Copyright: Compiled for Version 7.5.5 and later  CNT:03-12-98


Online Reference Guide

Welcome to the M.Y.O.B. Online 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 windowyou want belongs.

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

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


File menu

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


New command

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

  To create a data file while M.Y.O.B. is running


To create a data file while M.Y.O.B. is running

1.	Choose New from the File menu.

2.	An alert message appears, asking you whether you want to save the changes you've made to the current data file. Click either Yes or No.

3.	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. begins the backup process.

4.	After these messages are complete, the current data file will close and the first step in the M.Y.O.B. New Data File Wizard appears.

5.	Follow the steps that appear on your computer screen. If you need additional information about the answers you'll enter during the New Data File Wizard, be sure to click the Help button at the bottom of each window in the wizard.

6.	When the New Data File Wizard is complete, your new data file will be created, and you'll be ready to set up your company's records in the data file.


Open command

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

  To open a different data file while M.Y.O.B. is running


To open a different M.Y.O.B. data file while M.Y.O.B. is running

1.	Choose Open from the File menu. When you use the Open command to open a different data file, the current data file will close first. (Two data files can't be open at the same time.)

2.	An alert message may appear, asking you whether you want to save the changes you've made to the current data file. Click either Yes or No.

3.	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. begins the backup process.

4.	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 OK (Windows) or Open (Macintosh) to open it.


Close Window command

Choose the Close Window command to close the current M.Y.O.B. window.

You can also close M.Y.O.B. windows by clicking each window's close box in their title bar.


Save command

After you've performed a task in M.Y.O.B., it's a good idea to choose the Save command to ensure the task you performed will be saved in your data file. Until you choose Save, the transactions, cards, accounts, items and whatever else you enter in M.Y.O.B. won't be permanently saved in your data file. We suggest that you choose Save often.

If you don't want to take the time to choose Save yourself, you can also choose to have M.Y.O.B. save your data file automatically for you. To do this, mark the Automatic Save Every __ Minutes selection in the Preferences window.


Revert to Saved command

If you've made a mistake that hasn't been saved in your data file yet, choose the Revert to Saved command to remove all changes you've made since the last time your data file was saved.

Be careful choosing this command, however; if you've also made correct transactions since the last time your data was saved, those transactions will be removed when you choose this command, as well!


Print command

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


Print Setup/Page Setup command

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


Default Fonts command

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


Backup command

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

  To make a backup


To make a backup

1.	Be sure you've made all the accounting entries you want to include in the backup, and you've chosen Save from the File menu.

2.	Choose Backup from the File menu.

If you've chosen to check your data file for errors during the backup process, continue to step 3. If you've chosen not to check your data file for errors, skip to step 4.

3.	If you've chosen to check your data file for errors during the backup process, a message will appear, describing the data verification process. Click OK in the message to begin the process of checking your data file for errors. (For more information about M.Y.O.B.'s data verification feature, see To manually check your data file for errors ).

When the data verification process is complete, a message will appear, describing the results of the test. If the process was successful, continue to step 4.

If the process discovered errors in your data file, the backup process will end at this point. Since this data file has errors in it, you should strongly consider restoring the most recent backup of your data file and using that data file instead. (We recommend that you check that data file for errors, as well.)

4.	A window appears, allowing you to enter a name and select a location for the backup file you're about to create.

5.	Enter the name you want to assign to the backup, or accept the default name, and select the location you want to create the backup. (If a diskette is in your diskette drive and your data file's size will allow it to fit on a diskette, you can create the backup on the diskette, if you want.)

6.	Click Save to create the backup.


Restore command

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

  To restore a backup


To restore a backup

1.	Be sure you've made all the accounting entries you want to include in the data file you're currently using, and you've 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 you're currently using. Make the choice you want.

3.	A dialog box appears. In this box, locate the backup you want to restore. When you've found the backup, click Open.

4.	Another dialog box appears, allowing you to select the location of the decompressed backup. Select a location and click Restore.

5.	An alert message appears, showing you what the decompressed file will be named and where it will be located after it's decompressed. Click OK to decompress the backup. When the restore process is done, M.Y.O.B. will reappear, with the decompressed backup as the current data file.


Verify Data File command

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

  To manually check your data file for errors


To manually check your data file for errors

1.	From the File menu at the top of your computer screen, choose Verify Data File. A message will appear, describing the data verification process. Click OK in the message to begin the process of checking your data file for errors.

2.	When the data verification process is complete, a message will appear, describing the results of the test. If the process was successful, congratulations! Click the OK button to end the data verification process.

If, on the other hand, data verification discovered errors in your data file, you should strongly consider restoring the most recent backup of your data file and using that data file instead of this one. (Once you restore the backup, we recommend that you check that data file for errors, as well.)


Purge commands

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

  Purging information that's no longer needed

  To purge closed sales

  To purge closed purchases

  To purge outdated journal entries

  To purge business contacts


Purging information that's no longer needed

After you've used M.Y.O.B. for a long time, you'll notice that the size of your data file has grown considerably. Information such as journal entries, invoices, purchase orders, business contacts and sales history figures build up over time. When your data file has grown larger than you want it to, you can remove the parts of the data that are no longer needed from the file. The process of removing data from your data file is called purging.

When you purge information from your records, you should plan out a strategy to do so. We strongly recommend that you purge your information in the following order:

1.	Closed sales

2.	Closed purchases

3.	Journal entries

Business contacts can be purged at any time.


To purge closed sales

1.	Print all the reports that you wish to keep that show the closed sales you'll be purging. You might consider printing a copy of the Sales Journal, which contains detailed information about all sales.

2.	Make a backup of your data file. Clearly mark this backup and put it in storage as part of your permanent records.

3.	Open the Sales Command Centre.

4. 	Choose Purge Closed Sales from the File menu. The Purge Closed Sales window  appears.

5.	From the list, enter the first month from which you do NOT want to remove closed sales. Be especially careful when you select a month -don't include an accounting period that isn't completely closed. All closed sales dated prior to the month you select are marked for purging.

6.	Choose to purge detailed information about closed sales only, or to purge entire closed sales. If you choose to purge detail only, the sales ID number, date, customer, memo, ship-to address, comment, delivery date, delivery method, sales tax, freight amounts, salesperson and customer purchase order number for each closed sale will remain. If you choose to purge entire closed sales, all information about the closed sales will be removed.

7.	Click the Continue button. Another Purge Closed Sales window appears, listing all customers in the Card File.

8.	From the list of customers, select the customers whose closed sales you want to purge.

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 detailed information about your closed sales, you can still view the remaining information about each closed sale in the Sales Journal. When you click a zoom arrow next to a closed sale whose detail has been purged, the original window in which the transaction was entered will appear, displaying only the information that wasn't purged.

If you purged entire closed sales, you can still use the Sales Journal to view the transactions that were previously assigned to the closed sales. Since these transactions' sales records have been removed, however, you won't be able to view any details about the transactions, other than those that appear on the Sales Journal.


To purge closed purchases

1.	Print all the reports that you wish to keep that show the closed purchases you'll be purging. You might consider printing a copy of the Purchases Journal, which contains detailed information about all purchases.

2.	Make a backup of your data file. Clearly mark this backup and put it in storage as part of your permanent records.

3.	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 -don't include an accounting period that isn't completely closed. All closed purchases dated prior to the month you select will be marked for purging.

6.	Choose to purge detailed information about closed purchases only, or to purge entire closed purchases. If you choose to purge detail only, the purchase ID number, date, supplier, delivery method, comment, delivery date, sales tax, freight, 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 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 detailed information about your closed purchases, you can still view the remaining information about each closed purchase in the Purchases Journal. When you click a zoom arrow next to a closed purchase whose detail has been purged, the original window in which the transaction was entered will appear, displaying only the information that wasn't purged.

If you purged entire closed purchases, you can still use the Purchases Journal to view the transactions that used to be assigned to the closed purchases. Since these transactions' purchasing records have been removed, however, you won't be able to view any details about the transactions, other than those that appear on the Purchases Journal.


To purge journal entries

1.	Print all the reports that you wish to keep that show the transactions you'll be purging. Account inquiry reports contain most of the information you may want to retain.

2.	Make a backup of your data file. Clearly mark this backup and put it in storage as part of your permanent records.

3.	Open the Nominal 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 -don't include an accounting period that isn't completely closed. All journal entries dated prior to the month you select will be marked for purging.

6.	Click the Continue button. Another Purge Journal Entries window will appear, listing all the accounts in your chart of accounts.

7.	From the list of accounts, select the accounts whose unreconciled journal entries you don't want to purge. Typically, you should select the accounts you regularly reconcile in the Reconcile Accounts window.

8.	Click the Purge Journal Entries button. The journal entries for the time frame you specified and for the accounts you didn't select in this window will be purged.


To purge business contacts

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

2.	Make a backup of your data file. Clearly mark this backup and put it in storage as part of your permanent records.

3.	Open the Card File Command Centre.

4.	Choose Purge Contact Logs from the File menu. The Purge Contact Logs window will appear.

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

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

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

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

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

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

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


Start a New Year commands

The Start a New Year command allows you to close the current financial year and start a new financial year. To learn more about these commands, click the buttons below.

  To close a financial year


To close a financial year

1.	Print all the reports that you wish to keep that show the previous year's transaction activity. You might consider printing a copy of each M.Y.O.B. journal, because they show all transaction activity for a specified period.

2.	Make a backup of your data file. Clearly mark this backup and put it in storage as part of your permanent records.

3.	Choose Start a New Financial Year from the File menu.

4.	Follow the instructions that appear on your computer screen.

When your financial year is different from the calendar year, it usually takes the name of the calendar year in which it ends. For example, if your financial year is from October 1st, 1996, to September 30th, 1997, that year is referred to as "financial year 1997."


Import Data and Export Data commands

These commands allow you to copy data from other programs into M.Y.O.B. (importing data) and make a copy of M.Y.O.B. data to use in other programs (exporting data). If you want to learn more about importing and exporting data, click the buttons below.

  Importing data into M.Y.O.B.

  Exporting M.Y.O.B. data

(More information about importing and exporting is located in your online Procedures Guide, as well as Part 26, "Your M.Y.O.B. Data File," in your printed User's Guide.)


Importing data into M.Y.O.B.

M.Y.O.B. allows you to take various information entered in other software programs and incorporate it into your company's data file. You can also incorporate information entered in one M.Y.O.B. data file into another M.Y.O.B. data file. This process is called importing data.

You can import the following types of information into the M.Y.O.B. system:

Accounts

Items

All types of cards

Nominal Journal entries

All types of sales

All types of purchases

Quicken Interchange Format (QIF) account names and journal transactions


Exporting M.Y.O.B. data

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.

You can export the following types of information from the M.Y.O.B. system:

Accounts

Items

All types of cards

Nominal Journal entries

All types of sales

All types of purchases


Accountant Link command

The Accountant Link command allows you to export your M.Y.O.B. accounting information in various file formats which can be used with analysis programs that are popular with many accountants, such as CaseWare client write-up software. Using M.Y.O.B.'s Accountant Link/CaseWare command, you can create a CaseWare-compatible file containing your company information, detailed account information and, if you choose, journal entries.


Exit/Quit command

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


Edit menu

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


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

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

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

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

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

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

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

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

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


Search command

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


Recap Transaction command

The Recap Transaction command opens the Recap Transaction window.


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 also shown in the Command Centres menu.


Setup menu

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


Easy Setup Wizard command

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


Balances command

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


Linked Accounts commands

The Linked Accounts commands (Nominal, Sales and Purchase Ledger) allow you to choose the accounts you want to link to particular types of transactions you enter in the M.Y.O.B. system. Each command opens a different window: the Nominal Ledger & Chequebook Linked Accounts window, the Sales Ledger Linked Accounts window and the Purchase Ledger Linked Accounts window.


Preferences command

The Preferences command opens the Preferences window, where you can customise the way you work in the M.Y.O.B. system.


Company Information command

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


Business Calendar command

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


Tax Codes command
VAT Codes command

The Tax Codes command opens the VAT Codes window, where you can set up the VAT tax codes used by your business.


Reports menu

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


Index to Reports command

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


Report Batches command

The Report Batches command opens the Report Batches window.


Report Finder command

The Report Finder command opens the M.Y.O.B. Report Finder, a help file that assists you in locating and printing the reports you need to conduct your business.


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

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


M.Y.O.B. Help Library command

The M.Y.O.B. Help Library command opens the M.Y.O.B. Help Libary window, which allows you to access M.Y.O.B.'s major online assistance tools: , the online Reference Guide (which you're using right now!), the online Procedures Guide and M.Y.O.B.'s cue cards.


Reference Guide command

The Reference Guide command opens the help file you're currently using, M.Y.O.B.'s online Reference Guide.


Procedures Guide command

The Procedures Guide command opens M.Y.O.B.'s online Procedures Guide , a help file that contains step-by-step instructions for every task you can perform using M.Y.O.B.


Cue Cards command

The Cue Cards command opens M.Y.O.B.'s cue cards, a help file of step-by-step instruction for some of M.Y.O.B.'s more complex tasks.


Late-Breaking Changes command

The Late-Breaking Changes command opens a help file of important information about M.Y.O.B. that may not be included in your M.Y.O.B. manuals or other online help sources.


BestWare Products & Services sub-menu

The commands available in the BestWare Products & Services sub-menu open help files that describe the additional items and assistance you can receive from BestWare. Included in these files is information about BestWare support plans and pricing; M.Y.O.B.-compatible invoices, cheques, purchase orders and other forms; M.Y.O.B. Certified Consultants; and BestTip Fax on Demand documents.


About M.Y.O.B. command

This command displays the current version of M.Y.O.B.


About Balloon Help command

This command displays information about Balloon Help, a special type of Macintosh help system.


Show/Hide Balloons command

To use Balloon Help, choose Show Balloons from the Help menu. Then point to items on your computer screen to see help balloons about them. To turn off Balloon Help, choose Hide Balloons.


Form menu

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


Forms Info command

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


Hide Inactive Fields command

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

Show Inactive Fields command

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


Send to Back command

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


Bring to Front command

Choose this command if you want the currently selected field to be placed "behind" a field it's overlapping.


Change Fonts command

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


Nominal Ledger Command Centre 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

Edit Job

Nominal Journal Entry

Nominal Ledger Command Centre

History and Budgets

Job Opening Balances

Job Budgets by Account

Job Reimbursable Expenses

Jobs List

New Job


Chequebook Command Centre 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 Command Centre windows

Ageing Date:Analyse Debtors

Analyse Debtors

Analyse Sales

Backorder List

Comments & Delivery Methods

Customer Payments

Customer Reimbursable Expenses

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 Command Centre 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 Command Centre 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 Command Centre 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


Cash Flow Worksheet window

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


Chequing Account
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 it's difficult for a business to accurately predict cash flow activity beyond those time frames.

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


Cash Flow Worksheet window (Worksheet View)

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

The transactions that appear as defaults in this list include:

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

All recurring transactions that were supposed to occur before the current date. These transactions will appear only if the account was designated a linked 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 you'll be spending £1,000 for June's commission payments, but you know you'll only spend £500, you can change that amount. If no commission payment was needed for June, you could delete the amount entirely.

You can also add transactions to Worksheet View. To do this, scroll to the bottom of the list and add transaction information in the blank line. When you're finished, press TAB to create a new blank line, where you can enter additional transaction information.

