Tutorial

Getting Started Tutorial
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tutorial
About this tutorial
This tutorial will give you a quick introduction to your MYOB accounting software, and help you understand a few accounting concepts along the way. This tutorial applies to the most current versions of MYOB Accounting, MYOB Accounting Plus and MYOB Premier Accounting, and we will refer to these products as MYOB.
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Printing this tutorial

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Contents
WELCOME YOUR DATA FILE
click a topic below to jump to a lesson in this tutorial

SPENDING AND RECEIVING MONEY PURCHASES AND VENDOR PAYMENTS SALES AND CUSTOMER PAYMENTS PAYING EMPLOYEES
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CUSTOMISE AND PRINT FORMS
tutorial Your Company Data File

Introduction
Your data file is very important. When you first create a data file, you give it a name and a location for it to be saved to. The data file contains all the information you enter into MYOB. While some information is stored in other folders on your hard drive (for example, customised reports are saved in a Reports sub-folder on your hard drive), the actual records and transactions are stored in your data file. Ensure you use MYOBs backup system to make copies of the data file to a safe location, for example, floppy disk or zip disk, and that you do this regularly. If your data file encounters an error, or it is stolen, you will at least have a recent copy of your file to continue from. Also you should run an integrity check of your data file structure, called Verify Data to check for file corruption. You will be prompted to do so when opening your data file, and before backing up your data. This first section of the tutorial shows you some features of your data file, and basics that will help you understand the rest of the tutorial.
This window appears when you start your MYOB software.
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WELCOME YOUR DATA FILE SPENDING AND RECEIVING MONEY PURCHASES AND VENDOR PAYMENTS SALES AND CUSTOMER PAYMENTS PAYING EMPLOYEES
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The Tutorial Data File
For the purpose of this tutorial, we have already created a company data file. In Windows, it is called tutorial.dat (or tutorial.prm if you use MYOB Premier Accounting). If you use the Macintosh version of MYOB, the file to choose is called Tutorial Clearwater Pty Ltd. To open the tutorial data file, simply go to MYOBs File menu and select Open, or click the Open button in MYOBs Welcome window. Open the Tutorial folder and double-click the Clearwater tutorial data file. When you open your data file, you will be prompted to enter a User ID. This will identify you, and tag the transactions you enter into the data 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 this window and the confirmation message that appears. Click Yes to the Verify Data message that next appears, and click OK to the confirmation message.
The Open dialog box. Your tutorial file is located in a Tutorial folder if you chose the Typical MYOB installation. You can also copy the tutorial file from the installation CD to your hard drive.
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The Command Centre
The MYOB Command Centre appears. The Command Centre is the central location for MYOB functions, including Chequebook, Sales and Purchases. Clicking the buttons across the top of the window displays the functions of that particular command centre. In this screenshot you can see the Card File command centre. To the right of the flowchart is the command panel. You can use the command panel to access the To Do List, analysis tools, the Inquiry Registers to help you find transactions, and the Reports menu.
The Card File command centre and command panel
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Navigating MYOB
Using MYOB is easy, but you should be familiar with the icons and keyboard commands used in MYOB that can help you complete tasks quickly. For example, pressing Tab will move you from field to field in a window, and Shift+Tab will move you backwards. You can also customise the way you use the Enter key in MYOB by going to MYOBs Setup menu and selecting Preferences and then the Windows tab. Tip: There are shortcut keys for most windows in MYOB. For example, to access the General Ledger command centre using the keyboard, press Apple+1 (Macintosh) or Ctrl+1 (Windows). Another example of a shortcut key is Apple+F, or Ctrl+F. This will open the Card File list. To move to the next field in a window, press
Tab
To go back to the previous field in a window, press
Shift
Tab
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Chart of Accounts
Your company data file contains the Chart of Accounts. The Chart of Accounts is a group of categories for organising the accounting entries of your business. When you create the data file, you can select from many preset chart of accounts, and then customise it to fit your business. You can access the tutorial data files Chart of Accounts (or Accounts List) by selecting the General Ledger command centre button and clicking Chart of Accounts.
The Chart of Accounts
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Accounts
An Account is one of the categories in the Chart of Accounts. If you click a zoom arrow for the General Cheque Account in the Chart of Accounts, you will get a window similar to that shown here. 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 1-1000. The 1- prefix indicates it is an asset, and the 1000 determines the position this account will have in the Chart of Accounts. The Chart of Accounts is divided into a number of sections: Assets (1-), Liabilities (2-), Equity (3-), Income (4-), Cost of Sales (5-), Expenses (6-), Other Income (8-) and Other Expenses (9-). There are a few options available in the Edit Accounts window, so see your MYOB User Guides General Ledger chapter for information on each of these options, and for an explanation of account tax codes, budgets and linked accounts.
Clicking the Edit button or the zoom arrows in the Accounts List displays the Edit Accounts window.
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Zoom Arrow and Search icon
The Zoom arrow and Search icon are unique to MYOB accounting software. Zoom arrow: 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 or dotted 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 through MYOBs Setup menu > Preferences > Security tab). Search icon: 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.
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tutorial Spending and Receiving Money

