the other sale, select Delete Sale from the Edit menu.


Creating recurring other sales

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

When you create a recurring transaction, you can specify the frequency at which you intend to record the transaction in the future. When you specify a frequency for the recurring transaction, the transaction will appear as an item on your To Do List on the time period determined by the frequency you selected.

Follow these steps to create a recurring other sale.

1. Use the Sales window to enter the transactions information as you normally would. (Dont forget to click the Type button and choose Other Sales.)

2. Click the Save Recurring button. The Save Recurring Transaction window appears. Enter the necessary information about the transaction in this window, then click Record. The transaction is saved as a recurring transaction.


Using recurring other sales

After youve created a recurring other sale (see Creating recurring other sales), you can use the recurring transaction as often as you want. Follow these steps to use a recurring other sale.

1. Whenever you want to use the recurring other sale, open the Sales window and click the Use Recurring button.

2. A window will appear, displaying all recurring transactions youve set up. Double-click the transaction you want, and the transactions information will appear in the Sales window.

3. To record the transaction, click Record. The recurring other sale will be recorded as an actual transaction, and will also remain available for future use.


Changing recurring other sales

To change a recurring other sales name or frequency, open the Sales window, click Use Recurring, select the recurring transaction and click Edit. The Save Recurring Transaction window will appear, where you can change the name and frequency of the transaction.

To change the transactions detail, wait until the next time you need to record it. When its displayed, change it before you click Record. The next time you use it, the new detail will be displayed.


Removing recurring other sales

To delete a recurring other sale, open the Sales window, click Use Recurring, select the transaction you want to remove and click Delete.

Deleting a recurring transaction only deletes it from your list of recurring transactions. All actual transactions recorded previously using this recurring transaction are not affected.


Reversing other sales

If your transactions are unchangeable and you need to change an other sale after youve recorded it and chosen Save from the File menu, you must reverse it to remove its effect on your financial records. After you reverse the incorrect transaction, you can then enter a new other sale with the correct information.

You need to reverse other sales only if your transactions are unchangeable. If your transactions are changeable, refer to Removing or changing other sales. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

Three scenarios exist if you want to reverse an other sale. Each of these scenarios are explained in the following topics:

Reversing an other sale with no payments applied to it

Reversing a partially paid other sale

Reversing a closed other sale


Reversing an other sale with no payments applied to it

Follow the steps below to reverse an other sale that doesnt have payments assigned to it.

1. Locate the other sale you want to reverse and display it in the Sales window.

2. Choose Reverse Sale from the Edit menu. M.Y.O.B. creates a credit invoice - a transaction that contains an amount exactly opposite of the amount in the other sale.

You can make a few changes to the credit invoice (such as the date and the memo), but you cant change the accounts and amounts that are associated with the credit invoice.

If youre reversing an other sale from a previous accounting period, consider assigning a date from that period to the credit invoice. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record Reversal to save the credit invoice. The Sales window disappears.

4. Select Settle Returns & Credits from the Sales Command Centre. A search list appears; from this list, select the credit invoice you created and click the Apply to Invoice button. The credit invoice appears in the Settle Returns & Credits window.

5. In the list of transactions at the bottom of the Settle Returns & Credits window, click the Amount Applied field of the other sale you want to reverse.

6. Click Record. The Settle Returns & Credits window disappears. The other sale is reversed.


Reversing a partially paid other sale

Follow the steps below to reverse an other sale thats only partially paid. This process returns all balances to the amounts they had before the other sale was recorded.

1. Display the other sale you want to reverse in the Sales window.

2. Choose Reverse Sale from the Edit menu. M.Y.O.B. creates a credit invoice - a transaction that contains amounts and quantities exactly opposite of the amounts and quantities in the other sale.

You can make a few changes to the credit invoice (such as the date and the memo), but you cant change the accounts, amounts and quantities that are associated with the credit invoice.

If youre reversing an other sale from a previous accounting period, consider assigning a date from that period to the credit invoice. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record Reversal to save the credit invoice. The Sales window disappears.

4. Select Settle Returns & Credits from the Sales Command Centre. A search list appears; from this list, highlight the credit invoice you created and click the Apply to Invoice button.

5. At this point, you can choose to do one of three things:

Option A

Option B

Option C


Option A

Apply part of the credit invoice amount to the remaining balance of the other sale you want to reverse, then apply the rest of the credit invoice to another sales transactions remaining balance. To do this, follow these steps:

a. Enter part of the credit invoice amount in the other sales Amount Applied field so the transaction has no remaining balance.

b. Enter the rest of the credit invoice in another sales transactions Amount Applied field.

c. Click Record.


Option B

Apply part of the credit invoice amount to the remaining balance of the other sale you want to reverse, and write a refund cheque to the customer for the rest of the credit invoice amount. To do this, follow these steps:

a. Change the Credit Amount field so its the same as the remaining balance of the other sale you want to reverse.

b. Enter the Credit Amount fields amount in the Amount Applied field of the other sale you want to reverse.

c. Click Record; the other sale is reversed. The credit invoice, containing the amount that wasnt applied in step b, remains in the M.Y.O.B. system.

d. Select Settle Returns & Credits again.

e. Select the credit invoice and click the Refund button. The Settle Returns & Credits window appears, displaying a refund cheque with the remaining amount of the credit invoice.

f. Click Record to save the refund cheque.


Option C

Apply part of the credit invoice amount to the remaining balance of the other sale you want to reverse, and save the rest of the credit invoice amount for later. To do this, follow these steps:

a. Change the Credit Amount field so its the same as the remaining balance of the other sale you want to reverse.

b. Enter the Credit Amount fields amount in the Amount Applied field of the other sale you want to reverse.

c. Click Record; the other sale is reversed. The credit invoice, containing the unapplied amount, remains in the M.Y.O.B. system. Keep in mind that the credit invoice will exist until you apply it to another transaction or write a refund cheque for it.


Reversing a closed other sale

Follow the steps below to reverse an other sale, originally entered in the Sales window, thats completely paid. This process returns all balances to the amounts they had before the transaction was recorded.

1. Display the other sale you want to reverse in the Sales window.

2. Choose Reverse Sale from the Edit menu. M.Y.O.B. creates a credit invoice - a transaction that contains amounts and quantities exactly opposite of the amounts and quantities on the other sale.

You can make a few changes to the credit invoice (such as the date and the memo), but you cant change the accounts, amounts and quantities that are associated with the credit invoice.

If youre reversing an other sale from a previous accounting period, consider assigning a date from that period to the credit invoice. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record Reversal to save the credit invoice. The Sales window disappears.

4. Select Settle Returns & Credits from the Sales Command Centre. A search list appears; from this list, highlight the credit invoice you created.

5. At this point, you may choose to do one of two things:

Option A

Option B


Option A

Write a refund cheque to the customer. To do this, follow these steps:

a. Click the Refund button. The Settle Returns & Credits window appears, displaying a refund cheque in the amount of the credit invoice.

b. Click Record to save the refund cheque; the other sale is reversed.


Option B

Apply the credit invoice amount to one or more of the customers open sales. To do this, follow these steps:

a. Click the Apply to Invoice button. The Settle Returns & Credits window appears, displaying the credit invoice.

b. In the list of transactions at the bottom of the Settle Returns & Credits window, enter the total amount of the credit invoice in the Amount Applied field(s) of the open sale(s) you want to apply the amount to.

c. Click Record to save the transaction you created; the other sale is reversed.


Working with pending invoices

Pending invoices are used to record item invoices and service invoices that you expect to occur. Pending invoices dont change the quantities of your inventoried items when theyre recorded; rather, theyre kept in the Pending File until you convert them to actual invoices.

Click a topic below to learn how to work with pending invoices in M.Y.O.B.

Understanding M.Y.O.B.s Pending File

Creating pending invoices

Locating pending invoices

Viewing a list of all pending invoices

Recording deposits on pending invoices

Converting pending invoices to actual invoices

Removing or changing pending invoices


Understanding M.Y.O.B.s Pending File

If there are times when you want to record an invoice or purchase order that hasnt occurred yet, or if you want to create an estimate of how much a transaction will cost you or a customer, you can create an invoice or purchase order and place it in M.Y.O.B.s Pending File. The Pending File is a storage area where pending transactions are contained until you convert them into actual transactions.

Until you convert a pending transaction into an actual transaction, a transaction in the Pending File doesnt change your financial records at all.


Creating pending invoices

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There are two ways to create a pending invoice. Click the topic below for the situation that applies to you.

