Getting Started Tutorial
Welcome2
Welcome
Welcome! This tutorial will give you a quick introduction to your
MYOB accounting software, and help you understand a few
accounting concepts along the way.
You can use this tutorial with the most recent versions of MYOB
Accounting, MYOB Accounting Plus, and MYOB Premier; these
products will be referred to as your MYOB software throughout
this tutorial.
Working through this tutorial
We encourage you to set aside some time to complete this
tutorial. You dont need to complete all the exercises in one go.
However, keep in mind that most exercises in this tutorial build
on the ones before them, and therefore must be completed
sequentially. For example, you need to complete Exercise 1
(Receive Money) before completing Exercise 3 (Reconcile your
bank account). You can stop the tutorial at any time and return
to it later. The changes you make to the company file will be
saved automatically.
Viewing this tutorial
Use the navigation buttons at the bottom of every page to move
through the tutorial. Use the Front button to move to the
next page, the Back button to move to the previous page and
the Home button to go to the beginning of the tutorial. You
can also go directly to an exercise or topic by using the contents
panel in Acrobat Reader.
If the screenshots are not clear, try selecting 200% as the zoom in
the toolbar.
Your monitors screen resolution and colour settings determine
how the screenshots will appear.
Printing this tutorial
While this tutorial has been designed to be viewed on screen,
you can also print it. You should be able to fit two tutorial pages
on an A4 page (portrait orientation) if your printer has this
feature.

The Company File
Introduction
The first step to using your MYOB software is to create a
company file, give it a name and save it on your computer.
Your company file contains all the information that you enter in
your MYOB software. While some information is stored in other
folders on your hard drive (for example, customised reports are
saved in the Custom sub-folder on your hard drive), the actual
records and transactions are stored in your company file.
Protecting your company file
As your company file contains your important accounting
information, it is vital that you protect it accordingly.
Unfortunately, hard disk failure, data corruption and theft can
and does happen.
Use the tools in your MYOB software to ensure your company
file is protected and that it is running in peak form.
The Company File3
Back up your company file Use MYOBs Backup command
to regularly make copies of your company file to a floppy or zip
disk. If your company file gets corrupted or is stolen, you will
have a recent copy of your file to continue from.
Check your company file for errors You should routinely
check your company file for data corruption. Depending on your
preference setting, you will be prompted to run the Verify
Company File command each time you open your company file
and also before backing up data.
Optimise your company file Over time, your company file
will grow considerably in size. As you enter transactions, then
remove or purge them, the file will have unused areas that once
contained these transactions; these unused areas can affect the
efficiency with which your MYOB software works with the
company file. Use the Optimisation Assistant to remove the
unused areas in your company file and keep your software
running in top form.
 The Company File4

The Company File

The tutorial company file
For the purpose of this tutorial, we have already created a
company file. This file is called tutorial.dat, tutorial.pls or
tutorial.prm (depending on the MYOB product you are using).
To open the tutorial company file, go to MYOBs File menu and
choose Open, or click the Open button in MYOBs Welcome
window. Open the Tutorial folder and double-click the
Clearwater tutorial company file (see screenshot).
When you open your company file, you will be prompted to
enter a User ID. This will identify you, and tag the transactions
you enter in the company file with your User ID. Some reports
allow you to view the User ID of the person who entered the
transaction. Enter your name and then click OK to close the
Sign-on window and the confirmation message that appears.
Click Yes to the data verification message that appears, and then
click OK. The command centre is displayed.
 The Company File5

The Company File

The command centre
The command centre is the central location for MYOB functions,
such as sales, purchases, banking and accounts.

The icons at the top of the window represent the various

command centres in your MYOB software. You can move from
one command centre to another by clicking these icons. The
Sales command centre is shown here.

Notice when you click an icon, the functions of that particular

command centre appear in the flowchart below the icons.

The command centre also gives you quick access to the To Do

List, reports, and analysis and transaction locating tools.

The Company File
Navigating your MYOB software
Using your MYOB software is easy, but you should be familiar
with the icons and keyboard commands used in MYOB
accounting programs that can help you complete tasks quickly.
Tab keys Pressing the TAB key will move you from one field to
the next in a window. Pressing SHIFT+TAB will move you back a
field.
Enter key You can customise the way you use the ENTER key in
your MYOB software in the Preferences window (go to the
Setup menu, choose Preferences and then click the Windows
tab).
Shortcut keys There are shortcut keys for most windows in
your MYOB software. For example, to access the Cards List, press
CTRL+F on your keyboard.
The Company File6
The zoom arrow and search icon are unique to MYOB software.
Zoom arrows These are displayed next to various fields
throughout MYOB, and allow you to see more detail about a
transaction or record. A white zoom arrow indicates that you can
make changes to the detail of the transaction or record. A grey
arrow indicates that either it is not possible to edit the details, or
you do not allow editing of transactions once recorded. (You can
change this option in the Security view of the Preferences
window.)
zoom arrow
search icon
Search icons These allow you to open a search list window
that contains records youve previously entered in MYOB, such
as customers or shipping methods. You can then select a record
from the search list.
 Your Company File7

