Accounting

Accounting Plus
Getting Started
1: Installing on Windows ............................. 5

2: Installing on Macintosh ........................... 7

3: Registering your MYOB software ................ 9

4: Upgrading from a previous version . . . . . . . . . . . . 11

5: What’s new . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

6: Obtaining technical support . . . . . . . . . . . . . . . . . . . . 41

 MYOB UK Ltd Trademarks
MYOB®, MYOB Accounting™, MYOB Accounting Plus™, MYOB BusinessBasics™, MYOB ODBC
DeveloperPack™, MYOB ODBC Direct™, Accounting Plus™, BusinessBasics™, ODBC
Westec House DeveloperPack™ and ODBC Direct™, are trademarks or registered trademarks of MYOB
West Gate Technology Pty Ltd and their use is prohibited without prior consent.
Ealing Adobe®, Acrobat® , Acrobat Reader®, Adobe Reader®, PDF™, and PostScript® are trademarks or
registered trademarks of Adobe Systems Incorporated.
London Apple®, Macintosh®, and QuickTime® are registered trademarks of Apple Computer, Inc. Mac and
W5 1YY the Mac logo are trademarks of Apple Computer, Inc. used under licence.
Brio Intelligence and Hyperion Intelligence are trademarks or registered trademarks of Hyperion
Solutions Corporation.
Telephone
Crystal Reports® is a registered trademark of Crystal Decisions, Inc. in the United States or other
0845 130 3975 (local) countries.
MasterCard® is a registered trademark of MasterCard International Inc.
+44 208 799 0299 (international) Microsoft, Access, Excel, Internet Explorer, Office, Smart Tags, Windows and Word are registered
trademarks or trademarks of Microsoft Corporation in the United States or other countries.
(9:00 a.m. to 5:30 p.m., Monday to Friday)
Quicken® and QuickBooks® are registered trademarks of Intuit Inc.
VISA® is a registered trademark of Visa International Service Association.
Website: http://www.myob.co.uk Other products mentioned may be service marks, trademarks or registered trademarks of their
respective owners.
© MYOB Technology Pty Ltd 2006 Writers
All rights reserved. Marcia Bascombe, Hedley Finger, Suchitra Govindarajan, Sheetal Laviena, Neil McRobinson,
Steven Rao, Mirjana Sicevic, John Wilson, Janet Wood.
Disclaimer
Information supplied by the member companies of the MYOB group (whether in user This publication is intended to be used with MYOB Accounting
documentation and other literature, video or audio material, training courses, websites, advice
given by staff, or provided by other means) is intended only to illustrate general principles, and and MYOB Accounting Plus v15, January 2006.
may not be complete, accurate or free of error. As accounting standards, taxation requirements,
legislation and the circumstances of individual businesses vary widely, this information cannot be
considered authoritative and may not apply to your specific situation. You should obtain
competent advice from a qualified accounting, taxation, information-technology or legal
professional before acting on such information. To the extent permitted by law, member
companies of the MYOB group are not liable for any special, consequential, direct or indirect
damages arising from loss of function, profits or data resulting from your application of such
information. In the event that any of the above limitations are found to be unenforceable, the
MYOB member company's liability is limited to the return of any fees or monies paid for the
purchase of the product or service.

2 MYOB Accounting/MYOB Accounting Plus v15, uk

 MYOB Licence Agreement b Number of Users If you have purchased:
i) a Single User Software Licence then you may use the Software on
IMPORTANT – READ THIS CAREFULLY BEFORE USE. This is the Software
only one computer that you own or operate at a single physical loca-
Licence Agreement (Agreement). As you have purchased the Product tion in respect of company files you have activated. You may transfer
(consisting of the User Documentation and the installation CD or other media the Software from one such computer to another that you own or
containing the Software), following notification of the Licence you are now
operate provided that you do not use or permit the usage of the
legally bound by its conditions. HOWEVER, if the Licence Agreement contains
Software on more than one computer or computer terminal at a
anything of which you were not aware prior to purchasing the Product or do time. In the event of an upgrade or Product exchange the Licence
not agree to be bound by, DO NOT INSTALL THE SOFTWARE but return the hereby granted shall automatically transfer to the new version or
Product to the reseller in its entirety and a full refund of the purchase price will
Products.
be made. By installing the Software and keeping the Product you are
confirming that you have purchased the Product subject to this Licence and ii) a Multi-User Software Licence then you may use the Software on
are bound by its provisions. only one computer network that you own or operate at a single
physical location and only then in respect of company files created
TRIAL VERSION SOFTWARE LIMITATION. If you use this Software on a trial
and activated by you or by another licensed user. You may transfer
basis prior to purchase, then additional restrictions govern its use. The Trial the Software from one computer to another that you own or operate
Version is intended to be used only for evaluation purposes and whilst you may on this network provided that you do not use or permit the usage of
create your own company data files (“Company Files”) you will have access to
the Software on more than the licensed number of computers or
your Company Files only for a period of 30 days from the date of creation of
computer terminals at a time, nor permit the usage of the Software
each Company File. Thereafter, you will be able to access the Company Files on more than one network at any one time, nor permit the Software
created by you only upon your purchase of the full version of the Software to be used in respect of company files that you have not activated or
product licence. Upon your purchase of the full version of the Software product
have not been created by you or by another licensed user.
licence, the restrictions in this paragraph (Trial Version Software Limitation)
shall no longer apply, but you acknowledge that your use of the full version of c Updates and Upgrades In the event of an upgrade, update or prod-
the Software product licence will be conditioned on your agreeing to the terms uct exchange, the Licence hereby granted shall automatically transfer
of the Software Licence Agreement accompanying the full version of the to the new version or product. All rights in respect of the original Prod-
Software product licence. uct shall lapse and no further use of these shall be permitted.

1 Scope of Licence d Portable or Home Computer and Archive Copies You may make a copy
of the Software and install it on either a portable computer or a compu-
MYOB Technology Pty Ltd (the Publisher), through its local publishers and
ter located in your home provided that the copy is for your own exclu-
distribution agents, hereby grants to you, the original purchaser, a paid- sive use and is not operated simultaneously with the original of the
up, personal, non-exclusive and non-transferable Licence to use the
Software. Otherwise you may not copy or duplicate the Software,
Software and the User Documentation only in the region, territory or
except as necessary solely for archival purposes, Software error verifica-
country specified on the packaging, or in the United Kingdom and Eire,
tion, or to replace defective storage media, provided you keep the orig-
subject to the terms and conditions of this Agreement. inal and the copies. You may not alter, decompile or disassemble the
a Activation You must register the Software and activate the company Software. You may make copies of the User Documentation up to but
files you create with MYOB. You may only access each company file you not exceeding the number of multi-user Licences you have purchased.
create for 30 days without registering the Software and activating the e Transfers You may not sub-license, lease, rent or lend the Software or
file. After 30 days the company file will become read-only until you reg-
the User Documentation or otherwise transfer any of your rights under
ister and activate the company file. You are entitled to activate up to
this Agreement. Subject to the prior written consent of the Publisher
five company files. If required, you can obtain additional activations by and the agreement of the transferee to be bound by the terms of this
contacting MYOB UK Ltd. Agreement, you may permanently transfer the Software (together with

Getting Started 3
 any backup copies you have made) and the User Documentation. How- If during the 90-day limited warranty period, you discover physical defects
ever, you may not retain any copies of either the Software or the User in the media on which the Software was recorded or in the User
Documentation. Documentation, the Publisher will replace them at no charge to you,
f Term The Licence granted in this Agreement is effective until termi- provided you return the item to be replaced with proof of purchase to the
nated. You may terminate it at any time by destroying the Software and Publisher. THIS IS YOUR SOLE REMEDY. IN NO EVENT WILL THE
PUBLISHER BE LIABLE TO ANY PERSON FOR ANY DIRECT, INDIRECT,
User Documentation, together with all copies, or by returning them to
SPECIAL, INCIDENTAL, CONSEQUENTIAL OR SIMILAR DAMAGES, EVEN IF
the Publisher. If you fail to comply with any term or condition of this
Agreement, this Licence will terminate and, upon any such termina- THE PUBLISHER HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH
tion, you agree to destroy the Software and User Documentation, DAMAGES.
together with all copies, or to return them to the Publisher. Termination Some jurisdictions do not allow the exclusion or limitation of implied
of this Licence shall be in addition to and not in lieu of any other reme- warranties or of liability for incidental or consequential damages, so the
dies available to the Publisher. above limitations or exclusions may not apply to you. This warranty gives
you specific legal rights and you may also have other rights that vary from
g Protection and Security You agree to use your best endeavours and to
jurisdiction to jurisdiction. In the event that any of the above limitations or
take all reasonable steps to safeguard the Software to ensure that no
exclusions are held to be unenforceable, the Publisher’s total liability shall
unauthorised person has access to the Product and that there is no
not exceed the amount of the Licence fee you paid.
unauthorised copying or distribution of the Software or User Documen-
tation. 3 Entire Agreement