Introduction
Spending and Receiving Money in MYOB is handled in the Chequebook command centre. You can use the Make a Deposit window to transfer money between your bank accounts, record interest, or miscellaneous cash receipts you receive. Use the Write Cheques window to record cheques that you wont be entering a purchase order for using the Purchases command centre, such as stationery or postage, or owner drawings. To ensure you have accurately entered your transactions, you can reconcile MYOBs accounts with your bank statement using the Reconcile Accounts function in the Chequebook Command Centre.
The Chequebook command centre and command panel
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Making a deposit (1 of 3)
Lets say that you need to deposit $30,000 into the business cheque account to fund the initial activities of the company. To record this entry, 1 Go to the Chequebook command centre and click on the Make a Deposit function. The Cheque account is already selected in this window. 2 The cursor is in the Date field when the Make a Deposit window is opened, and the system date is displayed. Enter 1/7/2000 and press Tab. Note: You may receive a warning if you are completing this tutorial before the 1st of July 2000. Click OK to ignore the message. 3 Enter $30,000 into the Amount field (you can simply enter 30000 and MYOB will format the amount correctly.)
The Make a Deposit window
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4 The Payor field is where you can record the writer of the cheque. We will leave it blank in our example. Tab to the Memo field and type Initial funding of the company. 5 Tab to the Allocation 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 an input by the owner (you) into the business. In accounting terms, you are increasing the equity or your share of the business, and the appropriate account to use would be the Issued Capital account. If you cant recall the exact account number to enter into the Allocation Account fields, press tab to display the Select from List window. Double-click the Equity account named Issued Capital showing in the list, which is account number 3-1000, and the Make a Deposit window will be updated.
Entering the Allocation Account and Amount
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6 Notice that the Tax column has been filled in for you with the tax code N-T. When setting up an account, you can choose to have a default tax code appear. For the Issued Capital account, a default tax code has not been selected, so the N-T (No Tax) code appears. Our transaction does not attract GST, so replace the N-T tax code with FRE (GST Free), and press Tab. For more information on tax codes, please see the Setup and GST chapters in your MYOB User Guide. Lets see how this affects MYOBs Chart of Accounts:
The Cheque Account has increased by $30,000 The Issued Capital account has increased by $30,000.
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 (Issued Capital) has increased. Accountants call this doubleentry accounting.
7 Click Record. The entry will be saved and the window cleared. Click Cancel and you will return to the Chequebook command centre. You have just completed the first entry in this Tutorial.
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Making a Payment (1 of 3)
We now have money to buy furniture and equipment. Well buy desks, chairs and a photocopier for $5,500 (including $500 GST) from Acme Business Supplies. We could also enter this using the Purchases command centre, but since this will be a one-off purchase, well use the Write Cheques window. 1 Go to the Chequebook command centre, and click Write Cheques.. 2 Enter 1/7/2000 in the Date field and tab to the Amount field. 3 Enter 5,500, and tab to the Card field.
The Write Cheques window
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4 Type Acme Business Supplies and press tab. 5 Since Acme Business Supplies is new to MYOB, the Select from List window is displayed. Click New. 6 Complete the card file entry as shown. 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. Ensure the card type is set to Vendor. 7 Click OK and press tab. Note that the Payee field in the Write Cheques window now displays the name and address of Acme Business Supplies.
Creating a Vendor Card
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7 Tab to the Memo field and enter a description of the transaction. Tab to the Allocation Account field and press tab once more. 8 Since an account is required in this field, MYOB displays the Select from List window. Double click Furniture and Fixtures and you will return to the Write Cheques window. 9 The cheque amount of $5,500 includes 10% GST, so we need to enter the GST 10% tax code into the Tax column. Type GST, press tab and the cheque details will now show that $500 has been paid in GST. (A tax code tells MYOB how much tax has been paid, and is created in the Tax Codes List window (choose from Setup menu). The N-T code indicates that there is no default tax code set up for the Furniture and Fixtures account. See the General Ledger and GST chapters in your User Guide for information on setting default tax codes.) 11 Click Record and the cheque will be saved to your data file.
Completing the Write Cheques window
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Reconciling your bank accounts (1 of 4)
It is good business practice to reconcile your bank statement with your MYOB accounts at least monthly. The frequency 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 MYOB match the bank statement, and picking up any errors made either by the bank or by the person entering the data into MYOB. To reconcile, you will need to select the Reconcile Accounts button in the Chequebook command centre. Note: In this tutorial, we will assume that the opening balance of the bank account is zero, with no unpresented cheques or deposits that havent been credited. If this were not the case, we would have had to complete the Initial Bank Reconciliation procedure before completing the first months reconciliation. See the Setup chapter in your MYOB User Guide for more information.
The Reconcile Accounts window
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Lets reconcile the cheque account used so far in this tutorial. Yes, we have only entered two transactions, but this will show how the spending and receiving of cash, and the Reconciling are related. We will also add a bank charge to make the example more realistic. We receive a bank statement dated 7/7/2000. The closing balance showing on the statement is $24,495. The statement shows three transactions: 1 A deposit of $30,000 2 A cheque of $5,500 3 A bank charge of $5 In the Reconcile Accounts window, 1. Select Cheque Account 1-1000 using the Account search icon, or by typing the account number directly into the Account field. 2. Tab to the New Statement Balance, and enter $24,495. 3. Enter the Bank Statement Date of 7/7/2000, and press Tab. You will notice that the out of balance amount showing is -$24,495, and the two transactions we have entered now appear (only transactions dated before or on the Bank Statement Date will appear).
Selecting an account to reconcile
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Now we need to match the transactions showing on the bank statement with those listed in the Reconcile Accounts window. Click in the column to the left of the transaction zoom arrows, and a cross (or if you are using a Macintosh, a tick) 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 MYOB data file. In our case, the difference of $5 is due to the bank charge not being entered into the MYOB data file. Click the BankEntry button, and the Record Service Charges and Interest Earned window will appear. Enter the service charge of $5, and select the Bank Charges expense account (6-1900). In the Memo field, type Bank Fee, and press Record.
Reconciling and entering a bank service charge
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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 MYOB are accurate. Click Reconcile and a confirmation window will appear. You can print the Reconciliation report for your records or just click Reconcile again to finish. If we didnt reconcile, we may have missed the bank charge, and our chequebook would show the incorrect balance. Tip: A debit showing in your bank statement is actually 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 not overdrawn!). A basic accounting principle is that a debit will increase an asset or decrease a liability, and a credit will decrease an asset or increase a liability. Press Cancel to return to the Chequebook command centre.
Confirmation window that appears when your account successfully reconciles.
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tutorial Purchasing Items and Services