Your Company File

The Accounts List
Your company file contains the Accounts List, which is a group
of categories used for organising the accounting entries of your
business.
When you create the company file, you have the option of
importing an accounts list from your accountant, building one
from scratch or starting off with one of the many preset accounts
lists provided. You can then customise it to fit your business,
adding the accounts you need and deleting the ones you are not
likely to use.
You can access the Accounts List of your tutorial company file by
going to the Accounts command centre and clicking Accounts
List.
 Your Company File8

Your Company File

Accounts
Your Accounts List is divided into eight categories: Asset (1-),
Liability (2-), Equity (3-), Income (4-), Cost of Sales (5-), Expense
(6-), Other Income (8-) and Other Expense (9-).
Each category consists of a number of accounts. The Cheque
Account (1-1110) is one such account. The Cheque Account is
where your company keeps its operating money. This money is
owned by the company and, in accounting terms, this type of
account is classified as an asset. Notice the account number
1-1110. The prefix 1- indicates it is an asset, and 1110
determines the position of this account in your Accounts List.
Click the zoom arrow next to the Cheque Account. A window
similar to the one shown here will be displayed. There are a few
options available in the Edit Accounts window. Click the Help
button in this window to learn more about account levels,
budgets and linked accounts.
 Spending and Receiving Money9

Spending and Receiving Money

Introduction
Its simple to track the money you spend and receive in your
MYOB software. The Spend Money and Receive Money
functions can be found in the Banking command centre.
You can use the Receive Money window to transfer money
between your bank accounts, record interest or the
miscellaneous cash receipts you receive.
You can use the Spend Money window to record cheques for
purchases or expenses you wont be entering purchase orders for
(using the Purchases command centre), such as postage, rent
and owner drawings.
To ensure you have accurately entered your transactions, you
can reconcile MYOBs accounts with your bank statement using
the Reconcile Accounts function also found in the Banking
command centre.
 Spending and Receiving Money10

Spending and Receiving Money

Exercise 1 Receive money
Lets assume you need to deposit $30,000 cash in the business
cheque account to fund the initial activities of the company.
To record the entry:
1 Go to the Banking command centre and click Receive
Money. The Receive Money window is displayed.
2 Click the Deposit to Account radio button and enter the
cheque account number, which is 11110.
3 Enter 7/7/2002 in the Date field and press TAB.
Note: You may receive a warning if you are completing this
tutorial before July 7, 2002. Click OK to ignore the message.
4 Tab to the Amount Received field and enter $30,000 (simply
enter 30000 and the amount will be formatted correctly).
The Payor field is where you can record the writer of the
cheque. We will leave it blank in our example.
5 Tab to the Payment Method field and type Cash.
 Spending and Receiving Money11

Spending and Receiving Money

Exercise 1Receive money
6 Tab to the Memo field and type Initial funding of the
company.
7 Tab to the Account # field. Here you specify an account that
can explain the increase in the cheque account selected at
the top of the window.
In our example, we can explain the increase as a deposit by
you, the owner, into the business. In accounting terms, you
are increasing the equity or your share of the business;
therefore, the appropriate account to use would be the
Partner A Capital account.
8 If you cant recall the account number you need to enter in
the Account # field, press TAB to display the Select from List
window. Double-click the Equity account named Partner A
Capital, which is account number 3-1110. The Receive
Money window is updated.

Spending and Receiving Money
Exercise 1Receive money
9 Click Record. The entry is saved and the window cleared.
10 Click Cancel to return to the Banking command centre.
Congratulations! You have just completed the first entry in this
Tutorial.
Lets see how this transaction affects your Accounts List:
The Cheque Account has increased by $30,000.
The Partner A Capital account has increased by $30,000.
Spending and Receiving Money12
In other words, your company now has $30,000 worth of assets,
and your contribution to the company (equity) has increased by
$30,000.
Notice that there are two entries for this transaction. You could
explain these entries by saying, As a result of increasing the
Cheque Account balance, my share of the company (Partner A
Capital) has increased. Accountants call this double-entry
accounting.
 Spending and Receiving Money13