By creating an invoice and placing the entire invoice in the Pending File

By creating an invoice containing a backordered quantity


Placing an entire invoice in the Pending File

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Creating a pending invoice is almost the same process as creating a regular invoice. Item invoices, service invoices and professional invoices can be placed in the Pending File. Follow the steps below to create a pending invoice.

1. Create the invoice as you would create a regular item, service or professional invoice. Enter quantities and amounts the same way, as well. (You can include backordered quantities, too.)

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

3. When youre done entering the invoice information, click the Pending button. If any deposit money had been placed on the pending invoice, your linked customer deposits account is increased by the amount of the deposit, and your linked debtors bank Account is increased. If no deposit money was placed on the pending invoice, none of your financial records are changed. The invoice is saved in the Pending File.


Placing a backordered quantity in the Pending File

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Creating a pending invoice for a backordered quantity is almost the same process as creating a regular invoice. Follow the steps below to place a backordered quantity in the Pending File.

1. Create an item invoice as you would create a regular item invoice, entering a quantity in the Backorder column for each item you wish to place in the Pending File. (You can include quantities in the Deliver column, too.)

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

3. When youre done entering the invoice information, click the Record button. An invoice is created in the Pending File, containing each item that has a quantity in the Backorder column. If you entered a quantity in the Deliver column for any items, an actual invoice is created for those items.


Locating pending invoices

Follow the steps below to find a pending invoice you entered in the Sales window.

1. Select Sales from the Sales Command Centre. The Sales window appears.

2. In the Customer field, enter or select the name of the customer whose pending invoice youre looking for. A search list appears, containing all pending invoices for the customer.

3. From the search list, select the pending invoice you want. The pending invoice is displayed in the Sales window.


Viewing a list of all pending invoices

For a list of all pending invoices, choose Index to Reports from the Reports menu, then click the Sales tab. Select the Sales [Customer Summary] Report or Sales[Customer Detail] Report from the scrolling list, then click the Filters button. In the Report Selection window, select All Customers and choose Pending from the Invoice Status list. Enter the date range youd like the report to reflect and click OK. You can then either display the report on your computer screen or print it on your printer.

Whats included on the reports

Summary reports show the original transaction amount, VAT and current balance.

Detail reports show transaction line items, including quantities.


Recording deposits on pending invoices

There are two ways you can record a deposit on a pending invoice:

* If youre in the process of creating a pending invoice, enter the deposit amount in the Paid Today field of the Sales window. This process is described in Creating pending invoices.

* If the customer made a deposit on a pending invoice that already exists, use the Customer Payments window to record the deposit. Follow the steps below to do this.

1. Open the Customer Payments window from the Sales Command Centre.

2. In the Amount field, enter the amount the customer gave as a deposit.

3. In the list of transactions at the bottom of the Customer Payments window, enter the deposit amount in Amount Applied field for the pending invoice you want to apply the deposit to. (Pending invoices have the word Pending in their Status column.)

4. When youre finished, click the Record button.


Converting pending invoices to actual invoices

When a pending invoice becomes an actual transaction, you need to change the status of the pending invoice. Follow the steps below to do this.

1. From the Sales Command Centre, select Sales. The Sales window appears.

2. Enter or select the name of the customer whose pending invoice you want to convert. A search list appears, listing all the pending invoices for the customer.

3. Select the pending invoice you want to convert and click the Use Pending Sale button. The pending invoice appears in the Sales window.

4. Make any changes to the pending invoice at this time, in the same way as youd make changes to a regular invoice.

5. When youre finished working with the pending invoice, click the Record button. The pending invoice is converted to an actual invoice.


Removing or changing pending invoices

If you want to remove or make changes to a pending invoice, the steps you perform depend upon whether youve saved the transaction already. Click the topic below that applies to your situation.

Removing pending invoices before theyre saved

Removing or changing pending invoices after theyre saved


Removing pending invoices before theyre saved

If you want to remove or change a pending invoice youve recorded - but you havent chosen Save from the File menu yet - follow the steps below.

1. Locate the pending invoice and display it in the Sales window.

2. To change the pending invoice, change the information in the same way you normally enter information. To remove the transaction, select Delete Pending Sale from the Edit menu.


Removing or changing pending invoices after theyre saved

There are two type of pending invoices: those without deposits and those with deposits. Click the topic below for the situation that applies to you if you need to remove or change a pending invoice after youve recorded it and chosen Save from the File menu.

Unlike regular invoices, pending invoices can be changed or deleted at any time, regardless of whether your transactions are changeable or unchangeable. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

Pending invoices without deposits

Pending invoices with deposits


Pending invoices without deposits

1. Locate the pending invoice and display it in the Sales window.

2. To change the pending invoice, change the information in the same way you normally enter information. To remove the pending invoice, select Delete Pending Sale from the Edit menu.


Pending invoices with deposits

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If youve recorded a pending invoice with a deposit and chosen Save from the File menu, the invoice cant be deleted unless the effects of the deposit are also removed from your records.

There are two ways to remove the pending invoice and its deposit. Click the topic below for the situation that applies to you.

By writing a refund cheque for the deposit amount

By deleting the deposits record from your data file


Writing a refund cheque for the deposit amount

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1. Enter the customers name in the Customer field of the Sales window.

2. Select the pending invoice from the list that appears, then click Use Pending Sale.

3. Delete any items, amounts, VAT and carriage from the invoice. The amount in the Balance Due field then appears as a negative number.

4. Click Record.

5. A window appears, asking whether you wish to record the sale. Click OK. The transaction youve just recorded is called a credit invoice.

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

7. From the search list that appears, select the credit invoice you created, then click the Refund button.

8. The refund cheque appears in the Settle Returns & Credits window. Click Record. Your accounts are no longer affected by the deposit.


Deleting the deposit

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1. Locate the deposit in the Cash Receipts Journal.

2. Click the zoom arrow next to the journal entry. The Customer Payments window appears, displaying the deposit information.

3. Choose Delete Payment or Reverse Payment from the Edit menu. (The command that appears depends upon whether your transactions are changeable or unchangeable. Regardless of the command you use, the effect of the deposit will be removed from your financial records.) If you use the Delete Payment command, the deposit is deleted.

4. If you used the Reverse Payment command in step 3, click Record.

5. Open the Sales window again and enter the name of the customer in the Customer field.

6. A search list appears. Choose the pending invoice, then click Use Pending Sale. The pending invoice is displayed in the Sales window.

7. Choose Delete Pending Sale from the Edit menu. The pending invoice is deleted.


Working with customer payments

Click a topic below to learn how to work with customer payments in M.Y.O.B.

Creating customer payments

Locating existing customer payments

Removing or changing customer payments

Reversing customer payments


Creating customer payments

Customer payments are recorded in the Customer Payments window. For detailed information about each of the fields in the Customer Payments window, see Customer Payments window.


Locating existing customer payments

After you record a customer payment, youll probably want to view the transaction again sometime in the future. Follow the steps below to find a transaction youve created in the Customer Payments window.

1. Select Inquiry from the M.Y.O.B. Analyst. The Inquiry Register window appears.

2. If you know the number of the transaction you want to view, click the Invoice tab, then enter the transactions number in the Invoice No. field.

If you dont know the number of the transaction you want to view, click the Card tab, then enter the name of the customer whose transaction youre looking for.

3. The transaction youre looking for appears in the scrolling list. If you want to view detail about the transaction, click the zoom arrow next to the transactions number to open the window in which the transaction was originally entered.


Removing or changing customer payments

If you want to remove or make changes to a customer payment, the steps you perform depend upon whether youve saved the transaction already. Click the topic below that applies to your situation.

Removing or changing customer payments before theyre saved

Removing or changing customer payments after theyre saved


Removing or changing customer payments before theyre saved

If you want to remove or change a customer payment youve recorded - but you havent chosen Save from the File menu yet - follow the steps below.

1. Locate the customer payment and display it in the Customer Payments window.

2. To change the customer payment, change the information in the same way you normally enter information. To remove the transaction, select Delete Payment from the Edit menu.


Removing or changing customer payments after theyre saved

If your transactions are changeable, follow the steps below to remove or change a customer payment after youve recorded it and chosen Save from the File menu.

If your transactions are unchangeable, these instructions dont apply to you; instead, you must reverse incorrect customer payments and create new customer payments with correct information. For more information about reversing customer payments, refer to Reversing customer payments. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

1. Display the customer payment you wish to remove or change in the Customer Payments window.

2. To change the customer payment, change the information in the same way you normally enter information. To remove the customer payment, select Delete Payment from the Edit menu.


