Getting Started Tutorial

Welcome

This tutorial will introduce you to the main functions of your You can do the modules in order or you can skip to the module
MYOB accounting software. you want. However, complete the exercises within each module
You can use this tutorial with the current versions of MYOB in the order in which they are presented, as they may build on
Accounting, MYOB Accounting Plus, MYOB Premier and MYOB previous exercises.
Premier Enterprise; these products will be referred to as ‘MYOB You can stop the tutorial at any time and return to it later.
accounting software’ throughout this tutorial. This tutorial has the following modules:
Viewing this tutorial You can view this tutorial on screen or „ ’Banking’ on page 8
you can print it. If you are viewing it on screen and the „ ’Purchases’ on page 15
screenshots are too small for you to see the details, you can zoom
in using the zoom function ( ) on the Acrobat toolbar. „ ’Sales’ on page 20
„ ’Jobs’ on page 29
Working through this tutorial The first part of this tutorial
„ ’Forms’ on page 33
provides an overview of how to set up your MYOB software and
how to navigate through it. The rest of the tutorial is made up of „ ’Reports’ on page 39
modules that teach you how to do specific tasks. „ ’Payroll’ on page 42

1
 Your MYOB company file

The information you enter in your MYOB accounting software is Check your company file for errors You should frequently
stored in a file called a company file. Your company file contains check that your company file has not become corrupted.
all the transactions, records and accounts data you enter into Depending on the preferences you have selected, you may be
your MYOB software. prompted to verify your company file each time you open it and
Other information used by your MYOB accounting software, before you back it up.
such as customised reports, letters and templates, is stored in You can check your company file for errors at any time by going
other folders on your computer. to the File menu and selecting Verify Data File.

Optimise your company file As you remove or purge

Protecting your company file transactions, your company file will have unused areas that once
contained these transactions. This may cause your software to
As your company file contains your important accounting run more slowly.
information, you need to protect it against disk failure, data
Use the Optimisation Assistant to remove the unused areas in
corruption and theft.
your company file and ensure that your MYOB accounting
Tools are provided in your MYOB software to help protect your software runs as efficiently as possible.
company file.
To run the optimisation assistant, go to the File menu and select
Back up your company file You should back up your company Optimise Company File.
file frequently. Backing up creates a copy of your company file. If
your company file is stolen or becomes corrupted, you can
restore your latest backup and continue using your company file.
The tutorial company file
You should save your backups to removable media such as a CD A tutorial company file has been included with your software for
or USB memory stick. Your backups should be stored in a safe you to use with this Getting Started Tutorial.
place, preferably away from your office. The tutorial company file (tutorial.myo) is located in the Tutorial
Don’t store your backups on the same hard disk as your company folder which is inside your MYOB software installation folder.
file. If the disk becomes damaged or corrupted you will lose all
your records. NOTE : Make a copy of the tutorial file before you begin Make a
copy of the tutorial company file (tutorial.myo) before you start the
To back up your company file, go to the File menu and click tutorial. If you make a mistake during one of the exercises, you can
Back Up. start again using a the copy of the file.

2 GETTING STARTED TUTORIAL

To start using the tutorial company file 4 In the User ID field, type Administrator. Leave the
Password field blank.
1 Start your MYOB accounting software. The Welcome
window appears. 5 Select the Single-user access option and click OK. A data
verification message appears. To verify the company file data:
2 Click Open your company file. The Open window appears.
a Click Yes. A warning message appears.
3 Open the tutorial company file: b Click OK. A message appears asking you if you want to
a Locate and open your MYOB software installation folder. If display errors.
you selected the default options during installation, this c Click Display Errors. The data verification process starts.
will be C:\myob16 or C:\Premier11.
When this process is complete, a confirmation message
appears.
6 Click OK. The Command Centre window appears.
You can now begin using the tutorial company file.

b Open the Tutorial folder.

c Select tutorial.myo and click Open. The Sign-on window
appears.

YOUR MYOB COMPANY FILE 3

 Getting to know your MYOB software

Command centres Menus

There are eight command centres in your MYOB accounting Lists menu The records you enter into your company file, such
software. They cover functions related to Accounts, Banking, as customers or accounts, are grouped into lists of similar
Sales, Time Billing (MYOB Accounting Plus and Premier only), records. For example, all your customer and supplier records are
Purchases, Payroll, Inventory and Card File. The Sales command grouped in the Cards List, and item records are grouped in the
centre is shown below. Items List. To open a list, go to the Lists menu at the top of the
screen and select the list you want to open.

Recap transactions Before you record a transaction, you can

use the recap transaction feature to view the journal entries that
You can move between command centres by clicking the icons in
will be created when the transaction is recorded. This is useful for
the top section of the window.
confirming that your accounts are set up correctly.
The following functions are available from all command centres:
You can access this feature from any transaction window by
„ To Do List—Record and manage tasks that need your selecting Recap Transaction from the Edit menu.
attention, such as paying invoices or restocking items when
inventory is low.
„ Find Transactions—View summary information about your
accounts, sales, purchases, items, payroll and jobs.
„ Reports—View a list of the available reports.
„ Analysis—Analyse key aspects of your business

4 GETTING STARTED TUTORIAL

Selecting and entering data data. This preference is located in the Windows tab of the
Preferences window.
Zoom arrows Zoom arrows are displayed next to various fields.
Clicking on a zoom arrow displays more detailed information Calendar A pop-up calendar is available to help you enter
about a transaction or record. dates. To display the calendar, put the cursor in a date field and
press either = (equals) or SPACE. Select a date by clicking it or use
the arrow keys on your keyboard to select the required date and
then press ENTER. The selected date appears in the date field. To
close the calendar without selecting a date, press ESC.
A white zoom arrow ( ) indicates that you can display more
detailed information about a transaction and that you can make
changes to or delete the transaction.
A grey zoom arrow ( ) indicates that you can display more
detailed information about a transaction but that you cannot
make any changes to it. If you want to change the information,
you can reverse the transaction and re-enter it, or you can
change your security preference selection to make all
transactions changeable.
Calculator A pop-up calculator is available to help you
Search icons Search icons ( ) displayed next to various fields calculate and enter numbers, including money amounts, item
allow you to select the record you want from a list containing quantities and units. The calculator is available from every
records you have previously entered, such as customers and window where you enter numeric data.
shipping methods, or records provided by default.
To display the calculator, press = (equals) or SPACE when the
cursor is in a numeric data field. In the calculator, enter your
calculation and then press ENTER. The result appears in the
numeric data field. To close the calculator without entering any
data, press ESC.
Select columns Select columns allow you to select items from a
list. Select columns are indicated by a select icon ( ) located at
the top of the list column. You select a required item by clicking
in the select column next to it. You can select all listed items by
clicking the select icon at the top of the list column, and clear all
selected items by clicking the select icon again.

TAB keys Press the TAB key to move to the next field in a
window. Press SHIFT+TAB to move to the previous field.

ENTER key You can select a preference to make the ENTER key
function in the same way as the TAB key when entering some

GETTING TO KNOW YOUR MYOB SOFTWARE 5

 Shortcuts Keyboard shortcuts are displayed next to the window or function
in the menus at the top of the screen.
Keyboard shortcuts You can use keyboard shortcuts to quickly
access many of the windows and functions in your MYOB Mouse shortcuts You can right-click in a window to open a
software. For example, you can access the Cards List window by shortcut menu containing options that are relevant to the current
pressing CTRL–F. window and to the location of the pointer.