Spending and Receiving Money

Exercise 2Spend money
We now have money to buy furniture and equipment. We buy
desks, chairs and a photocopier for $5,500 from Acme Business
Supplies.
We could record this purchase using the Purchases command
centre, but since this is a one-time purchase, well use the Spend
Money window instead.
To record the purchase:
1 Go to the Banking command centre and click Spend
Money.
2 Enter 7/7/2002 in the Date field and press TAB.
3 Enter 5,500 in the Amount field and press TAB.
 Spending and Receiving Money14

Spending and Receiving Money

Exercise 2Spend money
4 Type Acme Business Supplies in the Card field and press
TAB . Since you dont have a record for Acme Business
Supplies, the Select from List window is displayed.
5 Click the New button. The Card Information window is
displayed.
6 Complete the Profile view of the Card Information window
as shown here. Make sure the card type is set to Supplier.
By creating a card for Acme Business Supplies, we can track
payments made to them, and easily enter another payment
for them in the future.
7 Click the Buying Details tab and enter 12345678000 in the
ABN field, which is Acme Business Supplies ABN.
8 Click OK to close this window and then press TAB in the
Spend Money window. Note that the Payee field now
displays the name and address of Acme Business Supplies.
 Spending and Receiving Money15

Spending and Receiving Money

Exercise 2Spend money
9 Tab to the Memo field and enter a description of the
transaction.
10 Tab to the Account # field and press TAB once more. Since an
account is required in this field, the Select from List window
is displayed. Double-click the Office Equipment at Cost
account (1-3110). You will return to the Spend Money
window.
11 Tab to the Tax column. As the cheque amount of $5,500
includes GST, we need to replace the default N-T tax code
with GST. Type GST in the Tax column and press TAB. The
cheque details will now show that 10% has been paid in GST.
12 Click Record. The cheque is saved in your company file.
13 Click Cancel to close the Spend Money window.
 Spending and Receiving Money16

Spending and Receiving Money

Exercise 3Reconcile your bank account
It is good business practice to reconcile your bank statement
with your MYOB accounts at least monthly. The frequency with
which you need to do this depends on the volume of
transactions that go through the accounts.
Reconciling simply means ensuring that the transactions
entered in your MYOB software match the bank statement;
reconciling can help you pick up any errors made either by the
bank or by the person entering the data in your MYOB software.
Display the Reconcile Accounts window. To do this, go to the
Banking command centre and click Reconcile Accounts.

NOTE: In this tutorial, we will assume that the opening balance of the
bank account is zero, and that there are no unpresented cheques or
deposits that havent been credited. If this were not the case, we would
have to complete the Initial Bank Reconciliation procedure before
completing the first months reconciliation.
 Spending and Receiving Money17

Spending and Receiving Money

Exercise 3Reconcile your bank account 3 Enter 8/8/02 in the Bank Statement Date field. Press TAB.
Lets reconcile the cheque account used so far in this tutorial. Notice that the out of balance amount is $24,495, and that
Although we have entered only two transactions, this will serve the two transactions we have entered appear in the scrolling
list. (Only transactions dated on or before the Bank
as an example of how spending and receiving cash relate to
Statement Date will appear.)
account reconciliation. To make the example more realistic, we
will also add a bank charge to the bank statement.
Lets assume we received a bank statement dated 8/8/2002. The
closing balance appearing on the statement is $24,495.
The statement shows three transactions:
A deposit of $30,000
A cheque for $5,500
A bank charge of $5
To reconcile your cheque account:
1 Select the Cheque Account by typing 1-1110 in the Account
field.
2 Tab to the New Statement Balance field and enter $24,495.
 Spending and Receiving Money18

Spending and Receiving Money

Exercise 3Reconcile your bank account
Now we need to match the transactions appearing on the
bank statement with those listed in the Reconcile Accounts
window.
4 Click in the column to the left of the transactions, and a
cross will appear. The Out of Balance figure should reduce to
$5.
The $5 out of balance amount suggests that there is a
difference of $5 between the bank statement and the cheque
account in your company file. In our case, the difference of
$5 is due to the bank charge not being entered in the
company file.
5 Click the Bank Entry button. The Record Service Charges
and Interest Earned window is displayed.
6 Enter the service charge of $5, and select the Bank Charges
expense account (6-1900). Type Bank Fee in the Memo field
and click Record.
 Spending and Receiving Money19

Spending and Receiving Money

Exercise 3Reconcile your bank account
The Out of Balance amount should now be $0. This means
that MYOBs records match the banks records. We can be
confident that the Cheque Account transactions entered in
your MYOB software are accurate.
7 Click Reconcile. A dialog appears. You can print the
Reconciliation report for your records or just click Reconcile
again to finish. (If we didnt reconcile the account, we may
have missed the bank charge and our chequebook would
show the incorrect balance.)
8 Click Cancel to return to the Banking command centre.