Reversing customer payments

If your transactions are unchangeable and you need to change a customer payment after youve recorded it and chosen Save from the File menu, you must reverse it to remove its effect on your financial records. After you reverse the incorrect transaction, you can then enter a new customer payment with the correct information.

You need to reverse customer payments only if your transactions are unchangeable. If your transactions are changeable, refer to Removing or changing customer payments. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

1. Display the customer payment you want to reverse in the Customer Payments window.

2. Choose Reverse Payment from the Edit menu. M.Y.O.B. creates a payment transaction containing an amount exactly opposite of the amount in the customer payment.

You can make a few changes to the transaction (such as the date and the memo), but you cant change the accounts and amounts that are associated with it.

If youre reversing a customer payment from a previous accounting period, consider assigning a date from that period to the transaction you just created. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record to record the reversed customer payment. If the original customer payment was used to close a sales transaction, a message will appear, notifying you of the discounts that applied to the transactions. Continue to step 4.

If no discount applied to the transaction you originally applied the payment to, youre done - the payment is reversed. The balance of the open sale you originally applied the payment to is changed back to its original amount due.

4. If a discount applied to the transaction you originally applied the payment to, you need to reverse the discount. To do this, locate the discount transaction in the Inquiry Register window, then click the zoom arrow next to it. The Customer Payments window appears, displaying the discount. Choose Reverse Payment from the Edit menu, then click the Record button. The discount is reversed.


Tracking bounced customer cheques

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If you recorded a customer payment in the Customer Payments window and chose Save from the File menu, and then the customers cheque bounces, follow the steps below to reverse the bounced payment and, if you wish, charge a penalty for the transaction.

You need to reverse customer payments only if your transactions are unchangeable. If your transactions are changeable, refer to Removing or changing customer payments. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

1. Display the bounced customer payment  in the Customer Payments window.

2. Choose Reverse Payment from the Edit menu. M.Y.O.B. creates a payment transaction containing an amount exactly opposite of the amount in the customer payment.

You can make a few changes to the transaction (such as the date and the memo), but you cant change the accounts and amounts that are associated with it.

If youre reversing a customer payment from a previous accounting period, consider assigning a date from that period to the transaction you just created. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record to record the reversed customer payment. If you dont want to charge a penalty for the bounced cheque, youre done. If you do want to charge a penalty, continue to step 4.

4. The easiest way to charge a penalty for the bounced cheque is to create an other sale for the amount of the penalty. (You may want to consult your accountant to determine the account you should use for the penalty amount in the other sale.) If you also want to send the customer a bill for the amount of the bounced cheque, create a service invoice for the amount. Use the Sales window to create other sales and service invoices.

When you receive a payment for the penalty and/or bounced cheque amount, apply the payment to the other sale and service invoice using the Customer Payments window.


Tracking bad debts

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If you no longer expect payments from a delinquent customer, apply a bad debt credit to the customers open sales to close the customers account.

1. Create a new account named Bad Debts and assign it an expense account type. (Refer to the Nominal Ledger chapter of your Users Guide for information about creating accounts.)

2. Enter an other sale transaction for the customer for their outstanding amounts, using a negative value. Enter the Bad Debt account you created in step 1 in the Allocation Account columns and click Record. The transaction you record is called a credit invoice.

3. Click the Settle Returns & Credits button in the Sales Command Centre. From the scrolling list that appears, select the credit invoice you created in step 2. Click Apply to Invoice. The Settle Returns & Credits window appears. If the customer has only one open sale, the credit invoice appears automatically in the Amount Applied field of the open sale. If the customer has more than one open sale, you may need to enter amounts in the Amount Applied fields of each of the open sales.

4. Click Record. The customers outstanding balances are cleared.


Settling credits and writing refund cheques

For an explanation of the settle credits process, refer to the Sales chapter of your Users Guide.

Click a topic below to learn how to settle credits and write refund cheques in M.Y.O.B.

Applying credit invoices to open sales

Applying credit invoices to closed sales

Applying credit invoices to pending invoices

Locating applied credit invoices

Removing or changing applied credit invoices

Reversing applied credit invoices

Creating credit refund cheques

Locating credit refund cheques

Removing or changing credit refund cheques

Reversing credit refund cheques


Applying credit invoices to open sales

Follow the steps below to apply the amount of a credit invoice to an open sale - a transaction entered in the Sales window that isnt entirely paid.

1. Select Settle Returns & Credits from the Sales Command Centre. A search list appears; from this list, highlight the credit invoice you wish to apply and click the Apply to Invoice button. The Settle Returns & Credits window appears, listing all transactions (open, closed and pending) assigned to the customer. Notice that the amount of the credit invoice appears in the Credit Amount in the top half of the window.

2. Locate the open sale you want - open sales are labeled Open in the Status column of the scrolling list - then enter the amount of the credit invoice in the open sales Amount Applied field.

3. Click Record. The credit invoice is applied.


Applying credit invoices to closed sales

Follow the steps below to apply the amount of a credit invoice to a closed sale - a transaction entered in the Sales window thats completely paid.

When you apply a credit invoice to a closed sale - in other words, when you apply an amount to a transaction that doesnt have a balance due - the closed sale is removed, and a new credit invoice in the amount you applied to the closed sale is created.

1. Select Settle Returns & Credits from the Sales Command Centre. A search list appears; from this list, highlight the credit invoice you wish to apply and click the Apply to Invoice button. The Settle Returns & Credits window appears, listing all transactions (open, closed and pending) assigned to the customer. Notice that the amount of the credit invoice appears in the Credit Amount in the top half of the window.

2. Locate the closed sale you want - closed sales are labeled Closed in the Status column of the scrolling list - then enter the amount of the credit invoice in the closed sales Amount Applied field.

3. Click Record to save the transaction. The closed sale is removed, and a new credit invoice in the amount you applied to the closed sale is created.


Applying credit invoices to pending invoices

Applying a credit invoice to a pending invoice is the same procedure as recording a deposit on a pending invoice. Refer to Recording deposits on pending invoices for more information about this task.


Locating applied credit invoices

Follow the steps below to find a credit invoice you applied in the Settle Returns & Credits window.

1. From the Sales Command Centre, click Inquiry in the M.Y.O.B Analyst. The Inquiry Register window appears with the Invoice tab selected.

2. In the Invoice No. field, enter or select the sales transaction whose applied credit invoice youre looking for. A new list in the Inquiry Register window appears, displaying all transactions assigned to the sales transaction you entered. If you dont remember which sales transaction the credit invoice is applied to, click the Card tab and enter the customers name in the Name field; a list of all the customers transactions, including the credit invoice, will appear in the list.

3. Applied credit invoices are recognized by their source journal code of SJ. Search the ID NO. column for transactions numbered with SJ prefixes and click the zoom arrow next to the credit invoice you want to view. The Settle Returns & Credits window appears, displaying the original credit invoice as you entered it.


Removing or changing applied credit invoices

If you want to remove or make changes to an applied credit invoice, the steps you perform depend upon whether youve saved the transaction already. Click the topic below that applies to your situation.

Removing or changing applied credit invoices before theyre saved

Removing or changing applied credit invoices after theyre saved


Removing or changing applied credit invoices before theyre saved

If you want to remove or change an applied credit invoice youve recorded - but you havent chosen Save from the File menu yet - follow the steps below.

1. Locate the applied credit invoice and display it in the Settle Returns & Credits window.

2. To change the applied credit invoice, change the information in the same way you normally enter information. To remove the transaction, select Delete Credit from the Edit menu.


Removing or changing applied credit invoices after theyre saved

If your transactions are changeable, follow the steps below to remove or change an applied credit invoice after youve recorded it and chosen Save from the File menu.

If your transactions are unchangeable, these instructions dont apply to you; instead, you must reverse incorrect applied credit invoices and create new applied credit invoices with correct information. For more information about reversing applied credit invoices, refer to Reversing applied credit invoices. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

1. Display the applied credit invoice you wish to remove or change in the Settle Returns & Credits window.

2. To change the applied credit invoice, change the information in the same way you normally enter information. To remove the applied credit invoice, select Delete Credit from the Edit menu.


Reversing applied credit invoices

If your transactions are unchangeable and you need to change an applied credit invoice after youve recorded it and chosen Save from the File menu, you must reverse it to remove its effect on your financial records. After you reverse the incorrect transaction, you can then enter and apply a new credit invoice with the correct information.

You need to reverse applied credit invoices only if your transactions are unchangeable. If your transactions are changeable, refer to Removing or changing applied credit invoices. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

1. Display the applied credit invoice you want to reverse in the Settle Returns & Credits window.

2. Choose Reverse Credit from the Edit menu. M.Y.O.B. creates a transaction containing an amount exactly opposite of the amount in the applied credit invoice.