Introduction
MYOBs Purchasing system allows for item, professional and service purchases to be made. These purchases and the payments you make to vendors or suppliers are handled in the Purchases command centre. In this same command centre, you can also settle debit notes you may receive for returned or damaged goods and refunds. While you could enter some of your purchases using the Write Cheques window in the Chequebook command centre, by creating a purchase order you have the ability to track your payables or trade creditors, your discount expiry dates, and the aging of your outstanding purchases.
The Purchases command centre and command panel
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Purchase Order Types
When you click the Purchases function in the Purchases command centre, a new purchase order window will be displayed. There are four types of purchase layouts or types that you can choose from. To change the type of the purchase order, simply click the Type button before you start completing the window. A brief overview of these Purchase Order types follows, as well as a detailed look at the Item Purchases window.
Selecting the correct Purchase Order type to use
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Purchase Order Types
1 Item Purchases. If you regularly purchase a particular stock item, you can create an Item record and use the Item Purchase window to buy more of this stock. You can choose to have MYOB track the quantity on hand and the average cost of items you purchase. 2 Service Purchases. Use the Service type Purchase order for items or services that have not been entered into MYOBs Item list. Examples of services you purchase include repairs, insurance or monthly operating expenses. 3 Professional Purchases. When you want to track services provided over a certain period, you can use the Professional Purchase Order. It adds a Date column to the standard Service order format. This means you can include the date that applies to each service provided, all on the one purchase order. 4 Miscellaneous Purchases. While your purchases requirements should be met with the three formats just described, there may be occasions when you may want to use the Miscellaneous Purchase format. Since this format cannot be printed, you may want to use it for adjustments and debit notes you receive, and use the printable formats for your other purchases.
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Item Purchases (1 of 5)
To purchase goods using the Item Purchases window, we need to create item records for those goods. Item records are listed in the Inventory command centres Item List. The Item record contains historical and current information about the item, including sale and purchase prices and sales history. In this example, we will firstly create an item record for a stock item we purchase regularly-Widgets. You dont need to have the item set up before you enter the purchase order; you can create an item record as you complete the Purchases window. 1 Go to the Purchases command centre, and click the Purchases function. If the format showing is not an Item Purchase (as shown here), click the Type button and select Item and press OK.
The Item Purchase Order window
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You need to purchase 100 Widgets from World of Gadgets at $5.50 (including GST). In this exercise we will be placing an order with the supplier - no goods have been received yet. In MYOB terms, this is called a Pending Purchase order. 2 Type World of Gadgets Pty Ltd in the Vendor field, and press tab. MYOB will match the name with the card for this vendor set up in the Card File. 3 Press tab twice to move to the Tax Inclusive checkbox, and select it (if not selected already). Then tab to the Date field and type 9/7/2000. 4 We have purchased 100 widgets, so tab to the Received column and type 100. 5 Press tab twice and type 100-101A5 in the Item Number column. This is the code that we want to use for Widgets in our inventory. 6 Press tab. As this item does not exist in our Item List, we will need to click New from the Select from List window that appears.
YOUR DATA FILE SPENDING AND RECEIVING MONEY PURCHASES AND VENDOR PAYMENTS SALES AND CUSTOMER PAYMENTS PAYING EMPLOYEES
Selecting a vendor and selecting an item
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WELCOME
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7 The Item Information window will appear with the Item number field showing 100-101A5. Tab to the Name field and type Widgets. 8 Press Tab and select the I Buy The Item, I Sell The Item and I Inventory The Item checkboxes. Continue to complete the Item Profile, Buying Details and Selling Details tabs as shown here. We recommend that you read through the Inventory chapter of your MYOB User Guide before you set up Item records in your own data file. (If you are using MYOB Premier Accounting, see your User Guide for information on your advanced inventory options.)
Entering the details for the new item
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9 Press OK to return to the Purchase Order window, and Tab to the Price column and type 5.5. 10 Press Tab and then the down arrow key on your keyboard to move to the Comment field. Type Please deliver around the back. In the Promised Date field, type 14/7/2000 (the date we expect to receive the goods). 11 As this is just an order, and we havent yet received these goods, click Pending, and MYOB will clear the Purchase Order window. While your inventory levels have not changed, MYOB will keep this purchase order as Pending. When you receive the goods you can record the purchase as actual. The next exercise will assume we have received these goods.
Completing the Purchase Order and saving it as Pending
Click Cancel to return to the Purchases command centre.
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Assume now that the 100 widgets arrive with an invoice from the vendor a few days later. You check the widgets have arrived in good condition and that the invoice matches your order. Follow these steps to record the Pending purchase order we created earlier as Actual (you can also do this using the MYOB To Do List in the command panel). 1 In the Purchases Command Centre, click on the Purchase function and type World of Gadgets in the Vendor field. 2 Press tab and a Select from List window showing the pending purchase orders for this vendor will appear. Highlight the transaction and press Use Pending P.O. 3 Enter the date as 14/07/00, and the vendors invoice number of 88888. Click Record and then click Cancel to return to the Purchases command centre. You have completed your first purchase, and now have 100 widgets in stock showing in the Items List (accessed from the Inventory command centre).
Recording a Pending invoice as actual will update the On Hand quantities in the Items List (Inventory command centre).
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Vendor Payments
We now have a purchase order that is payable or due. To make a payment against this purchase, we need to enter a Vendor Payment. We could have used the Paid Today field in the Purchase Order window if we were paying the purchase at that time, but as we will be paying $500 by cheque on the 16/7/00, we now need to use the Vendor Payments function. 1 Go to the Purchases command centre and click Vendor Payments. Press tab to display the Select from List window and double-click World of Gadgets. The vendor information will be filled in and the outstanding payables for that vendor are listed. 2 Enter the date as 16/7/00 and the amount of $500. Tab to the Amount Applied column to allocate the payment against the purchase order. (It is important that the Amount field and the Amount Applied fields match.) 3 Click Record and the purchase order amount payable is reduced by $500, and the cheque account selected in the Vendor Payments window is reduced by $500.
Entering a Vendor Payment for the Item Purchase
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tutorial Sales and Customer Payments