2 Limited Warranty & Disclaimer This Licence constitutes the entire agreement between the Publisher and
the Licensee and any prior representations, statement or undertaking
The Publisher warrants that the media on which the Software is recorded
howsoever made are expressly cancelled. No amendment or modification
and the User Documentation provided with it are free from defects in
to this Licence shall be valid unless it shall be in writing and signed by an
authorised representative of the Publisher.
materials and workmanship under normal use for a period of 90 days from
the date of your original purchase. Except for the limited warranty
described above, the Software is sold ‘as is’, and you are assuming the
entire risk as to its quality and performance. It is your responsibility to
verify the results obtained from the use of the Software.

4 MYOB Accounting/MYOB Accounting Plus v15, uk

1 Installing on Windows

First-time and upgrading customers should complete these tasks to install MYOB accounting software on Windows.

Checking the Windows requirements and package contents

Make sure that each Windows computer on which you intend In addition to this Getting Started guide, your MYOB
to install this software has these minimum resources. accounting software package should contain these items:

z MYOB Accounting or MYOB Accounting Plus CD

Hardware Pentium® processor with 200MHz and 32 Mb RAM
z User Guide
50 Mb free hard disk for program installation
35 Mb additional hard disk space for each company z Registration card
file z A guide to MYOB-compatible cheques, forms stationery
1024 x 768 screen resolution with 16-bit colour
(first-time purchasers only).
Software Windows® 98, 2000, Me, XP, Windows NT® 4
(Service Pack 6) or later

Officelink Microsoft Word® version 8 to 2003

compatibility Microsoft Excel® version 8 to 2003

Internet Dial-up connection for accessing Help and e-features

Netscape Navigator or Internet Explorer version 5 or
later
QuickTime 4 or later
Acrobat Reader 4 or later, or Adobe Reader 6 or later

Network Ethernet network (for best performance choose

100BaseT) that supports NetBEUI, NetBIOS or TCP/IP
networking protocols.

5
 Installing MYOB accounting software on Windows workstations
Installing MYOB accounting software on all versions of Windows is 4 In the installation window, proceed to the install page and follow
very similar. An autorun window lets you install MYOB accounting the on-screen instructions for installation.
software and other useful applications, such as Adobe Reader, and
5 When installation is complete, click Finish. Your default web
learn about support plans and other services.
browser displays the What’s New in This Version topic from
MYOB Accounting Plus1 is multi-user software that comes with a MYOB Help.
single user licence. If the volume of transactions requires input
6 If you are installing MYOB Accounting Plus with the intention of
from more than one user, additional licences can be purchased
providing multi-user access to a company file, repeat from step 1
enabling simultaneous multi-user access to company files. See ‘To
on each computer requiring company file access.
obtain additional seat licences’ in the accompanying User Guide.
7 NEW CUSTOMERS
Once you’ve obtained these additional seat licences, your
company file must be set up for multiple users. See ‘Setting up a a Register your MYOB accounting software. See ‘Registering your
company file for multiple users for Windows’ in the User Guide. MYOB software’ on page 9.
b Create and activate a company file. For instructions see your
To install MYOB accounting software on a Windows MYOB accounting software User Guide.
workstation
UPGRADING CUSTOMERS
This procedure applies to all versions of Windows.
a Upgrade your active company files. See ‘Upgrading Windows
1 Login as an administrator (if your computer only allows people company files’ on page 11.
with administrator privileges to install software).
b Learn more about the new features. See ‘New features and
2 Save any open documents you want to save and close all software. enhancements overview’ on page 23.

3 Insert the MYOB accounting software CD into the drive.

The installation window should appear. If it does not, open the CD

drive—usually the d:\ drive—in Windows Explorer and double-
click autorun.exe.

1
MYOB Accounting only supports a single user and cannot be
networked.

6 Chapter 1 : Installing on Windows MYOB Accounting/MYOB Accounting Plus v15, uk

2 Installing on Macintosh

First-time and upgrading customers should complete these tasks to install MYOB accounting softwareon Macintosh.

Checking the Mac OS requirements and package contents

Make sure that each Macintosh computer on which you In addition to this Getting Started guide, your MYOB
intend to install this software has these minimum resources. accounting software package should contain these items:

Hardware PowerMac G3 with 128 Mb RAM

z MYOB Accounting or MYOB Accounting Plus CD
40Mb of available hard disk space for program z User Guide
installation. Note: UNIX File System (UFS) formatted
hard drives are not supported
z Registration card
35 Mb additional hard disk space for each company file z A guide to MYOB-compatible cheques, forms stationery
1024 x 768 screen resolution with thousands of colours (first-time purchasers only).
Software Mac OS X version 10.1 or later

Officelink Microsoft Word® 2004 or Microsoft Word® X

compatibility Microsoft Excel® 2004 or Microsoft Excel® X

Network G4 processor with 256 Mb RAM

100BaseT or faster Ethernet network

Internet Dial-up connection for accessing Help and e-features

Safari or Internet Explorer version 5 or later
QuickTime version 5 or later
Acrobat Reader 4 or later, or Adobe Reader 6 or later

7
 Installing MYOB Accounting on Macintosh workstations
Installing MYOB accounting software on all supported versions of 4 The installation window appears. Proceed to the install page and
Mac operating systems is the same. From the autostart window follow the on-screen instructions.
you can install the software and other useful applications, such as
5 When installation is complete, click Finish. Your default web
Adobe Reader, and learn about support plans and other services.
browser displays the What’s New in this version topic from
MYOB Accounting Plus1 is multi-user software that comes with a MYOB Help.
single user licence. If the volume of transactions requires
6 If you are installing MYOB Accounting Plus with the intention of
additional users, licences can be purchased for simultaneous
allowing multiple users to access a company file at the same time,
multi-user access to company files. See ‘To obtain additional seat
repeat this procedure to install the program on each computer in
licences’ in the accompanying User Guide.
the network that will access the company file.
Once you’ve obtained these additional seat licences, your
7 NEW CUSTOMERS
company file must be set up for multiple users. See ‘Setting up a
company file for multiple users on Macintosh’ in the User Guide. a Register your MYOB accounting software. See ‘Registering your
MYOB software’ on page 9.
To install MYOB accounting software b Create and activate your company file. See your MYOB
accounting software User Guide.
This procedure is applicable to all versions of Macintosh OS
version 10.1 or later. UPGRADING CUSTOMERS
a Upgrade your company file. See ‘Upgrading Mac OS company
1 Log in as administrator (if your computer only allows users with
files’ on page 14.
administrator privileges to install programs).
b Learn more about the new features. See Chapter , ’New
2 Save any open documents you want to save and close any other features and enhancements overview’, on page 23.
software.

3 Insert the MYOB accounting software CD into the drive.

The installation window should appear when you insert the CD. If
it does not, open the MYOB accounting software v15 CD on the
desktop and double-click the setup icon.

1
MYOB Accounting only supports a single user.

8 Chapter 2 : Installing on Macintosh MYOB Accounting/MYOB Accounting Plus v15, uk

3 Registering your MYOB software
MYOB accounting software requires registration for continued use after the initial trial period.