You can make a few changes to the transaction (such as the date and the memo), but you cant change the accounts and amounts that are associated with it.

If youre reversing a credit invoice from a previous accounting period, consider assigning a date from that period to the transaction youve created. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record to save the reversed transaction. The Settle Returns & Credits window disappears, and the balance of the open sale you originally assigned the credit invoice to is returned to its previous amount.


Creating credit refund cheques

Follow these steps to create a refund cheque using a credit invoice.

1. Click Settle Returns & Credits in the Sales Command Centre. A list of credit invoices appears. Highlight the credit invoice you want to create a refund cheque for and click the Refund button. The Settle Returns & Credits window appears, displaying a refund cheque in the amount of the credit invoice.

2. Click Record. The credit refund cheque is recorded.


Locating credit refund cheques

Follow the steps below to find a credit refund cheque you created in the Settle Returns & Credits window.

1. From the Sales Command Centre, click Inquiry in the M.Y.O.B Analyst. The Inquiry Register window appears with the Invoice tab selected.

2. In the Invoice No. field, enter or select the sales transaction whose refund cheque youre looking for. A new list in the Inquiry Register window appears, displaying all transactions assigned to the transaction you entered in the Invoice No. field. If you dont remember which sales transaction the refund cheque is applied to, click the Card tab and enter the customers name in the Name field; a list of all the customers transactions, including the refund cheque, will appear in the list.

3. Applied credit invoices are recognized by their source journal code of CD. Search the ID NO. column for transactions numbered with CD prefixes and click the zoom arrow next to the transaction you want to view. The Settle Returns & Credits window appears, displaying the original refund cheque as you entered it.


Removing or changing credit refund cheques

If you want to remove or make changes to a credit refund cheque, the steps you perform depend upon whether youve saved the transaction already. Click the topic below that applies to your situation.

Removing or changing credit refund cheques before theyre saved

Removing or changing credit refund cheques after theyre saved


Removing or changing credit refund cheques before theyre saved

If you want to remove or change a credit refund cheque youve recorded - but you havent chosen Save from the File menu yet - follow the steps below.

1. Locate the credit refund cheque and display it in the Settle Returns & Credits window.

2. To change the credit refund cheque, change the information in the same way you normally enter information. To remove the transaction, select Delete Credit from the Edit menu.


Removing or changing credit refund cheques after theyre saved

If your transactions are changeable, follow the steps below to remove or change a credit refund cheque after youve recorded it and chosen Save from the File menu.

If your transactions are unchangeable, these instructions dont apply to you; instead, you must reverse incorrect credit refund cheques and create new credit refund cheques with correct information. For more information about reversing credit refund cheques, refer to Reversing credit refund cheques. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

1. Display the credit refund cheque you wish to remove or change in the Settle Returns & Credits window.

2. To change the credit refund cheque, change the information in the same way you normally enter information. To remove the credit refund cheque, select Delete Credit from the Edit menu.


Reversing credit refund cheques

If your transactions are unchangeable and you need to change a credit refund cheque after youve recorded it and chosen Save from the File menu, you must reverse it to remove its effect on your financial records. After you reverse the incorrect transaction, you can then enter and create a new credit refund cheque with the correct information.

You need to reverse credit refund cheques only if your transactions are unchangeable. If your transactions are changeable, refer to Removing or changing credit refund cheques. For more information about changeable and unchangeable transactions, refer to changeable or unchangeable.

1.  Display the refund cheque you want to reverse in the Settle Returns & Credits window.

2. Choose Reverse Credit from the Edit menu. M.Y.O.B. creates a transaction containing an amount exactly opposite of the amount in the refund cheque.

You can make a few changes to the transaction youve created (such as the date and the memo), but you cant change the accounts and amounts that are associated with it.

If youre reversing a refund cheque from a previous accounting period, consider assigning a date from that period to the transaction youve created. This will allow your reports for that accounting period to reflect the proper amounts.

3. Click Record to save the reversed transaction. The Settle Returns & Credits window disappears, and the credit invoice for which you originally wrote the refund cheque is recreated.


Working with a cash drawer

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If you use M.Y.O.B.s sales transactions in a point-of-sale system, or group your receipts on a daily basis for a single deposit, or if you accept credit cards as payment for your invoices, you may want to consider using a cash drawer account.

A cash drawer account is an asset account that tracks cash receipts not yet deposited in the bank. A cash drawer account provides a way to track undeposited cash and streamline your bank deposits for easier reconciliation.

Without a cash drawer account, M.Y.O.B. records a deposit transaction each time you record a customer payment. A cash drawer account lets you record the bank deposit when you actually put the money in the bank (or when the credit card company actually transfers the money into your account).

For more information about working with a cash drawer, click the topics below.

Setting up the Cash Drawer account

Using a Cash Drawer account

Using M.Y.O.B. as a point-of-sale system


Setting up the Cash Drawer account

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1. Open the Accounts List window and create an asset account called Cash Drawer. In the Edit Accounts window, mark the Detail Bank Account selection.

2. Make this account your linked debtors bank account by entering the accounts number in the Bank Account for Customer Receipts field of the Sales Ledger Linked Accounts window.


Using the Cash Drawer account

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After you set up a cash drawer account (see Setting up the Cash Drawer account), whenever you receive money in the Sales and Customer Payments window, the money will be automatically assigned to your cash drawer account.

When you prepare a bank deposit, select Make a Deposit in the Chequebook Command Centre. Select the account into which youll deposit the money. This account, known as an allocation account, moves the amount in your Cash Drawer account to the selected bank account.

When you reconcile the bank account, each deposit into your Cash Drawer account will appear as a single amount.

Similarly, when your credit card company pays you for those sales paid in credit cards, select Make a Deposit in the Chequebook Command Centre and select the account into which theyll be depositing the funds. The amount you enter in the Amount field of this window is the amount paid to you by the credit card company. The allocation account number for the gross amount (the amount charged on the credit cards) is your Cash Drawer account, while the credit card companys fee (which should be the difference between the Cash Drawer accounts amount and the amount youre depositing) is allocated to your cost of sales (or expense) account for credit card fees.

Credit card fees will show up as a negative amount.


Using M.Y.O.B. as a point-of-sale system

With a little up-front work on your part, M.Y.O.B. works well as a point-of-sale system. Simply place your computer and printer next to your cash register and load invoice forms into your printer. Then, select Preferences from the Setup menu; in the Preferences window, click the Sales tab, then mark the Print Invoices When Theyre Recorded selection.

If youre really adventurous, you can enter your item records in the Item Information window, using each items UPC code as its item number. Then connect a bar code reader to your computer and scan the item number directly from the item into your invoices or purchase orders when youre selling or buying the item.


Understanding the M.Y.O.B. data file

Click a topic below to learn how to work with your M.Y.O.B. data file.

Creating a new M.Y.O.B. data file

Opening a data file from the Finder

Opening a different M.Y.O.B. data file while M.Y.O.B. is running

Opening an M.Y.O.B. data file by avoiding the Welcome to M.Y.O.B. window

Changing the name of your data file

Moving your M.Y.O.B. data file

Saving changes to a data file

Saving versus recording

Clearing changes from a data file

Making a backup

Restoring a backup

Purging information from your data file

Starting a new financial year


Creating a new M.Y.O.B. data file

Before you can begin using M.Y.O.B., you must create a data file to store your companys business information. When you create a new data file, youll follow a few automated steps called the M.Y.O.B. Setup Interview. The Setup Interview asks you a few important questions about your company and creates your data file.

If you havent created your first data file yet, you need to complete the M.Y.O.B. setup process. The following instructions assume that you have created your first data file already; if you havent created your first data file yet, please refer to the Setup chapter of the Getting Started manual for information about creating your first data file.

You can begin the process of creating a new data file while M.Y.O.B. is running. To do this, youll use the New command, which is accessed from the File menu. When you choose the New command, the current data file will close and the M.Y.O.B. Setup Interview will begin.

Immediately after you choose New, an alert message appears, asking you whether you want to save the changes youve made to the current data file. Click either Yes or No. Another alert message may appear, asking you whether you want to back up the current data file. Make the choice you want; if you choose Yes, M.Y.O.B. creates a backup of your data file.

After these messages are complete, an introduction window for the Setup Interview should be visible on your computer screen. Click Next to begin the M.Y.O.B. Setup Interview and begin creating your new data file.

Instructions about using the M.Y.O.B. Setup Interview are displayed on your computer screen as you proceed through the interview. You can also refer to the Setup chapter of the Getting Started manual for more information about using the Setup Interview.