Setting up accounts

To display the Accounts List window, go to the Accounts

command centre and click Accounts List. The Accounts List
window appears.
Accounts provide a means for grouping similar transactions. For
example, if your business pays rent, you would create a rent Account numbers Each account is identified by a unique five
account and allocate all rent payments to that account. digit number. The first digit indicates the account’s classification
(for example, accounts starting with 1 are asset accounts). The
Accounts List You can view all the accounts you use for your remaining four digits determine its location within the
business in the Accounts List window. You can also create new classification.
accounts and edit existing accounts.
Account classifications and types The accounts list groups
accounts into six classifications—Assets, Liabilities, Equity,
Income, Cost of Sales and Expenses. Within each account
classification there is at least one account type.

6 GETTING STARTED TUTORIAL

Account classifications and types are described in the following
Classification Type Description
table:
Cost of Sales Cost of The direct cost of selling your goods
Classification Type Description (5-xxxx) Sales and providing services, for example,
purchase costs and freight charges.
Asset Bank Money in the bank, for example, in a
cheque or savings account. Expense Expense The day-to-day expenses of running
(1-xxxx)
(6-xxxx) your business, for example, utility
Accounts Money owed to you by your bills, employee wages and cleaning.
Receivable customers.
Header accounts Your accounts list is made up of detail
Other Assets that, if required, can be turned
Current into cash within a year. These may accounts (the accounts you allocate transactions to) and header
Asset include your term deposits. accounts. Header accounts group related detail accounts to help
organise your accounts list.
Fixed Asset Assets which have a long life, for
example, buildings, cars and
Header
computers. accounts

Other Other assets you own, such as loans

Detail
Asset made to others and goodwill. accounts

Liability Credit Repayments required to service

(2-xxxx) Card credit card debt.

Accounts Money owed by you to your

Payable suppliers. For example, you could group your telephone, electricity and gas
Other Money owed by you that is due in expense accounts using a utilities header account. This makes it
Current less than a year, for example, tax. easier for you to locate these accounts in the accounts list and to
Liability see your combined utility expenses.
Long Term Money owed by you that is due in You group accounts by indenting the detail accounts located
Liability more than one year, for example, a directly below a header account.
business loan.

Other Other money you owe.

Linked accounts Linked accounts are the default accounts that
Liability your sales, purchases and inventory transactions are posted to.
For example, when you link your Trade Debtors account to track
Equity Equity The business’s net worth, that is, its your receivables (the amount of money your customers owe
(3-xxxx) assets minus its liabilities. Common
equity accounts are current year
you), you tell your software to post the unpaid balance of each
earnings, retained earnings and sales transaction to that account.
shareholders’ equity.

Income Income Revenue from the sale of goods and

(4-xxxx) services.

SETTING UP ACCOUNTS 7
 To view and edit your linked accounts, go to the Setup menu and
select one of the following from the Linked Accounts submenu:
„ Accounts & Banking Accounts
„ Sales Accounts
„ Purchases Accounts
„ Payroll Accounts.
The Sales Linked Accounts window is shown below.

NOTE : Changing linked accounts If you change a linked account,

only future transactions are affected. Transactions that have already
been recorded using the previous linked account will not be
affected.

Banking

This module shows you how to use the Banking command

centre to spend and receive money, set up recurring transactions
and reconcile your bank accounts.
This module includes the following exercises:
„ Exercise 1: ’Receive money’ on page 9
„ Exercise 2: ’Spend money’ on page 10
„ Exercise 3: ’Create a recurring transaction’ on page 12
„ Exercise 4: ’Reconcile your bank account’ on page 13.

8 GETTING STARTED TUTORIAL

Receive Money Use the Receive Money window to record 4 In the Amount Received field, type 20000 and press TAB.
miscellaneous cash receipts or to record interest payments. Note 5 Select Cheque in the Payment Method field.
that money received from customers for invoice payments
should be recorded using the Sales command centre. 6 In the Memo field, type Initial funding of the
company and press TAB.
Spend Money Use the Spend Money window to record
payments for expenses such as postage or rent and. Note that all
payments relating to supplier purchase orders and bills should be
recorded using the Purchases command centre.

Reconcile Accounts The Reconcile Accounts function checks

the transactions you have entered in your company file against
the transactions recorded in your bank statement. Use this
function to make sure all of your transactions have been entered
accurately.

Bank Register You can enter miscellaneous cash receipts and

purchases in the Bank Register window. You can also use the
Bank Register window to receive payments for invoices and pay
supplier bills for purchases you have made.
For more information about entering transactions in the Bank 7 In the Account Name column, click the search icon ( ). The
Register window, see your user guide or online help. Select from List window appears.
8 Select Partner A Capital from the list of accounts and click
Use Account.
Exercise 1: Receive money
As this transaction will increase your share of the business, it is
In this exercise, you will record a deposit of $20,000 cash into the appropriate to choose an equity account. The journal entry
business bank account as start-up capital for your business. for this transaction will show that the increase in the balance
1 Go to the Banking command centre and click Receive of the cheque account is a result of Partner A’s capital deposit
Money. The Receive Money window appears. from an equity account.

2 Select the Deposit to Account option. Your cheque account

is selected automatically.
3 In the Date field, type 6/9/7 and press TAB. If you receive a
date warning, click OK to ignore the message.

BANKING 9
 9 Press TAB. The Amount column displays $20,000. Note that Note that the Cheque Account has been debited with
the N-T tax code is used because no tax is payable on capital $20,000 and the Partner A Capital account has been
investments into the business. credited with $20,000.

In other words, your company has increased its assets by

$20,000, and your contribution to the company (equity) has
increased by $20,000.
4 Click Close. The Banking command centre appears.

Exercise 2: Spend money

In this exercise you will buy a desk, chair and computer for
$5,500 (including GST) from Acme Business Supplies.
1 Go to the Banking command centre and click Spend Money.
10 Click Record. The entry is saved and the window is cleared. The Spend Money window appears.
Note that the balance of the bank account you selected at the 2 In the Date field, type 8/9/7 and press TAB. If you receive a
top of the window has increased by $20,000. date warning, click OK to ignore the message.
11 Click Cancel. The Banking command centre appears. 3 In the Amount field, type 5500 and press TAB.

Review
Let’s see how this transaction has affected your accounts.
1 Go to the Banking command centre and click Transaction
Journal. The Transaction Journal window appears.
2 Click the Receipts tab.
3 In the Dated From field, type 1/9/7. In the To field, type
30/9/7. Press TAB. All transactions recorded between these
dates are displayed.

10 GETTING STARTED TUTORIAL

4 Create a card for the supplier: c Select the Use Supplier’s Tax Code option.
a In the Card field, type Acme Business Supplies and d Click OK. The Spend Money window reappears.
press TAB. The Select from List window appears. 6 Press TAB. The address of Acme Business Supplies appears in
b Click New. The Card Information window appears. the Payee field.
c Press TAB.
7 Enter the purchase details for each item.
d From the Card Type list, select Supplier.
Note that you need to enter each item on a separate
e In the Card ID field, type A485.
transaction line. Press ENTER to move to the next line.
f Complete the remaining contact details as shown below.
In this column… do this…

Account Name 1 Click the search icon ( ) and select

the Office Equipment at Cost asset
account.
2 Click Use Account.

Amount For the:

• desk, enter 1500
• chair, enter 500
• computer, enter 3500

Memo Enter an item description. For example,

enter Desk for the desk and so on.
5 Enter the supplier’s buying details:
Tax 1 Click the search icon ( ). The Select
a Click the Buying Details tab. From List window appears.
b Enter the supplier’s A.B.N., Tax Code and Freight Tax 2 Select GST from the list and click Use
Code as shown below. Tax Code.