Changes, deletions and additions you make in Worksheet View are used for the purposes of the Cash Flow Worksheet window only. The changes you make here won't be reflected anywhere else in the 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 account's balance. You can make changes in this column, if you wish.


Due Date

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


Money In

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


Money Out

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


Analyse Cash Needs button

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


Cash Flow Worksheet window (Analysis View)

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

Fields in this window:

Date

Description

Amount

Cash Available

Print button

Return to Worksheet button

Cancel button


Date

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


Description

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


Amount

This column displays the amounts assigned to each transaction.


Cash Available

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


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 the buttons 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 business's 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 you've 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 bank's statements. You can also verify whether balances of credit cards and loans are correct using this window.


Make a Deposit button

The Make a Deposit button opens the Make a Deposit window, where you can record deposits into your 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 you've 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 you've 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 company's 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 you've 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 isn't 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 that's in your printer.

This field is used to track each cheque you've 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 haven't printed yet.

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


Cheques Dated From/to

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


Cheque Numbers Between/and

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


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


Make a Deposit window

The Make a Deposit window allows you to record deposits into your 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 don't use duplicate journal numbers, which may cause confusion in your recordkeeping. If you want to assign a different number, consider leaving the CR prefix assigned to the number, so it's easy for you to distinguish the transaction as a Cash Receipts Journal transaction.

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


Amount

Enter the total amount of the deposit.

When you 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 doesn't match the amount in the Amount field (in other words, if the transaction is out of balance), this field will display a default amount that balances the transaction. You can change the default, if you wish.

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


Job column

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

If you need to assign an amount from one account to more than one job, use multiple lines to record the transaction. For example, assume you want to credit your 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 you've made in this window.

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


Reconcile Accounts window

The Reconcile Accounts window allows you to verify that the balances of your M.Y.O.B. bank accounts match the balances on your bank's statements. You can also verify whether balances of credit cards and loans are correct using this window.

To find this window...

Click Reconcile Accounts in the Chequebook Command Centre.


Account

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

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


Calculated Statement Balance

This field displays the current balance of the account you entered in the Account field, as calculated in M.Y.O.B. from the transactions you've entered for the account.


Last Reconciled Date

If you've previously reconciled this account, the date this account was last reconciled appears in this field. This field is updated with the date you enter in the Bank Statement Date field when you complete the M.Y.O.B. reconciliation process.

If you've 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 isn't considered reconciled until this number is £0.00.


Bank Statement Date

Enter the date that appears on your bank statement, or accept the default date, which is the current date. All transactions that appear in the list in the middle of the window will be dated on or before this date.

This field will be used to update the Last Reconciled field when you complete the M.Y.O.B. reconciliation process.


New Statement Balance

Enter the ending balance that appears on your bank statement for this account, or accept the default amount, which is the balance in 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 hasn't been recorded by the bank yet, click the mark to remove it. If a transaction has been recorded by the bank and a mark doesn't appear in this column, click the column to add a mark.

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


Mark All Cleared Transactions columns

This column displays all transactions dated on or before the date you entered in the Bank Statement Date field that haven't been recorded by your bank yet.

Only transactions that you've recorded in M.Y.O.B. are displayed in this list. If there are transactions you haven't recorded yet, remember to do so before you attempt to reconcile the account.


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 Statement Balance field.

If the new M.Y.O.B. account balance matches the amount in the New Statement Balance field, an alert message will appear, informing you that you can complete the reconciliation process. Click the OK button in this message to remove all transactions that have been recorded by the bank from the list in the Reconcile Accounts window.

If the new account balance doesn't match the amount in the New Statement Balance field, an alert message will appear, showing you the amount by which the two amounts differ. 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 __ Copies Of Each Selected Cheque

Print column

List of cheques

All button

None button

Print button

Cancel button


Print column

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


List of cheques

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


None button

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


All button

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


Print button

Click this button when you're satisfied with the cheques you've selected to print. When you click this button, the Print 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 businessís 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 don't 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 won't be printed.

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


Card

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

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

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


Payee

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

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

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


Memo

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

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


Cheque No.

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


Date

Enter the date of the cheque.

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


Amount

Enter the total amount of the cheque.

When you 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 doesn't match the amount in the Amount field (in other words, if the transaction is out of balance), this field will display a default amount that balances the transaction. You can change the default, if you wish.

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


Job column

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

If you need to assign an amount from one account to more than one job, use multiple lines to record the transaction. For example, assume you want to debit your Office Supplies account £100, but you want to assign £30 to job 12 and £70 to job 43. To do this, enter the Office Supplies account number in the Acct 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 you've entered in this window.

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


Card File Command Centre


Cards button

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


Mailing Labels button

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


Personalised Letters button

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


Identifiers button

The Identifiers button opens the Identifiers window, where you can enter descriptions for the identifiers you use throughout the 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 you've 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 company's 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 you're viewing a supplier card.


Dial Button

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


Address

Enter the address for the card displayed in this window.

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


Card Type

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

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

Similarly, if you don't track individual suppliers, you'll 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 you're viewing a customer card, two Town fields appear in this window. The first Town field is the customer's primary address; this town will be used in the address for invoices. The second Town field is the customer's "deliver-to" address; this town name will be used in invoices and delivery labels.

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


Company

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


Company Name

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


Contact Name

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

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


Fax No.

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


First Name

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


History button

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

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


Identifiers

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


Individual

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


Last Name

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


Log button

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


Notes

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


Phone No.1

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


Phone No.2

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


Salutation

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


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

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


Terms button

Click this button to open the Credit Terms window, where you can create a set of credit terms for the customer or 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 you're 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 you're viewing a customer or employee card.

Sales history figures use considerable disk space. If you don't need to track sales history for a customer or employee, be sure this selection isn't marked.


Postcode

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

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

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


Letter button

Using M.Y.O.B.'s OfficeLink feature, you can send personalised letters to any person or company for whom you've created a card using the Card File Entry window. You may find this handy for writing collection letters, apologies or notices that your customer's items have been back ordered.

To create a letter for a specific person or company, display the card to whom you want to send a letter, then click the Letter button. The Select From List window will appear with a list of letter templates you can use to create personalised letters for the person or company you've selected.

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


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. automatically dials the number you entered in the Phone No.1 field 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 you're setting up default credit terms for all customers, choose Preferences from the Setup menu. Click the Sales tab in the Preferences window and click the Terms button.

If you're setting up default credit terms for all 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 you're 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

VAT Status

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


% Discount for Early Payment

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


% Monthly Charge for Late Payment

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

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


VAT Status

Select the VAT code that you wish to use as the default VAT code for this customer or supplier when you're entering line items on invoices or purchase orders.

Please note: The VAT code that you choose here will be automatically inserted in line items on service invoices, professional invoices and miscellaneous sales (if you're currently entering a customer's credit terms), or on service purchase orders, professional purchase orders and miscellaneous purchases (if you're entering a supplier's credit terms). When you enter an item invoice or an item purchase order, however, the VAT code that you assigned to each item in the transaction will be automatically used. (VAT codes are assigned to items in the Item Information window.) If, however, you haven't assigned a VAT code to an item that you use on an item invoice or item purchase order, the VAT code you enter here for this customer or supplier will be automatically used for the line item.


Credit Limit

Enter this customer's 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 you're 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 -100 and 100.

This field appears only if you're viewing a customer's 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 -100 and 100.

This field appears only if you're viewing a supplier's 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 person's or company's name.

To find this window...

Click Personalised Letters in the Card File Command Centre.

Fields in this window:

Card Type

All

Selected

Identifiers

Last Contact Before

Recontact On/Before

Post Code

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 you've entered.


Last Contact Before

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


Recontact On/Before

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


Postcode

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

To broaden your search, you can enter a partial postcode in this field. To do this, enter a backslash (\) at the beginning of the entry, then enter as many characters as you want, followed by another backslash.


OK button

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


Forms Selection window (Print Mailing Labels)

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

To find this window...

Click Mailing Labels in the Card File Command Centre.

Fields in this window:

Card Type

All

Selected

Identifiers

Last Contact Before

Recontact On/Before

Postcode

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 you've entered.


Last Contact Before

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


Recontact On/Before

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


Postcode

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

To broaden your search, you can enter a partial postcode in this field. To do this, enter a backslash (\) at the beginning of the entry, then enter as many characters as you want, followed by another backslash.


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 dialog box for your computer will appear; click OK to print the alignment labels. If the position of the labels is incorrect, adjust the labels and print another alignment page. You can print as many alignment labels as you like.


Customise button

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


OK button

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


Identifiers window

The Identifiers window allows you to enter descriptions for the identifiers you use throughout the 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 you've chosen in the Forms Selection/Personalised Letters window are the records you wish to print in a set of personalised letters. Using this window, you can either use M.Y.O.B.'s OfficeLink feature to create your letters or you can export your records to a file that can be "mail-merged" into your word-processing software.

To find this window...

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

Fields in this window:

Export button

List of cards

None button

All button

Disk button

Mail Merge 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 don't want to export a card, click the mark to remove it. If you wish to export a card and a mark doesn't appear in the Export column, click the column to add it.


Card, Type and Balance columns

These columns display summary information about all cards you selected in the Forms Selection/Personalised Letters window, including card names, types and any balances associated with them, if applicable. If you wish to display the Card File Entry window to view or change detailed information about a card, click the zoom arrow next to the card's name.


None button

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


All button

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


Disk button

Click this button when you're satisfied with the information you've selected to include in a file that can be "mail-merged" into your word processing software. When you click this button, a dialog box will appear, allowing you to provide a name for the file. When you name the file and click OK, the file will be created; you can then mail-merge the file into your word processing program.


ExportMail Merge button
Mail Merge button

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

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


Review Labels Before Printing window

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

To find this window...

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

Fields in this window:

Print __ Mailing Labels Per Card

Print column

List of cards

None button

All button

Print button

Cancel button


Print column

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


List of cards

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


None button

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


All button

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


Print button

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


Cancel button

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


Sales History window

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

To find this window...

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

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


List of historical sales amounts

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

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


OK button

Click this button to accept the entries you've 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

Letter button

New button

Edit button

Close button


Edit button

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


Card tabs

Select a type of card – Customer, 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 card's name as you can remember and press TAB or RETURN. The highlight will be positioned on the card name most closely resembling the characters you typed.


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 haven't been contacted since that date. All cards that haven't been contacted since the date you enter and match the other search criteria you've entered will be displayed in the list.


Recontact On/Before

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


Identifiers

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


Postcode

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

To broaden your search, you can enter a partial postcode in this field. To do this, enter a backslash (\) at the beginning of the entry, then enter as many characters as you want, followed by another backslash.


List of cards

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

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


Dial button

Select a card in the list, then click this button to dial the primary telephone number for the card you selected. The primary telephone number for the card was entered in the Phone No.1 field in the Card File Entry window.


Letter button

Using M.Y.O.B.'s OfficeLink feature, you can send personalised letters to any person or company for whom you've created a card using the Card File Entry window. You may find this handy for writing collection letters, apologies or notices that your customer's items have been back ordered.

To create a letter for a specific person or company in the View Card File window, select the name of the person to whom you want to send a letter, then click the Letter button. The Select From List window will appear with a list of letter templates you can use to create personalised letters for the person or company you've selected.

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


New button

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


Log button

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


View Contact Log window

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

To find this window...

Click Contact Log in the Card File Command Centre.

Fields in this window:

Name

Type

List of contacts

Print button

Dial button

New button

Edit button

Close button


Name

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


Type

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


List of contacts

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


Dial button

Click this button to dial the telephone number that appears in the Phone #1 field in this window.


New button

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


Edit button

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


Account Historical Balances window

The Account Historical Balances window allows you to view balances of the detail accounts in your chart of accounts for previous financial years. You can also enter the balances of detail accounts for the months of the current financial year before you began using 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 don't exist for this time period for this group of accounts.


Month Ending

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


Previous button

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


Next button

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


Accounts List window

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

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

To find this window...

Click Chart of Accounts in the 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 aren't 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 company's net worth. A company's 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 isn't directly related to a company's 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 aren't directly related to a company's 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 account's name.


Type column

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

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

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

Transaction amounts can't be assigned (posted) to header accounts - only to detail accounts.

Header accounts aren't required in 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 can't have transactions assigned to it. This account, used by M.Y.O.B. to record your company's 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 that's 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 that's not fully paid at the time of the sale, the amount you're owed will automatically be added to this account's balance.

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


Balance column

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

If this is an asset, liability or 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 you're viewing the capital account named Current Year Earnings, the current balance displayed is your company's year-to-date profit or loss amount.


Up button

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

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

Level 1 is permanently assigned to each of the eight account types in M.Y.O.B., and can't be assigned to any other account.

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


Down button

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

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

Level 1 is permanently assigned to each of the eight account types in M.Y.O.B., and can't be assigned to any other account.

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


History button

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


New button

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


Edit button

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


Analysis Selection window (Analyse Balance Sheet)

The Analysis Selection window attached to the Analyse Balance Sheet window allows you to set the criteria for how your asset, liability and 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 Year's Actuals Only

Last Year's Actuals Only

Budgets Only

Actuals vs. Budgets

This Year vs. Last Year

Selected Period

Cancel button

OK button


This Year's Actuals Only

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


Last Year's Actuals Only

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


Budgets Only

Choose this selection if you want to view the budgeted amounts for each of your asset, liability and 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 year's balance sheet accounts with the previous financial year's balance sheet accounts in the Analyse Balance Sheet window.


Selected Period

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

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


OK button

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


Analysis Selection window (Analyse Profit & Loss)

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

To find this window...

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 Year's Actuals Only

Last Year's Actuals Only

Budgets Only

Actuals vs. Budgets

This Year vs. Last Year

Selected Period

Cancel button

OK button


This Year's Actuals Only

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


Last Year's Actuals Only

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


Budgets Only

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


Actuals vs. Budgets

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

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


This Year vs. Last Year

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


Selected Period

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

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


OK button

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


Analyse Balance Sheet window

The Analyse Balance Sheet window allows you to view detailed information about your asset, liability and 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 that's 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.


Analyse Balance Sheet window (Ledger View)

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 Year's Actuals Only in the Analysis Selection window, this month is from the previous financial year. All other selections in the Analysis Selection window will display a month in the current financial year.


List of accounts

The list displays the asset, liability and 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 Year's Actuals Only, Last Year's Actuals Only or Budgets Only in the Analysis Selection window.


Liability button

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

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


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 Year's Actuals Only, Last Year's Actuals Only or Budgets Only in the Analysis Selection window.


Ledger button

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

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


Filters button

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


Dollar
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.


Analyse Balance Sheet window (Graph View)

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 Year's Actuals Only in the Analysis Selection window, this month is from the previous financial year. The This Year's Actuals Only and Budgets Only selections in the Analysis Selection window will display a month in the current financial year.


Graph

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

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


List of accounts

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

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


Asset button

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

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


Liability button

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

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


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 Year's Actuals Only, Last Year's Actuals Only or Budgets Only in the Analysis Selection window.


Analyse Profit & Loss window

The Analyse Profit & Loss window allows you to view detailed information about your income, cost of sales, expense, other income and other expense accounts - known collectively as your "profit and loss accounts." This window, using criteria set in the Analysis Selection window, 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 that's 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.