NOTE A debit in your bank statement is shown as a credit in your

MYOB accounts. This is because your bank statement is shown from
the banks perspective, who consider your bank account a liability (they
owe you), while you consider it to be an asset (if its not overdrawn!). A
basic accounting principle is that a debit increases an asset or
decreases a liability; a credit decreases an asset or increases a liability.
 Purchasing Items and Services20

Purchasing Items and Services

Introduction
Purchases and the payments you make to suppliers are handled
in the Purchases command centre.
Although you can enter some of your purchases using the Spend
Money window in the Banking command centre, creating a
purchase through the Purchases command centre gives you the
ability to track your payables or trade creditors, your discount
expiry dates, and the ageing of your outstanding purchases.
The Purchases Register is located in the Purchases command
centre, and gives you quick access to all your purchase
transactions, including closed bills and any debit notes you may
have received for returned or damaged goods and refunds.
 Purchasing Items and Services21

Purchasing Items and Services

Purchase statuses
When you click the Enter Purchases function in the Purchases
command centre, a new Purchases window is displayed, ready
for you to record your purchase.
You can record a purchase transaction as a Quote, Order or Bill.
You can enter a quote in your MYOB software to easily store an
estimate or quote you received from one of your suppliers.
Then, when you are ready to make the purchase, you can simply
change the quote to an order with a click of a button.
The order can then as easily be changed to a bill when you have
received the items or services you ordered and are required to
pay the supplier.
 Purchasing Items and Services22

Purchasing Items and Services

Purchase layouts To change the layout of a purchase, simply click the Layout
Depending on the type of purchase you are making, you can button before you start completing the Purchases window.
choose from four purchase layouts:
ItemUse this layout for stock items you buy regularly
and for which you have created item records in your
MYOB software. You can choose to have MYOB track the
quantity on hand and the average cost of the items you
purchase.
ServiceUse this layout to purchase services (or items)
for which you dont have a record in your MYOB
software. Examples of such services include repairs,
insurance and consultation.
ProfessionalUse this layout for services you want to
track over a certain period. You can include the date each
individual service was provided, all on one purchase.
MiscellaneousUse this format for purchases that you
dont need to print, for example adjustments and debit
notes you receive.
 Purchasing Items and Services23

Purchasing Items and Services

Exercise 4Order an item
Before we can purchase goods using the Item layout of the
Purchases window, we need to create item records for those
goods. An item record contains current and historical
information about the item, including sale and purchase prices
and sales history. Individual item records make up the Items List
in the Inventory command centre.
In this exercise, we will first create an item record for Widgets, a
stock item we purchase regularly. You dont need to create the
item record before you enter the purchase; you can create it
while entering details in the Purchases window.
1 Go to the Purchases command centre and click Purchases.
If the selected layout is not Item (as shown here), click the
Layout button and select Item.
 Purchasing Items and Services24

Purchasing Items and Services

Exercise 4Order an item
We need to purchase 100 Widgets from World of Gadgets at
$5.50 each. In this exercise we will be placing an order with
the supplier.
2 Click the tab in the upper left corner of the window and
choose Order. (Notice the colour of the window change to
yellow.)
3 Type World of Gadgets Pty Ltd in the Supplier field and
press TAB. The name will be matched with the card set up for
this supplier in the Cards List.
4 Press TAB twice to move to the Tax Inclusive checkbox, and
mark it (if it is not marked already). Then tab to the Date
field and type 8/8/02.
5 Tab to the Received column and type 100 because we are
purchasing 100 widgets. Press TAB.
6 Type 100-101A5 in the Item Number column. This is the
item code we want to use for Widgets.
 Purchasing Items and Services25

Purchasing Items and Services

Exercise 4Order an item
7 Press TAB. As this item does not exist in our Items List, the
Select from List window is displayed.
8 Click New. The Item Information window is displayed with
100-101A5 appearing in the Item Number field. Press TAB.
9 Type Widgets in the Name field.
10 Mark the I Buy This Item, I Sell This Item and I Inventory
This Item checkboxes.
11 Continue to complete the Profile, Buying Details and
Selling Details views as shown here.
We recommend that you read the Inventory chapter of your
MYOB User Guide before you set up item records in your
own company file. (If you are using MYOB Premier, check
out your advanced inventory options.)
 Purchasing Items and Services26

Purchasing Items and Services

Exercise 4Order an item
12 Click OK to return to the Purchases window.
13 Tab to the Price column and type 5.50, which is the
purchase price of a widget.
14 Press TAB and then the down arrow key on your keyboard to
move to the Comment field. Type Please deliver to
warehouse. In the Promised Date field, type 20/8/02 (the
date we expect to receive the goods).
As we are only placing an order, our inventory levels have
not changed. When we receive the goods (in the next
exercise), we can convert the order to a bill.
15 Click Record to record the order.
16 Click Cancel to return to the Purchases command centre.
 Purchasing Items and Services27