BANKING 11
 When you have entered each item, the window should look 5 In the Amount field, type 450 and press TAB.
like this: 6 In the Memo field, type Electricity Bill and press TAB.
7 Enter the transaction details as follows:

In this column… do this…

Account Name Select the Electricity expense

account.

Amount Type 450

Memo Type Electricity Bill

Tax Select GST as the tax code.

8 Click Save as Recurring. The Edit Recurring Schedule

window appears.

8 Click Record. The transaction details are recorded in your

company file.
Note that the balance of the bank account you selected at the
top of the window has decreased by $5,500.
9 Click Cancel. The Banking command centre appears.

Exercise 3: Create a recurring

transaction
Note that the supplier name automatically appears in the
In this exercise, you will create and record a recurring transaction Recurring Transaction Name field. You can change this if
for your business’s electricity bill. You will set up the transaction you want.
so that you will be reminded to record it every three months.
9 In the Frequency field, select Quarterly.
1 Go to the Banking command centre and click Spend Money.
10 In the Starting On field, type 10/9/7.
The Spend Money window appears.
11 In the Remind Administrator to record this transaction
2 Select the Pay from Account option, then select Cheque
field, select on its due date.
Account in the adjacent field.
12 Click Save. The Spend Money window reappears.
3 In the Card field, select XYZ Electricity.
You will be reminded every three months to record this
4 In the Date field, type 10/9/7 and press TAB. If you receive a
transaction.
date warning, click OK to ignore the message.

12 GETTING STARTED TUTORIAL

13 Click Record. The transaction is recorded and the window is The bank statement provided covers the dates from 1/9/2007 to
cleared. 30/9/2007. The closing balance is $14,045 and the statement
14 Click Cancel. The Banking command centre appears. includes the following four transactions:
„ A deposit of $20,000
„ A cheque for $5,500

Exercise 4: Reconcile your bank account „ A cheque for $450

„ A bank charge of $5.

To ensure the accuracy of your business records, you should keep 1 Go to the Banking command centre and click Reconcile
the record of each bank account balance in your company file Accounts. The Reconcile Accounts window appears.
reconciled with your bank’s records.
2 In the Account field, click the search icon ( ). The Select
The frequency with which you need to reconcile your accounts from List window appears.
depends on the number of transactions your company processes.
Reconciling can help you pick up errors made either by the bank 3 Select Cheque Account from the list of accounts and click
or by the person entering data in your company file. Use Account.

You can either manually reconcile the transactions recorded in

your company file to those listed on your bank statement, or you
can import an electronic bank statement into your company file
and the transactions will be matched automatically. 4 In the New Statement Balance field, type 14045. This is the
Transactions that appear on your statement but which you have closing balance of your account, as shown on your bank
not entered into your company file (such as bank charges or statement.
interest) will need to be recorded manually.
In this exercise, you will reconcile the bank account used in the
previous two exercises.
An electronic bank statement is provided with this tutorial. If you 5 In the Bank Statement Date field, type 30/9/7. This is the
are registered with your bank’s online banking service and you last date included on the bank statement.
can download electronic bank statements from their website,
you can use these to reconcile your bank account.

6 Press TAB. If you receive a date warning, click OK to ignore the

message.

BANKING 13
 The three transactions you recorded in the previous exercises
appear in the list. Note that only transactions dated on or
before the Bank Statement Date will be displayed.

This window shows that four transactions appeared on the

statement, and that three of these were automatically
matched to transactions recorded in your company file (a
NOTE : Manual bank reconciliation This exercise uses an
electronic bank statement to reconcile your bank account. If you $20,000 deposit, a payment of $5,500 for office equipment
want to reconcile your account using a paper statement, you and a payment of $450 for an electricity bill).
match each transaction in your bank statement to a transaction
in this list. When you find the matching transaction, you The window also shows that one transaction, a bank charge
reconcile it by clicking in the select column ( ) next to it. of $5.00, could not be matched to your records. You will now
record this transaction in your company file so that your
records match the bank’s records.
7 Click Get Statement. An MYOB M-Powered message
appears. 12 Select Bank Charge from the list of unmatched transactions
and click Add Transaction. The Spend Money window
8 Click Bank File. The Open window appears. appears.
9 Locate the Tutorial folder and select ANZ.qif.
10 Click Open. The Get Statement window appears.
11 Click OK. The Unmatched Statement Transactions window
appears.

Most of the transaction details have been filled in

automatically. You only need to provide the relevant account
details.
13 Click in the first row of the Account Name column, then click
the search icon ( ). The Select from List window appears.

14 GETTING STARTED TUTORIAL

14 Select Bank Charges and click Use Account. The Spend Note that the out-of-balance amount is $0.00. This means
Money window re-appears. that the selected cheque account now reconciles with the
15 Press TAB. $5.00 appears in the Amount column. bank’s records.

16 Click Record. The Unmatched Statement Transactions 18 Click Reconcile to complete the reconciliation process. The
window appears, displaying the message: ‘All of your following window appears.
transactions match!’.
17 Click Done. Four transactions now appear in the Reconcile
Accounts window. A tick appears in the Cleared column next
to each transaction, indicating that they have been
reconciled.

Purchases

This module shows you how to use the Purchases command

centre to place an order, record a purchase and pay a bill.
This module includes the following exercises:
„ Exercise 1: ’Order an item’ on page 16
„ Exercise 2: ’Receive items’ on page 18
„ Exercise 3: ’Pay a bill’ on page 19.

Types of purchases You can record a purchase transaction as a

quote, an order or a bill, or as a Receive items transaction.
„ Quote—Quotes are used to keep track of prices offered to
you by suppliers. If you decide to make a purchase based on a
quote, you can change the quote to an order or a bill.
„ Order—When you order goods from a supplier, you create a
The Purchases command centre allows you to record details of purchase order. Orders do not affect your inventory levels or
your purchases and the payments you make to your suppliers. accounts.

PURCHASES 15
 „ Bill—Once you receive the items and an invoice from the Exercise 1: Order an item
supplier, you convert the order to a bill. Once you have
created a bill, you can pay the supplier for the items. In this exercise, you will place an order for 100 widgets at $5.50
„ Receive Items—If you receive items that you have not yet each (including GST) from World of Gadgets Pty Ltd. You will also
been billed for, you can record the receipt of these items create an item record for ‘gadgets’, an item you purchase
using the Receive Items purchase type. regularly.
1 Go to the Purchases command centre and click Enter
Purchase Layouts The purchase layout you choose determines Purchases. The Purchases - New Service window appears.
what fields appear in the Purchases window. There are four
different purchase layouts available: Service, Item, Professional 2 Click the search icon ( ) next to the Supplier field. The
and Miscellaneous. Select from List window appears.

„ Service—Use this layout when purchasing services. 3 Select World of Gadgets Pty Ltd and click Use Supplier.
Your company’s address appears in the Ship To field.
„ Item—Use this layout when purchasing items that you have
created an item record for or will create an item record for. 4 Click Layout. The Select Layout window appears.
When you record the purchase of items using this layout, 5 Select Item and click OK. The Purchases - New Item window
your inventory levels are affected. appears.
„ Professional—Use this layout when purchasing services or 6 Select Order from the menu in the upper left corner of the
items that you have not created an item record for. This window.
layout allows you to assign a date to each individual line item
on the purchase order or bill.
„ Miscellaneous—This layout should only be used for
adjustments and for purchases where a printed form is not
needed.
You can change the purchase layout in the Purchases window
when you enter a purchase by clicking Layout.
7 In the Date field, type 8/10/7 and press TAB. If you receive a
If you want, you can assign a purchase layout to each supplier
card so that all purchases from this supplier automatically use this date warning, click OK to ignore the message.
layout. 8 In the Order column, type 100. This is the number of gadgets
you are ordering. Press TAB.
Purchases Register The Purchases Register window allows
you to view all of your purchase transactions, including quotes,
orders and bills as well as closed bills, debit notes and refunds. To
display the Purchases Register window, go to the Purchases
command centre and click Purchases Register.