Opening a data file from the Finder

If M.Y.O.B. isnt currently running on your computer, you can open a data file with only a few clicks of your mouse.

1. In the Finder, locate the M.Y.O.B. icon. (This icon was created when you installed M.Y.O.B.)

2. Double-click the M.Y.O.B. icon. The Welcome to M.Y.O.B. window appears, displaying three buttons at the bottom.

3. Click the button labeled Open an Existing M.Y.O.B. Data File. The Open window appears, allowing you to locate and select the data file you want to open. The Open window works similar to other open file windows in other Macintosh programs; if you need more information about using open file windows, refer to your Macintosh documentation.

4. Locate the M.Y.O.B. data file you want to open, then highlight it and click the Open button. The M.Y.O.B. Command Centre window appears, displaying the name of your company in the upper left corner.


Opening a different M.Y.O.B. data file while M.Y.O.B. is running

You can switch between data files while M.Y.O.B. is running. To do this, youll use the Open command, which is accessed from the File menu. When you use the Open command to open a different data file, the current data file will close first. (Two data files cant be open at the same time.)

Immediately after you choose Open, an alert message appears, asking you whether you want to save the changes youve made to the current data file. Click either Yes or No. Another alert message may appear, asking you whether you want to back up the current data file. Make the choice you want; if you choose Yes, a backup of the current data file will be created.

After these messages are complete, an open file window appears, allowing you to select the data file you want to open. Locate the data file, select it and click Open  to open it.

You can also click the Create button in the open file window, if you want to create a new data file for a company. This button works the same as the New command.


Opening an M.Y.O.B. data file by avoiding the Welcome to M.Y.O.B. window

You dont need to use the Welcome to M.Y.O.B. window to open an M.Y.O.B. data file. Instead, you can double-click an icon on your computer screen that automatically opens your data file.

You can avoid the Welcome to M.Y.O.B. window by simply double-clicking on the data files icon in the Finder. (Be sure M.Y.O.B. isnt running when you double-click the icon, however.)


Changing the name of your data file

You can change the name of your data file at any time.

1. Quit M.Y.O.B.

2. In the Finder, click once on the name of the data file you want to rename. The name is highlighted.

3. Enter the new name you want to use for the file and press RETURN. The new name is assigned to the file.


Moving your M.Y.O.B. data file

You can move your M.Y.O.B. data file to another location on your computer at any time.

1. Exit M.Y.O.B.

2. Open the folder containing the file you want to move (probably the M.Y.O.B. Version 6.0 folder).

3. Drag the icon of the data file you want to move to the folder you want to move it to. The data file is placed in that folder.


Saving changes to a data file

When you work with M.Y.O.B., the information you enter isnt saved immediately in your companys data file. Instead, this information is stored in a temporary area of your computers memory until you make the decision to save it in the data file. This provides you with the option of exiting M.Y.O.B. without keeping entries you dont want in the data file since the last time you saved the file.

If a power fluctuation or computer problem interrupts your work, only the information youve saved in the data file will exist; the unsaved information in the temporary area of your computer will most likely be lost.

If youre working in M.Y.O.B. and you want to save the information youve entered since the last time you exited the program (or the last time information was saved), choose the Save command from the File menu. We recommend that you save your information regularly - every few minutes or hours, depending upon how much work youre doing with the program.

You can also save the information youve entered when you select Quit from the File menu. An alert message  will appear, giving you the option to save your changes before you exit the program.


Saving versus recording

Keep in mind that the Save command is different than the Record and OK buttons that are found in many M.Y.O.B. windows. Clicking Record or OK merely stores the information youve entered in that window in your computers temporary memory, but does not save the information in your data file.


Clearing changes from a data file

When you work with M.Y.O.B., the information you enter isnt saved immediately in your companys data file. Instead, this information is stored in a temporary area of your computers memory until you make the decision to save it in the data file. This provides you with the option of exiting M.Y.O.B. without keeping entries you dont want in the data file since the last time you saved the file.

If you wish to erase all unsaved changes youve made, choose the Revert to Saved command from the File menu. An alert message will appear, asking you whether you want to revert to the last saved version of your data. If you click Yes, all information youve entered or changed since the last time you selected Save from the File menu - or since you entered M.Y.O.B., if you havent saved information since the last time you entered the program - will be removed from the temporary area of your computers memory.

If you work carefully, you can use the Revert to Saved command to experiment with M.Y.O.B. For example, you might want to see the effects of a particular transaction on your records, but youre not sure youll want to save the transaction after you record it. Choose Save from the File menu, record the transaction, and check the effects of the transaction. If you dont want to keep the transaction, choose the Revert to Saved command to remove the entire transaction.


Making a backup

Detailed information about making and restoring backups is located in the Maintaining Your Data chapter of your Users Guide.

M.Y.O.B.s Backup command creates a backup of the data file youre currently using, then compresses it into a smaller, more manageable size. Follow the steps below to use M.Y.O.B.s Backup command.

When you installed M.Y.O.B., special software used for the backup process was also installed. If an alert message appears when you try to use the Backup command, this software may have been removed from the location where it needs to exist. Contact BestWare Technical Support for information about reinstalling this software.

1. Be sure youve made all the accounting entries you want to include in the backup, and youve chosen Save from the File menu.

2. Choose Backup from the File menu. A window appears, allowing you to enter a name and select a location for the backup file youre about to create.

3. Enter the name you want to assign to the backup, or accept the default name, and select the location you want to create the backup. (If a diskette is in your diskette drive, you can create the backup on the diskette, if you want.)

4. Click Save to create the backup.


Restoring a backup

Detailed information about making and restoring backups is located in the Maintaining Your Data chapter of your Users Guide.

M.Y.O.B.s Restore command closes the data file youre currently using, decompresses an M.Y.O.B. backup file so you can use it, and opens the decompressed file. Follow the steps below to use M.Y.O.B.s Restore command.

When you installed M.Y.O.B., special software used for the restore process was also installed. If an alert message appears when you try to use the Restore command, this software may have been removed from the location where it needs to exist. Contact BestWare Technical Support for information about reinstalling this software.

If you want, you can use other software programs to decompress a backup instead of the Restore command.

1. Be sure youve made all the accounting entries you want to include in the data file youre currently using, and youve chosen Save from the File menu.

2. Choose Restore from the File menu. If you marked the Prompt for Data Backup When Closing selection in the Preferences window, an alert message appears, asking you whether you want to back up the data file youre currently using. If you want to make a backup of this file, follow steps 2 through 4 in Making a backup.

3. A dialogue box appears. In this box, locate the backup you want to restore. When youve found the backup, click Open.

4. Another dialogue box appears, allowing you to select the location of the decompressed backup. Select a location and click Restore.

5. An alert message appears, showing you what the decompressed file will be named and where it will be located after its decompressed. Click OK to decompress the backup. When the restore process is done, M.Y.O.B. will reappear, using the decompressed backup as the current data file.


Purging information from your data file

You can remove, or purge, unneeded information from your data file.

Detailed information about purging information from your data file is located in the Maintaining Your Data chapter of your Users Guide. See also Purging journal entries, Purging closed sales, Purging closed purchases and Purging contact logs.


Purging journal entries

Detailed information about purging information from your data file is located in the Maintaining Your Data chapter of your Users Guide.

Follow the steps below to purge journal entries from your data file.

1. Print all the reports that you wish to keep that show the transactions youll be purging. Account enquiry reports contain most of the information you may want to retain.

2. Exit M.Y.O.B. and make a backup of your data file.

3. Reenter M.Y.O.B. and open the Financial Ledger Command Centre.

4. Choose Purge Journal Entries from the File menu. The Purge Journal Entries window will appear.

5. From the list, enter 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 isnt completely closed. All journal entries dated prior to the month you select will be marked for purging.

6. Click the Continue button. Another Purge Journal Entries window will appear, listing all the accounts in your chart of accounts.

7. From the list of accounts, select the accounts whose unreconciled journal entries you dont want to purge. Typically, you should select the accounts you regularly reconcile in the Reconcile Accounts window.

8. Click the Purge Journal Entries button. The journal entries for the time frame you specified and for the accounts you didnt select in this window will be purged.


Purging closed sales

Detailed information about purging information from your data file is located in the Maintaining Your Data chapter of your Users Guide.

Follow the steps below to purge closed sales from your data file.

1. Print all the reports that you wish to keep that show the closed sales youll be purging. You might consider printing a copy of the Sales Journal, which contains detailed information about all sales transactions.