Purchasing Items and Services

Exercise 5Receive the item 6 Click Record. Then close the windows and return to the
Purchases command centre.
Lets assume that the 100 widgets arrive with an invoice from the
You have completed your first purchase, and now have 100
supplier some days later. You check that the widgets have arrived
widgets in stock showing in the Items List (accessed from the
in good condition and that the invoice matches your order.
Inventory command centre).
Follow these steps to convert the order we created earlier to a bill.
1 Go to the Purchases command centre and click Purchases
Register.
2 Click the Orders tab.
3 Select Supplier from the Search By list and type World of
Gadgets Pty Ltd. Enter 8/8/02 in the Date fields and
press TAB. Any orders made to this supplier on this date will
appear in the scrolling list.
4 Highlight the order and click the Change to Bill button. The
Purchases window is displayed.
5 Change the date to 20/8/02. Enter 88943 as the suppliers
invoice number.
 Purchasing Items and Services28

Purchasing Items and Services

Exercise 6Pay the bill
We now have a bill that is payable or due. If we had paid this
bill immediately, we could have used the Paid Today field in the
Purchases window. However, since we are paying it a week later,
we need to use the Pay Bills function. We are paying $550 by
cheque.
1 Go to the Purchases command centre and click Pay Bills.
2 Press TAB to display the Select from List window and double-
click World of Gadgets. The supplier details appear and the
outstanding payables for the supplier are listed.
3 Enter 27/8/02 as the date and $550 as the amount.
4 Tab to the Amount Applied column to allocate the payment
to the bill and then press TAB. (It is important that the figures
in the Amount field and the Amount Applied fields match.)
5 Click Record. The bill is settled in full, and the cheque
account selected in the Pay Bills window is reduced by $550.
 Entering Sales and Payments29

Entering Sales and Payments

Introduction Customer payments for invoices recorded in the Sales command
MYOBs Sales command centre has very flexible invoicing and centre need to be entered through the Receive Payments
payment options available for your business needs. window, and not through the Receive Money window.
The Sales Register gives you quick access to all your sales,
Your sales can be entered in the Service, Item, Professional and
including closed sales and credits given to customers.
Miscellaneous layout windows (similar to the purchase layouts
described earlier), and if you are using MYOB Accounting Plus or
Premier, you can also bill customers using the Time Billing
layout. Time Billing is appropriate for service based businesses
that bill for time (and materials) and miscellaneous services
provided to clients.
As with purchases, you can enter a sale as a quote, order or
invoice. This way, you can send a quote to a customer, change it
to an order when the customer decides to buy, and then change
the order to an invoice when the goods are sentall with a few
clicks of the mouse.
 Entering Sales and Payments30

Entering Sales and Payments

Exercise 7Make a sale
We will make a sale to Widget Eaters Limited for 65 widgets. We
have already purchased 100 widgets, so we have enough in stock
to make this sale.
1 Go to the Sales command centre and click Enter Sales. The
Sales window is displayed.
2 Click the tab in the upper left corner of the window and
choose Invoice.
3 Type Widget Eaters Limited in the Customer field and press
TAB . The Select from List window. A record for this customer
does not exist and we need to create one.
4 Click the New button. The Card Information window is
displayed. Complete the fields in the Profile view as shown.
5 Click OK to return to the Sales window.
 Entering Sales and Payments31

Entering Sales and Payments

Exercise 7Make a sale
6 Press TAB to fill in the customers details automatically.
7 Click the Layout button and select the Item layout, as we are
selling items from our inventory.
8 Mark the Tax Inclusive checkbox if its not already marked.
9 Enter 9/9/02 in the Date field.
10 Tab to the Ship field and enter 65 (the number of widgets we
are selling).
11 Tab to the Item Number field and press TAB. As Widgets is
the only item on our Items List, it is selected automatically.
The Price, Total and Tax fields are completed for you.
12 To move out of the body of the invoice, press the down arrow
key on your keyboard. (We wont complete the optional
fields below the body of the invoice, but these can be useful
if you need to show this information on the printed invoice.)
13 We have all the information we need on the invoice, so click
Record.
 Entering Sales and Payments32

