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Tutorial Guide
Tutorial Guide
Welcome — 2
Welcome
Welcome! This tutorial will give you a quick introduction to your Viewing this tutorial Use the navigation buttons at the
MYOB accounting software and help you understand a few bottom of every page to move through the tutorial. Click the
accounting concepts along the way. Next button to move to the next page, the Previous
You can use this tutorial with the current versions of MYOB button to move to the previous page and the
Accounting and MYOB Accounting Plus; these products will be Home button to go to the beginning of the tutorial. You can
referred to as ‘your MYOB accounting software’ throughout this also go directly to an exercise or topic by using the contents
tutorial. panel located on the left-hand side of the screen.
If the screenshots are not clear, try selecting 200% as the zoom in
Working through this tutorial Most exercises in this tutorial the Acrobat toolbar.
build on the ones before them, and therefore must be completed
Your monitor’s screen resolution and colour settings determine
sequentially. For example, you need to complete Exercise 1
how the screenshots appear.
(Receive Money) before completing Exercise 3 (Reconcile your
bank account). You can stop the tutorial at any time and return
Printing this tutorial While this tutorial has been designed to
to it later.
be viewed on screen, you can also print it on an A4 page.
Your MYOB company file — 3
and accounts.
The icons at the top of the window represent the various
command centres in your MYOB accounting software. You can
move from one command centre to another by clicking these
icons. The Sales command centre is shown here.
When you click an icon, the functions of that particular
command centre appear in the flowchart below the icons.
Navigating your MYOB accounting software — 6
The Lists menu As you set up your MYOB accounting Zoom arrows These are displayed next to various fields
software, you will be entering details in many lists, for example, throughout your MYOB accounting software. They allow you to
the cards list, the accounts list and the jobs list. see more detail about a transaction or record.
All these lists are accessible from the Lists menu on the main zoom arrow
menu bar at the top of your MYOB accounting software window.
search icon
Navigating your MYOB accounting software — 7
Calendar Selecting the dates to enter in the Date fields is easy Shortcut keys There are shortcut keys for most windows in
with the your MYOB accounting software calendar. Press the your MYOB accounting software. For example, to access the
SPACE bar in any Date field and a calendar will appear from Cards List window, press CTRL+F on your keyboard. To view the
which you can select the date to use. Press ENTER to enter the date available shortcut keys, have a look through the menus on the
selected. main menu bar. For each menu item that has a shortcut, the
shortcut keys to press are displayed.
TAB keys Pressing the TAB key will move you from one field to
the next in a window. Pressing SHIFT+TAB will move you back a
field.
Setting up accounts — 8
Setting up accounts
The accounts list Your company file contains the accounts Access the accounts list
list, which is a group of classifications used for organising the 1 Go to the Accounts command centre.
accounting entries of your business.
2 Click Accounts List. The Accounts List window appears.
When you create the company file, you have the option of
importing an accounts list from your accountant, building one
from scratch or starting off with one of the many preset accounts
lists provided. You can then customise it to suit your business by
adding the accounts you need and deleting the ones you are not
likely to use.
Setting up accounts — 9
Account types The Accounts List window contains eight While you can search for and select accounts based on their
types of accounts: account name, you also need to provide an account number
• Asset
when setting up accounts. In the tutorial company file, the Bank
• Liability
Account has an account number of 1-1100.
• Capital
The prefix 1- indicates that it is an asset account and the number
• Income
1100 determines the position of this account in the Accounts
• Cost of Sales
List window.
• Expense
• Other Income
• Other Expense
The Bank Account is an example of an asset account. This
account is where your business keeps its operating money. This
money is owned by the business and, in accounting terms, is
classified as an asset.
Setting up accounts — 10
Linked accounts When viewing the accounts list, you may Note that changing linked accounts will not affect any
have noticed that some accounts have a tick in the Linked transactions that have already been recorded—the change will
column. This indicates that the account is used by your MYOB apply to new transactions you enter.
accounting software as a default account for a particular The Sales Ledger Linked Accounts window appears when you
function. choose Sales Ledger Accounts from the Setup menu. By
You can view the linked function for an account by viewing the marking or clearing the checkboxes in this window you can
account’s details. For example, click the zoom arrow next to the define options that suit your business.
Bank Account. In the Edit Accounts window that appears, click
the Details tab. Notice that this account is the linked account for
customer receipts. This means that when entering customer
payments, this account will be the default account used for
receiving the payments. You can change this by clicking the
zoom arrow next to the linked account description.