Introduction
MYOBs Sales command centre has very flexible invoicing and payment options available for your business needs. Your sales can be entered in the Service, Item, Professional and Miscellaneous type invoice windows (similar to the Purchase windows we described earlier), and if you are using MYOB Accounting Plus or Premier Accounting, you can also bill customers using the Time Billing invoice. Time Billing is appropriate for service based businesses that bill for time and miscellaneous services provided to clients. Customer payments for invoices recorded in the Sales command centre need to be entered through the Customer Payments window, and not the Make a Deposit window.
The Sales command centre and command panel
Credits given to customers are also created and settled in the Sales command centre.
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Making a Sale (1 of 3)
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 on the Sales function. 2 We need to choose the Item invoice format as we are selling items from our inventory. Click the Type button and select the Item format. 3 Press tab in the Customer field to display the Select from List window. Since you havent entered any customer details yet, click on the New button and the Card File Entry window is displayed with the card type Customer selected. Complete the window as shown. 4 Also complete the Terms details by pressing the Terms button in the Card File Entry window. Click OK twice to return to the invoice.
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WELCOME YOUR DATA FILE SPENDING AND RECEIVING MONEY PURCHASES AND VENDOR PAYMENTS
Creating a new customer card and setting up credit terms

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5 Press tab to fill in the Customers details automatically. 6 Tab to the Tax Inclusive checkbox and select it (if it isnt already), then enter 24/7/2000 in the Date field. 7 Enter 9999 in the Customer PO # field (the Customer had sent a purchase order numbered 9999). 8 Tab to the Ship field and enter 65 (the number of widgets we are selling). 9 Tab to the Item Number field and press tab. Double click the Widgets item and the selling price, total and tax fields will be completed for you. 10 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.) We have all the information we need on the invoice, so press Record.
Completing and recording the Item invoice
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Lets have a quick look at the entries MYOB has made for this sale. Go to the Sales command centre and click Transaction Journal. Enter the date range From: 24/7/2000 To: 24/7/ 2000. The debits and credits of the sale just entered will be displayed. The first two lines debit the Accounts Receivable 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 GST exclusive proceeds of the sale. 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 $5.00 (tax exclusive price) = $325.00). This amount is transferred from our Inventory account to the Cost of Sales account (an account that keeps track of costs incurred in making your sales). The Profit and Loss statement will be updated at this point.
The Transaction Journal shows the accounting entries being made to the data file.
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Credit Notes (1 of 3)
Assume that the Widgets were shipped to Widget Eaters Limited, but that 5 were damaged before they reached the customer. You give the customer a credit note for the five damaged widgets, which will be applied against their outstanding invoice. 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 into our inventory for reselling, we would need to use the Item Invoice format so that our inventory is readjusted for the returns. In this case, the goods were damaged, which means we wont be placing those goods back into our inventory. The cost of the damaged goods will be allocated to an income account called Sales Returns, and the Miscellaneous type invoice will be used. The Sales Returns account will offset the total sales value in the Profit & Loss Statement.
The Settle Returns & Credits function in the Sales command centre
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1 Go to the Sales Command Centre and click Sales. Click the Type button and select the Miscellaneous type. 2 Select the Widget Eaters Limited customer and enter the date as 26/7/2000 3 Tab to the Description field and type Credit Note for 5 damaged Widgets. 4 Tab to the Allocation Account column and press tab to display your Accounts list. Select the Sales Returns income account and return to the Sales window. 5 Type -55 in the Amount column, and press Tab. You have just created a credit note. After clicking Record you can choose how to settle it - by applying it against their existing account or refunding the amount. We will apply this credit against Widget Eaters outstanding balance in the next step.
Using a Miscellaneous type invoice to create a credit note
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6 Click the Settle Returns and Credits function in the Sales command centre. You should see the credit we have just created in the list that appears. 7 We need to apply this credit against the customers account balance, so click Apply to Invoice. 8 The Settle Returns and Credits window will appear with the customers outstanding transaction shown. Enter the date as 26/7/2000 and tab until the $55.00 credit amount appears in the Amount Applied column. This tells MYOB that the outstanding balance for that invoice needs to be reduced by the Credit amount applied. 9 Press Record to apply the credit, and the invoice balance will be reduced by $55.00.