Entering Sales and Payments

Exercise 7Make a sale account (which keeps track of costs incurred in making sales).
Lets have a quick look at the entries MYOB has made for this The Profit and Loss statement will be updated at this point.
sale.
Go to the Sales command centre and click Transaction Journal.
Enter 9/9/02 in both Date fields and press TAB. The debits and
credits of the sale we just entered will be displayed.
The first two lines debit the Trade Debtors account for the sale
and GST amounts. This account keeps track of the money owed
to you by your customers.
The next entry reflects the proceeds of the sale, exclusive of GST.
The fourth entry is a credit to the account used to track GST
collected on sales, that is now payable to the Australian Taxation
Office.
The final two entries reflect the purchase value of the widgets (65
Widgets x the purchase price of $5.50 = $325.00). This amount is
transferred from our Inventory account to the Cost of Sales
 Entering Sales and Payments33

Entering Sales and Payments

Credit notes
Lets assume that the widgets were shipped to Widget Eaters In this case, the goods were damaged, which means we wont be
Limited, but five were damaged before they reached the placing them back in our inventory. The cost of the damaged
customer. goods will be allocated to an income account called Sales
Returns, and the Miscellaneous layout will be used.
You give the customer a credit note for the five damaged widgets,
which will be applied against their outstanding invoice. The Sales Returns account will offset the total sales value in the
Profit & Loss Statement.
Creating a credit note follows the same procedure as making a
sale, except that the values in the invoice are entered as
negative (-) amounts.
If goods are returned and placed back in our inventory for
reselling, we would need to use the Item layout so that our
inventory is readjusted for the returns.
 Entering Sales and Payments34

Entering Sales and Payments

Exercise 8Create a credit note
1 Go to the Sales command centre and click Enter Sales.
2 Select Widget Eaters Limited as the customer.
3 Click the Layout button and select the Miscellaneous layout.
4 Enter the date as 15/9/02.
5 Tab to the Description field and type Credit note for
five damaged Widgets.
6 Tab to the Account # column and press TAB to display your
Accounts List. Select the Sales Returns income account and
return to the Sales window.
7 Type -55 in the Amount column and change the tax code to
GST.
You have just created a credit note. After clicking Record you
can choose how to settle itby applying it against the
customers existing account or refunding the amount. We
will apply this credit against Widget Eaters outstanding
balance in the next exercise.
 Entering Sales and Payments35

Entering Sales and Payments

Exercise 9Settle a credit note
1 Go to the Sales command centre and click Sales Register.
2 Click the Returns & Credits tab.
3 Choose Customer from the Search By drop-down list, type
Widget Eaters Limited in the adjacent field and press
TAB . The credit we just created appears in the scrolling list.

4 Highlight the credit and click the Apply to Sale button to

apply this credit to the customers account balance. The
Settle Returns and Credits window is displayed with the
customers unpaid invoice.
5 Enter the date as 15/9/02. Press TAB until the $55.00 credit
amount appears in the Amount Applied column and then
press TAB again.
This tells MYOB that the outstanding balance for that
invoice needs to be reduced by the credit amount applied.
6 Click Record to apply the credit. The invoice balance is
reduced by $55.00.
 Entering Sales and Payments36

Entering Sales and Payments

Exercise 10Receive customer payment
You receive a cheque for $670 from Widget Eaters Limited as
payment for the widgets.
1 Go to Sales command centre and click Receive Payments.
The Receive Payments window is displayed.
2 Enter Widget Eaters Limited in the Customer field and press
TAB . The customers unpaid invoice appears.

3 Make sure the Deposit to Account radio button is selected

and that account 1-1110 appears in the adjacent field. We
want to deposit the payment to our cheque account.
4 Enter 20/9/02 as the date.
5 Enter the amount of $670 in the Amount Received field.
6 Enter Cheque in the Payment Method field and click the
Details button. You can record details of the payment in this
window. Complete these fields if you want and click OK.
 Entering Sales and Payments37

Entering Sales and Payments

Exercise 10Receive customer payment
You notice that the customer has overpaid you by $10. You
need to apply the whole payment to their unpaid invoice.
7 Tab to the Amount Applied field of the invoice. The amount
$660.00 appears against it.
8 To handle the overpayment, simply delete the $660
appearing in the Amount Applied field and enter the full
amount received ($670) and press TAB. (The Out of Balance
field at the bottom of the window should now display $0.)
9 Click Record. Your MYOB software recognises that there has
been an overpayment for this invoice (the amount applied to
the invoice is greater than the amount outstanding). A credit
note will be created for the customer.
10 Click OK to close the message. A credit note of $10 is created.
We decide to refund the $10 to the customer.
 Entering Sales and Payments38

Entering Sales and Payments

Exercise 11Pay refund
1 Go to the Sales Register and click the Returns & Credits
tab.The credit note of $10 appears in the scrolling list.
If the credit note doesnt appear here, enter Customer in the
Search By field and enter Widget Eaters Limited in the
adjacent field.
2 Select the credit note and click Pay Refund.
3 Change the date of the cheque to 20/09/02.
4 Click Record.
 Working with Jobs39