You can also view and edit the linked accounts by going to the
Setup menu, choosing Linked Accounts and then choosing
either:
• Accounts & Banking Accounts
• Sales Ledger Accounts
• Purchase Ledger Accounts
• Payroll Accounts.
Spending and receiving money — 11
The Bank Register window From the Bank Register window c Transaction Details: Use the bottom part of the Bank
you can enter cash sales and purchases, and enter payments for Register window to create a new transaction by selecting
invoices made using the Sales feature or purchase orders made the appropriate transaction type and then entering the
using the Purchases feature. details of the transaction.
To display the Bank Register window go to the Banking
command centre and click Bank Register. a
There are three main sections in the Bank Register window:
b
a Account Selection: Use the top part of the Bank Register
window to select the appropriate account, to select the
date range of the transactions you want to display in the c
middle section of the window, to view the account
balance, and to import an electronic bank statement.
b Account Details: The middle section of the Bank Register
window displays all the transactions made involving the To assign a transaction to more than one account or apply
selected account for the selected period. Each transaction payment to a recorded transaction, click the Split button.
has a zoom arrow ( ) that you can click to see the
original transaction window.
Spending and receiving money — 13
Exercise 1— Receive money 5 Tab to the Amount Received field and enter £30,000 (simply
enter 30000 and the amount will be formatted correctly).
Let’s assume you want to record a deposit of £30,000 cash in the
business bank account to fund the initial activities of the 6 Tab to the Payment Method field, click the search icon and
company. select Cash from the Select from List window.
The Payor field is where you can record the issuer of the
cheque. However, leave it blank in this example. 7 Tab to the Memo field and type Initial funding of the
company.
Spending and receiving money — 14
NOTE
No tax assigned The N-T VAT code is used because no tax is
assigned to the injection of capital into the business.
11 Click Record. The entry is saved and the window cleared.
12 Click Cancel to return to the Banking command centre.
Congratulations! You have just completed the first entry in this
tutorial.
Spending and receiving money — 15
Review Let’s see how this transaction affects your accounts list:
1 In the Banking command centre, click Transaction
Journal. The Transaction Journal window appears.
2 Click the Receipts tab and type 7/03/06 in the Dated From
and To fields.
3 Press TAB. Notice that the Bank Account has been debited
with £30,000 and the Partner A Capital account has been
credited with £30,000.
7 Press TAB. 9 Click the Buying Details tab and enter 123456789 in the
8 Complete the Profile tab view of the Card Information VAT ID Number field, which is Acme Business Supplies’ VAT
ID.
window as shown below. Make sure the card type is set to
Supplier. 10 To ensure that the standard VAT code is used for transactions
with this supplier, type S (for Standard) in the VAT Code and
Carriage VAT Code fields. Then, mark the Use Supplier’s
VAT Code checkbox.
11 Click OK to close this window and then press TAB in the
Spend Money window. Note that the Payee field now
displays the name and address of Acme Business Supplies.
12 Enter the details of the purchase of the desk:
a Tab to the Account No. column and press TAB once
more. Since an account is required in this field, the Select
from List window appears. Scroll the list and
double-click the Office equipment at cost asset account.
You are returned to the Spend Money window.
b In the Amount column, type 1500.
c Tab to the Memo column and type Desk.
By creating a card for Acme Business Supplies, you can track d Tab to the VAT column. Notice that the S (for Standard)
payments made to them and easily enter another payment VAT code appears by default.
for them in the future. e Press ENTER to move to the next line.
Spending and receiving money — 18
Exercise 3—Reconcile your bank account you have many transactions in your statement that need to be
matched with your company file records.
It is good business practice to reconcile your bank statement
with the corresponding account in your MYOB accounting Let’s reconcile the bank account used so far in this tutorial.
software at least monthly. The frequency with which you need to Although you have entered only two transactions, this will serve
do this depends on the volume of transactions that go through as an example of how spending and receiving money
the accounts. transactions are matched to your bank statement transactions.
Reconciling simply means ensuring that the transactions In this example, assume that you are registered with your bank’s
entered in your MYOB accounting software match the online banking service and you are able to download electronic
corresponding bank statement; reconciling can help you pick up bank statements from the website.
errors made either by the bank or by the person entering the data
An electronic bank statement is provided with this tutorial,
in your MYOB accounting software. which you will use in this exercise.
You can reconcile bank accounts in your MYOB accounting
software by either importing a bank statement into your
company file using the Get Statement feature, or by manually
reconciling each recorded transaction with those on a paper
statement.