2. Exit M.Y.O.B. and make a backup of your data file.

3. Reenter M.Y.O.B. and open the Sales Command Centre.

4. Choose Purge Closed Sales from the File menu. The Purge Closed Sales window  appears.

5. From the list, enter 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 isnt completely closed. All closed sales dated prior to the month you select are marked for purging.

6. Choose to purge detailed information about closed sales only, or to purge entire closed sales. If you choose to purge detail only, the sales transaction ID number, date, customer, memo, deliver-to address, comment, shipping date, deliver via, VAT, carriage amounts, salesperson and customer purchase order number for each closed sale will remain. If you choose to purge entire closed sales, all information about the closed sales will be removed.

7. Click the Continue button. Another Purge Closed Sales window appears, listing all the customers in the Card File.

8. From the list of customers, select the customers whose closed sales you want to purge.

9. Click the Purge Closed Sales button. The closed sales for the time frame you specified and for the customers you selected in this window are purged.

If you purged only the detail of closed sales, you can still view the remaining information about each closed sale in the Sales Journal. When you click a zoom arrow next to a closed sale whose detail has been purged, the original window in which the transaction was entered will appear, displaying only the information that wasnt purged.

If you purged entire closed sales, you can still use the Sales Journal to view the transactions that were previously assigned to the closed sales. Since these transactions sales records have been removed, however, you wont be able to view any more detail about the transactions other than that which appears in the Sales Journal.


Purging closed purchases

Detailed information about purging information from your data file is located in the Maintaining Your Data chapter of your Users Guide.

Follow the steps below to purge closed purchases from your data file.

1. Print all the reports that you wish to keep that show the closed purchases youll be purging. You might consider printing a copy of the Purchases Journal, which contains detailed information about all purchasing transactions.

2. Exit M.Y.O.B. and make a backup of your data file.

3. Reenter M.Y.O.B. and open the Purchases Command Centre.

4. Choose Purge Closed Purchases from the File menu. The Purge Closed Purchases window appears.

5. From the list, enter 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 isnt completely closed. All closed purchases dated prior to the month you select will be marked for purging.

6. Choose to purge detailed information about closed purchases only, or to purge entire closed purchases. If you choose to purge detail only, the purchasing transaction ID number, date, supplier, deliver via, comment, shipping date, VAT, carriage, memo and supplier invoice number for each closed purchase will remain. If you choose to purge entire closed purchases, all information about the closed purchases will be removed.

7. Click the Continue button. Another Purge Closed Purchases window appears, listing all the suppliers in the Card File.

8. From the list of suppliers, select the suppliers whose closed purchases you want to purge.

9. Click the Purge Closed Purchases button. The closed purchases for the time frame you specified and for the suppliers you selected in this window are purged.

If you purged only the detail of closed purchases, you can still view the remaining information about each closed purchase in the Purchases Journal. When you click a zoom arrow next to a closed purchase whose detail has been purged, the original window in which the transaction was entered will appear, displaying only the information that wasnt purged.

If you purged entire closed purchases, you can still use the Purchases Journal to view the transactions that used to be assigned to the closed purchases. Since these transactions purchasing records have been removed, however, you wont be able to view any more detail about the transactions other than that which appears in the Purchases Journal.


Purging contact logs

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Detailed information about purging information from your data file is located in the Maintaining Your Data chapter of your Users Guide.

Follow the steps below to purge contact logs from your data file.

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

2. Exit M.Y.O.B. and make a backup of your data file.

3. Reenter M.Y.O.B. and open the Card File Command Centre.

4. Choose Purge Contact Logs from the File menu. The Purge Contact Logs window will appear.

5. From the list, enter the first month from which you do NOT want to remove contact logs. All contact logs dated prior to the month you select will be marked for purging.

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

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

8. If you dont want to remove contact logs that have recontact dates assigned to them, indicate this in this window, as well.

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

10. From the list, select the people and companies whose contact logs you want to purge.

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


Starting a new financiscal year
Starting a new financial year

Detailed information about starting a new financial year is located in the Maintaining Your Data chapter of your Users Guide.

The process of starting a new financial year in M.Y.O.B. consists mainly of following on-screen instructions. M.Y.O.B. performs most of the work. Follow the steps below to begin a new financial year.

1. Print all the reports that you wish to keep that show the previous years transaction activity. You might consider printing a copy of each M.Y.O.B. journal, because they show all transaction activity for a specified period.

2. Reenter M.Y.O.B. and choose Start a New Financial Year from the File menu.

3. Follow the instructions that appear on your computer screen.

See also Making entries in a new financial year before the old year is closed.


Making entries in a new financiscal year before the old year is closed
Making entries in a new financial year before the old year is closed

You can make entries in a new financial year before the previous financial year is completed. When you start the new financial year, the transactions you entered for the new year wont be affected.

There is a drawback to entering transactions in a new financial year when the previous financial year isnt closed yet, however: your balance sheets and profit and loss statements for the new financial year cant be printed until the process of starting a new financial year is completed.


Following the audit trail in M.Y.O.B.

Possibly the greatest benefit of an automated accounting system like M.Y.O.B. is its ability to help you maintain an accurate audit trail. An audit trail, in M.Y.O.B. terms, is a comprehensive history of all transactions youve entered into the M.Y.O.B. system, allowing you to accurately track and report all your companys business activity. With these correct accounting records, you can easily and thoroughly review your complete financial picture, and you can make decisions regarding your business with confidence.

You can choose to follow M.Y.O.B.s audit trail as strictly as you want. One M.Y.O.B. feature controls the level at which you maintain your audit trail: the check box labeled Data File Records CANNOT be Changed; Saved Entries Must be Reversed in the Security section of the Preferences window. If this box is marked, your transactions are unchangeable, and your audit trail will be as comprehensive as possible. If this box isnt marked, your transactions are changeable.

This topic contains important information about what happens when you have unchangeable and changeable transactions. Read this information carefully, because the everyday tasks you perform with M.Y.O.B. will be affected by your decision to have changeable or unchangeable transactions.

Working with unchangeable transactions

Working with changeable transactions

Erasing transactions

Deleting transactions

Closing an accounting period


Working with unchangeable transactions

If you mark the Data File Records CANNOT be Changed; Saved Entries Must be Reversed selection in the Security section of the Preferences window, your transactions are unchangeable.

If your transactions are unchangeable and you want to make a change to a transaction after youve saved it, you must make a reversing entry to change the transaction. Reversing entries are actual transactions with amounts that are usually opposite of their original transactions. For instance, if you save a £20 invoice and then realize the transactions amount should have been £200 instead, youll need to create a reversing entry of negative £20 to cancel the original transaction, and then create a new invoice for the correct £200 amount.

The benefit of making reversing entries is that youll have a comprehensive list (or audit trail) of all the changes youve made to your accounting records. This comprehensive list is often preferred by accountants.

Possible disadvantages of making reversing entries include the process takes slightly more time, and the larger number of transactions will increase the size of your data file.

For more information about reversing entries, see Making reversing entries.

When you view information about a unchangeable transaction in M.Y.O.B. (for example, in the Transaction Journal window), a gray zoom arrow will be displayed next to the transactions number. Clicking the zoom arrow will open the original window in which the transaction was entered; however, you wont be able to make changes to the transaction.


Making reversing entries

If you choose to make your transactions unchangeable (by marking the Data File Records CANNOT be Changed, Saved Entries Must be Reversed selection in the Preferences window) and you want to make a change to a saved transaction, you must create a reversing entry to cancel the incorrect transaction.

Reversing entries can be made automatically in M.Y.O.B., using the Reverse command in the Edit menu. To use the Reverse command, display the transaction you want to reverse in the window where it was originally entered (for example, in the Sales window), then choose Reverse from the Edit menu. (The Reverse command isnt available on the Edit menu until you display the transaction in the window in which it was entered.) A new transaction - the reversing entry - will be created, containing amounts exactly opposite from the original transaction. Click Record to record the reversing entry.

After you record a reversing entry, the journal associated with the transactions you created and reversed (for example, when you view the Sales Journal after youve entered a reversing invoice entry) will display the reversing entry. In addition, the balance of the accounts affected by the original transaction will display the amounts they had before the original transaction was recorded.

Keep in mind that creating a reversing entry merely cancels the original transaction. If the original transaction was incorrect, youll need to enter the correct transaction after you record the reversing entry.

See also Linked accounts and reversing entries.


Linked accounts and reversing entries

If you changed your linked accounts after you recorded the original transaction, you must manually reverse the transaction instead of choosing the Reverse command from the Edit menu. To do this, create a transaction of the same type and enter amounts opposite of the original transaction. For example, if you want to reverse a £20 item invoice, create a new item invoice for negative £20 and assign the accounts you used in the original transaction. When you record this transaction, the proper accounts will be returned to their original balances.