Working with Jobs

Introduction
You can use the Jobs feature in your MYOB software to keep
accurate and detailed records of your jobs and profit centres.
Lets assume that Clearwater Pty Ltd, our tutorial company, is
part way through installing fifty water filters at the Island Way
Hotel. This job has already been set up in our company file.
The Edit Job window shown here displays information about
the job, such as the start date, percentage completed, finish date
and so on.
You can use the Jobs feature to simply keep track of your various
jobs or to perform advanced functions such as set budgets by
account for each job, track job expenses for customer
reimbursables, analyse profit and loss for jobs, and much more.
 Working with Jobs40

Working with Jobs

Exercise 12Record an expense for reimbursement
Lets assume that in order to install the water filters in Island Way
Hotel, we had to purchase fifty wall brackets. We will assign this
purchase to the job so that we can keep track of expenses for
customer reimbursement when the job is complete.
1 Go to the Purchases command centre and click Enter
Purchases. The Purchases window is displayed.
2 Enter the suppliers name and date as shown.
3 Enter 50 in the Received column.
4 Enter 200-897B5 in the Item Number field and $4 in the
Price field.
5 Tab to the Job column and click the search icon.
6 Double-click job 4980. The purchase is now allocated to this
job.
7 Complete the rest of the purchase as normal and click
Record.
 Working with Jobs41

Working with Jobs

Exercise 13Analyse job activity You can view the progress of this job broken down by account.
You can also view any budgets you have entered for this job, and
An important part of managing your job activity revolves around
compare it with the actual expenses.
reviewing the data that youve entered for your jobs and
understanding its effects on your overall financial picture.
Understanding the big picture of your job activity will help
you identify income trends, recognise possible cost overruns and
anticipate your companys future revenues. The Analyse Jobs
window will help you perform this important task by providing
lists of your job activity.
1 Display the Analyse Jobs window. To do this, from any
command centre, click the Analysis down arrow and choose
Jobs.
2 Enter 4980 in the Job Number field and press TAB. Detailed
information about this job appears in the Analyse Job
window.
 Customising and Printing Forms42

Customising and Printing Forms

Introduction
Forms are the invoices, purchases, cheques, statements and
mailing labels that you print using your MYOB software. You can
customise the way your forms look, for example, by adding a
logo or adding and removing text.
If you have used simple drawing programs, you should be
comfortable using the Customise Forms window.
This section gives a brief introduction to how forms can be
customised and printed. For complete customising information
we recommend that you refer to your MYOB User Guide or
MYOB Learning Centre.
 Customising and Printing Forms43

Customising and Printing Forms

Accessing forms 1 Click Print Invoices in the Sales command centre. Make the
selections shown below in the Forms Selection window.
Form templates are saved on your hard drive in a folder called
Forms. This folder must always be located within the folder your 2 Click the Selected Form for Sale search icon. Select MYOBs
MYOB software has been installed into. Plain Paper Invoice and click Use Form. This template has
been pre-customised to fit on plain A4 paper.
You can have a number of templates for each form typefor
example, you could have one invoice form template for quotes
and another for standard invoices.
You can access the templates from the Print functions in the
command centres. For example, to access your Invoice form
templates, click Print Invoices in the Sales command centre and
the Forms Selection window is displayed.
Lets assume customer Widget Eaters Limited has requested an
invoice for their records showing that their previous sale has
been paid in full.
In the following exercises, we will be customising the invoice
form and then printing a closed invoice for Widget Eaters.
 Customising and Printing Forms44

Customising and Printing Forms

Exercise 14Customise a form
Click the Customise button in the Forms Selection window.
The Customise Item Sales window is displayed.

We will customise the form by doing the following:

Resize, move and format the Company Address field.
Inactivate the Company Name field that currently
appears on the invoice.
Add the Clearwater logo.
 Customising and Printing Forms45

Customising and Printing Forms

Active field Data field Text field

Exercise 14Customise a form

Text fieldsThese are fields that you can create using the Text
tool in the Tool palette, or edit directly by double-clicking
them.
Data fieldsThese are preset fields on the invoice that are
automatically filled when the invoice is printed. At the
customising stage, data fields appear with brackets and the field
name. You can change the font, size and position of the fields by
double-clicking them.
Active and inactive fieldsActive fields are printed on the form;
inactive fields are not printed and appear in dim text in the
Customise window. Data fields can be made active or inactive.
Text fields cannot be made inactivethey can only be deleted.
Form SizeYou can change how many forms you want printed
per page and set the page size using the Forms Info option in the Tool palette Inactive field
Form menu that appears in the menu bar during customisation.
 Customising and Printing Forms46

Customising and Printing Forms

Exercise 14Customise a form
Resize and move the Company Address field

1 Click the [Company Address] data field once, and it is

outlined with a black rectangle. A handle (a small black box)
appears in the lower right-hand corner of the rectangle. Click
and drag the handle up to reduce the height of the field by
approximately half its original size.
2 Now click the [Company Address] data field and hold the
mouse button down. The pointer changes to a hand. Drag
the mouse down and release the mouse button when the
field is just above the ABN field.
The Customise window should now look like the second
screenshot shown here.