Settling the credit note by applying the amount against an outstanding invoice
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Customer Payments (1 of 3)
You now receive a payment of $670 from Widget Eaters Limited for the sale of the Widgets. 1 Go to the Customer Payments window in the Sales command centre, and select the Widget Eaters customer card. 2 The customers history is displayed. Enter the date as 28/7/2000. 3 Type the payment amount of $670 in the Amount Received field. 4 In the Amount Applied column, you need to apply the whole payment to the correct invoices. You notice that the customer has overpaid you by $10. Tab to the Amount Applied column of the invoice 00000001. $660.00 will appear.
Entering a customer payment to pay for the sale
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5 To handle this customer overpayment, simply replace the $660 showing in the Amount Applied field with the full amount received ($670.00) and press Tab. 6 Click Record, and MYOB will recognise that there has been an overpayment for this invoice (the amount applied to the invoice is greater than the amount outstanding), and will automatically create a credit note for the customer. Click OK, and a credit note of $10.00 will be listed in the Settle Returns and Credits window in the Sales command centre.
Enter $670 into the Amount Applied column and you will receive this message when you click Record.
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7 We decide to refund the $10 to the customer. Go to the Settle Returns and Credits window, select the credit note showing in the list, and press Refund. 8 Complete the cheque as shown, and the credit will be refunded to the customer. Click Record.
Refunding the overpayment to the customer
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tutorial Paying your employees

Introduction
If you use MYOB Accounting Plus or MYOB Premier Accounting, you can use the integrated Payroll command centre to write and print paycheques and create a bank file to direct credit the employees bank account. This section is a brief overview of the Payroll function - its a very powerful system that, when set up correctly, can save you a lot of time when preparing Group Certificates. For this reason, we recommend that you review carefully the Payroll information in your User Guide / Plus Guide before setting it up. In this exercise, we will create an employee card, set up payroll categories, write a paycheque and create a bank file.
The Payroll command centre and command panel (MYOB Accounting Plus and MYOB Premier Accounting only)
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Payroll Categories
Payroll Categories need to be set up for each type of payroll payment or entitlement. Wage Categories: Set up a Wages payroll category for each type of payment you are likely to make, for example, the standard salary or hourly payments, sick pay, holiday pay, bonuses, overtime etc. (Note: dont change the Base Hourly and Base Salary categories that appear in the Wages list.) Entitlement Categories: MYOB can keep track of the number of hours your employees are entitled to for Holiday Leave, Sick Leave and Long Service Leave. The rates and settings are adjusted in the Entitlement Categories. Deduction Categories: Where deductions are made from an employees wage, for example, for Union fees, you can set up a Deduction Category. Expense Categories: Also known as Employer Expenses. You are most likely to use the Expenses categories for Superannuation and Workcover. Taxes Categories: You cant add a new Tax Category, but you can view the income tax scales and their revision dates by clicking the PAYG Withholding zoom arrow. When you create your employee cards, you can select which of these categories apply to them. When you display the Write Paycheques window, only the linked payroll categories for that employee will be displayed.
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WELCOME YOUR DATA FILE SPENDING AND RECEIVING MONEY
The Payroll Categories window accessed using the Payroll command centre
PURCHASES AND VENDOR PAYMENTS SALES AND CUSTOMER PAYMENTS PAYING EMPLOYEES
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Entitlement Categories (1 of 2)
Hourly Employees As your employees work, MYOB can keep track of the Holiday Leave and Sick Leave hours they are entitled to. Clearwater has an employee that is paid on an Hourly basis (rather than Salary), and is entitled to four weeks holiday leave per year. He is paid fortnightly. 1 In the Payroll command centre, click the Payroll Categories button. 2 Click the Entitlements tab and then the zoom arrow for the Holiday Leave Accrual category. 3 Complete the window as shown here (also adjust the name). 4 Click OK to save the changes. The 7.6923% will always accrue four weeks holiday leave, no matter how many hours your employees usually work per week, and is calculated as follows: (holiday leave entitlement / weeks worked in a year) x 100. If an employee is paid fortnightly and works 80 hours, MYOB will accrue 6.15 hours of holiday leave entitlement (80 x 7.6923%) each paycheque. Lets check that the percentage works: - 6.15 hours will be accrued every fortnight. - In a year this would total 160 hours (26 x 6.15) . - 160 hours is 2 fortnights work for Clearwater (2 x 80 hours).
Setting up the Holiday Leave entitlement category for an Hourly employee
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WELCOME YOUR DATA FILE
4 weeks / 52 weeks = 7.6923%.