Working with changeable transactions

If you dont mark the Data File Records CANNOT be Changed; Saved Entries Must be Reversed selection in the Security section of the Preferences window, your transactions are changeable.

If your transactions are changeable and you want to change a saved transaction, you can simply display a transaction you want to change and make the change to it. To use the example used in Working with unchangeable transactions, you could open the Sales window, display the £20 transaction, change the amount to £200 and save the transaction again.

The benefit of changing original transactions is that youll be able to quickly make your changes, without using additional transactions to make corrections.

Possible disadvantages of allowing changes to original transactions include the fact that you may have more than one printed document (such as an invoice) with the same identifying number but with different amounts on them, as well as the fact that your accountant may prefer to review all transaction detail.

When you view information about a changeable transaction in M.Y.O.B. (for example, in the Transaction Journal window), a white zoom arrow will appear next to the transactions number. Clicking the zoom arrow will open the original window in which the transaction was entered, where you can make changes to the transaction.


Erasing transactions

The Erase command appears in the Edit menu when an erasable record is displayed in an M.Y.O.B. window. Records that are erasable arent recorded yet; that is, you havent clicked a button in the window to save the record in M.Y.O.B.s temporary memory. The Erase command is available regardless of whether you have changeable or unchangeable transactions.


Deleting transactions

The Delete command appears in the Edit menu when a deleteable record is displayed in an M.Y.O.B. window. Records that are deleteable include records that havent been saved yet (that is, you havent chosen Save from the File menu yet). The Delete command is available for all unsaved transactions regardless of whether you have changeable or unchangeable transactions. In addition, if your transactions are changeable, saved records are deleteable, too.


Closing an accounting period

When youve made all - or almost all - entries you need to enter in an accounting period (in your financial year), youre ready to close the period. Closing an accounting period ensures that your audit trail isnt ruined by entries recorded in the wrong period.

Accounting periods in M.Y.O.B. dont need to be officially closed - that is, locked from more accounting entries - until youre ready to close the entire financial year and start a new year. Even if its December, you can still make entries in January of the same year. However, we suggest you make a practice of following the suggestions listed below when you think youve made all the entries for a specific period.

The process of closing an accounting period in M.Y.O.B. doesnt include changing any of your accounting records. The things you do to close an accounting period are more for the sake of keeping track of your periodic business activity, so you have accurate historical records to refer to in the future. As a result, the tasks listed below are merely suggestions - but theyre suggestions that may help you out a great deal someday.

1. If youve received statements from your bank, use the Reconcile Accounts window to reconcile amounts in M.Y.O.B. with the amounts on the statements.

2. Print a Trial Balance [Summary] Report for the period. Check to see whether the activity that appears in the report is what you expected; for example, zero amounts in accounts that usually have regular activity may indicate a problem. A Trial Balance [Detail] Report will provide you with more information, if you need it.

3. If the information in the trial balance reports is acceptable, print the reports you want to keep as part of your permanent business records. Suggested reports include the balance sheet, profit and loss statement, Aged Creditors Report, Aged Debtors Report and all journal reports.

4. Exit M.Y.O.B. and make a backup of your data file.

5. Reenter M.Y.O.B. and choose Preferences from the Setup menu. When the Preferences window appears, select the Security tab.

6. Change your selection in the Lock Periods list to the period youre closing. This will prevent you from inadvertently making an entry in a month in which you dont want new entries. This selection merely places a temporary lock on the month you select and all months before it. If you need to make an entry in a month that occurs before your selection, simply change the month here.


Importing and exporting data

M.Y.O.B. allows you to take various information entered in other software programs and incorporate it into your companys data file. You can also incorporate information entered in one M.Y.O.B. data file into another data file. This process is called importing data.

Similarly, you can take various information entered in M.Y.O.B. and use in other software programs or in other M.Y.O.B. data files. This process is called exporting data.

See Importing data into M.Y.O.B. and Exporting data from M.Y.O.B.  for more information about importing and exporting.


Importing data into M.Y.O.B.

Detailed information about importing and exporting data is located in the Maintaining Your Data chapter of your Users Guide.

Follow the instructions below to import data into your data file.

1. Exit M.Y.O.B. and make a backup of your data file.

2. Open M.Y.O.B. again, choose Import Data from the File menu, and select the type of information you want to import from the Import Data sub-menu. The Import File window will appear.

3. In the Import File Format field, select the file format of the import file whose information youre incorporating into your data file.

4. In the First Record Is field, select whether the first record in the import file is a header record or a data record.

Header records are usually used as titles in import files; for example, some header records in an import file of customers might be titled Customer Name, Address and Telephone Number. If you indicate that your import files first record is a header record, that record wont be imported into M.Y.O.B.

Data records are actual information that you want to include in your M.Y.O.B. data file. If you indicate that your import files first record is a data record, that record will be imported into M.Y.O.B.

5. Depending upon the type of information youre importing, more fields will appear in the Import File window. These fields will appear in either of the following two circumstances:

* If youre importing accounts or item records, select whether to reject duplicate records or update existing records in the Duplicate Records field.

In M.Y.O.B., you cant have accounts and items with the same number. If you attempt to import an account or item with a duplicate number, M.Y.O.B. will either reject the number or add the records unique information to your data file, depending upon your selection here.

For example, say Item #100 already exists in your data file and you select Update Existing Record here. When you import information about a different Item #100, the information about Item #100 in your data file will be changed to reflect the information thats in the import file.

If you choose to reject duplicate records, the information thats rejected will be placed in the Import Log report, which is created at the time you import.

* If youre importing customer, supplier, employee or personal contact records, select whether to reject duplicate records, update existing records or add duplicate records.

In M.Y.O.B., you can have customers, suppliers, employees or personal contacts with the same name. If you attempt to import a duplicate number or name, M.Y.O.B. will either reject the name, add the records unique information to the record with the same name or add a new record to your data file, depending upon your selection here.

For example, say Debra Carvell already exists in your data file and you select Update Existing Record here. When you import information about another Debra Carvell, the information about Debra Carvell in your data file will be changed to reflect the information thats in the import file. If you select Add Them instead, a new Debra Carvell record will be included in your data file when you import.

If you choose to reject duplicate records, the information thats rejected will be placed in the Import Log report, which is created at the time you import.

6. After youve made your selections in the Import File window, click Continue. A dialogue box appears, allowing you to locate your import file. Locate the file and click Open.

7. The Import Data window appears. In this window, youll match the information in the import file with its corresponding fields in M.Y.O.B. To do this, highlight the name of a field in your import file from the Import Fields column.

Then click the M.Y.O.B. field in the M.Y.O.B. Fields column that you want to match the import field with. When you click the M.Y.O.B. Fields column, the import field you selected will appear in the Matching Import Field column.

If you want to remove an import fields name from the Matching Import Field column, simply click the import fields name.

M.Y.O.B. fields whose names have asterisks (*) next to them must have matching import file fields assigned to them.

If all the fields in the import file match the fields in the M.Y.O.B. Fields column, you can match all the fields at one time by clicking the Match All button at the bottom of the window.

8. When youre done matching fields, click the Import button. The importing process begins.

During the importing process, the Import Log report is created. This report, titled MYOBLOG.TXT, lists information about any problems that occurred during the importing process, as well as information about rejected duplicate records. This report is created as a file, and is located in the same place as your data file.

Each time you import, the Import Log report is created, using the same name. If an Import Log report already exists when you create another one, the existing report will be removed.


Importing QIF information

Follow the instructions below to import Quicken Interchange Format (QIF) data into your data file.

1. Make a backup of your data file.

2. Choose Import from the File menu, then choose Quicken (QIF) File from the Import Data sub-menu.

3. A dialogue box appears, allowing you to locate the QIF file you want to import. Locate the file and click OK. The import process begins.

4. Click here if you receive an alert message during the import process

5. Click here if you dont receive an alert message during the import process

6. M.Y.O.B. checks each account in the QIF file when you import the file. If M.Y.O.B. finds an account in the QIF file that doesnt match any M.Y.O.B. account, the Choose an Account window appears. In this window, youll need to choose an M.Y.O.B. account, or create a new M.Y.O.B. account, to track the information about the QIF account.

When M.Y.O.B. finds an account in the QIF file that doesnt match an M.Y.O.B. account, the Choose an Account window will display the name of the account in the QIF Account field or QIF Category field. (The QIF Account field will appear only if this is the first time youve seen the Choose an Account window; the QIF Category field will appear only after the first time youve seen the Choose an Account window.)