Registering your software

You need to register your MYOB accounting software so that Information required for registration
you can:
You need to gather the following information before
z activate any company files you create registering:
z activate the 30-day introductory support included with z serial number from your installation CD
your purchase so you can obtain telephone, email or
z product version number
Internet support—see Chapter 6, ’Obtaining technical
z date of purchase
support’, on page 41
z contact name—given name (first name, christian name),
z receive information about product upgrades, new
and family name (last name, surname)
products, special offers and other services.
z organisation or company name, or trading name
Registration required for activation MYOB accounting z telephone numbers
software allows you to enter data into a new company file for
z email address
a trial period of 30 days. After 30 days, the company file will
z postal address (including PO boxes) where mail is normally
become read-only. You will be able to view transactions, print
delivered—if applicable, unit number, street number, street,
reports and export data, but not enter transactions. After you
town, county and postcode
activate the company file, you will be able to enter
transactions—but you need to be registered before you can z business type, for example, service, manufacturing,
activate files. wholesale, retail, etc.
z type of computer—Macintosh or Windows
z operating system
z number of employees.

9
 To register online To register by fax

1 Start your web browser and go to 1 Complete the registration card included in your package.
http://www.myob.co.uk/registration/
2 Fax the card to 0208 799 0123.
2 Complete the registration page, then click Register.
When we receive your registration details, we will send you a
Your registration details will be processed and you will receive a letter confirming your registration. Once you receive your
confirmation email. A letter will also be posted to you confirming confirmation letter, you can activate company files (see ‘Creating
your registration. and activating company files’, in the User Guide).
You can activate your company files two working days after
receiving the confirmation email (see ‘Creating and activating To register by telephone
company files’, in the User Guide).
Telephone the MYOB registrations line on 0845 130 3975
between 9 a.m. and 5.30 p.m, Monday to Friday, and give your
To register by mail
details to the MYOB Customer Service representative.
1 Complete the registration card included in your package. When you have completed registration, you can activate
2 Mail the card to: company files (see ‘Creating and activating company files’, in the
User Guide). We will also send you a letter confirming your
MYOB UK Ltd
registration.
Westec House
West Gate
London W5 1YY
When we receive your registration details, we will send you a
letter confirming your registration. Once you receive your
confirmation letter, you can activate company files (see ‘Creating
and activating company files’, in the User Guide).

10 Chapter 3 : Registering your MYOB software MYOB Accounting/MYOB Accounting Plus v15, uk
4 Upgrading from a previous version

To upgrade from previous versions of MYOB accounting software you need to complete the following tasks applicable to Windows or
Macintosh and then the tasks common to both.

Upgrading Windows company files

Company files created by previous versions of MYOB Upgrade from version 12 or earlier
Accounting or MYOB Accounting Plus need to be upgraded to
For each active company file:
use the new features.
1 Upgrade the company file. See ‘To upgrade the company file’
Also, if you have customised any template files (reports, forms,
on page 12.
letters or spreadsheets) in a previous release, you need to
upgrade these templates. 2 Upgrade your customised templates. See ‘Upgrading
customised templates’ on page 12.
Upgrade from version 13 or later 3 Activate the company file. See ‘Activating existing company
For each active company file: files (Windows and Mac OS)’ on page 16.

1 Upgrade the file. See ‘To upgrade the company file’ on 4 Edit your user accounts. See ‘Editing upgraded user accounts
page 12. (Windows and Mac OS)’ on page 20.

2 Upgrade your customised templates. See, ‘Upgrading

customised templates’ on page 12.

11
 To upgrade the company file c Click Save. A window appears with the new filename and
location.
1 Start your MYOB accounting software.
7 Click Yes. The upgrade process begins.
2 In the welcome window that appears, click Open.
8 When the upgrade is complete the Congratulations window
3 In the Open window that appears, navigate to and click the
appears, click OK. The company file opens for you to use.
company file to be upgraded and then click Open.
9 If you want to upgrade another company file:
4 In the Sign-on window, sign on as administrator:
a Go to the File menu and choose Open.
a In the User ID field, type Administrator.
b Repeat from step 3.
b In the Password field, type the master password, if you have
one. 10 If you have customised any templates, continue with, ‘Upgrading
c Click OK. A window appears with the option to upgrade your customised templates’ below.
company file.
Upgrading customised templates
Customised templates for reports, forms, letters or spreadsheets
created in a previous version need to be copied to the
corresponding folders in the MYOB Accounting v15 or MYOB
Accounting Plus v15 installation folder.

You can automatically upgrade your custom templates by using

the Forms Upgrade Assistant (see below), or manually by copying
5 Click Yes. A window appears displaying the filename and location the templates to the installation folder (see page 13).
for the upgraded company file.
To upgrade customised templates using the Forms
By default, the filename will be the same as your current file and
Upgrade Assistant
the location your new MYOB installation folder, for example,
C:\Plus15. 1 Go to the Start menu and choose Programs, MYOB Accounting
v15 (or MYOB Accounting Plus), MYOB Tools, and then MYOB
6 If you want to save the file to a different location, or change the
Accounting (Plus) v15 Forms Upgrade Assistant.
filename of the upgraded company file, click Browse:
2 In the Welcome window, click Next. The Copying Files window
a In the Save in field, navigate to your preferred folder.
appears.
b In the File name field, type a new file name.

12 Chapter 4 : Upgrading from a previous version MYOB Accounting/MYOB Accounting Plus v15, uk
 In this window, note the path to your previous MYOB software is To manually copy customised templates to MYOB
displayed in the Source field. The path to your current MYOB accounting software v15
accounting software is displayed in the Destination field.
1 In Windows Explorer, open the installation folder of your previous
NOTE : If the previous version cannot be found If your version of MYOB accounting software and open it (for example,
previous MYOB accounting software was not installed in the the folder located at C:\Myob14 or C:\Plus14).
default location, a message may appear stating that the previous
version could not be found. To manually locate it, click the The installation folder contains these folders and files:
Browse button and locate the program folder of your previous
MYOB accounting software. Click the .exe file (for example,
File
myob.exe) and then click Open. The path should now display in Folder Type of file
extensions
the Source field.
Custom *.rpt User-customised reports templates
3 Click Start. The Forms Upgrade Assistant moves the templates
Forms *.frm Standard and user-customised forms templates
in your previous version folders into folders with the prefix ‘Old’
(for example Old Forms, Old Custom, Old Letters), and then Letters *.dot Standard and user-customised Microsoft Word
word-processing templates
copy the templates from your previous version into the
Sprdsht *.xlt Standard and user-customised Microsoft Excel
appropriate folders (for example, Forms, Custom, Letters) in
spreadsheet templates
MYOB Accounting v15 or MYOB Accounting Plus.

When the templates have been copied, the Finished window

2 Open the Custom folder.
appears.
3 Control-click on each of the custom templates you want to copy.
4 Click Finish to close the Forms Upgrade Assistant.
NOTE : Avoid selecting your previous version’s standard
NOTE :Templates must be upgraded on all workstations Your
templates The standard templates included with MYOB
custom reports, forms and letters must be upgraded on every
accounting software v15 may have improved features so make
workstation that uses them, not just the workstation where the
sure you select only the templates that you created, ignoring the
company file is located.
old standard templates. This will ensure you do not accidentally
5 If you are upgrading from: overwrite upgraded standard templates in the v15 installation
folder.
z version 12 or earlier, continue with ‘Activating existing
company files (Windows and Mac OS)’ on page 16. 4 Go to the Edit menu and choose Copy.

z version 13, or later, your upgrade is complete. Continue with 5 Open the corresponding folder in the MYOB Accounting or
Chapter 5, ’What’s new’, on page 23. MYOB Accounting Plus v15 installation folder (for example, the
folder located at C:\Myob15 or C:\Plus15).

6 Go to the Edit menu and choose Paste.

Getting Started 13
7 Repeat from step 2 for each of the remaining folders: Forms, 8 If you are upgrading from:
Letters and Sprdsht.
z version 12 or earlier, continue with ‘Activating existing
company files (Windows and Mac OS)’ on page 16.
z version 13, or later, your upgrade is complete. Continue with
Chapter 5, ’What’s new’, on page 23.