SPENDING AND RECEIVING MONEY PURCHASES AND VENDOR PAYMENTS SALES AND CUSTOMER PAYMENTS PAYING EMPLOYEES
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Entitlement Categories (2 of 2)
Salary employees All Clearwater employees are paid on an hourly basis, but if there were employees paid on a Salary basis, you would need to set up a new entitlement category for them. The entitlement category shown here is for an employee who is entitled to four weeks of 40 hours holiday leave (you can use the Monthly or Pay Period basis rather than Yearly if you want). MYOB will divide the 160 hours according to the employees pay frequency - for example, a fortnightly employee would have 6.15 hours added to their holiday leave balance each paycheque (160/26). Note: If you pay salary employees for more or less than their standard pay period on a particular paycheque, you may need to manually adjust the number of entitlement hours shown on the paycheque.
Setting up a Holiday Leave entitlement category for salary employees
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Expense Categories
Superannuation is set up as an Expense category. Click the zoom arrow for SGC Superannuation in the Expenses tab of the Payroll Categories window and set it up as shown (remember to change the linked accounts). We have chosen to use Gross Wages as the Expense basis so that both salary and hourly employees can use this category. Click the Exempt button and select the Overtime payroll categories to exclude them from the Superannuation calculation. (Note: there may be other categories that you should exclude from Super calculations. For further information you can contact the ATO Superannuation Hotline on 13 1020). As you dont need to pay Superannuation for an employee until they earn $450 in a month, set the minimum wage threshold per month as shown. Lets look at an example of how this threshold works. 1 Assume that on the 2/7/2000, a paycheque with gross wages of $250 is recorded. At this stage, no super will be accrued as the employee is below the minimum wage threshold.
YOUR DATA FILE SPENDING AND RECEIVING MONEY
2 On the 9/7/2000, another paycheque with gross wages of $250 is recorded. Super of $40 is calculated and is based on the combined paycheques of the 2 and 9 July. The minimum wage threshold for the month has now been surpassed, and the super is back-calculated. 3 On the 16/7/2000, a paycheque with gross wages of $250 is recorded. Super of $20 is calculated on the gross wages of this paycheque only. Note: In these examples the Super rate of 8% has been used.
Setting up a Super Expense category for both salary and hourly employees
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WELCOME
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SALES AND CUSTOMER PAYMENTS PAYING EMPLOYEES CUSTOMISE AND PRINT FORMS
PURCHASES AND VENDOR PAYMENTS