In the M.Y.O.B. Account field, enter the M.Y.O.B. account that best matches the account displayed in the QIF Account field or QIF Category field. If you wish, you can click the search icon next to the M.Y.O.B. Account field to open a search list of accounts to choose from. You can also use the Easy-Add function in the search list to create a new account to track the information.

7. When the account you want to use is displayed in the M.Y.O.B. Account field, click OK.

If additional QIF accounts need to be matched with M.Y.O.B. accounts, the Choose an Account window will appear for each QIF account that needs to be matched. Follow the instructions in step 6 for each QIF account until all the accounts are matched.

8. When all QIF accounts are matched to M.Y.O.B. accounts, a window will appear, describing the number of records that were imported.

If some records were skipped during the import process, or some other event occurred, a message will appear in this window, indicating that the Import Log report was created. This report, labeled MYOB.TXT on your hard disk, lists information about any problems that occurred during the import process, as well as information about rejected records. This report is created as a file, and is located in the same place as your data file on your hard disk.

Each time you import, the Import Log report is created, using the same name. If an Import Log report already exists when you create another one, the existing report will be removed.


If you receive an alert message during the import process

Only banking information from Quicken (account names and journal transactions) can be imported into M.Y.O.B. If other information, such as information about investments, is included in the file you attempted to import, an alert message appears, explaining that the file cant be imported into M.Y.O.B. Click OK to clear this message and cancel the import process.

To properly import QIF information, youll need to create a QIF file that contains banking information only. Refer to your Quicken documentation for information about creating QIF files. After youve created a new QIF file, begin these instructions at step 1 again.


If the import process proceeds without an alert message

When M.Y.O.B. determines that the QIF file contains the proper data, two situations may occur:

* If all you QIF account information corresponds with M.Y.O.B. accounts, a window will appear, describing the number of records that were imported. This window probably wont appear the first time you import a QIF file; however, when this window does appear, the import process is complete.

* If your QIF account information doesnt correspond with M.Y.O.B. accounts, the Choose an Account window will appear. Use the remainder of the instructions in this procedure to work with the Choose an Account window.


Exporting data from M.Y.O.B.

Detailed information about importing and exporting data is located in the Maintaining Your Data chapter of your Users Guide.

Follow the instructions below to export data from your data file.

1. Exit M.Y.O.B. and make a backup of your data file.

2. Open M.Y.O.B. again, choose Export Data from the File menu, and select the type of information you want to export from the Export Data sub-menu. The Export File window will appear.

3. In the Export File Format field, select the file format you want to use for the export file.

4. In the First Record Is field, select whether you want the first record in the export file to be a header record or a data record.

Header records are usually used as titles in import files; for example, some header records in an export file of customers might be titled Customer Name, Address and Telephone Number.

Data records are pieces actual M.Y.O.B. information.

5. Depending upon the type of information youre exporting, more fields will appear in the Export File window. These fields will appear in the following circumstances:

* If youre exporting accounts, select to export account balances from the current or the previous financial year, then select the period whose ending balances you want to export.

* If youre exporting customer, supplier, employee or personal contact records, you can restrict the people whose records you export by entering identifiers and Postcode.

-	If you enter more than one identifier in the Identifier field, the people whose records you export will only be those who match all the identifiers you entered.

-	If you enter a partial postcode in the Postcode field, the people whose records you export will be those whose postcodes match the numbers you entered.

* If youre exporting journal entries, choose the journal you want to export from. You can also select a time period to restrict the journal entries to export.

* If youre exporting sales or purchasing transactions, you can restrict the transactions you export by the identifiers assigned to the customers and suppliers you conducted the transactions with. You can also select a time period and transaction type (pending, credit/debit, open, closed all or all but pending) you want to export.

6. After youve made your selections in the Export File window, click Continue. The Export Data window opens.

7. In the Export Data window, choose the M.Y.O.B. fields you want to export, and the order in which you want to export them. To do this, click on the first field you want to export in the M.Y.O.B. Fields column. The title Field 1 will appear in the Export Order column next to the field you selected, and the field name will also appear at the top of the Export Fields column in the left-hand side of the window.

Follow this process for each field you want to export.

M.Y.O.B. fields whose names have asterisks (*) next to them must be included in the Export Fields column before you can export any data.

If you want to remove a fields name from the Export Fields column, click on the fields name in the M.Y.O.B. Fields column.

If you want to export all the fields in the order theyre shown in the M.Y.O.B. Fields column, click the Match All button. If you want to clear the entire Export Fields column, click the Unmatch All button.

8. When youre done selecting fields, click the Export button. A window appears, allowing you to name the export file that will be created, as well as assign a location to the file.

9. Name your export file, select a location for it and click OK. The exporting process begins.


Controlling access to M.Y.O.B.

An important part of maintaining your datas integrity may require that you set up a password security system so your sensitive financial records are protected from others.

In M.Y.O.B., you can use a security system based on a master password and several sub-passwords. The master password is used to control access to the entire M.Y.O.B. system; that is, each time you attempt to open a data file for which youve assigned a master password, youll need to enter the master password before you can work with the data file.

Sub-passwords are used to control access to various sections of the M.Y.O.B. system, such as individual command centres. Each time you attempt to access a part of M.Y.O.B. for which a sub-password is assigned, youll need to enter the sub-password before you can work with that part of M.Y.O.B. You can set up any combination of sub-passwords in your security system.

Click a topic below to learn how to work with passwords in M.Y.O.B.

Creating a new master password

Opening the Password Access window

Creating new sub-passwords

Restricting access using sub-passwords

Removing a password

Editing a password


Creating a new master password

Follow the steps below to create a new master password.

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

2. In the New Master Password field, enter the master password you wish to use, then click the Record New Password button. Passwords arent case-sensitive; that is, it doesnt matter whether you type lowercase or uppercase letters in your password.

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

After youve created a master password, youll need to use the master password each time you want to access this data file, and each time you want to open the Password Access window. Dont forget the master password!


Opening the Password Access window

If youve already set up a master password and dont have the Password Access window open, follow the steps below to open the Password Access window.

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

2. Enter the exact password. When you type an existing master password, an asterisk (*) appears for each character you type, ensuring others cant read the password on the computer screen as you type it.

3. After youve entered the password, click the OK button. The Password Access window appears.


Creating new sub-passwords

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

1. If you havent already done so, open the Password Access window. Refer to Opening the Password Access window for more information.

2. The Password Access window contains two lists. On the left-hand side of the window, a list of all existing passwords is displayed. If youve just begun working with passwords, only **MASTER** will appear in this list. On the right-hand side of the window, a list of all M.Y.O.B. command centres and their accompanying windows is displayed.

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

3. Enter a sub-password in the New Sub-Password field. Passwords arent case-sensitive; that is, it doesnt matter whether you type lowercase or uppercase letters in your password.

4. When youre finished typing the password, click the Record New Password button. The Password Access window reappears, with the new sub-password appearing in the list in the left-hand side of the window.

Now that youve created a sub-password, you should set up access rights for the sub-password. Continue on to Restricting access using sub-passwords.


Restricting access using sub-passwords

Follow the steps below to restrict access to parts of the M.Y.O.B. system using sub-passwords.

1. If you havent already done so, open the Password Access window and create a sub-password. Refer to Opening the Password Access window and Creating new sub-passwords for more information.

2. In the Password Access window, select the sub-password you wish to use from the Sub-Password list in the left-hand side of the window. If youve selected a sub-password for which access rights have been previously established, Xs may appear in the Not Allowed column.

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

4. When youre finished restricting access for the sub-password, either select another sub-password to restrict access or click the OK button to close the Password Access window.

5. To activate the access rights youve established, exit and restart M.Y.O.B. When you exit M.Y.O.B., we recommend that you make a backup of your companys data file to ensure the access rights are properly saved.


Removing a password

Follow the steps below to remove a password.

If you wish to delete the master password, all sub-passwords must be deleted first.

1. If you havent already done so, open the Password Access window. Refer to Opening the Password Access window for more information.

2. In the Password Access window, be sure that the password you want to remove is highlighted in the list on the left-hand side of the window. When the password is highlighted, click the Delete button.

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


Editing a password

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

1. If you havent already done so, open the Password Access window. Refer to Opening the Password Access window for more information.

2. In the Password Access window, be sure that the password you want to edit is highlighted in the list on the left-hand side of the window. When the password is highlighted, click Edit.

3. The Set Up Passwords window will appear, displaying the password. Change the password, then click Record Changes. If you edited a master password, an alert message will appear, allowing you to review the new password. Click OK to return to the Password Access window.