Upgrading Mac OS company files

Company files created by previous versions of MYOB Accounting 4 Edit your user accounts. See, ‘Editing upgraded user accounts
or MYOB Accounting Plus need to be upgraded to use the new (Windows and Mac OS)’ on page 20’.
features.
To upgrade the company file
Also, if you have customised any template files (reports, forms,
letters or spreadsheets) in a previous release, you need to upgrade 1 Start your MYOB accounting software.
these templates.
2 In the welcome window that appears, click Open.

Upgrade from version 13 or later 3 In the Open window that appears, navigate to and click the
company file to be upgraded, and click Open.
For each active company file:
4 In the Sign-on window, sign on as administrator:
1 Upgrade the file. See, ‘To upgrade the company file’ on this page.
a In the User ID field, type Administrator.
2 Upgrade any customised templates. See, ‘To upgrade your
b In the Password field, type the master password, if you have
customised templates’ on page 15.
one.
c Click OK. A window appears with the option to upgrade your
Upgrade from version 12 or earlier
company file.
For each active company file:

1 Upgrade the file. See, ‘To upgrade the company file’ on this page.

2 Upgrade any customised templates. See, ‘To upgrade your

customised templates’ on page 15.

3 Activate your company file. See, ‘Activating existing company files

(Windows and Mac OS)’ on page 16’.

14 Chapter 4 : Upgrading from a previous version MYOB Accounting/MYOB Accounting Plus v15, uk
 To upgrade your customised templates

Customised templates for reports, forms, letters or spreadsheets

created in a previous version need to be copied to the
corresponding folders in the MYOB Accounting v15 or MYOB
Accounting Plus v15 installation folder.

1 In the Finder, locate the installation folder of your previous

version of MYOB accounting software and open it.
5 Click Yes. A window appears displaying the filename and location
for the upgraded company file. The installation folder contains these folders and files:
By default, the filename will be the same as your current file and
the location your new MYOB installation folder. Folder Type of file

6 If you want to save the file to a different location, or change the Custom User-customised reports templates

file name of the upgraded company file, click Browse: Forms Standard and user-customised forms templates

a Navigate to your preferred folder. Letters Standard and user-customised Microsoft Word word-
processing templates
b In the Save As field type in the new file name.
Spreadsheets Standard and user-customised Microsoft Excel
c Click Save. spreadsheet templates

7 Click Yes. The upgrade process begins.

8 When the upgrade is complete the Congratulations window 2 Open the Custom folder.
appears, click OK. The company file opens for you to use. 3 Command-click on each of the custom templates you want to
9 If you want to upgrade another company file: copy.

a Go to the File menu and choose Open NOTE : Avoid selecting your previous version’s standard
templates The standard templates included with MYOB
b Repeat from step 3. accounting software v15 may have improved features, so make
10 If you have customised any templates, continue with, ‘To upgrade sure you select only the templates that you created, ignoring the
old standard templates. This ensures you do not overwrite
your customised templates’ below.
upgraded standard templates in the v15 installation folder.

Getting Started 15
4 Drag and drop the selected template files over the corresponding 6 If you are upgrading from:
folder in the v15 installation folder (for example, the Custom
z version 12 or earlier, continue with ‘Activating existing
folder).
company files (Windows and Mac OS)’ on this page.
5 Repeat from step 2 for each of the remaining folders (for example, z version 13, or later, your upgrade is complete.
Forms, Letters and Spreadsheets).

Activating existing company files (Windows and Mac OS)

Follow this section only if you are upgrading from MYOB You can activate and confirm company files either over the
accounting software v12 or earlier. Internet or by telephone:

A new activation and confirmation method replaces the previous z To activate a company file over the Internet, see below.
registration method used in version 12 or earlier. The principal z To activate a company file by telephone, see page 18.
differences between the new activation method and the previous
Before you can activate your existing company file, you need to
registration method are:
upgrade the file. For more information, see ‘Upgrading Windows
z a new 12-digit serial number replaces your current customer company files’ on page 11 or ‘Upgrading Mac OS company files’
number on page 14.
z a unique code for each company file
z a confirmation process is carried out once or twice a year for the To activate a company file over the Internet
life of the file to ensure that the company file and serial number
1 Make sure that you are connected to the Internet so that the
continue to match.
MYOB accounting software can communicate with the MYOB
You must initially activate, and then confirm, all newly upgraded activation server.
company files and any new company files you create. You can
2 Start your MYOB accounting software and open an upgraded
activate and confirm company files manually (MYOB Accounting
company file. The Sign-on window appears.
or MYOB Accounting Plus reminds you when confirmation is due)
or you can set up automatic confirmation.

Company files can be used for 30 days without activation but,

after that time, become read-only until activated and confirmed.
You can still view transactions, print reports and export data from
a read-only company file but will not be able to enter any new
transactions.

16 Chapter 4 : Upgrading from a previous version MYOB Accounting/MYOB Accounting Plus v15, uk
3 Complete the Sign-on window: Activation window appears whenever you open a company file
that is not activated.

5 In the Company File Activation – Online window, type your

12-digit serial number in the Serial Number field and press TAB. A
unique code is generated in the Company File Code field.

a Type Administrator in the User ID field. The Administrator

user account is built-in and corresponds to the former master
password.
b Type your previous master password in the Password field (or
leave it blank if there was none).
6 Click Continue. Your serial number and the company file code are
c Click Single-user Access and click OK.
sent to the MYOB server, which returns a confirmation code and
activates the company file. You do not need to record the
confirmation code.

7 In the Company File Activation – Activated window, click OK.

Consider automating subsequent confirmations—see ‘To set up
automatic company file confirmation’ on page 19.

8 Repeat from step 2 to activate other company files.

9 Continue with ‘Editing upgraded user accounts (Windows and

Mac OS)’ on page 20.

4 In the Company File Activation window, click I want to activate

my company file online and click Continue. The Company File

Getting Started 17
 To activate a company file by telephone The Company File Activation window appears whenever you
open a company file that is not activated.
1 Start your MYOB accounting software and open an upgraded
company file. The Sign-on window appears.

2 Complete the Sign-on window:

a Type Administrator in the User ID field. The Administrator

user account is built-in and corresponds to the former master
password.
b Type your previous master password in the Password field (or
leave it blank if there was none).
c If you are using MYOB Accounting click OK. If you are using
MYOB Accounting Plus click Single-user Access and click OK.

4 In the Company File Activation – By Phone window, type your

12-digit serial number in the Serial Number field and press TAB. A
unique code is generated in the Company File Code field.

5 Call MYOB at the specified number and follow the instructions to

receive your confirmation code.

6 Type the code in the Confirmation Code field and click

Continue.

3 In the Company File Activation window, click I want to activate

my company file by phone and then click Continue.

18 Chapter 4 : Upgrading from a previous version MYOB Accounting/MYOB Accounting Plus v15, uk
 To set up automatic company file confirmation

If you are connected to the Internet, MYOB accounting software

can automatically confirm the activation of company files. If you
are not connected at the time the confirmation is attempted, a
window appears asking you to connect to the Internet.

1 Open the company file to be automatically confirmed.

2 Go to the Setup menu and choose Preferences.

3 In the Preferences window, click the Security tab.

4 Mark the I Prefer to Use Automated Online Company File

NOTE : Once-only confirmation code After you activate the
Confirmation checkbox.
company file, the confirmation code cannot be used again to 5 Click OK. The MYOB accounting software will confirm the
confirm this company file or activate another company file. You
company file whenever required and notify you on each occasion.
must obtain a different confirmation code from MYOB for each
company file whenever confirmation is required.

7 In the Company File Activation – Activated window, click OK.

Consider automating subsequent confirmations—see ‘To set up

automatic company file confirmation’ below.

8 Repeat from step 1 to activate other company files.

9 Continue with ‘Editing upgraded user accounts (Windows and

Mac OS)’ below.