Analyse Profit & Loss window (Ledger View)

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 Year's Actuals Only in the Analysis Selection window, months displayed are from the previous financial year. All other selections in the Analysis Selection window will display months in the current financial year.


List of accounts

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

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


List of amounts and percentages

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

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


Filters button

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


Up and Down buttons

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


Net P & L button

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

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

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

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


Ledger button

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

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


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.


Analyse Profit & Loss window (Graph View)

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 account's 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 account's budgets.

When you click OK, this amount will be multiplied by the annual number of occurrences selected in the Frequency list, then divided by 12 to produce a monthly budget amount. For example, if you have a £2,000 fortnightly payroll expense, enter 2,000 in this field and select Fortnightly from the Frequency list. When you click OK, 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 account's budgets.

When you click OK, the annual number of occurrences in this frequency will be multiplied with the amount entered in the Amount field, then divided by 12 to produce a monthly budget amount. For example, if you have a £2,000 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 month's budget to increase.

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


Monthly Percentage Increase

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

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


OK button

Click this button to perform the budget shortcut you entered.


Edit Accounts window

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

To find this window...

Click Chart of Accounts in the 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 you're creating a new account, select the type of account you're creating. If you're viewing an existing account's information, the account's classification appears here.

Each account in an 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 that's 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 you've 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 you're viewing the capital account named Current Year Earnings, the current balance displayed is your company's year-to-date profit or loss amount.


Detail Account (Postable)

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

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

Transaction amounts can be assigned (posted) to detail accounts; that is, when you enter a transaction in 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" - don't 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 can't have transactions assigned to it. This account, used by M.Y.O.B. to record your company's 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 you're creating, and you want to write cheques using the funds in this account. If this selection is marked for an existing account, the account has already been designated as a detail 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 cheque's number will increment by one. If you change the number when you create a cheque, the next cheque's number will increment by one from the number you entered.


Detail Credit Card Account (Postable)

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

Accounts with credit card privileges appear in lists in transaction windows throughout the 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 you're creating is intended to be used as a title of a group of accounts. If this selection is marked for an existing account, the account has already been designated as a header account.

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

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

Header accounts aren't required in 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 account's 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 that's not fully paid at the time of the sale, the amount you're owed will automatically be added to that account's balance.

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


Opening Balance

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


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 job's number and the new job number moves that job into the hierarchy of a different level one job, the linked customer for the job you're changing will be changed to the linked customer for the new hierarchy. Any jobs at a lower level beneath the job you're moving will move up one level.


Job Name

Enter a name for this job.


Description

Enter a short description of this job.


Contact

Enter the name of your contact person for this job.


Track Reimbursables

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


Percent Complete

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


Start Date

Enter a starting date for this job.


Finish Date

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


Manager

Enter the name of the manager responsible for this job.


Linked Customer

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

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

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

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


Budgets button

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


New button

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


Reimburse button

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

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

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


Nominal Journal Entry window

The Nominal Journal Entry window allows you to enter transactions that aren't 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 don't 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 it's easy for you to distinguish the transaction as a Nominal Journal transaction.


Date

Enter the date of the 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 can't enter amounts in both columns in the same line. (In other words, you can't debit and credit the same account on one line.) You can, however, use the same account on multiple lines.

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

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

If you don't want to enter an amount in either the Debit or the Credit column, move to the next line. Keep in mind, however, that lines without amounts aren't 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 can't enter amounts in both columns in the same line. (In other words, you can't debit and credit the same account on one line.) You can, however, use the same account on multiple lines.

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

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

If you don't want to enter an amount in either the Debit or the Credit column, move to the next line. Keep in mind, however, that lines without amounts aren't 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 the buttons below for a description of each button.


Jobs List button

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


Chart of Accounts button

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


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 aren't 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 you've 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 company's 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 account's transaction activity.

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


Budget column

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

Be sure you properly indicate whether the amounts in this column should be positive or negative. "Positive" and "negative" may appear to mean the opposite of what you expect; for example, if you enter £100 for an expense account, you're indicating that you expect this account to cost you £100 for the month.

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


Shortcuts button

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


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 job's name. The Edit Job window will appear, allowing you to view, change or delete job information.


Budgets button

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


New button

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


Revenue column
Income column

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


Cost column

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


Expenses column

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


Net Profit (Loss) column

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


Edit button

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


Up button

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

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

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


Down button

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

A detail job can only be moved down a level if there is a header job immediately before it at the same level or a detail job before it at a lower level.

A header job can't be moved down a level if the move places it more than one level from the previous header in the list.

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


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


Jobs List button

Click this button to open the Jobs List window.


OK button

Click this button to close this window.


Job Opening Balances window

The Job Opening Balances window allows you to enter or view opening balances, by account, for every detail job in the 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 you're viewing, by account, in the fields of this column. Any opening balances you've entered previously appear in this column. You can change opening balance amounts in this window, if you wish.


Jobs List button

Click this button to open the Jobs List window.


OK button

Click this button to close this window.


Job Reimbursable Expenses window

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

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

To find this window:

Click Jobs List in the 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 you're viewing were allocated.


Cost column

This column displays the amounts of reimbursable or reimbursed expenses.


Remove column

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

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

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


Customer

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


All button

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


None button

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


Remove from List button

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

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

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

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


New Job window

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

To find this window...

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

See also Delete Job (Edit menu).


Delete Job (Edit menu)

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

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


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 it's displayed in this window, select Delete Job from the Edit menu.


Customer Reimbursable Expenses window

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

To find this window:

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

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

To Be Reimbursed

Reimbursed\Removed


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

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

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


Reimbursement Account

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

This field appears only if you open the Customer Reimbursable Expenses window by clicking the Reimburse button in the Sales window for service, professional or 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 you're viewing were allocated.


Cost column

This column displays the amounts of reimbursable expenses.


Action column

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


Reimbursable column

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


Customer

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


All button

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


None button

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


Markup button

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


Reimburse button

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


Print button

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


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 customer's 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 you're viewing were allocated. Click the zoom arrow next to a job to open the Job Information window for that job.


Cost column

This column displays the amounts of reimbursed expenses.


Customer

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


All button

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


None button

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


Markup button

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


OK button

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


Markup Information window

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

To find this window:

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


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 you're 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 you're viewing a detail job, you can change the percentage of completion in this window, if you wish.


List of profit and loss accounts

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


Budgets column

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


Adjusted Budgets column

Adjusted budgets for this job based upon the job's percentage of completion appear in the this column for each account. (An adjusted budget is calculated by multiplying a budget amount by the job's percentage of completion.)


Actuals column

Each account's activity for this job appears in the this column.


Difference column

The difference between the actual account activity for this job and the adjusted budgets for each account appears in the this column.


Print button

Click the Print button to print the contents of this window.


Filters button

Click the this button to open the Analysis Selection window. You can use this window to make more selections about the information you view in the Analyse Jobs window.


Up button

Click the this button to view general job information that includes accounts at higher levels only.


Down button

Click this button to view more detailed job information that includes accounts at lower levels.


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 item's 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 didn't enter a default adjustment account in the Adjustment Information window, you'll 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 you've entered into the M.Y.O.B. system. The fields in this window are view-only; that is, you can't change any of the information using this window.

To find this window...

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


Analyse Stock window (Summary view)

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


Analyse Stock window (Detail view)

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 item's number.

Fields in this view:

Detail view: Invoice/P.O.No.

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 haven't 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.No.

This column displays the numbers assigned to this item's pending invoices and purchase orders. If you wish to view more information about a particular transaction, click the zoom arrow next to the invoice or purchase order number.


Detail View: Customer/Supplier

This column displays the customer and supplier names for this item's pending invoices and purchase orders.


Detail View: Ordered

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


Detail View: Promised

This column displays the dates on which this item's pending invoices and purchase orders are promised to be delivered. This date was originally entered in the Shipping Date field in the Sales window or Purchases window.


Detail View: Committed

This column displays the quantity of the item that's sold but not yet delivered to the customer.


Detail View: On Order

This column displays the quantity of the item that's purchased but not yet delivered to you by the 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 you're creating an item that is created with other items, or select the item in this window that is created with other items and click Edit. The Item Information window appears. 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 you've entered into the M.Y.O.B. system.


Name column

This column displays the names assigned to the item numbers you've entered in the Item No. column. Item names can't be changed in this window.


Quantity column

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


Auto-Build 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 that's needed to raise the item's quantity above the minimum level you set for the item in the Item Information window.


None button

Click this button to return the numbers in the Qty to Build column to zero.


Build Items button

Click this button to automatically build the items you designated in the Qty to Build column of this window. The 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 Stocked 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 you're setting up Stock or you're making a routine quantity adjustment. If you're setting up Stock, refer to the Getting Started manual for more information about properly setting up Stock.

If you're 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 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 don't use duplicate journal numbers, which may cause confusion in your recordkeeping. If you want to assign a different number, consider leaving the IJ prefix assigned to the number, so it's easy for you to distinguish the transaction as an 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 can't 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 item's quantities divided by the number of units on hand.


Amount column

Enter the total value of all the items added to or subtracted from 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 item's 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 item's quantities were reduced due to shrinkage of some sort.

If the number that appears in the Amount field is a positive number, the total value of your 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 item's change in stock, or click the search icon to display a search list of jobs to select.


Stock Command Centre


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 you've 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 company's 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 you've 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 company's 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 transaction's 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 you're changing the quantity of a component, this amount should be a negative number. If you're changing the quantity of a finished item, this amount should be a positive number.

Enter the quantity in individual units of measure, not buying units of measure or selling units of measure. For example, if you increase your end table sets by one pair of end tables (two end tables), enter 2 in this field.

You can't decrease the quantity of 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 item's quantities divided by the number of units on hand.


Amount column

Enter the total value of all the items transferred to or from 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 can't 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 you're viewing appears in this field. If you're creating a new item, enter a unique number to assign to the new item.

You can use numbers, letters and symbols in the item number.

If you're displaying an existing item record, you can change the item number.


Name

Enter the name of a new item.

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


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 item's 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 item's 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 don't 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 isn't 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 that's always purchased in pairs; this item could be assigned a unit of measure of Pair. Then, if you purchased four lamp sets, you'd 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 item's 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 financial year and the current financial 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 you've marked this selection. Sales that occurred before this selection was marked will NOT be included in the item's sales history.

Note: Sales history figures use considerable disk space. If you don't need to track sales for this item, be sure the selection isn't 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 item's 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 that's always sold in pairs; this item could be assigned a unit of measure of Pair. Then, if you sold four lamp sets, you'd 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 don't 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 financial year and current financial 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 item's 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 you've 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 item's 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 you've made in this window.


Items List window

The Items List window allows you to view all the items you've 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 you've 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 you've 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 item's 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 item's 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 can't remember the entire item number, enter as much of the number as you can remember; the scrolling list will display the item whose number most closely matches the numbers you typed.


Sell Price column

This column displays the current price you're charging for one selling unit of measure for each item listed in the Item column. This amount is entered in the Selling Price field of the Item Information window.


Sold tab

Click this tab to display a list of all items you sell. These are the items for which you selected I Sell This Item in the Item Information window.


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 to the nearest calculated price, multiple of a specific price or price that ends in a specific number.

TO NEAREST: Calculated prices will be rounded to the nearest calculated price, multiple of a specific price or price that ends in a specific number, regardless of whether the price is higher or lower.

UP: Calculated prices will be rounded up to the nearest calculated price, multiple of a specific price or price that ends in a specific number.


Use Calculated Price

Choose this selection if you want to use the exact prices that are calculated by the pricing shortcuts function for the items you update. When you change prices by clicking one of the Update buttons at the bottom of the window, the selected item's prices will be the exact prices that were calculated.


Make Price a Multiple of

Choose this selection if you want to use a multiple of the prices that are calculated by the pricing shortcuts function for the items you update. For example, if you want prices to end in either 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 item's name and click Edit. In the Item Information window, click the Restock button.

Fields in this window:

Minimum Level

Main Supplierr

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 item's 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 item's 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 don't want a mark to appear for an item, click the mark to remove it.


List of items you sell

The list displays all items you sell and provide - in other words, the items for which you selected I Sell This Item in the Item Information window. For each item, the item number, name, average cost or last purchase price and current selling price are displayed.


Current price column

This column contains the current price for one selling unit of measure for each item you established in the Item Information window. You can change the prices that are displayed in this column individually, or use the Pricing Shortcuts window to change the prices of a group of items.


Shortcuts button

Click this button to open the Pricing Shortcuts window, which will allow you to change the prices of all your items, or just the prices of items whose Shortcut column contains a mark.


Last Cost button

Click this button to view the most recent cost of each item in the list.

For items for which you selected I Buy This Item in the Item Information window, the last price you paid to purchase those items is displayed. For items for which you did NOT select I Buy This Item, but for which you selected I 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 item's quantities by the number of items on hand.

If this selection is marked and you click the Shortcuts button, the prices you change can be based on the average cost of the selected items.


Print XX Copies

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

Please note: If your operating system Print dialog box allows you to specify the number of copies you want to print, you generally should enter 1 if you've already specified the number of copies you want using M.Y.O.B. If you specify multiple copies both in M.Y.O.B. and in the Print dialog box, you may end up with many more copies of the form than you'd planned. There are some cases, in which you may find it useful to enter amounts both in M.Y.O.B. and in the Print dialog box.

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

This can be useful for printing groups of T4 statements, for example, if you print multiple T4 statements on a single page. By using M.Y.O.B. to print your multiple copies, you can print each employee's T4 statements on the same page. If you use the Print dialog box, the employee's statements won't be printed together.

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


Date

Enter the date of this transaction.

Transaction dates are used to sort your lists of transactions; the oldest transaction date appears first in the Transaction Journal window.

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


Save Recurring button

Click this button to open the Save Recurring Transaction window, where you can duplicate this transaction for repeated use in the future.

This button appears only if you're not already using a recurring transaction.


Use Recurring button

Click this button to open the Select a Recurring Transaction window, where you can select, change or delete an existing recurring transaction.

This button appears only if you're not already using a recurring transaction.


Don't Record button

Click this button if you don't want to use the recurring transaction you selected. The transaction won't be recorded, but will remain in the list of recurring transactions that you can use.


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 you've 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 you've entered in the M.Y.O.B. system.


New button

Click this button to begin creating a new entry in this window. If you've created an entry, click this button to record the entry you've created and begin creating a new entry.


Cancel button

Click this button to clear the entries you made in this window and close the window.


Close button

Click this button to close this window.


Record button

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


Record Reversal button

Click this button to record a reverse transaction.


OK button

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


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 they're the ones you want to use.

To find this window...

From the Setup menu, choose Linked Accounts, then choose the type of linked accounts you want to review.

Click a topic below for information about a specific Linked Accounts window.

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 company's current-year and retained earnings aren't 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 isn't zero, that's okay; when you click the OK button, the difference will be assigned to your Historical Balancing account, which appears in the 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 they're 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 linkedcreditors 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 you've 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 moneyyou 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 you've 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 you've paid to suppliers who haven't 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 person's or company's 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 they're 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 you've 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 Ledger Linked 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 Ledger Linked 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 you've provided to your customers for paying their bills early. (The type of account you select in this field depends upon what purpose you consider discounts serve in your business. If you think discounts increase the cost of making a sale, enter a cost of sales account here. If you think discounts are promotional expenses, enter an expense account here.) In 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 you've collected from customers who haven't 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 person's or company's 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 UK. 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 that's 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 that's 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 doesn't currently match your M.Y.O.B. accounts.