16 GETTING STARTED TUTORIAL

9 In the Item Number column, type 300-101A5. g Complete the Profile tab details as shown:

h Click the Buying Details tab and complete the details as

shown:
10 Press TAB. As you do not have a record for this item in your
company file, the Select from List window appears.
11 You need to create the item. To do this:
a Click New. The Item Information window appears,
displaying 300-101A5 in the Item Number field.
b Press TAB. The Name field appears.
i Click the Selling Details tab and complete the details as
c In the Name field, type Gadgets.
shown:
d Select the I Buy This Item option. The Expense Account
for Tracking Costs field appears.
e Select the I Sell This Item option. The Income Account for
Tracking Sales field appears.
f Select the I Inventory This Item option. The Asset
Account for Item Inventory field appears and the Cost of j Click OK. The Purchases - New Item window reappears.
Sales Account field replaces the Expense Account for
12 Press TAB. The Description and Tax columns are completed
Tracking Costs field.
automatically.
13 In the Price column, type 5.50. This is the price you are
paying per Gadget.
14 In the Comment field, type Please deliver to
warehouse.

PURCHASES 17
 15 In the Promised Date field, type 20/10/7. This is the date 5 Select World of Gadgets Pty Ltd from the list of suppliers
you expect to receive the goods. and click Use Supplier.
6 In the Date From field, type 1/10/7. In the To field, type
31/10/7 and press TAB. All orders made to this supplier
between these dates are displayed.

16 Click Record. The order is recorded.

17 Click Cancel. The Purchases command centre appears.
As you are only placing an order, your inventory levels have not 7 Select the order to World of Gadgets Pty Ltd and click
yet changed and no money has been exchanged. In the next Change to Bill. The Purchases - New Item window appears.
exercise, you will receive the goods and convert the order to a
8 In the Date field, type 15/10/7 and press TAB. If you receive a
bill.
date warning, click OK to ignore the message.
9 In the Supplier Inv# field, type 88943.
Exercise 2: Receive items 10 Click Record. The order is converted to a bill.
Let’s say that the 100 gadgets ordered in Exercise 1: ’Order an 11 Click Cancel. The Purchases Register window reappears.
item’ are delivered a week later with an invoice from the supplier. If you want, you can now view the bill in the Open Bills tab of
In this exercise, you will receive these items and convert the order the Purchases Register window.
into a bill. 12 Click Close. The Purchases command centre appears.
1 Go to the Purchases command centre and click Purchases
Register. The Purchases Register window appears.
2 Click the Orders tab.
3 From the Search by list, select Supplier.
4 Click the search icon ( ) in the Supplier field. The Select
from List window appears.

18 GETTING STARTED TUTORIAL

Review 5 In the Amount field, type 550.

Let’s see how this transaction has affected your items list: 6 Click in the Amount Applied column of the bill you are
paying, then press TAB.
1 Go to the Inventory command centre.
Note that the figures in the Amount field and the Amount
2 Click Items List. The Items List window appears, showing Applied field now match and the Out of Balance field diplays
that you now have 100 gadgets in stock. $0.00.

Exercise 3: Pay a bill

7 Click Record. The bill is paid, and the balance of your cheque
In this exercise, you will pay for the gadgets you received in account is reduced by $550.
Exercise 2: ’Receive items’. 8 Click Cancel. The Purchases command centre appears.
Let’s say you want to pay the $550 by cheque, one week after If you want, you can now view this bill in the Closed Bills tab
you received the gadgets. of the Purchases Register window.
1 Go to the Purchases command centre and click Pay Bills. The
Pay Bills window appears.
2 In the Supplier field, click the search icon ( ). The Select
from List window appears.
3 Select World of Gadgets from the list of suppliers and click
Use Supplier. The supplier details and all unpaid bills for this
supplier are displayed.
4 In the Date field, type 22/10/7 and press TAB. If you receive a
date warning, click OK to ignore the message.

PURCHASES 19
 Sales

Types of sales You can record a sales transaction as a quote, an

order or an invoice.
„ Quote—You can use quotes to keep track of prices you have
offered to your customers. If a customer decides to make a
purchase based on a quote, you can change the quote into an
order or an invoice.
„ Order—When a customer orders goods or services from you
but does not receive the goods immediately, you create an
order. Orders do not affect your inventory levels or accounts.
„ Invoice—When you supply goods to a customer, you create
an invoice. If an order was created for the transaction, you
can change this order to an invoice. Once the customer has
received your invoice, they can pay you for the items.

The Sales command centre allows you to record sales of items Sales Register The Sales Register window contains all of your
and services, issue invoices and keep track of what is owed to sales transactions, organised into six categories: All Sales, Quotes,
you. Orders, Open Invoices, Returns & Credits and Closed Invoices.
You can view all sales in a particular category by clicking on the
This module shows you how to use the Sales command centre to
appropriate tab of the Sales Register window. You can view
record sales, create and settle credit notes, receive payments for
transaction details by clicking the zoom arrow ( ) next to the
sales, and pay refunds to your customers.
transaction you want to view.
This module includes the following exercises:
To view the Sales Register window, go to the Sales command
„ Exercise 1: ’Create a quote’ on page 21 centre and click Sales Register.
„ Exercise 2: ’Convert a quote to an order’ on page 22
Items Register The Items Register window displays all
„ Exercise 3: ’Sell items’ on page 23 transactions involving items. When this window is filtered to
„ Exercise 4: ’Create a credit note’ on page 25 display a single item, it will show a running balance of the item’s
inventory levels and value between the specified dates.
„ Exercise 5: ’Settle a credit note’ on page 26
To view the Items Register window, go to the Inventory
„ Exercise 6: ’Receive customer payment’ on page 27
command centre and click Items Register.
„ Exercise 7: ’Pay a refund’ on page 28

20 GETTING STARTED TUTORIAL

Sales Layouts The sales layout you choose determines what 2 Click Layout. The Select Layout window appears.
fields appear in the Sales window. 3 Select Service and click OK. The Sales - New Service window
„ Service—Use this layout when selling services. appears.
„ Item: Use this layout when selling items that you have 4 Select Quote from the menu in the top left corner of the
created a record for. When you record the sale of items using window.
this layout, your inventory levels are affected.
„ Professional—Use this layout when selling services or items
for which no item record has been created. This layout allows
you to assign a date and account to each individual line item
on the invoice.
„ Time Billing—Use this layout when billing for time and
materials, or when selling miscellaneous services to your 5 In the Customer field, click the search icon ( ). The Select
clients. Time Billing is not available in MYOB Accounting. from List window appears.
„ Miscellaneous—This layout should only be used for 6 Select Island Way Hotel and click Use Customer.
adjustments and for sales where a printed form is not needed. 7 In the Date field, type 1/11/7 and press TAB. If you receive a
You can change the sales layout in the Sales window when you date warning, click OK to ignore the message.
enter a sale by clicking Layout. 8 In the Description column, type Installation of water
If you want, you can assign a default sales layout to each filters and press TAB.
customer card so that all sales to this customer will automatically 9 In the Account column, click the search icon ( ). The Select
use this layout unless you specify otherwise. from List window appears.
10 Select Installation Income from the list of accounts and click
Exercise 1: Create a quote Use Account. The Sales - New Service window reappears.
11 In the Amount field, type 300.
In this exercise, you will create a quote for the installation of
water filters at the Island Way Hotel. 12 In the Tax field, click the search icon ( ). The Select from
List window appears.
As this quote involves the sale of a service, it is appropriate to use
the Service layout. 13 Select GST from the list of tax codes and click Use Tax Code.
Make sure the Tax Inclusive option at the top of the window
1 Go to the Sales command centre and click Enter Sales. The is selected.
Sales window appears.