Setting up an employee card.
We will now set up an employee card for Mary Efficiency. 1 Click the Cards function in the Card File command centre. Click New and enter Marys details as shown. Ensure the Card Type is set to Employee. 3 Click the Payroll button in her card, and complete Marys general payroll details in the left panel. 4 Link the payroll categories that apply to this employee in the right panel by clicking in the Select column. 5 Click OK and return to the Payroll command centre.
Setting up a new employee and their payroll details
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Writing the paycheque.
The Write Paycheques window is accessed from the Payroll command centre, and is where you check the wage details for the pay period, and make any adjustments. Go to the Write Paycheques window, and enter the date as 28/7/2000. Select the card we just created for Mary Efficiency. Note that the Hours column shows 80 hours worked for this fortnight and that entitlements for Holiday Leave and Sick Leave have been calculated. These entitlements will be added to her current balances when the paycheque is recorded. The Superannuation showing is 8% of her wage for the month, and the Tax amount showing is based on the Tax Scale set in her card (note that the tax amount may vary if you have different tax scales installed). Record the paycheque and close the Write Paycheques window.
Writing a paycheque for the new employee
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Paying your employees electronically (1 of 3)
You can choose to pay your employees by direct crediting their bank account. MYOB will create a bank file that you then import into your banks online business software. Tip: You can also pay your vendor payments electronically if you have set up the vendors bank details in their card. Note that cheques entered in the Write Cheques window in the Chequebook command centre cannot be paid electronically. In the tutorial file, Clearwaters bank information has already been set up (in the Setup menu > Company Information window). We now need to enter Marys bank details in her card. 1 Go to the Card File command centre, click the Cards function and display Marys card (click in the Employee tab to view all employees). 2 Click the Bank Info button and complete it as shown. 3 Click OK and return to the Command Centre.
Entering bank information for an employee
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1 Go to the Payroll command centre, and click the Electronic Payments button. 2 The Type of payments we want to pay electronically is Paycheque. 3 The Account we need to select is the one our paycheques have been written out of, which is the General Cheque Account. (Tip: If you have a few employees, you should consider using an electronic payments clearing account. See the Frequently Asked Questions section of the Purchases chapter in your User Guide for information on using a clearing account for electronic payments.) 4 The Date for Bank Processing is simply the date we are creating this file. 5 Select the Unprocessed Payments Only checkbox and click OK.
Setting up the electronic payment file
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6 The Review Payments before Processing window appears which gives you the chance to check the transactions before continuing. You can choose to exclude certain transactions from this run, or view them using the zoom arrow. 7 Click the Process button and you will be required to save this payroll information to a file on your hard disk. You should keep the filename MYOB automatically creates and remember where you have saved the file. In this tutorial, GCA is the Bank Code of Clearwaters bank. Click OK or Save. 8 The final step is not completed within MYOB. You would need to start up your banks online software, and import the payroll information (the ABA file) into it. Your bank can help you with the importing of transactions and you should check that your banking software does accept the bank file MYOB creates.
Selecting the payroll information, and saving the bank file
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tutorial Customising and Printing Forms

Introduction
Forms are the invoices, purchases, cheques, statements and mailing labels that you print using MYOB. You can customise the way they 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 see your MYOB User Guide.
Customise your forms for your business
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Accessing Forms
Form templates are saved on your hard drive in a folder called Forms. This folder must always be located within the folder your MYOB software has been installed into. You can have a number of templates for each form type - for example, you could have an 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. Based on the Form Type you select in this window you can access the available templates by clicking the Selected Form for Invoices down arrow. For the following examples, click Print Invoices in the Sales command centre and make sure the Item Invoice type has been selected in the Forms Selection window, and then click the Selected Form for Invoices down arrow.
YOUR DATA FILE SPENDING AND RECEIVING MONEY PURCHASES AND VENDOR PAYMENTS SALES AND CUSTOMER PAYMENTS
Selecting a form template to customise or use
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WELCOME
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PAYING EMPLOYEES CUSTOMISE AND PRINT FORMS

Customising Forms
Select the GST Plain Paper Invoice format, (or if you dont have this form available, select MYOBs Plain Paper Invoice) and click Use Form. This template has been pre-customised to fit on plain A4 paper. Click the Customise button and the Customise Item Invoices window is displayed. We will do the following: 1. Resize, move and format the Company Address field. 2. Delete the Company Name field that currently appears on the invoice. 3. Add the Clearwater logo.
The Customise Forms window
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Customising Forms
Text fields: are fields that you can create using the Text Tool (A), or edit directly by double-clicking them. Data fields: are preset fields on the invoice that MYOB automatically fills 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 fields: An Active field is one that will be printed, while inactive fields appear as grey fields in the customising window and will not be printed. Text fields cannot be made Inactive -- they can only be deleted. To change a fields status, double-click it. The Form Size: You can change how many forms you want printed per page and set the page size using the Forms Info command in the Forms menu that appears in the menu bar when customising. If you need more than one form printed per page, ensure the Form Size is set correctly in the Forms Info window (for example if you need two invoices per page, the Form Sizes height should be set to half of the pages height).
YOUR DATA FILE SPENDING AND RECEIVING MONEY PURCHASES AND VENDOR PAYMENTS SALES AND CUSTOMER PAYMENTS
DATA FIELD
TEXT FIELD
ACTIVE FIELD INACTIVE FIELD

Selection Tool Text Tool Picture Tool Rectangle Tool Line Tool
Get to know the Customise Forms window
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WELCOME
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PAYING EMPLOYEES