To find this window...

The Choose an Account window appears only when you're attempting to import Quicken Interchange Format (QIF) information into your data file. If M.Y.O.B. detects an account in your QIF file that doesn't 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 doesn't match any accounts in your M.Y.O.B. data file. To import your QIF information properly, you'll need to enter an account in the M.Y.O.B. Account field to track the information that's contained in the account shown in this field.

This field appears only if this is the first time you've seen the Choose an Account window during the current import process. (The next time you see the Choose an Account window, the QIF Account field will appear here instead.)


QIF Account

This field displays the name of a QIF account that doesn't match any accounts in your M.Y.O.B. data file. To import your QIF information properly, you'll need to enter an account in the M.Y.O.B. Account field to track the information that's contained in the account shown in this field.

This field appears only after the first time you've seen the Choose an Account window during the current import process. (The first time you see the Choose an Account window, the QIF Category field will appear here instead.)


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 you've 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 company's data file. These entries can't 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 company's unique identifier with BestWare, and can't be changed.


Company Name

Enter or change your company's name, using up to 40 characters.

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


Address

Enter your company's address.

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


Phone Number

Enter your company's telephone number. Add hyphens and an extension, if you wish.


Company Reg No
VAT Reg. No.

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


VAT Reg. No.
Company Reg. No.

Enter or change your company's registration number. If this is the first time you've opened the Company Information window and an entry already appears in this field, this number was entered in the 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 company's data file during the M.Y.O.B. Setup Interview, and can't be changed.


Last Month in Financial Year
Last Month in Fiscal Year

This field displays the last month of your current financial year. This entry was made when you created your company's data file during the M.Y.O.B. Setup Interview, and can't 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 company's data file during the M.Y.O.B. Setup Interview, and can't be changed.


Accounting Periods per Year

This field displays the number of accounting periods you have in your current fiscal year. This entry was made when you created your company's data file during the M.Y.O.B. Setup Interview, and can't be changed.


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 that's 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 that's 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 that's used in your M.Y.O.B. windows.


Easy Setup Wizard main window

The Set Up M.Y.O.B. window allows you to begin following the necessary setup procedures to get your business up and running with M.Y.O.B. From this window, you can open a number of step-by-step procedures to customise your M.Y.O.B. experience and set up your company's accounts, sales and purchases. You can also start the M.Y.O.B. Learning Centre using this window.

To find this window...

Choose Easy Setup Wizard from the Setup menu.

Buttons in this window:

Customise button

Accounts button

Sales button

Purchases button

Help button

Close button


Customise button

Click this button to begin the Customize section of the Easy Setup Wizard. In the Customize section, you can personalize your M.Y.O.B. system by setting preferences that can simplify the way you work in M.Y.O.B. These preferences can also be viewed and selected in the Preferences window.


Accounts button

Click this button to begin the Accounts section of the Easy Setup Wizard. In the Accounts section, you can create new accounts, and set up, change and remove existing accounts in the M.Y.O.B. system.


Sales button

Click this button to begin the Sales section of the Easy Setup Wizard. In the Sales section, you can create new customer cards and set up your M.Y.O.B. sales records to reflect the current status of your accounting records.


Purchases button

Click this button to begin the Purchases section of the Easy Setup Wizard. In the Purchases section, you can create new vendor cards and set up your M.Y.O.B. purchases records to reflect the current status of your accounting records.


Help button

Click this button to get help for the current step in the Easy Setup Wizard.


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 field's 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 you've chosen to export. For example, if you chose to export accounts, all fields that pertain to accounts (such as Account Number, Account Name and Balance) appear in this column.

If an asterisk appears next to a field's name, that field must be included in the export file for 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 field's name in this column again.

Fields will be exported in the order (top to bottom) they appear in the Export Fields column. The order in which the fields will be exported also appears in the Export Order column.


Export Order column

This column displays the order in which fields will be exported. For example, if Field 1 appears next to the Account Number field, the Account Number field will be the first field that's exported.

To designate a field from the 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 field's 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 you're creating. After you've 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 you're exporting customer records, the first record in the export file will contain labels such as ìCustomer Name,î ìAddressî and ìTelephone Number.î A header record such as this example doesn't contain actual data, but will help you quickly understand the contents of the export file.

If you choose Data Record, no labels will be assigned to the data you export.


Balances from

Select the year from which you want to export account balances, either the current financial year or the previous financial year.

This selection appears only if you're exporting accounts.


Panel of months

After you've selected a year in the Balances from field, choose the month from that year whose ending balances you want to export.

This selection appears only if you're exporting accounts.


Identifiers

Enter the identifiers by which you wish to select customers, 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 you're 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 you're 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 you're 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 you're 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 Customize window for a form is displayed, and choose Forms Info from the Form menu.

Fields in this window:

No. 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 you're printing) that you wish to print on a single page.


Paper

Select the size of the paper or forms loaded in your printer.


Margins: from top

This field allows you to enter coordinates to position the form at a specific location on the paper. In this field, enter the number of 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 they're 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 business's 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 business's capital during its lifetime, not including the current financial year. When a new financial year is begun, the current earnings account's balance is added to the balance of this account. In 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 account's 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 you're importing from the File menu. Make your selections in the Import File window and click Continue. Open the data file you're importing in the 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 field's 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 you've chosen to import. For example, if you chose to import accounts, all fields that pertain to accounts (such as Account Number, Account Name and Balance) appear in this column.

You must match the information you're importing with the appropriate M.Y.O.B. fields. For example, if you're importing account information, you must designate which field in your import file contains account numbers, which field contains account names, which field contains account balances, and so on. To do this, click on the name of the field that contains the information you want to import in the Import Fields column (for example, Account #), then click the corresponding field name in the 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 field's name, you must import information that matches the type of information that's entered in that field. For example, if an asterisk appears next to the Account Number field name, you must import account number information for M.Y.O.B. to import information correctly.


Matching Import Field

This column displays the import file's fields you've matched with corresponding M.Y.O.B. fields.

To include a field from the Import Fields column into your data file, click the field's name, then click the field name in the 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 that's automatically printed. This report, titled MYOBLOG.TXT (Windows) or M.Y.O.B. Import Log (Macintosh), 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 you're importing data from uses a tab-delimited or comma-separated file format.


First Record is

Choose whether the first record in the import file is a header record or a data record.

If you choose Header Record, M.Y.O.B. will assume that the first record in the import file doesn't contain any valid M.Y.O.B. data, and won't 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 you're 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 file's information. If you're 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 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.


Custom tab

Click this tab to display a list of all customised 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.

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


Inventory tab
Stock tab

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


Card File tab

Click this tab to display a list of all Card File 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 that's 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 you've made the selections you want for the report in the Report Filters window before you attempt to print a report. To open the Report Filters window, highlight the report you want to print and click the Filters button.


Disk button

Click this button if you wish to create a report file for the report that's highlighted in the scrolling list in the Index to Reports window. A 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 you're creating. Enter a name, then click Save.

Be sure you've made the selections you want for the report in the Report Filters window before you attempt to save a report. To open the Report Filters window, highlight the report you want to save and click the Filters button.


Format button

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


Design button

Click this button to open the Report Design window for the report that's highlighted in the scrolling list of the Index to Reports window. Using the Report Design window, you can choose the fields you'll print on the report you've selected.


Filters button

Click this button to open the Report Filters window for the report that's highlighted in the scrolling list of the Index to Reports window. (You can also open the Report Filters window by double-clicking a report name in the scrolling list.) In the Report Filters window, you can establish criteria to determine the information that appears on the report.


Excel button

Click this button to display the selected report in a Microsoft Excel worksheet.

(If you want to view the information on the report in M.Y.O.B. before opening Excel, highlight the report's name in the Index to Reports window, then click the Display button; the report will appear in M.Y.O.B.'s Screen Reports window. When you're ready to view the report in Excel, click the Excel button in the Screen Reports window.)

The Excel button is part of M.Y.O.B.'s OfficeLink feature. In order to use OfficeLink, you must also be using an OfficeLink-compatible version of Microsoft Excel . In addition, you must have selected to use Excel when you installed OfficeLink. If the Excel button is dimmed, OfficeLink hasn't been installed properly for Excel. If you haven't done this already, refer to Chapter 2, "Installation," in your M.Y.O.B. Plus Upgrade Guide for general information about reinstalling M.Y.O.B. to take advantage of OfficeLink's capabilities.


Display button

Click this report to display the report that's highlighted in the scrolling list of the Index to Reports window on your computer screen. (This process is often known as printing to screen or sending a report to the screen.) The Screen Reports window will appear, showing the report information. If you wish, you can print the report on your printer using the Screen Reports window.

Be sure you've made the selections you want for the report in the Report Filters window before you attempt to display a report. To open the Report Filters window, highlight the report you want to display and click the Filters button.


New Data File Wizard

The New Data File Wizard allows you to create a new data file to store your company's financial information in M.Y.O.B. To use the wizard, carefully read the instructions that are displayed on your computer screen, then make the entries and selections that correspond to your business.

If you need help during the process of creating a new data file, click the Help button at the bottom of the window. Your Getting Started manual and User's Guide also contain helpful information about creating and working with data files.

To find this window...

Choose New from the File menu.


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 report's name; an X appears to the left of the report's name. If you want remove a report from the batch, click the report's name to remove the X next to the report's name.


Password Access window

The Password Access window allows you to prevent M.Y.O.B. users from accessing various parts of the program that may contain sensitive information you don't want others to view or change.

To find this window...

Choose Preferences from the Setup menu. In the Preferences window, click the Security tab, then click the Password button. In the 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 won't actually be displayed; instead, **MASTER** appears in its place. You must remember the master password from the first time you entered it.)


Not Allowed column

This column allows you to prevent users from accessing the functions that appear in the Available Functions column.

To prevent access for a function, select a password in the Sub-Password column, then click this column next to a function name. An X will appear in this column, indicating that anyone who uses the selected password won't be able to access that function.


Available Functions column

This column lists all functions you can prevent other users from accessing.

To prevent access for a function, select a password in the Sub-Password column, then click the Not Allowed column next to a function name. An X will appear in the Not Allowed column, indicating that anyone who uses the selected password won't be able to access the function.


New button

Click this button to open the Set Up Passwords window, where you can create a new sub-password.


Delete button

Click this button after selecting a password in the Sub-Password column to remove the password.

If you want to remove the master password, all sub-passwords must be removed first.


Edit button

Click this button after selecting a password in the Sub-Password column to edit the password.


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 you've entered for all historical purchases (displayed in the Total Purchases 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 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 you've entered.


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 you've 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


Preferences window (System View)

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 that's assigned a date in the future.

If you mark this selection, an alert message will appear when you enter a date in a transaction entry window that hasn't occurred yet. This message is informational only; you can continue to enter the post-dated transaction if you want.

If you don't mark this selection, an alert message won't appear when you enter a date in the future.


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 you've 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 don't mark this selection, the Command Centre window will appear when you open a data file.


Save Window Sizes and Locations

Mark this selection if you wish 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 you're creating item invoices and item purchase orders. In addition, when you display a search list of items at any time, the items will be listed in alphabetical order.

If you don't mark this selection, you can enter item numbers in the Sales window and Purchases window when you're creating item invoices and purchase orders. Search lists of items will be listed in numerical order.


Use Easy-Fill When Selecting From a List

Mark this selection if you want M.Y.O.B. to recognize the entry you're making in a field and fill in the rest of the field automatically. This feature, known as Easy-Fill, allows you to do your work a little faster. Easy-Fill works for account number and card (customer number, 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.


Preferences window (Reports & Forms View)

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


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.


Preferences window (Chequebook View)

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 aren't 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 don't mark this selection, the Handwritten selection won't be automatically marked.


Display Payee, Rather Than Memo, in Registers

Mark this selection if you want to display the name of the people who receive your cheques in the Inquiry Register window.

If you mark this selection, the name that appears in the Payee field of the Write Cheques, Write Paycheques and Settle Returns & Credits windows will appear in the Inquiry Register window next to the summary descriptions of the cheques written in those windows.

If you don't mark this selection, the text that appears in the Memo field of those windows will appear in the Inquiry Register window instead.


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 you're using.

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

If you don't 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 you've written; as a result, it will take more time to record your cheques. Therefore, be sure you want to use this feature before you mark this selection.


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 card's Notes field as the default memo in a deposit.


Preferences window (Sales View)

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


Print Invoices When They're Recorded

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

If you mark this selection, the print 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 don't mark this selection, select Print Invoices from the Sales Command Centre to print invoices you've created in the Sales window.


Print Packing Slips When Invoices are Printed

Mark this selection if you wish to print packing slips that accompany the invoices you're printing.

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


Print Delivery Labels When Invoices are Printed

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

If you mark this selection, you'll 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 a customer has outstanding credit invoices with your company 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 credit invoices with you. This message is informational only; you can continue to enter the payment, if you wish.


Apply Customer Payments Automatically to Oldest Invoice First

Mark this selection if you want to automatically apply customer payments to the oldest outstanding sales transaction they have with your business.

If you mark this selection, the amount you enter in the Amount field of the Customer Payments window will automatically be entered in the Amount Applied field of the oldest sales transaction the customer has with your business.

If you don't mark this selection, you must manually distribute the amount you entered in the Amount field to the sales transaction(s) you want to apply the payment to.


Make a Contact Log Entry for Every Sale

Mark this selection if you want to record a contact in the Contact Log each time you record a sales transaction.

If you mark this selection, a contact will be entered in the Contact Log for each customer who exists in the Card File and for whom you record a sales transaction.


Warn for Duplicate Invoice Numbers

Mark this selection if you want an alert message to appear each time you attempt to record a sales transaction whose number is already recorded.

If you mark this selection, an alert message will appear when you attempt to record a sales transaction assigned a number that's already been used.

If you don't mark this selection, you can use the same sales transaction number multiple times.

Marking this selection will require that M.Y.O.B. scan all the sales transactions you've recorded; as a result, it will take more time to record your sales transactions. Therefore, be sure you want to use this feature before you mark this selection.


Retain Original Invoice Number for Backorders

When you create an item invoice that contains a backordered quantity, two invoices will be created: a "normal" invoice for the quantity that isn't backordered, and a pending invoice for the backordered quantity. Mark this selection to automatically assign the same invoice number to both the "normal" and the pending invoice so it's easier to find them in the future. If you don't mark this selection, the two invoices will each be assigned a unique number.


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 you're 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 person's or company's name in the Card File Entry window and clicking the Terms button in that window.


Preferences window (Purchases View)

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


Print Purchases When They're Placed in the Pending File

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

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

If you don't mark this selection, select Print Purchases from the Purchases Command Centre to print purchase orders in the Pending File.


Warn if Supplier Owes Me Money Before Making a Bill Payment

Mark this selection if you want an alert message to appear if you have outstanding debit purchases with a supplier and you attempt to apply a payment to that supplier.

If you mark this selection, an alert message will appear when you enter a supplier name in the Supplier field of the Bill Payments window, and you have debit purchases with that supplier. 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 don't mark this selection, you must manually distribute the amount you entered in the Amount field to the purchasing transaction(s) you want to apply your 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 that's already been used.