Getting Started 19
 Editing upgraded user accounts (Windows and Mac OS)
Follow this section only if you are upgrading from MYOB different restrictions profiles, then reveal the sub-passwords to the
accounting software v12 or earlier. appropriate staff members. A sub-password did not allow you to
edit or delete other sub-passwords.
Version 13 of MYOB Accounting and MYOB Accounting Plus
introduced user accounts, a new security measure to control which A single sub-password could be shared by different employees
staff members are allowed to open a company file. User accounts who would each have their own user ID for transaction tracking.
also enables the system administrator to restrict certain users from
accessing various parts of the software. For example, if you have User accounts in v15
set up personal cards to record details about family members, you
In MYOB Accounting and MYOB Accounting Plus v15, user
may want to restrict access to these cards by all staff except
accounts determine both who can open a company file and, once
yourself and another trusted employee.
it is opened, what command centres and windows can be
accessed and which transactions can be posted. Each account
User IDs and passwords in previous releases consists of a user ID associated with a password. (That is, user IDs
In v12 and earlier releases of MYOB accounting software, User IDs and passwords are not separate, as they were in previous
and passwords worked differently to the current version. releases.)

User IDs User IDs were a means of recording who performed Transaction restrictions are now linked to a user account, that is,
particular transactions. They did not determine who could open a to the combination of user ID and password. User account
company file and perform transactions. If you opened a company passwords cannot be shared, as sub-passwords previously were.
file and accidentally mistyped your user ID, the mistyped name User IDs are recorded against transactions as before but only the
was accepted and stored as a new user ID. The mistyped user ID administrator can create user IDs. They are no longer created
would have been recorded against any transactions performed in automatically when you log on.
that session.
The administrator account has unrestricted access to all
Master passwords and sub-passwords A master password transactions and can create, edit and delete user accounts. Also,
allowed you to create sub-passwords, restrict transactions the administrator account is permitted to perform maintenance
associated with each sub-password, and edit or delete tasks not available to other users.
sub-passwords.

A sub-password was associated with restrictions as to which Upgrading user IDs and sub-passwords
command centres could be accessed and which transactions When you upgrade an old company file, the master password is
could be posted. You could create different sub-passwords with changed to the administrator account, former user IDs to new

20 Chapter 4 : Upgrading from a previous version MYOB Accounting/MYOB Accounting Plus v15, uk
 user accounts and former sub-passwords to new user accounts. 6 If the message appears warning that the company file has never
The new user accounts are not activated until access restrictions been verified, click No.
are set up. In the following procedure, passwords are assigned to
7 In the message advising you that the converted company file
the new user accounts and access restrictions set up.
contains previous user IDs that have been inactivated, click Yes.

To upgrade user IDs and sub-passwords NOTE : Opening the User Access window If the MYOB
accounting software command centre appears immediately,
1 Start MYOB Accounting or MYOB Accounting Plus. choose Preferences from the Setup menu, click the Security tab,
and click the Password button.
2 Open an upgraded company file.
The User Access window displays previous user IDs and sub-
3 Complete the Sign-on window.
passwords converted to user accounts. The user accounts derived
a Type Administrator in the User ID field. from former user IDs have no restrictions, but user accounts
b Type your previous master password in the Password field (or derived from former sub-passwords preserve their restrictions. For
leave blank if there was none). more information, click Help and choose Help for This Window.
c If you are using MYOB Accounting click OK. If you are using
MYOB Accounting Plus click Single-user Access and click OK.

Former user IDs converted to

user accounts

Former sub-passwords
converted to user accounts
(note the Password# prefix)
Restrictions preserved in the
selected user account (from
former sub-passwords only)

8 In the User Access window, edit user accounts derived from

4 If the Company File Activation window appeared, click I want to former user IDs.
activate my company file later and click Continue.

5 If the message appears advising how many days are left to

activate, click OK.

Getting Started 21
 a Click a name (that is, former user ID) in the User ID list and click
Edit. The Edit User Details window appears.

f In the Edit User Details window, click OK. Back in the User
Access window note that the user has acquired the restrictions
of the former sub-password.
b Clear the Inactive User checkbox.
g In the User Access window (while the user is still selected in the
c Type a password in the Password field and retype it in the
User ID list) further fine-tune access to functions by marking or
Confirm Password field.
clearing the Not Allowed column next to function names.
d Click the Copy Restrictions search button ( ).
h Repeat from step a for each new user account derived from a
e In the Select From List window, choose a user account derived former user ID.
from a former sub-password—that is, any with a Password#
Users can now log onto this company file with the user IDs and
prefix—and click Use User. This is a quick way of adding former
passwords you entered, and have access to all functions except
sub-password restrictions to an upgraded user account.
those disallowed.

9 When all user accounts are updated in the User Access window,
click OK.

22 Chapter 4 : Upgrading from a previous version MYOB Accounting/MYOB Accounting Plus v15, uk
5 What’s new

New features and enhancements overview

The new features in version 15 of MYOB Accounting and For more information on stock control enhancements, see
MYOB Accounting Plus are: page 29.

Enhanced payroll Improved auditing and financial control

z Timesheets are now available to record hours worked by tools
employees. z Retain transactions from the previous seven financial years.
z New way to pay payroll liabilities. z Enhanced Company Data Auditor.
z Audit trail tracking system now tracks a range of payroll z Improved budgeting tools including the option to start
changes. creating a new budget for the following financial year at
z Updated e-file feature for HM Revenue & Customs any time.
accreditation. For more information on improved auditing and financial
For more information on payroll enhancements, see page 25. tools, see page 34.

Enhanced stock control Improved record management

z You can now receive items into stock without a supplier z Combining cards into one record while retaining
invoice. transaction information.
z You can now sell items with insufficient on-hand quantities. z Combining accounts into one account record without loss
z Stock items can be tracked across multiple locations (MYOB of transaction information.
Accounting Plus only). z Copy details of recurring transactions across multiple cards.
z You can now choose an item’s standard cost or last cost as For more information on improved record management, see
the default on purchases. page 36.

23
 Enhanced reporting z To create a budget

z New reports have been included for timesheets, stock z To pay employees using timesheets
management, auditing and payroll. z To pay liabilities
z The auditing functionality of a number of reports has been z To receive items without a supplier invoice
enhanced. z To start a new financial year

For more information on enhanced reporting, see page 37. z To store items at multiple locations.

To view Show Me How movies

Miscellaneous enhancements
z Choice of date when recording transactions from the To Do 1 Go to the Help menu, choose What’s New in this Release and
List. then choose New Feature Movies. The list of available movies
appears.
z Print pick list option for customised packing slip forms.
z Generate invoice statements for any date. 2 Click the movie required. The Show Me How movie appears.
z Import MYOB RetailBasics point-of-sale data.
z Record VAT in nominal journals.

For more information on miscellaneous enhancements, see

page 38.

Show Me How new feature demonstration

movies
MYOB accounting software provides Show Me How tutorial
movies demonstrating many of the new features and how to use
them. Show Me How movies run between one and three
minutes.

The following Show Me How movies have been included:

z To allow the sale of items with insufficient quantities 3 Click Continue to run the demonstration movie.
z To combine records and accounts

24 Chapter 5 : What’s new MYOB Accounting/MYOB Accounting Plus v15, uk

 Enhanced payroll
The new payroll features are: To set up timesheets
z timesheets for recording hours worked 1 Go to the Setup menu and choose Preferences. The Preferences
z new way of paying payroll liabilities window appears.
z audit trail now tracks a range of payroll changes 2 Click the System tab.
z updated e-file feature for HM Revenue & Customs
3 Select the I Use Timesheets for [...] and My Week Starts on [...]
accreditation.
checkbox. Click OK.
NOTE :Show Me How movies Demonstration movies have been
created to provide an overview of many of the payroll 4 If you use timesheets to record:
enhancements. For more information, see ‘Show Me How new
z time billing (activity slips) and payroll information, select
feature demonstration movies’ on page 24.
Payroll and Time Billing from the I Use Timesheets for [...]
list.
Timesheets
z payroll information only, select Payroll from the I Use
You can now record hours worked by hourly employees using Timesheets for [...] list.
timesheets. If employees are paid for time-billing activities, you
5 Select the first day of your pay week from the My Week Starts on
can also enter activity details on timesheets to create activity slips.
[...] list. If your pay period does not start on the same day of the
The timesheet function is optional. If your employees work a fixed week, for example monthly pay periods, select any day of the
number of hours per pay period, or their pay is not calculated week from the list.
from time-billed activities, you do not need to use this feature. If
6 Click OK.
you choose to use timesheets you need to set this as a preference.
You can pay employees from timesheets only, or in addition to
recurring pay details.