SALES 21
 5 In the Dated From field, type 1/11/7. In the To field, type
30/11/7. All quotes for this customer between the specified
dates appear.

14 Click Save Quote. The quote is saved.

If you want, you can view this quote in the Quotes tab of the
Sales Register window.
6 Select the quote for $300 to the Island Way Hotel and click
15 Click Cancel. The Sales command centre appears. Change to Invoice. The Sales - New Service window
appears.
In the Date field, type 2/11/7 and press TAB. If you receive a
Exercise 2: Convert a quote to an order 7
date warning, click OK to ignore the message.
Based on the quote you created in Exercise 1: ’Create a quote’, 8 In the Paid Today field, type 300.
you install the water filters. The customer pays for the installation
9 In the Payment Method field, select Cheque.
on the same day.
In this exercise, you will convert the quote you created into an
order and record the customer’s payment.
1 Go to the Sales command centre and click Sales Register.
The Sales Register window appears.
2 Click the Quotes tab.
3 In the Search by field, select Customer, then click the search
icon ( ) in the adjacent field. The Select from List window
appears.
4 Select Island Way Hotel and click Use Customer.

22 GETTING STARTED TUTORIAL

10 Click Record. The invoice and payment are both recorded. 6 Click New. The Card Information window appears.
11 Click Cancel. The Sales Register window appears. 7 Press TAB.
If you want, you can now view the invoice in the Closed 8 In the Card ID field, type W236.
Invoices tab of the Sales Register window. 9 Complete the remaining contact details as shown below.
12 Click Close. The Sales command centre appears.

Exercise 3: Sell items

In this exercise, you will sell 65 widgets to Widget Eaters Limited.
An item record for widgets has already been set up in your items
list and you have 100 widgets in stock.
For more information about setting up items for sales and
purchases, see Exercise 1: ’Order an item’ on page 16 in the
Purchases module.
1 Go to the Sales command centre and click Enter Sales. The
Sales - New Service window appears.
2 Click the Layout button. The Select Layout window appears.
10 Click OK. The Sales - New Item window reappears.
3 Select Item and click OK. The Sales - New Item window
appears. 11 Press TAB. The customer’s details are displayed.
4 Select Invoice from the menu in the top left corner of the 12 In the Date field, type 3/11/7 and press TAB. If you receive a
window. date warning, click OK to ignore the message.
13 In the Ship column, type 65. This is the number of widgets
you are selling.
14 In the Item Number field, type 100-101A3 and press TAB.
The description field displays Widgets.
Note that the Price, Total and Tax fields are completed
automatically using information from the Selling Details tab
5 In the Customer field, type Widget Eaters Limited and of the Item Information card.
press TAB. As you don’t have a card for this customer, the
Select from List window appears.

SALES 23
 Note that after selling 65 widgets, you have 35 widgets
remaining in stock, with a total current value of $175.

15 Click Record. The sale is recorded and the window is cleared.

5 Click the zoom arrow ( ) next to the transaction. The Sales -
If you want, you can now view this invoice in the Open Edit Item window appears with the transaction details.
Invoices tab of the Sales Register window.
6 Click Cancel. The Items Register window reappears.
16 Click Cancel. The Sales command centre appears.
7 Click Close. The Inventory command centre appears.
Review Advanced review Let’s look at the entries this sale has made in
Let’s see how this transaction has affected your inventory. your transaction journal.
1 Go to the Inventory command centre and click Items 1 Go to the Sales command centre and click Transaction
Register. The Items Register window appears. Journal.
2 In the Search by list, select Item and click the search icon ( )
in the adjacent field. The Select from List window appears.
3 Select Widgets and click Use Item. The Items Register
window reappears.
4 In the Dated From field, type 1/11/7. In the To field, type
30/11/7. Press TAB. All transactions affecting the inventory
levels of widgets between these dates appear.

24 GETTING STARTED TUTORIAL

2 In the Dated from and To fields, type 3/11/7 and then press Exercise 4: Create a credit note
TAB. The debits and credits of the sale you just entered appear:
Let’s assume that five of the widgets shipped to Widget Eaters
Limited were damaged before they reached the customer.
In this exercise, you will give the customer a credit note for the
five damaged widgets.
A
B You create a credit note in the same way as you create a sale. The
C
D
only difference is that when you create a credit note, you enter
the amount as a negative number.
If we use the Item sales layout to create the credit note, and enter
the returned widgets as a negative number, the damaged
widgets will be added back into inventory.
We do not want to do this, so we will create the credit note using
the Miscellaneous sales layout.
A The Trade Debtors account keeps track of money owed to you by
customers. 1 Go to the Sales command centre and click Enter Sales. The
This account has been debited twice, once for the amount of the Sales - New Service window appears.
sale and once for the amount of GST collected from the sale. 2 In the Customer field, select Widget Eaters Limited.
B The Widgets Sales Income account keeps track of the money you 3 Click Layout. The Select Layout window appears.
have received from selling widgets.
This account has been credited for the amount of the sale, 4 Select Miscellaneous and click OK. The Sales - New
excluding GST. Miscellaneous window appears.
C The GST Collected account keeps track of how much GST you 5 In the Date column, type 8/11/7 and press TAB. If you
have collected. receive a date warning, click OK to ignore the message.
This account has been credited for the amount of GST included in
6 In the Description column, type Credit note for five
the transaction.
damaged widgets.
D The Widgets Cost of Sales account keeps track of the costs of
making sales. The Inventory account keeps track of the value of 7 Click in the Account Name column, press TAB and select
your inventory items. Sales Returns from the list of accounts, then click Use
The purchase value of the widgets (65 widgets multiplied by the Account.
purchase price of $5.00 = $325.00) has been transferred from your
As this transaction affects your income from sales, it is
inventory account to your Widgets Cost of Sales account.
appropriate to use an income account.
8 In the Amount column, type -55 and press TAB. This is the
3 Click Close. The Sales command centre appears. total price the customer paid for the damaged widgets (five
widgets at $11.00 each).

SALES 25
 9 In the Tax field, select GST. 3 In the Search by list, select Customer, then select Widget
Eaters Limited in the adjacent field. All credit notes and
returns for this customer appear.
4 Select the $55 credit note that you created in the previous
exercise and click Apply to Sale. The Settle Returns &
Credits window appears, displaying the customer’s unpaid
invoice.
5 In the Date field, type 10/11/7 and press TAB. If you receive a
date warning, click OK to ignore the message.
6 Click in the Amount Applied column, then press TAB. The
Out of Balance field displays $0.00.
This means that you are applying the full amount of the credit
note against this customer’s outstanding balance.

10 Click Record. The credit note is created.

If you want, you can now view the credit note in the Returns
& Credits tab of the Sales Register window.
11 Click Cancel. The Sales command centre appears.