The Get Statement feature, which enables the importing and
automatic matching of transactions, is especially useful when
Spending and receiving money — 20
The statement covers the period from 1/03/2006 to 31/03/2006, 3 Tab to the Bank Statement Date field and type 31/03/06.
the closing balance is £24,495 and the statement includes the Press TAB.
following three transactions:
• A deposit of £30,000
• A cheque for £5,500
NOTE
• A bank charge of £5.
Date warning A date warning will appear if you are doing this
To reconcile your bank account: exercise before the date entered in the Date field. If you receive a
1 Go to the Banking command centre and click Reconcile date warning, click OK to ignore the message.
Accounts. The Reconcile Accounts window appears.
There is only one bank account set up in the tutorial file, so
the Account field automatically displays this account. Notice that the out of balance amount is –£24,495 and that
the two transactions you have entered appear in the scrolling
list. (Only transactions dated on or before the Bank
Statement Date will appear.)
2 Tab to the New Statement Balance field and type 24495.
This figure appears on the paper copy of the bank statement
or you can determine it from your bank website for online
banking.
Spending and receiving money — 21
8 With the Bank Charge line highlighted, click Add 13 Click Record. The Unmatched Statement Transactions
Transaction. The Spend Money window appears. window appears and it now reads “All of your transactions
match!”.
14 Click Done. Notice that three transactions now appear in the
Reconcile Accounts window and that they have been
marked as Cleared (a tick appears for each transaction).
Notice that most of the details—the date, amount and memo Notice also that the out of balance amount is £0.00. This
have been filled in automatically. You only need to provide means that your account now reconciles with the bank’s
the account details that explain the transaction. records—Congratulations!
9 Make sure the VAT Inclusive checkbox is marked. 15 Click Reconcile to complete the reconciliation process for
this account. The following window appears.
10 Click in the first row of the Acct No. column and click the
search icon ( ). The Select from List window appears.
11 Highlight the Bank charges expense account and click Use
Account. The Spend Money window reappears.
The amount of £5.00 appears in the Amount column.
12 Tab to the VAT column. Notice that E (the Exempt VAT code)
appears by default.
Spending and receiving money — 23
Purchase types
When you click the Enter Purchases function in the Purchases
command centre, a new Purchases window appears, ready for
you to record your purchase.
You can record a purchase transaction as a quote, order or
purchase. Also, if you purchase stock, you can use a receive item
purchase to record the receipt of stock you have ordered but have
not yet been billed for.
You can enter a quote in your MYOB accounting software to
easily store an estimate or quote you received from one of your
suppliers. Then, when you are ready to make the purchase, you
can simply change the quote to an order.
The order can then easily be changed to a purchase when you
have received the items or services you ordered and are required
to pay the supplier.
Purchasing items and services — 26
Exercise 4—Placing an order You need to purchase 100 widgets from World of Widgets at
£5.50 each. In this exercise you will be placing an order with
Before you can place an order to purchase goods, you need to
create item records for those goods. An item record contains the supplier.
current and past information about the item, including sale and 2 Click the Layout button and select Item.
purchase prices and sales history. 3 Click the down arrow in the upper left corner of the window
In this exercise, you will first create an item record for widgets, a and choose Order.
stock item you purchase regularly.
1 Go to the Purchases command centre and click Enter
Purchases.
4 Type World of Widgets in the Supplier field and press
TAB .
The name will be matched with the card set up for this
supplier in the Cards List window.
5 Mark the VAT Inclusive checkbox.
6 Tab to the Date field and type 8/04/06.
NOTE
Date warning If you receive a date warning, click OK to ignore
the message.
Purchasing items and services — 27
7 Tab to the Order column and type 100 because you are 13 Mark the I Buy This Item, I Sell This Item and I Stock This
purchasing 100 widgets. Press TAB. Item checkboxes.
8 Type 100-101A5 in the Item Number column. The Cost of Sales Account, Income Account for Tracking
Sales and Asset Account for Item Stock Control fields
appear.
14 Complete the Profile tab view as shown below.
9 Press TAB. As this item does not exist in your items list, the
Select from List window appears.
10 Click New. The Item Information window appears with
100-101A5 in the Item Number field.
11 Press TAB. The Name field appears.
12 Type Widgets in the Name field.
Purchasing items and services — 28
NOTE
Date warning A date warning will appear if you are doing this
exercise before the date entered in the Date field. If you receive a
date warning, click OK to ignore the message.