If you don't mark this selection, you can use the same purchasing transaction number multiple times.

Marking this selection will require that M.Y.O.B. scan all the purchasing transactions you've recorded; as a result, it will take more time to record your purchasing transactions. Therefore, be sure you want to use this feature before you mark this selection.


Retain Original Purchase Order Number for Backorders

When you create an item purchase order that contains a backordered quantity, two purchase orders will be created: a "normal" purchase order for the quantity that isn't backordered, and a pending purchase order for the backordered quantity. Mark this selection to automatically assign the same purchase order number to both the "normal" and the pending purchase orders so it's easier to find them in the future. If you don't mark this selection, the two purchase orders will each be assigned a unique number.


Show Supplier's Invoice Number in Bill Payments

Choose this selection if you wish to display the suppliers invoice number in the Bill Payment window rather than the purchase number assigned to the transaction in M.Y.O.B. This can be very useful when trying to match entries on a statement from your supplier with entries in your accounts.


Preferences window (Security View)

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 you've made and saved in M.Y.O.B. can't be edited; instead, they must be reversed. If you wish to keep an audit trail of the errors and corrections made to your financial records, you should mark this selection. (Even if you mark this selection, you can still make changes to transaction entries until you choose Save from the File menu.)

If you don't 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 can't 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 Last Year, from the list to disallow transaction entries from occurring in or before the period you select. This prevents you from inadvertently adding, changing or removing transactions in periods in which changes could disturb the accuracy of your financial records.

Making a selection here is a safeguard against entries being made in the incorrect period; it doesn't close the period, erase transactions or permanently prevent you from recording a transaction in or before the period you select. If you need to make entries in or before the period you select, you can change this selection to an earlier period. (Note, however, that if you record a transaction in an earlier period, your financial statements, such as your balance sheet and profit and loss statement, for that month and all succeeding months may be affected. You may want to reprint them after you make your transaction entries.)


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 you'd 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 you'd 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 you'd 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.


Automatic Save Every XX Minutes

You can use M.Y.O.B.'s Auto-Save feature to automatically save changes to your data file after a certain amount of time has passed. If you want to use Auto-Save, mark this selection, then enter, in whole minutes, how often you want your data file to be saved. You can enter a maximum of 120 minutes in this field.


Check Data File for Errors before the Backup Process

Mark this selection if you want to check your data file for computer-related errors before you begin the backup process.


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 isn't completely closed. All closed purchases dated prior to the month you selected will be marked for purging.


Purge Detail Only

Choose this selection if you want to purge detailed information about closed purchases only.

If you choose to purge detail only, the purchasing transaction ID number, date, 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 supplier's 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 supplier's closed purchases, click the √ column next to the supplier's 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 isn't completely closed. All closed sales dated prior to the month you selected will be marked for purging.


Purge Detail Only

Choose this selection if you want to purge detailed information about closed sales only.

If you choose to purge detail only, the sales transaction ID number, date, customer, memo, 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 customer's name; a mark will appear in this column. To remove a mark from this column, click it.


Customer column

This column contains all customers in the M.Y.O.B. system. If you want to purge a customer's closed sales, click the √ column next to the customer's name.


Balance column

This column contains the current balance of each customer displayed in the Customer column.


Purge Closed Sales button

Click this button to purge the closed sales for the customers you selected in this window, for the timeframe you specified in the first Purge Closed Sales window.


Purge Contact Logs windows

The Purge Contact Logs windows allow you to specify and purge the contact logs you want to remove from your 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 isn't completely closed. All contact logs dated prior to the month you selected will be marked for purging.


Card Type

From the list, choose to purge contact logs for customer, 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 don't want to purge contact logs that have recontact dates assigned to them. (When you create a contact log in the Contact Log Entry window, you can enter a date on which you want to contact that person or company again.) If you mark this selection, only contact logs with no recontact dates assigned to them will be marked for purging.


Continue button

Click this button to open the second Purge Closed Sales window, where you can begin the purging process.


( column
√ column

This column allows you to mark the cards (displayed in the Card Name column) whose contact logs you want to purge from your M.Y.O.B. data file. To select a card, click this column next to the card's name; a mark will appear in this column. To remove a mark from this column, click it.


Card Name column

This column contains all cards in the M.Y.O.B. system. If you want to purge a card's contact logs, click the √ column next to the card's name.


Type column

This column displays the type of card (customer, 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 isn't completely closed. All journal entries dated prior to the month you selected will be marked for purging.


Continue button

Click this button to open the second Purge Journal Entries window, where you can begin the purging process.


( column
√ column

This column allows you to mark the accounts (displayed in the Account column) whose unreconciled journal entries you do NOT want to purge from your M.Y.O.B. data file. To select an account, click this column next to the account's name; a mark will appear in this column. To remove a mark from this column, click it.

 (Typically, you should mark the accounts you regularly reconcile in the Reconcile Accounts window.)


Account column

This column contains all accounts in the M.Y.O.B. system. If you do NOT want to purge an account's unreconciled journal entries, click the √ column next to the account's name.


Last Reconciled column

This column displays the date each account in the Account column was last reconciled in the Reconcile Accounts window.


Purge Journal Entries button

Click this button to purge the unreconciled journal entries for the accounts you did not select in this window, for the timeframe you specified in the first Purge Journal Entries window.


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 isn't apparent by the type of transaction you're entering.

To find this window...

When an unrecorded transaction is displayed in a transaction window such as Sales, select Recap Transaction from the Edit menu.

Fields in this window:

Src column

Date column

ID 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 you've 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 you've 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. Don't 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 customer's activity with your business.


Customer Summary

Choose this selection if you want to view summary historical sales information about all customers you've entered in the 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 you've entered for all historical sales (displayed in the Total Sales field).

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


Total

This field displays the total balance of all sales for a specific customers. This field appears only when Customer Detail is selected at the top of the window.


Total Sales

This field displays the total balance of all historical sales you've entered.


Report Batches window

The Report Batches window allows you to print a group of reports.

To find this window...

Choose Report Batches from the Reports menu.

Fields in this window:

Period

Choose a Report Batch for Printing list

Edit button

New button

Print button

Close button


Period

Select the accounting period for which you wish to print the reports in the batch you select in the list in the middle of the window.


Choose a Report Batch for Printing list

This list displays all report batches you've created in the Create Report Batches window.

To create a new batch to include in this list, click the New button. To view or edit the reports in a specific batch in this list, highlight the batch name in the list and click the Edit button. To print a report batch, highlight the batch name in the list and click the Print button.


Edit button

Click this button after you highlight a report in the list in the middle of the window to open the Create Report Batches window, where you can view and change the reports you've included in the batch you selected.


New button

Click this button to open the Create Report Batches window, where you can create a new report batch.


Print button

Click this button after you highlight a report in the list in the middle of the window to print the reports in the batch you selected.


Report 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 don't want to include a field that is marked to be printed, click its mark to remove it.


OK button

Click this button to save the changes you've made to this report's design.


Report Filters window
Report Filters windows

All report windows in M.Y.O.B. allow you to set criteria for how each report in M.Y.O.B. will present its information. Using a report window, you can also open the Customise Reports window, where you can customise the printed report output so it displays the information you want in the manner you want to view it.

Because the information that appears on different reports is different, the fields that appear in report windows will vary. However, report windows are essentially the same; they're divided into three sections, with the top two sections containing fields for the specific report and the bottom section containing fields that appear on each report window.

To find this window...

Choose Index to Reports from the Reports menu. In the Index to Reports window, choose a report.

Fields in this window:

Report-specific fields

Include Company Name

Include Report Date

OK button


Report-specific fields

This section of each report window contains fields that are specific to the report you selected. For example, you may wish to restrict a list of transactions by the dates in which they occurred; if date range fields appeared for the report, you could enter the dates in those fields here.


Include Company Name

Mark this selection if you want to print the company name and address from the Company Information window at the top of the first page of the report. Pages after the first page will print only the company name at the top of the page.


Include Report Date

Mark this selection if you want to print the current date in the top left-hand corner of each page of the report.


OK button

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


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 doesn't apply to a particular report, the section won't 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 you've selected a section in the left-hand side of this window, you can change the section's characteristics using the right-hand side of the window.

Company section

Address section

Report section

Headers section

Subtitles section

Body section

Subtotals section

Font

Size

Style

Effects

Left Margin

Top Margin

Default button

OK button


Company section

This section contains your company's name as it will appear on reports. The company name was originally entered in the Company Information window. Click this section if you wish to change its characteristics.

The Company section will be printed on the report only if you marked the Include Company Name selection in the report window for this report.


Address section

This section contains your company's address as it will appear on reports. The address was originally entered in the Company Information window. Click this section if you wish to change its characteristics.

The Address section will be printed on the report only if you marked the Include Company Name selection in the report window for this report. 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 dollars, 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 wasn't provided with your computer system (in other words, if the font isn't a ìsystem fontî), the characters that appear on screen reports will look as similar to the font as possible, but may not exactly match the font as it's printed on paper.


Size

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


Style

Choose the style (or a number of styles, if you're using a Macintosh) you wish to apply to the section you selected in the left-hand side of this window. Depending upon the type of computer you're using, you can choose from the following styles: Regular, Bold, Italic, Bold Italic, Underline, Outline or Shadow.


Effects

Choose the effects, Underline or Strikeout, you want to apply to the section you selected in the left-hand side of this window.


Left Margin

Enter the amount of space, in centimeters, 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 printer's default margin is .25 centimeters and you enter 1.5 in this field, 1.75 centimeters of space will appear on the left side of the report.


Top Margin

Enter the amount of space, in centimeters, you wish to include on the top of the printed report.

The amount you enter here will be added to the default amount your printer already uses for a margin. For example, if your printer's default margin is .25 centimeters and you enter 1.5 in this field, 1.75 centimeters of space will appear on the top of the report.


Default button

Click this button to restore the default characteristics to the selected report. Use this button if you don't want to use the customizations you've added.

A dialog box appears, explaining that all changes you've previously made to this report will be removed. Click OK to remove all your changes.


OK button

Click this button to accept the entries you've made in this window and return to the Index To Reports window.


VATTax Codes window
VAT Codes window

The VAT Codes window allows you to set up codes for all VAT rates assigned to transactions you enter in the Sales, Purchases, Write Cheques and Make a Deposit windows. After you set up these codes, you'll be able to assign them to your transactions.

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, 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.


VAT rate
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 report's name in the Custom section of the Index to Reports window after you save the report.


Cancel button

Click this button to close the Save As window. The custom report won't be saved.


OK button

Click this button to save the custom report and close the Save As window.

After you click this button, the name of the custom report will appear in the Custom section of the Index to Reports window.


Screen Reports window

The Screen Reports window allows you to view a report you've "printed" onto your computer screen, customise the displayed report and save the displayed report as a custom report.

To find this window...

In the Index to Reports window, highlight the report you want to view, then click the Display button.

Fields in this window:

Print button

Disk button

Filters button

Design button

Format button

Excel button

Close button

Save As button


Print button

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

Be sure you've made the selections you want for the report in the Report Filters, Report Design and Report Format windows before you attempt to print a report. To open these windows, click the Filters, Design and Format buttons at the bottom of the Screen Reports window.


Disk button

Click this button if you wish to create a report file for the report that's displayed in the top part of the window. A 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 you're creating. Enter a name, then click Save.

Be sure you've made the selections you want for the report in the Report Filters, Report Design and Report Format windows before you attempt to print a report. To open these windows, click the Filters, Design and Format buttons at the bottom of the Screen Reports window.


Filters button

Click this button to open the Report Filters window for the report that's displayed in the top part of the window. In the Report Filters window, you can establish criteria to determine the information that appears on the report.


Design button

Click this button to open the Report Design window for the report that's displayed in the top part of the window. Using the Report Design window, you can choose the fields that will be displayed on the report.


Format button

Click this button to open the Report Format window for the report that's displayed in the top part of the window. Using the Report Format window, you can modify the look of the report you've selected by using different font styles, sizes, colours, alignments and effects, and by changing the report's page margins.


Save As button

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


Excel button

Click this button to display the selected report in a Microsoft Excel worksheet.

The Excel button is part of M.Y.O.B.'s OfficeLink feature. In order to use OfficeLink, you must also be using an OfficeLink-compatible version of Microsoft Excel . In addition, you must have selected to use Excel when you installed OfficeLink. If the Excel button is dimmed, OfficeLink hasn't been installed properly for Excel. If you haven't done this already, refer to Chapter 2, "Installation," in your M.Y.O.B. Plus Upgrade Guide for general information about reinstalling M.Y.O.B. to take advantage of OfficeLink's capabilities.


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 subñpasswords. 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. Subñpasswords 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 User's 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 you're 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 you've completed. This field is for your information only and can't be changed.

If you haven't made all your accounting entries in this year, click the Cancel button and make those entries before continuing the process of starting a new year.


New Financial 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 that's different than the month you used in the previous financial year. Select the different month from this list.

If you change your financial year structure, consult an accountant about reporting requirements for ìshortî financial years.


Number of Periods in New Financial Year

If you wish, you can use a number of periods in the new financial year that's different than the number of periods in the previous financial year. Select the different number from this list.

You can change from 13 to 12 periods only if you didn't enter transactions in the previous financial year's 13th period.


( column
√ column

This column allows you to mark the accounts (displayed in the Account column) whose unreconciled journal entries you do NOT want to purge from your M.Y.O.B. data file. To select an account, click this column next to the account's name; a mark will appear in this column. To remove a mark from this column, click it.


Account column

This column contains all accounts in the M.Y.O.B. system. If you do NOT want to purge an account's unreconciled journal entries, click the √ column next to the account's name.


Last Reconciled column

This column displays the date each account in the Account column was last reconciled in the Reconcile Accounts window.


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 won't 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 report; in other words, this field won't be printed on the form. Inactive fields are recognised by their "dimmed" field names.

You can change the location of any field by dragging the field to a new location. (To drag a field, click and hold the mouse button while the cursor is positioned on the field you want, then move the mouse so the field moves to the location you want it.)

To display information about an inactive field, or to make an inactive field active, double-click the field; the Field Information window will appear, where you can view and change information about the field.


Active field

This field is active on this form; in other words, this field will be printed on the form. Active fields' names appear in black on your computer screen.

You can change the location of any field by dragging the field to a new location. (To drag a field, click and hold the mouse button while the cursor is positioned on the field you want, then move the mouse so the field moves to the location you want it. When you have finished moving the field, release the mouse button.)

To display information about an active field, or to make an active field inactive, double-click the field; the Field Information window will appear, where you can view and change information about the field.


Text field

This field is used as a label on this form. You can add text fields by clicking the text tool at the bottom of the window.

To display information about a text field, double-click the field; the Field Information window will appear, where you can view and change information about the field.


Layout window

This part of the window is the area you use to add, change and move fields on the form.


Ruler

The ruler allows you to determine the position of the fields on the form.


Pointer tool

Use the pointer to select and move fields that appear in the layout part of this window.


Text tool

Use the text tool to create a text field on the form. Text fields are composed simply of static text that you type into the field in this window.

To create a new text field, select the text tool, then click anywhere on the layout part of the window. A new field will appear in the window, labeled "Text Field."

To enter or change the text you want to display in the text field, double-click the field. The Field Information window will appear, where you can enter the text you want to appear in the text field.