Exercise 5: Settle a credit note

You can choose to settle a credit note by applying it against the
customer’s outstanding account balance or by paying a refund to
the customer.
In this exercise, you will apply the credit note towards the 7 Click Record. The credit is applied and the customer’s
customer’s original invoice, which they have not yet paid. outstanding balance is reduced by $55.
1 Go to the Sales command centre and click Sales Register. Note that the credit note no longer appears in the Returns &
The Sales Register window appears. Credits tab of the Sales Register window, and the balance of
2 Click the Returns & Credits tab. the invoice to Widget Eaters Limited is reduced by $55.
8 Click Close. The Sales command centre appears.

26 GETTING STARTED TUTORIAL

Exercise 6: Receive customer payment 7 Click in the Amount Applied column. The amount of
$660.00 appears. Press DELETE, then type 670. Press TAB. The
You receive a cheque for $670 from Widget Eaters Limited as Out of Balance field at the bottom of the window displays
payment for the invoice. This is $10 more than the outstanding $0.00
balance of the invoice. Note that even though the payment you received is $10
In this exercise, you will record the payment and close the more than the total of the outstanding invoice, you need to
invoice. You will also create a credit note for the $10 apply the whole payment to the invoice.
overpayment, which will then be refunded to the customer.
1 Go to Sales command centre and click Receive Payments.
The Receive Payments window appears.
2 Select the Deposit to Account option. In the adjacent field,
select Cheque Account.
3 In the Customer field, type Widget Eaters Limited and
Press TAB. The customer’s unpaid invoice appears.
4 In the Amount Received field, type 670.
5 In the Payment Method field, select Cheque.
6 In the Date field, type 20/11/7 and press TAB. If you receive a
date warning, click OK to ignore the message.

8 Click Record. A message appears, telling you that a credit

note will be created for the overpayment.

9 Click OK. The credit note is created.

If you want, you can now view the credit note in the Returns
& Credits tab of the Sales Register window.
10 Click Cancel. The Sales command centre appears.

SALES 27
 Exercise 7: Pay a refund
You will now refund the $10 credit by recording a cheque to
Widget Eaters Limited.
1 Go to the Sales command centre and click Sales Register.
The Sales Register window appears.
2 Click the Returns & Credits tab.
3 Select Customer from the Search by list, then select Widget
Eaters Limited in the adjacent field. The credit note created
in the previous exercise is displayed.

6 Click Record. The refund is recorded.

7 Click Close.

4 Select the credit note and click Pay Refund. The Settle
Returns & Credits window appears.
5 In the date field, type 21/11/7 and press TAB. If you receive a
date warning, click OK to ignore the message.

28 GETTING STARTED TUTORIAL

Jobs

Exercise 1: Create a job

Your company has been hired to install 50 water filters at Island
Way Hotel.
In this exercise, you will set up a job to keep track of the income
and expenses associated with this installation. You will also track
expenses incurred as part of the job, that need to be reimbursed.
1 Go to the Lists menu and select Jobs. The Jobs List window
appears.
2 Click New. The New Job window appears.

Jobs can be set up to track income and expenses for individual

projects. You can allocate transactions to a job and then view
financial details and profit-and-loss statements for individual jobs.
A job can be a profit centre, a product line, a project or any other
subset of your business that requires a separate income
statement.
This module shows you how to use the Jobs function to create
jobs, assign expenses to a job, and analyse job activity.
This module includes the following exercises: 3 Select the Track Reimbursables option.
„ Exercise 1: ’Create a job’ on page 29 4 Enter the job information:
„ Exercise 2: ’Allocate an expense to a job’ on page 30 a In the Job Number field, type 4980 and press TAB.
b In the Job Name field, type Filters - Island Way.
„ Exercise 3: ’View job activity’ on page 32
c In the Description field, type Install water filters
Jobs List You can view all of your jobs in the Jobs List window. in fifty suites.
To display the Jobs List window, go to the Lists menu and select d In the Contact field, type Terry Fothergill.
Jobs. e Assume the job has been started and type 25 in the
To view and edit information about a job, including start date, Percent Complete field.
finish date, percentage completed and contact details, click the f In the Start Date field, type 3/1/8.
zoom arrow ( ) next to any job in the Jobs List window. g In the Finish Date field, type 20/1/8.

JOBS 29
 h In the Manager field, type Harry J. Knox. Exercise 2: Allocate an expense to a job
i In the Linked Customer field, click the search icon ( ).
The Select from List window appears. To install the water filters at Island Way Hotel, you have to
j Select Island Way Hotel and click Use Customer. The purchase 50 wall brackets. In this exercise, you will allocate this
New Job window reappears. expense to the installation job.
1 Go to the Purchases command centre and click Enter
Purchases. The Purchases window appears.
2 Select Bill from the menu in the top left corner of the window.

3 In the Supplier field, type World of Gadgets Pty Ltd and

press TAB. Your company’s address appears in the Ship to
field.
5 Click OK. The Jobs List window reappears, displaying the job
4 Click Layout. The Select Layout window appears.
you just created.
5 Select Item and click OK.
If you want, you can view and edit the job details by clicking
the zoom arrow next to the job in the Jobs List window. 6 In the Date field, type 7/1/8 and press TAB. If you receive a
date warning, click OK to ignore the message.
6 Click Close.
7 In the Supplier Inv# field, type 1234.
8 In the Bill column, type 50.
9 In the Item Number field, press TAB. The Select from List
window appears.
10 Select Wall brackets and click Use Item.
11 In the Price field, type 4.
12 Click in the Job column then click the search icon ( ). The
Select from List window appears.
13 Select 4980 and click Use Job. The job number appears in the
Job column.

30 GETTING STARTED TUTORIAL

14 In the Paid Today field, type 200 and press TAB. 3 Click Reimburse. The Job Reimbursable Expenses window
appears.

Note that the purchase you just created appears in the To Be

Reimbursed tab of this window, indicating that you have not
15 Click Record. As you paid for the items when you recorded yet been reimbursed for this purchase by the customer.
the bill, a window appears asking you to verify the details of Once you receive the reimbursement payment, you click in
your payment. the select column ( ) next to the expense that has been
16 Click OK. reimbursed, then click Remove from List. The expense
disappears. You can then view the expense in the
17 Click Cancel. The Purchases command centre appears.
Reimbursed/Removed tab of the Job Reimbursable
Expenses window.
Review
You will now view the list of reimbursable expenses for this job.
1 Go to the Lists menu and select Jobs. The Jobs List window
appears.
2 Click the zoom arrow ( ) next to job 4980. The Edit Job
window appears.

JOBS 31
 Exercise 3: View job activity If you want, you can click Up to simplify the information so
that it shows fewer account levels. To show more account
In this exercise, you will use the Analyse Jobs window to display levels, click Down.
a profit-and-loss statement for the job you created earlier.
1 In any command centre, click the Analysis down arrow, then
select Jobs from the drop-down menu.

The Analyse Jobs window appears.

2 In the Job Number field, type 4980 and press TAB. 3 Click Close. The Command Centre window appears.
A detailed profit and loss statement for this job appears,
listing the actual versus budget information for every account
in your accounts list.
Note that you did not enter budget information when you
created the job in Exercise 1: ’Create a job’, so no amounts
appear in these columns for this example. For more
information about setting budgets for jobs, see your user
guide or online help.

32 GETTING STARTED TUTORIAL

Forms

You can have as many different templates as you like for each
type of form. For example, you could use one invoice template
for your quotes and another for your standard invoices.

NOTE : Form templates When you set up a form template, you

should back up or make a copy of the original template file (stored
in the Forms folder) to avoid accidentally replacing it or losing it.