Exercise 6—Pay the supplier 5 Tab to the Amount Applied column to allocate the payment
to the purchase and then press TAB. (It is important that the
You now have a purchase that is payable or due. If you had paid
figures in the Amount field and the Amount Applied
this purchase immediately, you could have used the Paid Today
column match.)
field in the Purchases window. However, since you are paying it
a week later, you need to use the Pay Suppliers function. You are
paying £550 by cheque.
1 Go to the Purchases command centre and click Pay
Suppliers.
2 Press TAB to display the Select from List window and
double-click World of Widgets. The supplier details appear
and the outstanding payables for the supplier are listed.
3 Type 27/4/06 in the Date field and press TAB.
NOTE
Date warning A date warning will appear if you are doing this
exercise before the date entered in the Date field. If you receive a
6 Click Record. The purchase is settled in full, and the
date warning, click OK to ignore the message.
Account in the Pay Suppliers window is reduced by £550.
7 Click Cancel to return to the Purchases command centre.
4 Type 550 in the Amount field.
Entering sales and payments — 32
Your sales can be entered in the Sales window which can have
the following layouts: Service, Item, Professional and
Miscellaneous (similar to the purchase layouts described earlier),
and if you are using MYOB Accounting Plus you can also charge
customers using the Time Billing layout.
Time Billing is appropriate for service-based businesses that
Entering sales and payments — 33
NOTE
Date warning A date warning will appear if you are doing this
exercise before the date entered in the Date field. If you receive a
date warning, click OK to ignore the message.
10 Click the Layout button and select Item because you are
selling items from your stock.
11 Click OK.
12 Tab to the Deliver column and type 65 (the number of
widgets you are selling).
13 Tab to the Item Number field and press TAB.
14 In the Items List window, select Widgets and click Use Item.
17 Click Record to record the sale.
15 Press TAB. The Price, Total and VAT fields are completed.
18 Click Cancel to return to the Sales command centre.
16 To move out of the body of the invoice, press the down arrow
key on your keyboard.
Entering sales and payments — 35
The Items Register window The Items Register window 4 Type 9/05/06 in both the Dated From and To fields and
gives you quick access to transactions relating to items. When press TAB.
the register is filtered to show a single item, a running balance of
the item’s quantities and value is displayed.
In the following exercise, you will use the Items Register
window to view the number of widgets you have on hand and to
display the transaction you entered in exercise 7.
9 In the Amount column, type -55 and press TAB. The You can choose how to settle it—by applying it against the
Standard VAT code (S) is assigned to the transaction. customer’s existing account balance or by refunding the
amount. You will apply this credit against Widget Eaters’ existing
account balance in the next exercise.
Exercise 10—Settle a credit note 3 Highlight the credit and click the Apply to Sale button to
apply this credit to the customer’s account balance. The
1 Go to the Sales command centre and click Sales Register.
Settle Returns and Credits window appears with the
The Sales Register window appears.
customer’s unpaid invoice.
2 Click the Returns & Credits tab. The credit note of £55
4 Type 15/5/06 in the Date field.
appears in the scrolling list. If the credit note doesn’t appear
here, select Customer from the Search By drop-down list NOTE
and type Widget Eaters Limited in the adjacent field. Date warning If you receive a date warning, click OK to ignore
the message.
8 Delete the £660 in the Amount Applied field, enter the full
amount received (£670) and press TAB. (The Out of Balance
field at the bottom of the window should now display £0.)
Exercise 12—Pay refund The Settle Returns & Credits window appears.
1 Go to the Sales Register and click the Returns & Credits tab. 3 Change the date of the cheque to 20/05/06.
The credit note of £10 appears in the scrolling list.
NOTE
If the credit note doesn’t appear here, select Customer from
Date warning If you receive a date warning, click OK to ignore
the Search By drop-down list and type Widget Eaters the message.
Limited in the adjacent field.
2 Select the credit note and click the Pay Refund button. 4 Click Record.
Working with jobs — 44
Exercise 13—Record an expense for reimbursement 7 Tab to the Item Number column and type 20089785 (the
item number for wall brackets).
Let’s assume that in order to install the water filters at ABC Ltd,
you had to purchase 50 wall brackets. You will assign this 8 Tab to the Price column and type 4.
purchase to the job so that you can keep track of expenses for 9 Tab to the Job column and click the search icon ( ).
customer reimbursement when the job is complete.