Getting Started 25
 To enter employee hours on a timesheet „ type a description in the Notes field
„ assign a job number
Each employee paid on an hourly basis has a weekly timesheet.
z using the same details as the previous week. Click Copy From
For each employee, you enter timesheet hours in the Enter
Previous. The employee’s timesheet details for the previous
Timesheet window.
week appear
1 Go to the Time Billing command centre and click Enter
5 If you want to enter a timesheet for another week, repeat from
Timesheet. The Enter Timesheet window appears.
step 3.
2 In the Employee field, type or select the employee’s name. The
NOTE : Removing timesheet entries You can remove unpaid
employee’s timesheet, with any previously entered details,
entries on a timesheet at any time. For more information see
appears. MYOB Help.
NOTE : Grey values in date fields A grey value in a date field 6 Click OK. The timesheet hours are saved for use in the employee’s
indicates hours paid. Although you can adjust these values (say,
pay.
for reporting purposes), you cannot include the adjusted hours in
an employee’s pay. You need to record any adjustments in the If you recorded time-billing activity details on this timesheet, an
employee’s next pay period. activity slip is created. You can edit the activity slip information in
3 If you are recording details for a week other than the current the Enter Activity Slip window or the Enter Timesheet window.
week: To do so, position the insertion point in a date cell for the activity
entry you want to edit, right-click and choose Edit Activity Slip.
z click the back arrow ( ) to select a previous week
z click the forward arrow ( ) to select a future week CHANGES TO THE PROCESS PAYROLL ASSISTANT
z click the click the calendar icon ( ) to select a week from the
Unprocessed timesheets selected by default Previously
calendar that appears.
unprocessed timesheets (activity slips) were not automatically
4 Record timesheet details by either: selected for inclusion in employee pays.

z entering the daily hours for each payroll category worked. For Unprocessed payroll report button label Previously
each payroll category, select an hourly payroll category in the unprocessed timesheet entries (activity slips) were printed by
Payroll Category field and enter the daily hours worked in the clicking the Print Details button. This button has been renamed
date fields. You can also: Display Unprocessed Timesheet.
„ record time-billing details (available only if you chose this
option in the Preferences window)

26 Chapter 5 : What’s new MYOB Accounting/MYOB Accounting Plus v15, uk

 Payroll liabilities function 2 In the account field at the top of the window, type or select the
payment account.
Previously, payroll liabilities (that is, payroll deductions, expenses
and taxes) accrued using the Process Payroll Assistant were paid 3 In the Supplier field type or select the authority or agency to
by creating a Spend Money transaction. You can now use the Pay whom the withheld amount is being paid.
Liabilities window to pay these liabilities.
4 Select the type of liability to be cleared from the Liability Type
Also, the following reports are available to monitor payroll list.
liabilities:
By default, all payroll categories for the selected liability type are
z Accruals by Category included in the payment.
z Payroll Liabilities Reconciliation. 5 If you do not want to include all payroll categories:
For more information on these reports, see ‘Enhanced reporting’ a Click the search button ( ) in the Payroll Categories field.
on page 37. The Select from List window appears.
b Click the select column ( ) next to each payroll category you
To pay liabilities using the Payroll Liabilities
want to exclude.
window
c Click OK.
1 Go to the Payroll command centre and click Pay Liabilities. The d In the Dated From and the Dated To fields, specify the period
Pay Liabilities window appears. in which the payroll liabilities were withheld.
The payroll liabilities withheld during the specified period appear
in the Payroll Category section.

6 Click in the select column ( ) next to the payroll liability

amounts you want to include in this payment.

The total of the selected payroll liabilities appears in the Total

Payment field.

7 Click Record.

Getting Started 27
 Audit trail tracks changes in payroll PAYROLL CATEGORY CHANGES TRACKED

The audit trail now tracks the following employee card and payroll Payroll category Track changes made to...
category changes.
Wages • Type of Wages field
• Pay Rate field
EMPLOYEE CARD TRACKED
Entitlements • Type of Entitlement field
Employee card Deductions • Type of Deduction field
Track changes made to...
details
• Deduction Limit field
Wages • Pay Basis field Employer Expense • Employer Expense Information window
• annual salary or hourly rate • Type of Expense field
• pay frequency • Expense Limit field
• wages expense account • Threshold field
Entitlements • amounts in the Carry Over field

Taxes • NI table letter For more information about audit trail tracking, see MYOB Help.
• tax code
• Week 1/Month 1 option
Updated e-file feature for HM Revenue &
• Director option
Customs accreditation.
Payroll History • Previous employments tax amounts
• Previous employments pay amounts
The MYOB Accounting and MYOB Accounting Plus PAYE e-file
• pay history amounts feature has been updated to comply with HM Revenue and
Customs Electronic Business accreditation. These changes ensure
that e-filing process is correct for the year ending 5 April 2006.

28 Chapter 5 : What’s new MYOB Accounting/MYOB Accounting Plus v15, uk

 Enhanced stock control
The enhancements to stock control include: You can record items received in two ways:

z you can now receive items into stock without a supplier invoice z Recording items received against an existing order (see below)
z you can now sell items with insufficient on-hand quantities z Creating an order when you record items received (see ‘To
z stock items can be tracked across multiple locations (MYOB create an order when you record items received’ on page 30).
Accounting Plus only)
Setting up an accrual account for items received without a
z you can now choose an item’s standard cost or last cost as the supplier invoice Before you can record items received without a
default on purchases. supplier invoice, you need to set up an accrual account for them.
NOTE :Show Me How movies Demonstration movies have been For information on how to set up an accrual account for items
created to provide an overview many of the stock enhancements. received, see MYOB Help.
For more information, see ‘Show Me How new feature
demonstration movies’ on page 24. To record items received against an order

After setting the preference to receive items without a supplier

Receive items without a supplier invoice
invoice, including set up of the accrual account, you can record
In previous versions, purchased items could only be entered into items received against an order from the Purchases Register
stock with accompanying invoice details. window.
You can now record the receipt of these items using a receive item 1 Locate the order in the Purchases Register window by clicking
purchase. You enter an estimated purchase amount, which is the Orders tab. Select the required order.
allocated to an accrual account (the accounts payable entitlement
account). Your accounts payable is not affected at this time.

Later, when your supplier invoices you for the items, you can
record a purchase with the actual purchase amount. When you
record the purchase, the actual purchase amount is allocated to
your accounts payable and the estimated amount is removed
from the accrual account.

Getting Started 29
2 Click the Receive Items button. The Purchases window appears 3 If the Item layout does not appear:
with the Receive Item status.
a Click Layout. The Select Layout window appears.
b Select Item and then click OK.

4 Select Receive Item from the status list in the top-left corner of
the window.

3 In the Receive field, type the quantity received.

4 [MYOB Accounting Plus only] If you keep items at multiple

locations, type the location where you received the items in the
Location field. (You need to have set up multiple locations first.
For more information see ‘Multiple stock locations’ on page 31.) 5 Enter the purchase date in the Date field.

5 Click Record. The items are recorded in your stock and the 6 In the Ordered field, type the ordered quantity. This can be more
original order is updated with the number of items received. than the quantity received.

When you receive the supplier’s bill, you need to convert the 7 In the Receive field, type the quantity received.
order to a purchase. For more information, see the User Guide.
8 In the Item Number field, type or select the items received.

To create an order when you record items received 9 [MYOB Accounting Plus only] If you keep items at multiple
locations, type the location where you received the items in the
1 Go to the Purchases command centre and click Enter Purchases.
Location field. (You need to have set up multiple locations first.
The Purchases window appears.
For more information see ‘Multiple stock locations’ on page 31.)
Recording items received from the Stock Control
NOTE :
10 In the Price field, enter the estimated price for the items.
command centre You can also record items received by clicking
Receive Items from the Stock Control command centre. The 11 Click Record. The items are recorded in your stock and a purchase
Purchases window appears with the purchase status set to order is created with the number of items received.
Receive Item .
When you receive the supplier’s bill, you need to convert the
2 In the Supplier field, type or select the supplier’s name.
order to a purchase. For more information, see the User Guide.