To delete a text field, select it and choose Delete from the Edit menu.


Picture tool

Use the picture tool to place a graphic on the form. A typical use of the picture tool is for placing company logos on forms.

To create a new picture field, first copy the picture you want onto the Clipboard, then select the picture tool and click anywhere on the layout part of the window. A new field will appear in the window, containing an icon of a picture frame.

To place or change a picture in the picture field, double-click the field. The Field Information window will appear, where you can paste the picture into the field.

To delete a picture field, select it and choose Delete from the Edit menu.


Line tool

Use the line tool to draw horizontal and vertical lines on your forms.

To create a new line, select the line tool, then drag a line across the layout part of the window until the line is the length you want. (To drag a line, click and hold the mouse button while the cursor is positioned in the layout window, then move the mouse so the line grows to the desired length. When the line is complete, release the mouse button.)

To change the thickness of a line, double-click the line. The Field Information window will appear, where you can change the thickness of the line.


Rectangle tool

Use the rectangle tool to create four-sided shapes on your forms.

To create a new rectangle, select the rectangle tool, then drag the rectangle across the layout part of the window until the rectangle is the size you want. (To drag a rectangle, click and hold the mouse button while the cursor is positioned in the layout window, then move the mouse so the rectangle grows to the desired size. When the rectangle is complete, release the mouse button.)

To change the thickness of the lines that make up a rectangle, double-click the rectangle. The Field Information window will appear, where you can change the thickness of the lines.


Preview button

Click this button to open the Print Preview window, where you can view how the form will look on paper before you actually print it.


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

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 can't be changed.


Field Location - from top

This field allows you to enter coordinates to position the data field you selected in the Customise window at a specific location on the form. In this field, enter the number of 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 wasn't provided with your computer system (in other words, if the font isn't a "system font"), the characters that appear on-screen will look as similar to the font as possible, but may not exactly match the font as it's printed on paper.


Size

Choose the font size you wish to apply to the data field you selected in the Customise window.


Style

Choose the style you wish to apply to the data field you selected in the Customise window. You can choose from the following styles: Regular, Bold, Italic and Bold Italic.


Effects

Choose the effects, Underline or Strikeout, you want to apply to the data field you selected in the Customise window.


Sample

This box shows a preview of the font, font size, style and effects you've chosen in this window.


Field is Active

Mark this selection if you want the data field you selected in the Customise window to be printed on the form. If you leave the selection unmarked, the data field will be inactive and won't be printed on the form.


Field Information window - Line

The Field Information window for lines allows you to determine various characteristics of individual lines you select in the Customise window for forms such as cheques, invoices and customer statements.

To find this window...

Click the appropriate Print button in the Sales, Purchases, Chequebook or Payroll Command Centre. In the Forms Selection window, click Customise. Double-click an existing line.

Fields in this window:

Field Location - From Top

Field Location - From Left

Field Location - Line Length

Orientation

Line Size

Cancel

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 you've chosen to include on the form. If the picture frame icon appears in this box, you haven't selected a picture yet.


Picture Size

This field displays the size, in kilobytes, of the picture you've chosen to include on the form.


Paste Picture button

Click this button to paste the picture you copied to the clipboard into the picture field you selected in the Customise window. A sample of the picture will appear in the Preview Picture box.

This button is available only if you previously copied a picture to the clipboard.


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 or Purchases, 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 wasn't provided with your computer system (in other words, if the font isn't a "system font"), the characters that appear on-screen will look as similar to the font as possible, but may not exactly match the font as it's printed on paper.


Size

Choose the font size you wish to apply to the text field you selected in the Customise window.


Style

Choose the style you wish to apply to the field you selected in the Customise window. You can choose from the following styles: Regular, Bold, Italic and Bold Italic.


Effects

Choose the effects, Underline or Strikeout, you want to apply to the text field you selected in the Customise window.


Sample

This box shows a preview of the font, font size, style and effects you've chosen in this window.


Inquiry Register window

The Inquiry Register window allows you to view summary information about each of your company's accounts, sales transactions, purchasing transactions, cards 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. You can look up customer invoices using either the customer's purchase order number or the invoice number assigned to the sale in M.Y.O.B. The Inquiry Register window also allows you to zoom to the transaction entry windows in which individual transactions were entered.

You can also open this window by clicking the zoom arrow in the Status column of the Apply to Sale View of the Settle Returns & Credits window, or in the Customer Payments window.


Purchase tab

The Purchase View of the Inquiry Register window allows you to view summary information about activity for individual purchasing transactions. You can look up purchases using either the vendor's invoice number or the purchase number assigned to the transaction in M.Y.O.B. The Inquiry Register window also allows you to zoom to the transaction entry windows in which individual transactions were entered.

You can also open this window by clicking the zoom arrow in the Status column of the Apply to Purchase View of the Settle Returns & Debits window, or in the Supplier 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 transaction's 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

NJ 	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 you've used the Start a New Financial Year windows) or the day the transactions from this account were last purged.


M.Y.O.B. Help Library window

The M.Y.O.B. Help Library window is the "launchpad" for M.Y.O.B.'s major online learning tools. From this window, the online Reference Guide (the help file you're using right now!), the online Procedures Guide, and M.Y.O.B.'s cue cards.

To find this window...

From the Help menu, choose M.Y.O.B. Help Library.

Buttons in this window:

Reference Guide button

Procedures Guide button

Cue Cards button

Close button


Reference Guide button

Click this button to open M.Y.O.B.'s online Reference Guide, which describes every element of every window in the M.Y.O.B. system. (You're using the Reference Guide right now.)


Procedures Guide button

Click this button to open M.Y.O.B.'s online Procedures Guide, which provides step-by-step instructions for every task you can perform using M.Y.O.B. If you chose to install the Procedures Guide's video help, you can also watch movies of M.Y.O.B. tasks being performed.


Cue Cards button

Click this button to open M.Y.O.B.'s cue cards, which provides a special, always-present set of instructions for M.Y.O.B.'s more complex tasks.


Print Preview window

The Print Preview window allows you to view how the form you're customising in the Customise window will look on paper before you actually print it.

To find this window...

Click Customise in the Forms Selection window. Click the Preview button in the Customise window.

Items in this window:

Print preview section

Full-page icon

1x icon

2x icon

3x icon

Print Setup button

OK button


Print preview

This part of the Print Preview window displays how the form will look when you print it on paper.


Full-page icon

Click this button to display the form in full-page view, where you can see the entire form as it will appear on a page. This view will show the least level of detail.


1x icon

Click this button to display the form magnified once from full-page view.


2x icon

Click this button to display the form magnified twice from full-page view.


3x icon

Click this button to display the form magnified three times from full-page view. This view will show the greatest level of detail.


Print Setup button

Click this button to open the Print Setup window, where you can set various characteristics of the printer connected to your computer.


OK button

Click this button to close this window and return to the Customise window.


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 Shipping Labels Before Printing window

Review Statements Before Printing window


Save Recurring Transaction window

The Save Recurring Transaction window allows you to duplicate a transaction you've 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)

* Write Paycheques (Payroll Command Centre)

Recurring transactions you set up here can be chosen at any time in the future from the Select a Recurring Transaction window, which is opened by clicking the Use Recurring button in any of the windows listed above. You can also set a frequency for each transaction, which will cause the To Do List to inform you each time a recurring transaction is due to occur.

To find this window...

Click the Save as Recurring button in any of the following windows: 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 won't be included as a reminder in your To Do List.


Remind Every...

Select the time frame you wish to use, according to the frequency you selected in the Frequency list. Depending upon your selection, various time frame combinations can be entered in this field. Other fields, such as Beginning, may appear below this field to help you define the time frame better.


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 transaction's name by highlighting the transaction and clicking the Edit button.


Frequency

This column displays the frequency each recurring transaction in the list should occur. You can change a recurring transaction's frequency by highlighting the transaction and clicking the Edit button.


Last Posted

This column displays the last time each recurring transaction in the list was recorded. The next time you record a recurring transaction, this date will change to reflect the date the transaction was recorded.


Due

This column displays the next time each recurring transaction in the list should be recorded. If an asterisk (*) appears next to a due date, the transaction is overdue. The next time you record a recurring transaction, this date will change to reflect the next time the transaction should be recorded.


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.


Tax Information window
VAT Information window

The VAT Information window allows you to view and change VAT amounts assigned to transactions entered in the Sales, Purchases, Make a Deposit or Write Cheques windows.

To find this window...

Enter a transaction in the Sales, Purchases, Make a Deposit or Write Cheques 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 Amount 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 you've 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 you've 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 you're done viewing the information in this window, or when you've changed the amount in the Tax 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 that's overdue - places the reminder on a non-business day, the reminder will be moved to the previous business day.

To find this window...

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

The To Do List window has nine tabs, as shown in illustration below. Each tab opens a different part, or view, of the To Do List window. Click the tabs in the illustration below to learn more about each view.


To Do List window (A/R View)
To Do List window (Debtors View)

This view of the To Do List window displays all sales that haven't been fully paid yet, and allows you to create "payment due" notices that you can send to your customers who have overdue balances. If a customer has more than one overdue amount, only one notice will be created, containing the total amount of all their overdue sales.


Name column

This column displays the names of all your customers with unpaid sales. Click the zoom arrow next to a customer's name to display a transaction in the Sales window.


Overdue column

This column displays the number of days beyond the due date that the transactions in the list are overdue. If a positive number of days appears in the Overdue column, the transaction is overdue by the number of days displayed; if the number is negative, the transaction isn't due yet.


Inv. # column
Inv. No. column

This column displays the ID numbers of the transactions whose payments are due.


Due Date column

This column displays the dates each transaction in the list is due. The due date is calculated by comparing the original date of the sale to the current date and reviewing the customer's credit terms.

If you wish to send a "payment due" notice to a customer, click the Action column for the appropriate transaction, then click the Mail Merge button at the bottom of the window. The notice will be included in a mail merge file when you click the Mail Merge button at the bottom of the window.


Balance Due column

This column displays the amounts that are due for each transaction.


Action column

If you wish to send a "payment due" notice to a customer, click the Action column for the appropriate transaction, then click the Mail Merge button at the bottom of the window. The notice will be included in a mail merge file when you click the Mail Merge button at the bottom of the window.


Mail Merge button

If you're using an M.Y.O.B. OfficeLink-compatible word processing program and you've properly installed M.Y.O.B.'s OfficeLink feature, you can click this button to automatically "mail-merge" the information about the customer you've selected in the list into your favorite word processing software.

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


Print button

Click this button to print the To Do List (Debtors) Report.


Disk button

If you're not using OfficeLink, click this button when you're satisfied with the information you've selected to include in the mail merge file. A dialog box will appear, allowing you to provide a name for the mail merge file that will be created. When you name the file and click OK, the file will be created.


To Do List window (A/P View)
To Do List window (Creditors View)

This view of the To Do List window displays all purchases that you haven't fully paid yet, and allows you to enter bill payment transactions for those purchases.


Name column

This column displays the names of all the suppliers whose purchases aren't paid off yet. Click the zoom arrow next to a supplier's name to open the Bill Payments window.


Due Date column

This column displays the dates each transaction in the list is due. The due date is calculated by comparing the original date of the purchase to the current date and reviewing your credit terms with the 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 isn't due yet.


Action column

If you wish to enter a bill payment and create a cheque for any transactions in the list, mark those transactions' Action column, then click the Pay Bills button at the bottom of the window. A bill payment will be entered for the full amount of each transaction you marked, and an unprinted cheque will be created. Each marked transaction will be removed from the list.


Pay Bills button

Click this button after marking the Action column of one or more transactions in the list to create a bill payment for the full amount of each marked transaction and a cheque transaction for that amount. After you click this button, choose Print Cheques from the Chequebook Command Centre to print the cheques for your vendors.


Print button

Click this button to print the To Do List (Creditors) Report.


To Do List window (Recurring Transactions View)

This view of the To Do List window displays recurring transactions such as cheques, deposits and Nominal Journal entries. You can use this view to record any of these recurring transactions when they're due.


Name column

This column displays the descriptions you gave to the recurring transactions in the list. Click the zoom arrow next to a transaction name to open the window in which the transaction was originally created.


Frequency column

This column displays the frequency by which each transaction on the list should be recorded. You designated this frequency in the Save Recurring Transaction window.


Last Posted column

This column displays the last date each transaction in the list was recorded.


Next Due column

This column displays the dates each transaction in the list is due. The due date is calculated by adding the number of days between occurrences of the transaction to the last day the transaction was previously recorded.


Action column

If you wish to record any transactions in the list, click the Action column for those transactions, then click the Record button at the bottom of the window.


Record button

Click this button after marking the Action column of one or more transactions in the list to record the transactions.


Print button

Click this button to print the To Do List (Recurring Transactions) Report.


To Do List window (Recurring Sales View)

This view of the To Do List window displays all your recurring sales. You can use this view to record any of these recurring sales when they're due.


Name column

This column displays the descriptions of your recurring sales. Click the zoom arrow next to a description to open the Sales window, where the sale was first created.


Print button

Click this button to print the To Do List (Recurring Sales) Report.


To Do List window (Recurring Purchases View)

This view of the To Do List window displays all your recurring purchases. You can use this view to record any of these recurring purchases when they're due.


Name column

This column displays the descriptions of your recurring purchases. Click the zoom arrow next to a description to open the Purchases window, where the purchase was first created.


Print button

Click this button to print the To Do List (Recurring Purchases) Report.


To Do List window (Expiring Discounts View)

This view of the To Do List displays a list of purchases you've made for which discounts still apply if you make an early payment. You can use this view to pay your bills and take advantage of the discounts.


Name column

This column displays the names of all the vendors with whom you have available discounts. Click the zoom arrow next to the vendor's name to open the Bill Payments window.


Due column

This column displays the number of days that are left before each transaction's discount expires.


P.O. # column

This column displays the ID numbers of the transactions whose discounts are expiring.


Due Date column

This column displays the expiration date of the discounts for the transactions in the list. The due date is calculated by comparing the original date of the purchase to your discount credit terms with the vendor.


Print button

Click this button to print the To Do List (Expiring Discounts) Report.


To Do List window (Pending View)

This view of the To Do List window displays all the invoices and purchase orders that you've placed in M.Y.O.B.'s Pending File. These transactions, also known as pending invoices and pending purchase orders, can be recorded as actual transactions in this view of the To Do List window.


Inv. column

If a transaction in the list is a pending invoice, a zoom arrow will appear in the Inv column. Click the zoom arrow to open the Sales window, where the transaction was originally entered.


Name column

This column displays the names of the customers and vendors assigned to the transactions in the list.


P.O. column

If a transaction in the list is a pending purchase order, a zoom arrow will appear in the P.O. column. Click the zoom arrow to open the Purchases window, where the transaction was originally entered.


Inv/P.O.# column

This column displays the ID numbers of the pending transactions in the list.


Promised Date column

This column displays the date that the transactions in the list were originally promised to your customers (for pending invoices) or to your company (for pending purchase orders). This date was entered in the Promised Date field of the Sales or Purchases window.


Action column

If you wish to record any of the pending transactions in the list as actual transactions, click the Action column for those transactions, then click the Record as Actual button at the bottom of the window.


Record as Actual button

Click this button after marking the Action column of one or more pending transactions in the list to record the transactions as actual invoices and purchase orders.