TIP Another, more precise way to change the size and location of the field
is to double-click it and change its coordinates in the Field Information
window.
 Customising and Printing Forms47

Customising and Printing Forms

Exercise 14Customise a form

Change the Font of the Company Address field

Double-click the [Company Address] data field. The Field
Information window is displayed. Change the font size and
styles to those shown in this screenshot, and then click OK.

Make the Company Name field inactive

Double-click the [Company Name] data field to display the
Field Information window. Clear the Field is Active
checkbox and click OK.
The form should now look like the screenshot on the right:

Change the font and paragraph properties of the Company Address field and make the
Company Name field inactive.
 Customising and Printing Forms48

Customising and Printing Forms

Exercise 14Customise a form

Add the company logo

We will now place the company logo in the space above the
Company Address field.
1 Click the Picture tool in the Tool palette once.
2 Click once anywhere on the form. A new field is created with
a picture frame as the default graphic. Double-click the
graphic.
We will be importing a graphic into the form. (An alternative
would be to copy the logo to the clipboard using a graphics
program and then paste it in your form using the Paste
Picture button in this window.)
3 Click the Load Picture button, and go to the Tutorial folder
located in the MYOB folder on your hard drive.
4 Select the clear.bmp file and click Open.
 Customising and Printing Forms49

Customising and Printing Forms

Exercise 14Customise a form
Add the company logo
When you return to the File Information window, you
should see a preview of the image we are importing.
5 Change the Field Size to approximately 2.15 cm high by 6.45
cm wide (the graphics size), and set the Field Location to
0.50 cm from the top and 3.50 cm from the left. (If your
computer is set up to use inches, use the dimensions shown
here in the first screenshot). Click OK.
The form should now appear as shown. Thats it! You have
customised a form, and should now be familiar with the
Customise window, and how to work with the various
elements on a form.

Save the form to your hard drive. It will now appear in the Selected Form for Sale list in the
Forms Selection window.
 Customising and Printing Forms50

Customising and Printing Forms

Saving the form
We can now save this form to our Forms folder on the hard drive
(located within the program folder, eg c:\MYOB\Forms). Click
the Save Form As button in the Customise window.
You will be prompted to give the form template a name and
description. Choose names that make sense to you. We have
used Test as the name and Tutorial Exercise as the description.
The name will appear in the Selected Form for Sale field and
will become the default form for printing Item invoices.
Click OK, and then click Cancel to close the Customise window.

NOTE: When you make a change to a form template, you should back
up or make a copy of the template file (stored in the Forms folder) to
avoid accidentally replacing it or losing it. If you use Premier, you would
need to copy the forms to each workstation if you need to use them.
 Customising and Printing Forms51

Customising and Printing Forms

Printing the form
Lets print the Item invoice we created earlier in the tutorial
using the form template we customised.
1 Go the Sales command centre and click Print Invoices.
Make sure the Layout selected is Item, and that the Status is
Closed (the invoice was fully paid).
2 Make sure the Selected Form for Sale field shows the name
of the form template we customised, which is Test. Click
OK.
The Review Sales Before Printing window is displayed, with
Widget Eaters invoice. Notice that we can select how many
copies of the invoice we want to print from this window.
3 Click Print to print the invoice using the form template we
customised.

Congratulations!
You have now completed this tutorial. By now you should be
able to find your way around the command centres and know
where to enter your daily transactions.
Where do you go from here?
Well, start by having a look at your MYOB User Guide, which
contains the basic information you need to set up and run your
MYOB system on a day to day basis.
For detailed information about every task you can perform using
your MYOB software, use the MYOB Learning Centre, the
comprehensive online help system. You can access the Learning
Centre from the Help menu.
Congratulations!52
If you need further assistance, call MYOBs expert Technical
Support team. See your Getting Started guide for more
information on getting technical support.
Sometimes you may need assistance that cannot be reasonably
completed on the phone with a support representative.
Remember that you can contact an MYOB Certified Consultant
to help you onsite. We have included a Certified Consultants
directory with your softwarecontact them and find out more
about how they can help you Mind Your Own Business!