Customising Forms
Resizing and Moving the Company Address field: 1 Click the [Company Address] data field once, and it will be outlined with a black rectangle. A handle (a small black box) is at the lower right-hand corner of the rectangle. Click and drag up the handle 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 fields. The Customise window should now look like the second screenshot shown here. Tip: Another more exact way to change the size and location of the field is to double-click it and change its coordinates from the Field Information window.
Resizing and moving the Company Address field
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Customising Forms
Changing the Font of the Company Address field: Double-click the [Company Address] data field. The Field Information window appears. Change the font size and styles to those shown in this screenshot, and then click OK. If you are using the Macintosh version of MYOB, you may need to select an alternative font if Arial is not available. Making the Company Name field inactive: Double-click the [Company Name] data field and choose to make the field inactive from the Field Information window. The form should now look like this screenshot:
Changing the font and paragraph properties of the Company Address field, and making the Company Name field inactive
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Adding the Company logo (1 of 2)
We will now place the Company logo in the space above the Company Address field. 1 Click the Picture tool in the toolbar once (the picture frame). 2 Click once anywhere on the form. A new field is created with a picture frame as the default graphic. Double-click the graphic. 3 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 into MYOB using the Paste Picture button in this window.) Click the Load Picture button, and go to the Tutorial folder located in the MYOB folder on your hard drive. You will need to select and use the clear.bmp (Windows), or clear.pct (Macintosh) file.
Selecting a logo to import
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Adding the Company logo (2 of 2).
4 Return to the File Information window, and 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. 6. The form should now appear as shown. Thats it! You have now customised a form, and you should be familiar with the Customise Forms window, and how to work with fields.
You may need to make minor adjustments to the position of the logo if it covers the Company Address field, or is cropped by the top margin.
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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 Forms window and 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 Invoices field and will become the default form for printing Item Invoices. Click OK, and then press Cancel to close the Customise window. Note: Whenever you make a change to a form template, you should backup or make a copy of the template file (stored in the Forms folder), to avoid accidentally replacing it or losing it. If you use MYOB Premier Accounting, you would need to copy the forms to each workstation if they need to use them.
Saving the form to your hard drive. It will now appear in the Selected Form for Invoices list in the Print Invoices window.
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Printing the form.
When you have completed the customising, try printing the Item invoice we created earlier in this tutorial: 1 Go the Sales command centre and click Print Invoices. Ensure the Type selected is Item, and that the Status is Closed (the invoice was fully paid). 2 Ensure that the Selected Form for Invoice field shows the form template name we customised. Click OK. 3 The Review Invoices Before Printing window appears with the invoice we created. Notice that we can select how many copies of the invoice we want to print from this window. 4 Click Print and the invoice will be printed using the customised form template. If you need to make any adjustments to the invoice, use the Customise Forms window to make your changes.
Selecting an invoice to print
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tutorial Congratulations!
You have now completed this tutorial! By now you should be able to find your way around the MYOB Command Centre and know where to enter your daily transactions. 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 an Australia-wide Certified Consultants directory with your software - contact them and find out more about how they can help you Mind Your Own Business!
Where do you go from here?

Well, start by having a look at your MYOB User Guide that has detailed information about every step we have looked at in this tutorial. Similar information is also available in MYOBs help system which is available from the Help menu. Use the Reference Guide to find out more about the window you are in, or go to the Procedures Guide to look for detailed steps and tips. If you do get stuck, and you have an MYOB Cover Plan, call MYOBs expert technical support team for assistance. See your Getting Started Guide for more information on getting Technical Support from MYOB Australia, and the benefits of joining MYOB Cover.
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Getting Started Tutorial

Viewing this tutorial on screen

Printing this tutorial

click a topic below to jump to a lesson in this tutorial

tutorial Your Company Data File

This window appears when you start your MYOB software.

tutorial Your Company Data File

tutorial Your Company Data File

The Card File command centre and command panel

tutorial Your Company Data File

To go back to the previous field in a window, press

tutorial Your Company Data File

The Chart of Accounts

tutorial Your Company Data File

tutorial Your Company Data File

tutorial Spending and Receiving Money

The Chequebook command centre and command panel

tutorial Spending and Receiving Money

The Make a Deposit window

tutorial Spending and Receiving Money

Entering the Allocation Account and Amount

tutorial Spending and Receiving Money

tutorial Spending and Receiving Money

The Write Cheques window

tutorial Spending and Receiving Money

Creating a Vendor Card

tutorial Spending and Receiving Money

Completing the Write Cheques window

tutorial Spending and Receiving Money

The Reconcile Accounts window

tutorial Spending and Receiving Money

Selecting an account to reconcile

tutorial Spending and Receiving Money

Reconciling and entering a bank service charge

tutorial Spending and Receiving Money

Confirmation window that appears when your account successfully reconciles.

tutorial Purchasing Items and Services

The Purchases command centre and command panel

tutorial Purchasing Items and Services

Selecting the correct Purchase Order type to use

tutorial Purchasing Items and Services

tutorial Purchasing Items and Services

The Item Purchase Order window

tutorial Purchasing Items and Services

Selecting a vendor and selecting an item

tutorial Purchasing Items and Services

tutorial Purchasing Items and Services

Click Cancel to return to the Purchases command centre.

tutorial Purchasing Items and Services

tutorial Purchasing Items and Services

Entering a Vendor Payment for the Item Purchase

tutorial Sales and Customer Payments

tutorial Sales and Customer Payments

Creating a new customer card and setting up credit terms

CUSTOMISE AND PRINT FORMS

tutorial Sales and Customer Payments

Completing and recording the Item invoice

tutorial Sales and Customer Payments

tutorial Sales and Customer Payments

tutorial Sales and Customer Payments

Using a Miscellaneous type invoice to create a credit note

tutorial Sales and Customer Payments

tutorial Sales and Customer Payments