Print button

Click this button to print the To Do List (Orders to be Shipped & Received) Report.


To Do List window (Stock Alert View)

This view of the To Do List window displays a list of items whose quantity levels are lower than the minimum levels you set up in the Restocking Information window.

Each time you record a sale of an inventoried item, M.Y.O.B. calculates the item's quantity by taking the current quantity of the item you have on hand, adding the quantity on order, and subtracting the quantity promised to customers. If the quantity of the item is less than the minimum level, the item appears in this list.


Order column

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

It's possible that you may have items that can be both purchased and automatically built. When an item fits this scenario, zoom arrows will appear in both the Order and Build columns. If you mark the Action column and click Order/Build for these items, no action will occur; you must click one of the zoom arrows next to the item name to either create a purchase order or automatically build the item.


Name column

This column displays the names of the items whose quantities are lower than the minimum levels you set up in the Restocking Information window.


Build column

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

It's possible that you may have items that can be both purchased and automatically built. When an item fits this scenario, zoom arrows will appear in both the Order and Build columns. If you mark the Action column and click Order/Build for these items, no action will occur; you must click one of the zoom arrows next to the item name to either create a purchase order or automatically build the item.


On Hand column

This column displays the current quantities in M.Y.O.B. of all your items whose quantites are low.

This quantity is displayed in individual units of measure, not buying units of measure or selling units of measure. For example, if one 24-can case of soda is in stock, 24 will appear as the on-hand quantity.


On Order column

This column displays the item quantities from pending purchase orders - items that have been purchased but haven't yet been delivered to you from vendors.


Committed column

This column displays item quantities from pending invoices - items that are sold but not yet delivered to customers.


Action column

If you wish to automatically create a purchase order to restock an item or build more items to replenish its quantity, click the item's Action column, then click the Order/Build button at the bottom of the window.


Order/Build button

Click this button after marking the Action column for one or more items in the list. Depending upon the items you selected, M.Y.O.B. will either create a purchase order to restock item quantities or automatically build more finished items.

It's possible that you may have items that can be both purchased and automatically built. When an item fits this scenario, zoom arrows will appear in both the Order and Build columns. If you mark the Action column and click Order/Build for these items, no action will occur; you must click one of the zoom arrows next to the item name to either create a purchase order or automatically build the item.


Print button

Click this button to print the To Do List (Stock Alert) Report.


To Do List window (Contact Alert View)

This view of the To Do List window displays a list of the people or companies you're due to contact.


Name column

This column displays the names of all people you're due to contact. These names appear here if you entered a recontact date for a person in the Contact Log Entry window; the person's name will appear in this list on the day you entered. Names will remain in the list until you remove them.

Click the zoom arrow next to a contact's name to open the Contact Log Entry window.


Overdue column

This column displays the number of days that have passed since you were supposed to recontact the people in the list.


Type column

This column displays the type of relationship each person in the list has with your company.


Date column

This column displays the original dates of your contacts with each person in the list.


Recontact Date column

This column displays the dates you were supposed to recontact each person in the list.


Action column

To remove a contact from the list, click the contact's Action column, then click the Remove button at the bottom of the window.


Remove button

Click this button after marking the Action column for each person you wish to remove from the list.


Print button

Click this buton to print the To Do List (Overdue Contacts) Report.


Transaction Journal window

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

The journal information that appears in this window is view-only; that is, you can't change any of the transaction information using this window.

To find this window...

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


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 you've 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 you've 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 creditors, stock asset and purchase expense accounts.


Inventory tab
Stock tab

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

NJ = Nominal  Journal

PJ = Purchases Journal

SJ = Sales Journal

This column appears only if you're viewing transactions in all journals (that is, the All tab is selected at the top of the window).


Date column

This column contains the dates that are assigned to the transactions displayed in this window.


ID# column

This column contains the numbers that identify the transactions displayed in this window in their appropriate journals.


Account column

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


Debit/Credit columns

These columns contain the amounts by which the accounts listed in the Account column are debited and credited for each transaction that's displayed in this window.


Job column

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


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 you're searching for a particular purchasing transaction and you're not sure whether you've 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 you've made in this window. The information in the Analyse Creditors window will reflect the entries you've 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 you've 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 supplier's name or enter a supplier's 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 that's 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 you've 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 don't 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 won't be printed.

If you're viewing a cheque that's 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 can't 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 don't 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 transaction's 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 you're settling the entire remaining balance of a purchasing transaction. If you enter a discount on a partial payment of a purchase's remaining balance, that discount won't be recorded. For example, if you enter a £2 discount on £100 purchase, the total due amount is £98. However, if you apply only £75 to the purchase, the discount won't be calculated; £25 will be the remaining balance of the purchase.


Total Owed column

This column displays the total amount owed for each 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 purchase's 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 you've created in the Purchases window. Using this window, you can also open a window where you can customise the printed purchase orders so they look like the purchase orders you use.

To find this window...

Click Print Purchases in the Purchases Command Centre.

Fields in this window:

Order Type

Order Status

Unprinted Orders Only

Orders Dated From/to

Orders Numbers Between/and

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 haven't printed yet.

If you marked the Handwritten selection in the Purchases window for any purchase orders when you created them, those purchase orders won't be printed.


Orders Dated From/to

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


Orders Numbers Between/and

Mark this selection and enter a range of purchase order numbers if you wish to print a specific set of purchase orders.


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 you've made in this window. The ReviewPurchase Orders Before Printing window will appear, where you can review information about each purchase order you selected, as well as choose specific purchase orders to print.


Purchases window

The Purchases window allows you to create transaction records for the items and services you buy, regardless of whether the items and services are included in the items you've entered in the Item Information window.

To find this window...

Click Purchases in the Purchases Command Centre.

Depending upon the type of transaction you're entering in this window (item purchase order, service purchase order, professional purchase order or 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 window's 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 don't 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 won't be printed.

If you're viewing a purchase order that's 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.


PO No.
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 don't use duplicate journal numbers, which may cause confusion in your recordkeeping. (Another way to ensure you don't use duplicate purchase order numbers is to mark the Warn for Duplicate Purchase Order Numbers selection in the Preferences window.)

If you make an entry in this field that contains numbers only, the next purchase order you create will use an purchase order number incremented by one. If your entry contains letters, the next purchase order's number will be incremented by one from the last numbers-only purchase order number you used.


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 you're paying for each item, or accept the default price, which is the last price you paid for the item. You can use up to three decimal places for the price.


Disc% column

Enter the discount percentage you're offered by this 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 isn't 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 isn't a pending purchase order, the entry you make in this field is for your information only.


Journal Memo

Enter a description of the purchase order, or accept the default memo. This description will appear on various 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 you'll 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 you've 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 haven't recorded the transaction yet.


Total Amount

This field displays the total amount of the purchase order, including all items and services in the list, 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 that's used to record the purchase of items and services for which you selected I Buy This Item in the Item Information window. When you 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 didn't enter information about in the Item Information window. This type of purchase order allows you to track purchasing transactions that don't affect your stock quantities.

PROFESSIONAL: Choose this selection if you want to record the purchase of items and services that you didn't enter information about in the Item Information window, and include the specific date each item was purchased.

OTHER PURCHASE: Choose this selection if you want to record the purchase of items and services that you didn't enter information about in the Item Information window, and that don't require a printed purchase order.


Record button

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

If you've entered quantities for items in the Backorder column, a pending purchase order will be created for those items.


Purchases window (Service Purchase Order View)

The Service Purchase Order View of the Purchases window is displayed when you click the Type button in the Purchases window and choose the Service selection. In this view, you can record the purchase of items and services for which you marked the I Buy This Item selection in the Item Information window.


Description column

Enter a description of the item or service you're 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 you're 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, won't appear in the Purchases Journal.


Job column

Enter the number of the job to which you wish to assign each amount in the list.

If you need to assign an amount to more than one job, use multiple lines to record the transaction. For example, assume you want to assign £100 your 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 you're 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 you're 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, won't appear in the Purchases Journal.


Job column

Enter the number of the job to which you wish to assign each amount in the list.

If you need to assign an amount to more than one job, use multiple lines to record the transaction. For example, assume you want to assign £100 your 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 don't 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 don't have to assign purchasing transactions to individual suppliers if you don't want to. However, you'll 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.


PO No.
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 don't use duplicate numbers, which may cause confusion in your recordkeeping. (Another way to ensure you don't use duplicate numbers is to mark the Warn for Duplicate Purchase Order Numbers selection in the Preferences window.)

If you want to assign a different number, consider leaving the PJ prefix assigned to the number, so it's easy for you to distinguish the transaction as a Purchases Journal transaction.


Journal Memo

Enter a description of the 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 you're buying, using up to 255 characters.


Allocation Account columns

Enter the number of the account you want to assign the items or services in this transaction to. When you enter or select an account number, the account's name will appear in the second column.

Purchasing transactions are typically assigned to expense accounts.


Amount column

Enter the amount that you're charged for each line of this transaction.

If you enter a positive number, the account you entered in the Acct. 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, won't appear in the Purchases Journal.


Job column

Enter the number of the job to which you wish to assign each amount in the list.

If you need to assign an amount to more than one job, use multiple lines to record the transaction. For example, assume you want to assign £100 your 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 you've selected a debit purchase, you can use the Settle Returns & Debits window to apply the debit purchase amount to one of your outstanding purchases with the 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 you've created in the Purchases window. Using this window, you can also open a window where you can customise the printed purchase orders so they look like the purchase orders you use.


Transaction Journal button

The Transaction Journal button allows you to open the Transaction Journal window, where you can view information about all transactions you've entered in the 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 you've owed it to them.


Inquiry button

The Inquiry button opens the Inquiry Register window, where you can view summary information about each of your company's 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 __ Copies Of Each Selected Purchase

Print column

List of purchase orders

None button

All button

Print button


Print column

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


List of purchase orders

The list displays summary information about all purchase orders you selected in the Print Purchases window, including the purchase order number, date, 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 order's number.


None button

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


All button

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


Print button

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


Select from List window (Settle Returns & Debits)

The Settle Returns & Debits windows allow you to use debit purchases to decrease the balance of 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 can't 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 don't use duplicate journal numbers, which may cause confusion in your recordkeeping. If you want to assign a different number, consider leaving the PJ prefix assigned to the number, so it's easy for you to distinguish the transaction as a Purchases Journal transaction.


Debit Amount

Enter the amount of the debit purchase, or accept the default amount, which is the amount that resulted from the transaction that created the debit purchase.

If you decide to change the default amount, you can only decrease it.


Memo

Using up to 255 characters, enter a description of the transaction. This description will appear on various 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 transaction's 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 you're settling the entire remaining balance of a purchasing transaction. If you enter a discount on a partial payment of a purchase's remaining balance, that discount won't be recorded. For example, if you enter a £2 discount on £100 purchase, the total due amount is £98. However, if you apply only £75 to the purchase, the discount won't be calculated; £25 will be the remaining balance of the purchase.


Total Owed column

This column displays the total amount you owe for each 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 purchase's 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 Cheque View)

The Refund Cheque View of the Settle Returns & Debits window allows you to deposit a supplier's refund cheque for the debit purchase you selected in the Select from List window. When you click Record in this window, the refund cheque will be deposited into the 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 can't 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 don't use duplicate journal numbers, which may cause confusion in your recordkeeping. If you want to assign a different number, consider leaving the CR prefix assigned to the number, so it's easy for you to distinguish the transaction as a Cash Receipts Journal transaction.


Date

Enter the date of the refund cheque.

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


Amount Received

Enter the total amount of the refund cheque, or accept the default amount, which is the entire amount of the debit purchase. If you choose to change the default amount, you can enter an amount less than the default amount only.

When you click Record to 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.


Miscellaneous 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.


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 you're searching for a particular sales transaction and you're 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 you've made in this window. The information in the Analyse Debtors window will reflect the entries you've accepted.


Analysis Selection window (Analyse Sales)

The Analysis Selection window attached to the Analyse Sales window allows you to set the criteria for how your sales information will appear in the Analyse Sales window.

To find this window...

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

Fields in this window:

This Year's Actuals Only

Last Year's Actuals Only

This Year vs. Last Year

All Items

All Customers

All Salespeople

Selected Period

Cancel button

OK button


This Year's Actuals Only

Choose this selection if you want to view sales information for the current financial year in the Analyse Sales window. The information will be for the month you select at the bottom of this window for the current financial year.


Last Year's Actuals Only

Choose this selection if you want to view sales information for the previous financial year in the Analyse Sales window. The information will be for the month you select at the bottom of this window for the previous financial year.


This Year vs. Last Year

Choose this selection if you want to view a comparison of your current financial year's sales activity with the previous financial year's sales activity in the Analyse Sales window.


All Items

Choose this selection if you want to view sales activity by item in the Analyse Sales window.

Only items for which you marked the Track Sales History selection in the Item Information window will appear in the Analyse Sales window.


All Customers

Choose this selection if you want to view sales activity by customer in the Analyse Sales window.

Only customers for whom you marked the Track Sales History selection in the Card File Entry window will appear in the Analyse Sales window.


All Salespeople

Choose this selection if you want to view sales activity by salesperson in the Analyse Sales window.

Only employees for whom you marked the Track Sales History selection in the Card File Entry window will appear in the Analyse Sales window.


Selected Period

Choose a month by clicking its abbreviation in the panel. If you want to view information about more than one month, click the first month and hold the mouse button down as you drag the mouse to the last month you want to view. When you click the OK button to display the Analyse Sales window, the amounts displayed will reflect activity through the end of the last month you select here.

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


Cancel button

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


OK button

Click this button to accept the entries you've made in this window. The information in the Analyse Sales window will reflect the entries you've accepted.


Analyse Debtors window

The Analyse Debtors window allows you to view detailed information about the customers who owe you money and how long they've owed it to you. The information in this window is based upon the entries you make in the 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.


Analyze Debtors window (Summary View)
Summary View (Analyse Debtors window)

Summary View displays all the money that's 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 you're 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 customer's 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 customer's 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 that's 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.


Analyze Debtors window (Customer Detail View)
Customer Detail View (Analyse Debtors window)

Customer Detail View displays all the money that's owed to you by the customer whose name appears in the Customer Detail field at the top of the window.

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 you're 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 customer's salestransactions 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 that's 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.


Analyze Debtors window (Invoice Detail View)
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 customer's name to switch to Customer Detail View.


Invoice Detail

This selection is marked when you're 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 that's 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 that's 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 Year's Actuals Only or Last Year's Actuals Only/All Items

This Year vs. Last Year/All Items

This Year's Actuals Only or Last Year's Actuals Only/All Customers

This Year vs. Last Year/All Customers

This Year's Actuals Only or Last Year's Actuals Only/All Salespeople

This Year vs. Last Year/All Salespeople


This Year's Actuals Only or Last Year's Actuals Only/All Items

Fields in the Analyse Sales window based on the above selections:

Profit button

Percent button

Avg. Cost button

Sales (pie chart ) button

Profit 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 month's 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 month's total sales amount vertically. The left bar in a pair represents a sales total for a month of the current year. The right bar in the pair represents a sales total for the same month of the previous year.


Profit (Bar Graph) button

Click this button to compare profit amounts in a bar graph.