To access a range of customisable forms, go to the Setup menu,

click Customise Forms and choose the type of form you’d like to
customise.
You can also customise forms through command centres. For
example, you can customise purchase orders by clicking
Print/Email Purchase Orders in the Purchases command
centre.

Form customisation tools In the form customisation window,

Your printed and electronic invoices, purchases, cheques, you use the following tool bar to edit the form:
statements and mailing labels are called forms. You can customise
the way your forms look by adding and removing text, adding a
A B C D E F
logo, or by changing the appearance of the text.
This module shows you how to customise an invoice form by
adding custom text, formatting text and adding a logo.
This module includes the following exercises:
G H I J K
„ Exercise 1: ’Select a form to customise’ on page 34
„ Exercise 2: ’Resize and move a field’ on page 35
„ Exercise 3: ’Add and delete fields’ on page 35 A Add data Adds a data field to your form.
„ Exercise 4: ’Format text in a field’ on page 36 Data fields are automatically filled in with
information from your company file.
„ Exercise 5: ’Add a business logo’ on page 36
B Add a graphic Adds a graphic to your form.
„ Exercise 6: ’Save a form template’ on page 37
C Draw a line Draws a vertical or horizontal line.
„ Exercise 7: ’Print a form’ on page 38

FORMS 33
 D Send to back Sends the selected object behind all other
objects. The object may be difficult to select
or become hidden behind another object.

E Font properties Changes the font, size and style of the text
on your forms.

F Print preview Displays a preview of your printed form.

G Add text Adds a field where you can type text that you
want to appear on all forms that use this
template.

H Draw a rectangle Draws a rectangle.

I Undo Reverses the last action 5 Click Customise. The Customise Service Sales window
J Bring to front Brings the currently selected object to the appears.
front of all other objects. If there are other
objects behind it, they may be hidden.

K Form properties Allows you to set margins, page size and

background image for your form.

Exercise 1: Select a form to customise

1 Go to the Sales command centre and click Print/Email
Invoices. The Review Sales Before Delivery window
appears.
2 Click Advanced Filters. The Advanced Filters window
appears.
3 In the Sale Type field, select Service.
4 In the Selected Form for Sale field, select MYOB Plain Paper
Invoice. You can now begin customising the form.

NOTE : Do not click Save Form If you click Save Form, you will
replace the original form template with your customised form.
To avoid using your original form templates, save your
customised form under a different name by clicking Save Form
As. For more information, see Exercise 6: ’Save a form template’
on page 37.

34 GETTING STARTED TUTORIAL

Exercise 2: Resize and move a field Exercise 3: Add and delete fields
In this exercise you will change the size of a text field and move it Continuing from the previous exercise, you will now add a field
to a new position on the page. You can use this process to change that displays your company’s email address and you will delete a
the size and position of all text fields on your customised forms. field that displays the invoice type.
1 Click on the [Company Address] field. A black outline 1 Delete a field:
appears around the field. a Click the Invoice Type field. A black outline appears
2 Locate the small black box at the centre bottom of the around the field.
[Company Address] field. Click and drag this box upwards to
reduce the height of the field until it is approximately half its
original height. b Press DELETE. The field is deleted and will not appear in your
printed invoice.
2 Add a field:
a Click the data field tool ( ) on the toolbar. The Select
from List window appears, displaying a list of the fields you
can add to your form.

3 Click in the [Company Address] field and hold down the

mouse button. The pointer changes to a hand ( ).
4 Drag the field downwards until it is directly above the A.B.N.
field, then release the mouse button.

b Select Invoice Type and click OK. The Customise Item

Sales window appears, with the Invoice Type field
selected.
The field will now appear in your printed form. You can
move it and resize it however you wish.
3 You will now format text in a field. Go to Exercise 4: below.
5 You will now add and delete fields. Go to Exercise 3: below.

FORMS 35
 Exercise 4: Format text in a field Exercise 5: Add a business logo
Continuing from the previous exercise, we will now format text Continuing from the previous exercise, you will add your
in a form field. business logo to the form.
1 Double-click the [Company Address] field. The Field 1 Click the picture tool ( ) on the toolbar.
Properties window appears. 2 Click anywhere on the form. A picture frame appears on the
form.

3 Double-click the picture frame. The Field Properties window

appears.
You will import a picture into your form. You could also use a
2 Click Text Format. The Text Format window appears. graphics program to copy a picture onto your clipboard, then
paste it into your form by clicking Paste Picture.
3 Make the following selections to change the size and style of
the text that will be shown in the field. 4 Click Load Picture. The Open window appears.
5 Select clear.bmp, which is located in the Tutorial folder, and
click Open.The Field Properties window reappears,
displaying a preview of the picture you are importing.
6 Set the position of the picture:
a In the top Field Location field, type 0.45.
b In the bottom Field Location field, type 14.
4 Click OK. The Field Properties window reappears.
5 Click OK. The Customise Item Sales window reappears.
6 You will now add your business logo to the form. Go to
Exercise 5: below.

36 GETTING STARTED TUTORIAL

7 In the top Field Size field, type 2.1. and press TAB. The value Exercise 6: Save a form template
in the bottom Field Size field is adjusted automatically. This
makes sure the picture does not appear stretched. Continuing from the previous exercise, you will now save your
customised form to the Forms folder on your hard drive. This
folder is located in your MYOB program folder (for example,
C:\MYOB\Forms).

NOTE : Do not save your forms to another folder You must save
your customised forms to the Forms folder. If you save them in
another folder, your MYOB software will not be able to access them.

1 In the Customise Item Sales window, click Save Form As.

The Save As window appears.
2 In the Form File Name field, type Test.
8 Click OK. The picture appears on the form.
3 In the Description field, type Tutorial Exercise.

4 Click OK. The Customise Item Sales window reappears.

This form is now the default form for printing item invoices,
except for customers who have a different form specified in
the Selling Details tab of their customer card.
5 Click Cancel. The Advanced Filters window appears.
The form you created is displayed in the Selected Form for
9 You will now save your customised form as a template. Go to
Sale field.
Exercise 6: below.

If you want, you can click the search icon ( ) next to this field
to select a different form.

FORMS 37
 6 You will now print a form using the template you just created. 8 Click in the select column ( ) next to the invoice.
Go to Exercise 7: below.

Exercise 7: Print a form

You will now print an invoice using the customised template you
created in the previous exercises.
1 Go to the Sales command centre and click Print/Email
Invoices. The Review Sales Before Delivery window
appears.
2 Click Advanced Filters. The Advanced Filters window
appears.
3 In the Sales Type field, select Service.
4 In the Sales Status field, select All Sales. 9 If you want, you can print the invoice by clicking Print. Select
your printer options, then click Print.
5 Click Selected and select Barney’s Widgets Inc. in the
adjacent field. Click Cancel. The Sales command centre appears.
6 In the Selected Form for Sale field, select Test.

7 Click OK. The Review Sales Before Delivery window

reappears. An invoice for a sale to Widget Eaters Limited is
listed.

38 GETTING STARTED TUTORIAL

Reports

Exercise 1: Display a report

In this exercise, you will display a report that lists all of the
accounts in your Accounts List and their balances.
1 Go to the Reports menu and select Index to Reports. The
Index to Reports window appears.
2 Click the Accounts tab. A list of accounts-related reports
appears.