30 Chapter 5 : What’s new MYOB Accounting/MYOB Accounting Plus v15, uk

 FIELD CHANGES IN THE ENTER PURCHASES WINDOW To allow the sale of items with insufficient
The Received column in the Purchase status view is now quantities
read-only and displays quantities entered in the Receive column 1 Choose Preferences from the Setup menu.
in the Receive Items status view.
2 Click the Stock tab and mark the Allow the Sale of Items with
When items are received without a supplier invoice, you can now Insufficient On-Hand Quantities [System-Wide] checkbox.
record the items using the Receive Items status in the Enter
Purchases window. 3 Click OK in the information window that displays to explain the
preference.

Multiple stock locations

NOTE : This feature is available in MYOB Accounting Plus
only.

If you hold stock in multiple locations, you can now keep track of
item quantities held at each location by recording:

z the location at which a purchased item is received

z the location from where a sold item is shipped
z the movement of items between locations.

The multiple locations feature is optional. If you don’t track

inventory quantities and values, or all your stock is held at one
Sale of items with insufficient quantities location, there is no need for you to use this feature. If you do
want to use it, you need to create a record for each inventory
In previous releases, when a sale was made for an item with
location.
insufficient quantities of stock, a window appeared requesting the
outstanding items be ordered, bought, built or back ordered. In When you create one or more locations, a Location field is
this release, you can set a preference to allow the sale of an item activated in the Purchases and Sales windows. When you record
with insufficient on-hand quantity to be recorded. With this an item purchase or sale, you can enter the receiving or selling
preference set, the sale of an item with an insufficient on-hand location for the item in this field. If you want, you can specify a
quantity results in a negative on-hand quantity and value. default receiving and selling location for your items. For more
information see MYOB Help.

Getting Started 31
 Before you can track items across multiple locations those
locations need to be created in the Locations List window.

Also, the following reports are now available to help you manage
stock at multiple locations:

z Item Movement Audit Trail

z Locations List
z Items Location Summary
z Items Movement.
2 Click New to create an additional location. The Location
For more information on these reports, see ‘Enhanced reporting’ Information window appears.
on page 37.
3 In the Location ID field, type an identification name (up to ten
WINDOW NAME CHANGES characters) for the new location and press TAB.

The following changes have been made: 4 Type in the new location’s name, address and contact details in
the relevant fields.
z the Transfer Stock command centre function and the Transfer
Stock window have been renamed Build Items. 5 If items will not be sold, or shipped from this location mark the
z the Autobuild Stock window has been renamed Auto-Build Items cannot be sold or shipped from this location checkbox.
Items.

Creating a new location

1 Go to the Stock Control command centre and click Locations.

The Locations List window appears displaying your primary stock
location. You cannot delete this location; however, you can
change its name.

6 Click OK. The new location appears in the Locations List window

7 Click Close.

32 Chapter 5 : What’s new MYOB Accounting/MYOB Accounting Plus v15, uk

 To move stock items between locations 3 Repeat step 2 for each item you want to move.

1 Go to the Stock Control command centre and click Move Items. 4 Click Move Items to record the stock movement.
The Move Items window appears listing item quantities and 5 Click Close.
locations.

Select the item you want to move. If you know the item number Standard cost price for items
you can locate it by typing the number in the Search field.
Previously, the last price paid for an item was the default price for
2 Record the quantities held at each location the item on the next purchase. You can now choose between a
standard cost price (that is, a fixed purchase price) or the last
purchase price as the default price when entering a purchase.
(Note that you can always enter an alternative price when
entering a purchase.)
A
C Before you can use a standard cost price, you need to enter a
standard cost for the item in the Buying Details tab of the Items
Information window.

Also, you need to select the Use Standard Cost as the Default
Price on Purchase Orders and Purchases option in the
Preferences window (Stock tab). For more information on
standard cost, see MYOB Help.
B

A The On hand column shows the total item quantity available in

stock.

B Type the quantity held at each location. Increase the quantity for
locations receiving items and reduce the quantity for locations where
items are moved from. If you have more than four locations, use the
scroll bar to find the location required.

C The value in the Out of Balance field must be zero before you can
record the movement. That is, the amount in the On Hand column
for the item must be equal to the sum of the amounts your location
columns.

Getting Started 33
 Improved auditing and financial control tools
Enhancements to auditing and financial control tools are:

z transactions can now be retained from the previous financial

year
z additional Company Data Auditor features
z improved budgeting tools.

NOTE : Show Me How movies Demonstration movies have been

created to provide an overview of the improved auditing and
financial control tools. For more information, see ‘Show Me How
new feature demonstration movies’ on page 24.

Retain transactions from the previous seven

financial years
In prior releases, the Start a New Financial Year process purged Enhanced Company Data Auditor
all the previous year’s transactions. In this release, a new option
The following changes have been made to the Company Data
allows you to retain transactions from previous financial years.You
Auditor:
can retain transactions from the previous seven years. It is
important to evaluate the benefit of retaining transactions, as any z A new Payroll Accrual Reconciliation Exception report has
additional information increases the size of your company file and been added to reconcile payroll accrual transactions (see
can slow system performance. ‘Enhanced reporting’ on page 37).

To retain transactions when starting a new financial year, mark the z You can now print a summary report for the current Company
Keep Closed Transactions from Prior Financial Years checkbox Data Auditor session. This print option appears after the last
and select a year from the Keep From This Date Forward Company Data Auditor step. The report is not available from
drop-down list. the Index to Reports window.

34 Chapter 5 : What’s new MYOB Accounting/MYOB Accounting Plus v15, uk

 z The Transaction Review report now includes all job exceptions Improved budgeting tools
if the system preference Warn if Jobs Are Not Assigned to All
You can now set budgets for all accounts. You do this in the new
Transactions is selected. The transaction review also includes
Prepare Budgets window, accessed from the Accounts List
the Scan for paid deposits option that checks for deposits on
window.
sales and purchase orders. This deposit information can
generate the new Deposit by Transaction report (see
‘Enhanced reporting’ on page 37).
z The data exception review process is now separated into
transaction and VAT exception review steps.
z You can now view the exception report and customise its
display prior to printing. Previously, Company Data Auditor
reports could only be printed. Also note that the Print button is
now replaced by the Display button.

In previous versions, the budget for the following financial year

could only be created at the end of the current financial year. In
this version you can create the budget at any time by selecting the
required year from the Financial Year list.

Accounts can be assigned budget amounts in month, quarter, half

year or full year periods in the Prepare Budgets window. The
Copy Amount to Following Months and Copy Previous Year’s
Actual Data buttons have been provided to assist with budget
creation. Also, you can now import and export budgets.

Getting Started 35
 Improved record management
You can now: Combine accounts into one account
z combine cards into one record You can now combine accounts of the same type and currency.
z combine accounts into one account When you combine accounts, the history, budget and job budget
z copy details of recurring transactions across multiple cards. information of the selected accounts are combined.

NOTE :Show Me How movies Demonstration movies have

been created to provide an overview of some of the record
management improvements. For more information, see ‘Show
Me How new feature demonstration movies’ on page 24.

Combine cards into one record

You can now combine supplier and customer cards providing that
they use the same currency. When you combine cards, recurring
transactions, contact logs, jobs and history records are combined.

Copy recurring transactions to other cards

You can now copy the details and schedules from a recurring
transaction to one or more cards.

36 Chapter 5 : What’s new MYOB Accounting/MYOB Accounting Plus v15, uk

 Enhanced reporting
New Reports z Locations List report lists details of each inventory location,
including name, address and contact details.
z Accruals by Category report displays a list of payroll liabilities
accrued within a selected date range for deductions, expenses z Deposit by Transaction report displays a list of sales and
and payroll taxes category types. purchase orders with deposit payments within selected dates.