Pairs of bars are arranged horizontally. They allow you to compare total profit amounts by month for the current year and the previous year. The length of a bar displays a total profit amount vertically. The left bar in a pair represents the total profit for a month of the current year. The right bar in the pair represents the total profit for the same month of the previous year.


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 Year's Actuals Only or Last Year's 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 month's 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 month's total sales amount vertically. The left bar in a pair represents a sales total for a month of the current year. The right bar in the pair represents a sales total for the same month of the previous year.


This Year's Actuals Only or Last Year's 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 dollar 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 month's 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 month's total sales amount vertically. The left bar in a pair represents a sales total for a month of the current year. The right bar in the pair represents a sales total for the same month of the previous year.


Filters button

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


Backorder List window

The Backorder List window allows you to automatically build, buy or backorder more of an item you're including on an item invoice in the Sales window.

This window appears only if you've indicated you want to sell more of an item than you currently have in stock, using the 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 that's larger than your on-hand quantity. Click Record.

The list in this window contains only the items for which you've entered a quantity in the Deliver column of the Sales window that's 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 can't be changed using this window.


Name

This column displays the names assigned to the items whose on-hand quantities are less than the quantities you included on the invoice. These names can't be changed using this window.


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 doesn't appear in the Build column, click the column to add it. If you don't want to automatically build an item, click the Backorder column to automatically create a pending invoice for the item to fulfill the invoice quantity.

You can add a mark to the Build column only if the item is set up as a finished item in the Auto-Build Info window.


Buy

This column is used to designate that you wish to automatically create a purchase order for the item to fulfill the invoice quantity. All items with a mark already displayed in the Buy column are marked for an automatic purchase order.

If you wish to automatically create a purchase order for an item and a mark doesn't appear in the Buy column, click the column to add it. If you don't want to automatically create a purchase order for an item, click the Backorder column to automatically create a pending invoice for the item to fulfill the invoice quantity.

You can add a mark to the Buy column only if the item is assigned a 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 doesn't appear in the Backorder column, click the column to add it. If you don't want to automatically create a pending invoice for an item, click the Build column to automatically build the item (if you do build it) or click the Buy column to automatically create a purchase order for an item.


Build button

Click this button to display the Auto-Build 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 customer's name in the Sales window, the pending invoice will automatically appear in a list for you to choose.

This button is available only if a mark appears in the Backorder column in this window.


Cancel button

Click this button to clear the entries you made in this window and return to the Sales window.


Comments & 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 you're 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.


Bank accounts list

Select the bank account you wish to deposit the customer payment 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.


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 don't use duplicate journal numbers, which may cause confusion in your recordkeeping. If you want to assign a different number, consider leaving the SJ prefix assigned to the number, so it's easy for you to distinguish the transaction as a Sales Journal transaction.


Date field

Enter a date for this transaction or accept the default date.


Amount Received

Enter the amount of the payment.


Memo

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


Invoice No. column

This column displays the numbers assigned to the customer's 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 sale, click the zoom arrow next to the sales transaction's 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 you're settling the entire remaining balance of a sales transaction. If you enter a discount on a partial payment of a sale's remaining balance, that discount won't be recorded. For example, if you enter a £2 discount on £100 sale, the total due amount is £98. However, if you apply only £75 to the sale, the discount won't be calculated; £25 will be the remaining balance of the sale.


Total Due column

This column displays the total amount due for each 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 sale's 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 customer's finance charges.

When you click Record, the balance of the account you entered in the Income Account for Late Charges field of the 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 customer's 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 you've 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 haven't printed yet.

If you marked the Handwritten selection in the Sales window for any invoices when you created them, those invoices won't be printed.


Invoices Dated From/to

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


Invoice Numbers Between/and

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


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.

7.3 cm. by 2.54 cm. LABELS: Choose this selection if you wish to print delivery labels of this size.

3.81 cm. by 10.16 cm. 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 dialogue box for your computer will appear; click OK to print the alignment documents. If the position of the documents is incorrect, adjust the documents and print another alignment document. You can print as many alignment documents as you like.


Customise button

Click this button to display the Customise window for the document you selected in the Invoice Type field, where you can adjust the location of various parts of your documents.


OK button

Click this button to accept the entries you've made in this window. The Review Invoices Before Printing, Review Packing Slips Before Printing or Review 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

From / to

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.


From / to

Enter a date range for which you want to include Sales Journal activity on a statement.

This field appears only if you selected Activity from the Statement Type list.


All Customers

Choose this selection if you want to print statements for all customers in the Card File.


Selected

Choose this selection if you want to print a statement for a specific customer.


Identifiers

Enter as many as 10 identifiers to restrict the list of customers you want to print statements for. All customers that are assigned the identifiers you enter and match the other search criteria you've entered will be included in the list of statements.


Include Customers With Zero Balances

Mark this selection if you wish to print statements for customers that meet all the other search criteria in this window, regardless of whether they have a zero balance for the specified period.


Add Finance Charges to Amount Due

Mark this selection if you wish to include a finance charge amount in the total amount due on statements. The finance charge amount will be printed separately on the statement and included in the total amount due.

Leave this selection blank if you don't want to include a finance charge amount in the total amount due on statements. The finance charge amount will still be printed on the statement, but it won't be included in the total amount due.


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 you've made in this window. The Review Statements Before Printing window will appear, where you can review information about each statement you selected, as well as choose specific statements to print.


Review Invoices Before Printing window

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

To find this window...

Click Print Invoices in the Sales Command Centre. Make entries in the Forms Selection window, then click OK.

Fields in this window:

Print __ Copies Of Each Selected Invoice

Print __ Packing Slips Per Invoice

Print __ Delivery Labels Per Invoice

Print column

List of invoices

None button

All button

Print button

Cancel button


Print __ Packing Slips Per Invoice

If you wish to print corresponding packing slips immediately after you print the invoices you select in this window, enter the number of copies of the packing slips you want to print.

If you enter a number other than 0 in this field, an alert message will appear after invoices are printed, informing you to load your packing slip forms into your printer.


Print __ Delivery Labels Per Invoice

If you wish to print corresponding shipping labels immediately after you print the invoices you select in this window, enter the number of copies of the shipping labels you want to print.

If you enter a number other than 0 in this field, an alert message will appear after invoices are printed, informing you to load your 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 don't want to print a specific invoice, click the mark to remove it. If you wish to print a specific invoice and a mark doesn't appear in the Print column, click the column to add it.


List of invoices

The list displays summary information about all invoices you selected in the Print Invoices window, including the invoice number, date, customer and amount. If you wish to display the Sales window to view or change detailed information about an invoice, click the zoom arrow next to the invoice's number.


None button

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


All button

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


Print button

Click this button when you're satisfied with the invoices you've selected to print. When you click this button, the Print 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 __ Copies Of Each Selected Packing Slip

Print column

List of invoices

None button

All button

Print button

Cancel button


Print column

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


List of invoices

The list displays summary information about all invoices you selected in the Print Invoices window, including the invoice number, date, customer and amount. If you wish to display the Sales window to view or change detailed information about an invoice, click the zoom arrow next to the invoice's number.


None button

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


All button

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


Print button

Click this button when you're satisfied with the packing slips you've selected to print. When you click this button, the Print 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 __ Copies Of Each Selected Shipping Label

Print column

List of invoices

None button

All button

Print button

Cancel button


Print column

This column is used to designate which delivery labels you wish to print. All delivery labels with a mark displayed in the Print column are marked to be printed; if you don't 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 doesn't appear in the Print column, click the column to add it.


List of invoices

The list displays summary information about all invoices you selected in the Print Invoices window, including the invoice number, date, customer and amount. If you wish to display the Sales window to view or change detailed information about an invoice, click the zoom arrow next to the invoice's number.


None button

Click this button to clear all marks from the Print column. When you click this button, no 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 you're satisfied with the delivery labels you've 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 __ Statements Per Customer

Print column

List of statements

None button

All button

Print button

Cancel button


Print column

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


List of statements

The list displays summary information about all statements you selected in the Print Statements window, including the customer name and current balance. If you wish to display the Card File Entry window to view or change detailed information about a customer, click the zoom arrow next to the customer's name.


None button

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


All button

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


Print button

Click this button when you're satisfied with the statements you've selected to print. When you click this button, the Print 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 you've entered in the Item Information window.

Depending upon the type of transaction you're entering in this window (item invoice, service invoice, professional invoice 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 window's 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 customer's pending invoices. You can either select a pending invoice or click Cancel or New Sale to return to the Sales window, where you can create a new invoice.

You don't have to assign sales transactions to individual customers if you don't want to. However, you'll need to set up at least one customer card to track your sales. You may want to name this card "Cash Customer" or something similar to distinguish it as a card used to track sales transactions. If you're providing credit for the customer, however, we suggest you create a "real" customer record for this customer.


Terms

This field displays the credit terms assigned to the customer. This information will be printed on the invoice.

If you wish to change these terms, click the zoom arrow next to the 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 don't 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 won't be printed.

If you're viewing an invoice that's 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 didn't 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 don't use duplicate journal numbers, which may cause confusion in your recordkeeping. (Another way to ensure you don't use duplicate invoice numbers is to mark the Warn for Duplicate Invoice Numbers selection in the Preferences window.)

If you make an entry in this field that contains numbers only, the next invoice you create will use an invoice number incremented by one. If your entry contains letters, the next invoice's number will be incremented by one from the last numbers-only invoice number you used.


Customer PO #
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 you're charging for each item, or accept the default price, which was assigned to this item in the Item Information window or Set Item Prices window. You can use up to three decimal places for the price.


Disc% column

Enter the discount percentage you offer to this customer when you make large volume sales to the customer, or accept the default percentage, which was assigned to the customer in the Credit Terms window.

This is a discount for large-volume customers. It isn't a discount for customers who make early payments.


Total column

Enter the total 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 employee's sales history (if you've marked the Track Sales History selection in the Card File Entry window for the employee).


Comment

Enter a comment to print on the invoice, or click the search icon to display a search list of comments to choose from. You can also use the Easy-Add function in the search list to create a new comment.


Ship Via
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 isn't a pending invoice, the entry you make in this field is for your information only.


Journal Memo

Enter a description of the invoice, or accept the default memo. This description will appear on various 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 you're 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 that's used to record the sale of items and services for which you selected I Sell This Item in the Item Information window. When you 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 didn't enter information about in the Item Information window. This type of invoice allows you to track sales transactions that don't affect your stock quantities.

PROFESSIONAL: Choose this selection if you want to record the sale of items and services that you didn't enter information about in the Item Information window, and include the specific date each item was sold.

OTHER SALE: Choose this selection if you want to record the sale of items and services that you didn't enter information about in the Item Information window, and that don't require a printed invoice.


Reimburse button

Click this button to open the Customer Reimbursable Expenses window for the customer you've entered in the Customer field. You can use the Customer Reimbursable Expenses window to prepare reimbursement invoices automatically.


Record button

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

The quantities you listed in the Deliver column will be used to decrease your on-hand quantity of each item that's listed on the invoice. If the quantity of an item in the Deliver quantity is greater than the item's on-hand quantity, the Backorder List window will appear, where you can automatically build, buy or backorder more of the item.

If you've entered quantities for items in the Backorder column, a pending invoice will be created for those items.


Sales window (Service Invoice View)

The Service Invoice View of the Sales window is displayed when you click the Type button in the Sales window and choose the Service selection. In this view, you can record the sale of items and services for which you marked the I Sell This Item selection in the Item Information window.


Description column

Enter a description of the item or service you're 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 you're 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, won't appear in the Sales Journal.


Job column

Enter the number of the job to which you wish to assign each amount in the list.

If you need to assign an amount to more than one job, use multiple lines to record the transaction. For example, assume you want to assign £100 to your 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 you're 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 you're 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, won't appear in the Sales Journal.


Job column

Enter the number of the job to which you wish to assign each amount in the list.

If you need to assign an amount to more than one job, use multiple lines to record the transaction. For example, assume you want to assign £100 to your 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 don't 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 customer's pending invoices. You can either select a pending invoice or click Cancel or New Sale to return to the Sales window, where you can create a new other sale.

You don't have to assign sales transactions to individual customers if you don't want to. However, you'll need to set up at least one customer card to track your sales. You may want to name this card "Cash Customer" or something similar to distinguish it as a card used to track sales transactions. If you're providing credit for the customer, however, we suggest you create a "real" customer record for this customer.


Terms

This field displays the credit terms assigned to the customer.

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 don't use duplicate numbers, which may cause confusion in your recordkeeping. (Another way to ensure you don't use duplicate numbers is to mark the Warn for Duplicate Invoice Numbers selection in the Preferences window.)

If you want to assign a different number, consider leaving the SJ prefix assigned to the number, so it's easy for you to distinguish the transaction as a Sales Journal transaction.


Journal Memo

Enter a description of the 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 you're selling, using up to 255 characters.


Allocation Account columns

Enter the number of the account you want to assign the items or services in this transaction to. When you enter or select an account number, the account's name will appear in the second column.

Salestransactions 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 you're 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, won't appear in the Sales Journal.


Job column

Enter the number of the job to which you wish to assign each amount in the list.

If you need to assign an amount to more than one job, use multiple lines to record the transaction. For example, assume you want to assign £100 to your 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 employee's sales history (if you've marked the Track Sales History selection in the Card File Entry window for the employee).


Total Amount

This field displays the total amount of the 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 & 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 you've selected a credit invoice, you can use the Settle Returns & Credits window to apply the credit invoice amount to a customer's outstanding sales balance or write a refund cheque to the customer.


Sales button

The Sales button opens the Sales window, where you can create transaction records for the items and services you sell, regardless of whether the items or services are listed in your list of items.


Print Invoices button

The Print Invoices button opens the Print Invoices window, where you can print the invoices you set up in the Sales window, as well as packing slips and 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 you've 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.


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 they've owed it to you.


Inquiry button

The Inquiry button opens the Inquiry Register window, where you can view summary information about each of your company's 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.


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. systemwhich 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 can't be changed using this window; however, if you wish to view detailed information about the customer, click the zoom arrow to display the Card File Entry window.


ID #
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 don't use duplicate journal numbers, which may cause confusion in your recordkeeping. If you want to assign a different number, consider leaving the SJ prefix assigned to the number, so it's easy for you to distinguish the transaction as a Sales Journal transaction.


Credit Amount

Enter the amount of the credit invoice, or accept the default amount, which is the amount that resulted from the transaction that created the credit invoice.

If you decide to change the default amount, you can only decrease it.


Memo

Using up to 255 characters, enter a description of the transaction. This description will appear on various 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 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 transaction's 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 you're settling the entire remaining balance of a sales transaction. If you enter a discount on a partial payment of a sale's remaining balance, that discount won't be recorded. For example, if you enter a £2 discount on £100 sale, the total due amount is £98. However, if you apply only £75 to the sale, the discount won't be calculated; £25 will be the remaining balance of the sale.


Total Due column

This column displays the total amount due for each 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 sale's 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 customer's finance charges.

When you click Record, the balance of the account you entered in the Income Account for Late Charges field of the 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 bank 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 don't 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 won't be printed.

If you're viewing a cheque that's 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 can't be used.


Amount

Enter the total amount of the cheque, or accept the default amount, which is the entire amount of the credit invoice. If you choose to change the default amount, you can enter an amount less than the default amount only.

When you click Record to 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.


Miscellaneous 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.