You can view detailed information about different aspects of your

business by generating reports.
This module shows you how to display, customise and email
reports.
It includes the following exercises:
„ Exercise 1: ’Display a report’ on page 39
„ Exercise 2: ’Customise a report’ on page 40
„ Exercise 3: ’Email a report’ on page 41
3 Select Accounts List Summary and click Display. The Report
Index to Reports The Index to Reports window contains a list Display window appears, displaying the Accounts List
of all reports available in your MYOB software. Reports are Summary report.
organised into the following tabs: Accounts, Banking, GST/Sales 4 Click Close. The Index to Reports window reappears.
Tax, Sales, Time Billing, Purchases, Payroll, Inventory and Card.
You can also define custom reports, which are stored in the
Custom tab.
Note that the Time Billing and Payroll feature is not available in
MYOB Accounting, so no corresponding reports are included in
the Index to Reports window.

REPORTS 39
 Exercise 2: Customise a report 9 In the Report Line field, select Report, then select the
following font and styles to use for the report:
In this exercise, you will customise a report by changing the font
and style of the text, selecting which fields to include, and
rearranging the layout of the final report.
1 Go to the Reports menu and select Index to Reports. The
Index to Reports window appears.
2 Click the Banking tab. A list of banking-related reports
appears.
3 Select Bank Register and click Customise. The Report
Use the preview on the right side of the window to see how
Customisation - Bank Register window appears.
your selections will affect the appearance of the final report.
4 Click the search icon ( ) next to the Accounts field. The
10 Click OK. The Report Customisation - Bank Register
Select from List window appears.
window reappears.
5 Click the select icon ( ) at the top of the left column. All
11 Click the Report Fields tab. A list of fields that you can
accounts are deselected.
include in the report appears.
6 Select Cheque Account, then click OK. The Reports
12 Click in the select column ( ) next to Src to deselect it.
Customisation - Bank Register window reappears.
The Selected Fields list no longer includes Src, and the field
7 In the Dated From field, type 1/3/8. In the To field, type
will not appear when you display the report.
31/3/8.

13 Click Display. The Report Display window appears,

8 Click Format. The Report Format - Bank Register window
displaying the Bank Register report.
appears.

40 GETTING STARTED TUTORIAL

 The report lists all transactions that affected your cheque Exercise 3: Email a report
account for the month of March 2008.
Note that the Src column does not appear in the report. In this exercise, you will email the report to your accountant.
1 In the Report Display window, click Send To, then select
Email. The Email window appears.

2 Click the search icon ( ) next to the Name field. The Select
from List window appears.
3 Select ABC Accountants and click Use Card. The name and
email address fields are filled in automatically.
TIP :View original transactions You can view full details of a
transaction shown on a report by clicking on the transaction 4 In the Subject field, type Clearwater banking report.
5 If you want, you can type in the Message field to include a
14 Move the ID# column: short email message with the report.
a Position the cursor over the ID# heading. The cursor
changes to a hand.
b Click and drag the ID# heading until it is to the right of the
Date heading, then release the mouse button.

NOTE : Saving customised reports You can save your customised

reports by clicking Save As in the Report Display window. You can
access your custom reports in the Custom tab of the Index to 6 As you do not want to email the report, click Cancel.
Reports window.
If you wanted to email the report, you would click Send.
7 Click Close. The Index to Reports window reappears.
8 Click Close. The command centre appears.

REPORTS 41
 Payroll

The payroll feature is only available in MYOB Premier Enterprise, Exercise 1: Create an employee card
Premier and Accounting Plus.
In this exercise, you will create an employee card for a new
employee named Rick Shaw. He is a full-time, permanent
employee with an annual salary of $55,000. He is entitled to sick
leave and holiday leave and receives superannuation guarantee
contributions on top of his annual salary.
1 Go to the Card File command centre and click Cards List.
The Cards List window appears.
2 Click the Employee tab.
3 Click New. The Card Information window appears.
4 Enter the employee’s personal details as shown:

The Payroll command centre allows you to calculate employees’

wages, salaries and entitlements, and process pays for both salary
and wage earners. You can calculate overtime rates, allowances,
tax deductions, employer expenses, superannuation and leave
entitlements.
This module shows you how to use the Payroll command centre
to set up employee records and process a pay run.
This module includes the following exercises:
„ Exercise 1: ’Create an employee card’ on page 42
„ Exercise 2: ’Pay employees’ on page 44

Payroll categories An employee’s pay is made up of

components, called payroll categories. These may include wages,
entitlements, superannuation and taxes. You assign payroll
categories to an employee’s card, then combine them to
calculate the employee’s pay.

42 GETTING STARTED TUTORIAL

5 Click the Payroll Details tab. There are a number of views in Note that when you select Salary as the pay basis, the Base
this tab. Salary wage category is selected automatically.

9 Click Superannuation. The Superannuation view of the

Payroll Details tab appears.
10 Enter the employee’s superannuation details:
a In the Superannuation Fund field, type AMP Life.
6 In the Personal view, enter the employee’s personal
b Click in the select column ( ) next to SGC
information as shown:
Superannuation to assign the superannuation guarantee
contributions payroll category to the employee’s card.

7 Click Wages. The Wages view of the Payroll Details tab

appears.
8 Enter the employee’s wage details:
a In the Pay Basis field, select Salary.
b In the Annual Salary field, type 55,000.
c In the Pay Frequency field, select Monthly.

PAYROLL 43
 11 Click Entitlements. The Entitlements view of the Payroll 18 Click Close. The Card File command centre appears.
Details tab appears.
12 Click in the select column ( ) to select Holiday Leave
Accrual and Sick Leave Accrual.
Exercise 2: Pay employees
In this exercise, you will process a pay run for five employees. You
will adjust one employee’s pay to include four hours of overtime
pay.
1 Go to the Payroll command centre and click Process Payroll.
The Process Payroll assistant appears. The Process Payroll
assistant is a series of windows that take you through the
process of recording your employee pays.
13 Click Taxes. The Taxes view of the Payroll Details tab 2 Select the Process all employees paid option, then select
appears. Monthly in the adjacent field.
Note that the PAYG Withholding category is automatically 3 In the Payment date field, type 15/3/8.
selected.
4 In the Pay period start field, type 1/3/8. In the Pay period
end field, type 31/3/8. If you receive a date warning, click
OK to ignore the message.

14 Click Standard Pay. The Standard Pay view of the Payroll

Details tab appears.
The employee’s standard pay details are displayed. These
values have been calculated using the values you entered and
the payroll categories you selected in the Payroll Details tab
of the employee card.

15 Click the Payment Details tab.

16 In the Payment Method field, select Cheque.
17 Click OK. The Cards List window appears.

44 GETTING STARTED TUTORIAL

5 Click Next. The Select & Edit Employee’s Pay window 7 In the Hours column next to the Overtime (2x) payroll
appears. If you receive a date warning, click OK to ignore the category, type 4 and press TAB. The Net Pay and PAYG
message. Withholding amounts are adjusted automatically.
Note that all employees who are paid monthly have been
automatically selected.

8 Click OK. The Select & Edit Employee’s Pay window

reappears.

6 To record the overtime hours worked by Peter Parker, click the 9 When you have finished reviewing and editing pay details,
zoom arrow ( ) next to Peter Parker’s name. His pay details click Record. A message appears, informing you that five
for the current pay period appear in the Pay Employee paycheques will be recorded.
window. 10 Click Continue. The pay run is processed and another
message appears informing you that five paycheques were
recorded successfully.

PAYROLL 45
 11 Click OK. The Process Payments window appears.

13 If you want to print pay advice for your employees. click

12 To print the paycheques, you would click Print Paycheques. Display Pay Advice.
However, for the purposes of this tutorial click Next. The 14 Click Finish.
Print Payroll Advice window appears.
You have successfully processed a pay run for five employees.

46 GETTING STARTED TUTORIAL