10 Double-click job 4980. The purchase is now allocated to this
1 Go to the Purchases command centre and click Enter job.
Purchases. The Purchases window appears. The purchase should appear as shown below.
2 Make sure the VAT Inclusive checkbox is marked.
3 Make sure the Item layout is used for this purchase.
4 Enter World of Widgets as the supplier and 12/06/06 as
the date.
NOTE
Date warning A date warning will appear if you are doing this
exercise before the date entered in the Date field. If you receive a
date warning, click OK to ignore the message.
Exercise 14—Analyse job activity 3 Scroll down the window to see the following view:
Analysing job activity will help you identify income trends,
recognise possible cost overruns and anticipate your company’s
future revenues. The Analyse Jobs window will help you
perform this important task by providing details of a job.
1 Display the Analyse Jobs window. To do this, click the
Analysis down arrow from any command centre and choose
Jobs.
2 Type 4980 in the Job Number field and press TAB. Detailed
information about this job appears in the Analyse Jobs
window.
You can view the progress of this job on an account basis. 4 Click Close when you have finished.
You can also view any budgets you have entered for this job
and compare it with the actual expenses.
Customising and printing forms — 47
Exercise 15—Customise a form 5 Select the MYOB’s Plain Paper Invoice form and click Use
Form. This template has been pre-customised to fit on plain
1 In the Sales command centre, click Print/Email Invoices.
A4 paper.
The Review Sales Before Delivery window appears.
6 Click Customise. The Customise Item Sales window
2 Click the Advanced Filters button. The Advanced Filters
appears.
window appears.
3 Make the selections shown below.
In the Customise Item Sales window you can edit the elements of the form and preview the results on screen using the buttons on
the Tool palette shown below:
4 Click OK.
5 Click OK to return to the Customise Item Sales window.
2 Type Test in the Form File Name field and Tutorial NOTE
Exercise in the Description field. Form template changes When you make a change to a form
template, you should back up or make a copy of the template file
(stored in the Forms folder) to avoid accidentally replacing it or
losing it.
Let’s print the item invoice you created earlier in the tutorial
using the form you customised.
5 In the Advanced Filters window, click OK.
3 Click OK. The Review Sales Before Delivery window appears, with the
4 Click Cancel to close the Customise Item Sales window and Widget Eaters’ invoice listed in the To Be Printed tab. Notice
return to the Advanced Filters window. that from this window you can select how many copies of
The form name appears in the Selected Form for Sale field. the invoice you want to print.
Customising and printing forms — 55
3 Highlight the Bank Register report and click Customise. 6 Click Bank Account in the list. This should be the only
The Report Customisation - Bank Register window account selected as shown below.
appears.
9 Click the Format button. The Report Format - Bank 12 Click the Report Fields tab. This view allows you to remove
Register window appears. This window allows you to change columns from, and add columns to, the report.
the look of the report. 13 Click in the select column ( ) next to the Src row to clear
10 Make sure Report is selected in the Report Line this selection.
drop-down list and complete the other fields as shown.
The Src field will not appear when you display the report.
Viewing, printing and sending reports — 59
14 Click Display. The report appears on screen, displaying all 15 Position the cursor over the Memo/Payee heading. Notice
transactions that affected the account in the given period. that the pointer changes to a hand.
16 Click and drag the Memo/Payee field to position the entire
column after the ID No. column, as shown below.
NOTE
Saving customised reports To save any report customisation
that you do, click Save As in the Report Display window. Give the
customised report a new name and description. To re-use the
NOTE customised report, access it by clicking the Custom tab of the
Viewing original transactions You can view the original Index to Reports window.
transactions behind the report lines by clicking on a transaction
row. The original window for the transaction appears.
Let’s assume your accountant wants you to send the report
via email.
Viewing, printing and sending reports — 60
Congratulations!
You have now completed this tutorial. By now you should be If you need further assistance, call our Technical Support team.
able to find your way around the command centres and know See your Getting Started guide for more information on getting
where to enter your daily transactions. technical support.
Sometimes you may need assistance that cannot be reasonably
Where do you go from here? Start looking at your MYOB
completed on the phone with a support representative. In such a
accounting software User Guide, which contains the basic
case you can contact an MYOB Certified Consultant to help you
information you need to set up and run your MYOB accounting
onsite. We have included a Certified Consultants directory with
software on a day-to-day basis.
your software—contact them and find out more about how they
For detailed information about every task you can perform using can help.
your MYOB accounting software, use MYOB Help, the
comprehensive online help system. You can access MYOB Help
from the Help menu.