For each category the report lists accrued amounts and z Linked Accounts report display a list of all linked accounts.
payments. z Payables with Tax report displays the total amount of payables
z Payroll Liabilities Reconciliation Exceptions report displays outstanding for each supplier, as well as the tax that is owed for
the total value of unpaid payroll accrual transactions and the each payable. It is used to reconcile tax control accounts for
current balance of the linked accrual account. These values are cash-based tax reporters.
compared and if there is an amount out of balance, linked z Receivables with Tax report displays the total amount of
accrual account entries, generated by a General Journal entry receivables outstanding for each customer, as well as the tax
or Sales, Purchases, Spend Money or Receive Money that is owed for each receivable. It is used to reconcile tax
transaction, are displayed. control accounts for cash-based tax reporters.
z Liabilities Payment Register displays a list of any liabilities z Timesheets report lists all the timesheet entries for the selected
(deductions, expenses and taxes) that have been paid within week for one or more employees.
the specified date range. z Unprocessed Timesheets report displays all the timesheet
z Debits and Discounts Applied report displays a list of supplier entries that have not yet been paid.
debits and discounts that have been applied to payments You can also display this report by clicking Display
within a specified date range. The report can be customised to Unprocessed Timesheets in the Process Payroll Assistant.
display transactions for all suppliers or a selected supplier. When you display this report from Process Payroll Assistant,
z Item Location Summary report provides a summary of items only those timesheets that have been selected for payroll
and their quantity by location. processing are included.
z Item Movement report lists, by date, the movement of items
from one location to another.

Getting Started 37
 Enhanced Reports z An allocation memo field has been included in the Job
Transaction report. This field displays descriptive text from the
z The Prepaid Transactions report now displays customer sales
sales, purchases, stock transaction and payroll reports.
and supplier purchases with payments dated before the invoice
or purchase date, excluding deposit payments. Previously all z The Audit Trail report has been enhanced to show payroll
transactions were displayed in the report; now a new report changes. For more information on the payroll changes
filter provides the option to list sales transaction or purchase reported, see ‘Audit trail tracks changes in payroll’ on page 28.
transactions separately.

Miscellaneous enhancements
You can now: In previous versions, transactions recorded using the To Do List
were recorded in your accounts using the current system date of
z choose a To Do List transaction date
your computer.
z print a pick list on customised packing slip forms
z generate invoice statements by date
z import MYOB RetailBasics point-of-sale data
z record VAT in nominal journals.

Choice of date when recording transactions

from the To Do List
You can now enter a transaction date when you record
transactions using the To Do List. This date is the date that the
transactions will be recorded in your accounts. You can enter this
date even if you are recording several transactions at once.

38 Chapter 5 : What’s new MYOB Accounting/MYOB Accounting Plus v15, uk

 Print pick list option for customised packing Record VAT in nominal journals
slip forms You can now record VAT for each nominal journal line entry in the
Pick lists for items can now be printed on a customised packing Record Journal Entry window.
slip form. The form lists the location ID and name, the item
Also, a VAT code field has been added to the Nominal Journal
number and name and the quantity. This form is available in the
Entry Import and Export function.
Print/Email Invoices function of the Sales command centre.

Generate invoice statements for any date

You can now specifiy a date for statements. When you enter a
statement date, only those invoices recorded up to and including
that date are included on your statements.

For more information about recording VAT in nominal journals,

see MYOB Help.

Import MYOB RetailBasics point-of-sale data

If you use MYOB RetailBasics, you can now automatically import
point-of-sale data—such as sales, surcharges, VAT collected and
liabilities accrued from lay-bys—from MYOB RetailBasics to MYOB
Accounting and MYOB Accounting Plus. For more information,
see MYOB Help.

Getting Started 39
40 Chapter 5 : What’s new MYOB Accounting/MYOB Accounting Plus v15, uk
6 Obtaining technical support

Getting started with new software can sometimes be frustrating and can waste time when mistakes must be corrected. We offer a
range of support services to new and existing users of MYOB accounting software to make this process as easy as possible.

MYOB Technical Support

What MYOB Technical Support covers that appeared. Make copies of any company files involved,
then try to repeat what you did to help you record all the
Our technical support team can offer assistance with
details.
installing, using and troubleshooting MYOB accounting
software. 2 Gather the following information about your computer and
MYOB accounting software:
Please note that technical support covers only the usage,
commands and functions of the software. Support is not given z the computer type, model and processor
for problems arising from hardware or operating system faults, z the version of the operating system
incompatible hardware or software, network faults or If you are a Windows user, right-click the My Computer
misconfiguration. Contact your reseller, consultant or icon on the desktop and choose Properties. The General
professional adviser for assistance with these types of tab of the System Properties window displays the version.
problems.
If you are a Mac OS user, click on the desktop and go to the
MYOB Plus or MYOB Accounting menu and select About
Getting ready to call MYOB Accounting (or About MYOB Plus).
Assistance is only available to registered customers of MYOB z the version of MYOB accounting software
UK Ltd. If you have not registered your MYOB accounting If you are a Windows user, start the MYOB accounting
software, see ‘Registering your MYOB software’ on page 9. software, go to the Help menu and choose About MYOB
1 Write down notes of what you did and what happened when Accounting (or About MYOB Plus).
the problem occurred, recording the wording of any message

41
 If you are a Mac user, launch your MYOB accounting software First-time purchasers can get help with installing the software,
and go to the MYOB Accounting (or MYOB Plus) menu and creating and activating the first company file, and setting up the
choose, for example, About MYOB Plus. company file. Upgraders can get help with upgrading company
z the serial number of the MYOB accounting software. files, activating company files using the new method and editing
converted user accounts.
3 Have paper and pen ready to take notes or record any instructions
or advice given by the technical support representative. MYOB Annual Support plan For a modest annual investment
after your 30-Day Introductory Support plan expires, you can
4 Have your credit card ready if your free 30-Day Introductory
have priority access to technical support, consisting of:
Support plan has expired and you have not subscribed to an
MYOB Annual Support plan. z unlimited calls for one year

5 Call while sitting at your computer with the MYOB accounting z access to a technical support representative that specialises in
software running, ready to follow any instructions and advice your product
from the representative. z updates to payroll tax tables at the beginning of the payroll
year.
Support plans Pricing depends on the product—see the MYOB Support Plans
MYOB UK Ltd has a variety of support plans to suit all needs: from page located at www.myob.co.uk/support_plans.
novices to experts. You can find out about support plans, fees,
MYOB Pay-Per-Call Support plan After your 30-Day
and coverage at the MYOB Support Plans page located at
Introductory Support plan expires, you can pay for support each
www.myob.co.uk/support_plans. You can contact MYOB
time you call. A fee is charged for each 15 minutes of the session.
Technical Support as follows:
Pricing details can be found on the MYOB Support Plans page at
z Call 0845 130 3975 between 9.00 a.m. and 5.30 p.m., the Internet address given above.
Monday to Friday.
z Email [email protected] with the details outlined in Visiting the MYOB web site
‘Getting ready to call’ on page 41.
The MYOB UK Ltd web site is frequently updated. It contains
30-Day Introductory Support plan First-time customers and announcements about MYOB products, other news, and links to
upgrading customers are entitled to free telephone assistance for many useful resources. Visit the MYOB web site at
30 days beginning from the date of registration or from the date http://www.myob.co.uk/. Contact email addresses and
that the upgrade was purchased. telephone numbers, are listed on the Contact Us page. Access the
Contact Us page by clicking Contact Us on the MYOB website
navigation menu.

42 Chapter 6 : Obtaining technical support MYOB Accounting/MYOB Accounting Plus v15, uk

 Obtaining face-to-face assistance MYOB Professional Partners Professional partners are qualified
accountants-in-practice who are familiar with MYOB accounting
You can also obtain assistance in person from MYOB Certified
software and can offer professional advice about accounting,
Consultants and MYOB Professional Partners.
book-keeping and taxation issues. MYOB Professional Partners are
MYOB Certified Consultants If you are looking for local provided with all the necessary tools to support their MYOB
personalised assistance and advice about installation, setting up, clients. You can find a professional partner near you by calling
and networking—beyond what can be found in the User Guide 0845 130 3975 between 9.00 a.m. and 5.30 p.m., Monday to
and MYOB Help, from technical support or from the web Friday. If you think your accountant would be interested in
site—you should consider contacting a MYOB Certified becoming an MYOB Professional Partner, advise them to call
Consultant in your area. To find a certified consultant near you, Customer Services on 0845 130 3975.
visit the MYOB Certified Consultants Directory page at
www.myob.co.uk/cc_search.

Getting Started 43