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Sending/Printing Customer Statements in MYOB

MYOB allows you to send customer invoices through email with just a click.   You have the option to send the invoices direct from MYOB in PDF form, Excel format, or save the file to your local computer before sending to customers. This time-saving feature in MYOB enables you to efficiently manage your accounts.   To print or email statements to your customers, go to the Sales main command centre.  Click on Print/Email Statements as per screenshot below.        pic1-send-print-email

In the Print/Email Statements screen, you are given the option to choose as follows:

  • If the statement is to be printed – choose the tab To Be Printed
  • If the statement is to be emailed – choose the tab To Be Emailed

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If you want your statements to be emailed, choose the To Be Emailed tab.  In order for you to further refine your filters for statements to be emailed,  click on Advanced Filters as per screenshot below:

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When you click on Advanced Filters, MYOB will warn that you will lose any changes to the emails not in the filtered list and ask you to confirm to continue.  Just click on OK as per screenshot below:

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Once you have selected all the options, including the customer or customers statement you wish to print, date of the statement, format of the Statement to be emailed,  click on OK.  The email address that is stored in your customer’s card file will automatically appear in the email statement prompt.  Otherwise, you have the option to either manually indicate the email address in the screen prompt in which case MYOB will ask you if you are going to update the email address to the card file.  You also have the option to indicate another email address in the aside ;from that stored in your customer’s MYOB card file.  Once you have indicated in the Advanced Filters screen the customers you wish to sent the Statement to, click on OK and you are directed back to the To Be Emailed screen and you will see that the customer being selected on the Advanced Filters automatically selected. Click on Send Email to finally send the Statement to the customer  as per screenshot below:

pic5-tobe-emailed-screen
Take note that you have to ensure you are on the To Be Emailed screen if you are to email the statement.  Otherwise, you have to get back to the correct screen to be able to send the email statement.

In order to Print Statements, click on To Be Printed tab and ;you also have the option like the To Be Emailed but of course, this will not be emailed but printed.  You also have to click on Advanced Filters to select the customer to be printed and other options including the selected form of statement as per screenshot below:

pic6-advanced-filter
When you click on OK you are directed back to the To Be Printed screen.  If you selected the customer or customers you wish to print the statement, the customer selected already selected when you are directed back to this screen.  In the To Be Printed screen, click on Print to finally print the Statement as per screenshot below:

pic7-tobe-printed-page
 

Using Category in MYOB

Need to generate related reports on how a specific department in your company incur operating costs and how much revenue are generated from them?  It would be so easy with MYOB.  This sophisticated software allows you to assign and accordingly identify related cost and or revenue for a specific department or cost center or profit center.  As defined, a cost center is a specific department within an organization which incur cost but do not generate revenues.  Example of cost centers include the back office departments like accounting and finance department, marketing department and others.

On the other hand, a profit center is different from a cost center in the sense that it can have its own revenue generation as well as related costs. In summary, a profit center can be accounted as if a separate and distinct entity within an organization for the basis of profit calculation and or profit contribution to the company organization.

In order to be able to setup Category in MYOB, you have to indicate this in the SetupPreferences.  To activate this option, go to Setup and then choose Preferences as per screenshot below:

setup-preferences-pic1

In the Preferences screen, activate the requirement to assign categories in all MYOB transactions by clicking on the box:

“Turn on Category Tracking:  Categories are Required on All Transactions [System-Wide]”

See screenshot below:turn-on-category-pic2

Click on OK to save the Preferences setup.

You must take note that to be able to make use of this MYOB feature, you have to indicate the correct category for every expense transaction, like recording related expenses as well as Sales or revenue recording in MYOB.  If you fail to record the related cost or profit center to the correct category, this will have the effect of understatement or overstatement of related costs or revenues.

Use of Categories is different with that of Jobs because Categories is used to monitor and report in almost all transactions including sales, income and expenses.

Creating Categories in MYOB

You can create Categories in MYOB by going to the Lists menu and choose Categories as per screenshot below:

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In the Categories List window, you can create the new Categories by clicking on New as per screenshot below:categgories-new-pic4

In the sample category creation, Category ID used is Dept. 01 and the Category Name is the Sales Department:

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Click on OK to save the newly added category.

You can also add a new category while in the middle of entering transaction.  Take for instance you are making Spend Money entry to record payment of postage fees chargeable to another cost center Finance Department.  In this case, you have to create another category for Finance Department by clicking on the Category field in the Spend Money window as per screenshot below:

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The Category screen appear and choose New

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The new category screen appears and in this screen you have to create the new category.  As an illustration, you can as per screenshot below to create Dept. 02 with category name Finance Dept.:

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The screenshot below shows the new category being added.  Click on OK to save the new category.

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After you have click on OK, you are now directed back to the Spend Money screen and you now can indicate the new category you have created in the Category field and click on OK to save the Spend Money transaction.

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Generating Category Reports

You can view available reports for Categories by going to the Reports option and choose Accounts.  This report enable you to generate numerous reports as follows:

  • Activity Summary
  • Activity Detail
  • Category Transactions
  • Profit and Loss
  • Balance Sheet
  • General Ledger Summary
  • General Ledger Detail
  • History
  • Categories List

Periodic End-of-Period Procedures in MYOB Premier

MYOB Premier allows you to perform tasks that are related to end-of-period procedures. In order to ensure that the accounting information contained in MYOB are accurate and complete, you should list down related tasks to achieve this goal. Examples of these are those activities that involved month-end as well as year-end closing procedures including but not limited to the following activities:

1) Reviewing of trial balance
2) Reconciliation of accounts including bank reconciliation
3) Review of Accounts Receivable and sending of statement of accounts for customers
4) Review of Accounts Payable and sending of Accounts Payable confirmation letters to suppliers to confirm account balances
5) Review of accounts including expenses vs. budgets
6) Periodic, like monthly recording of depreciation, amortizations, interest expenses
7) Preparation of adjustments to correct errors
8) In case of using accounting software, this includes observing cut-off date in recording month-end adjustments and locking periods restricting any accounting entries on the specified month.
Month-End MYOB Procedures

MYOB Premier also have built-in features to enable you to observe the month-end procedures including but not limited to the following:

1) Reviewing reports – which includes Receivables Reconciliation, Payables Reconciliation, Sales Analysis (Customer Accounts), Purchases Analysis (Supplier Accounts), Items List Summary, Audit Trail, Profit and Loss Statement, Balance Sheet, Summary Trial Balance, Profit and Loss Budget, Balance Sheet Budget, Statement of Cash Flow
2) Sending Customer Statements – based on the Accounts Receivable Report which could be an Invoice Statement or an Activity Statement which lists all customer Sales Invoices, Payments, Orders with information on any down payment made as of a given period of time.
3) Running the Company Data Auditor – to access this feature, go to the Accounts and choose Company Data Auditor. This feature have four options to help you verify records and guide to ensure accounting information are accurate as follows:

3.1. Company File Overview
3.2. Account Reconciliation
3.3. Transaction Review
3.4. Tax Exception Review

company data auditor 01

The Company File Overview

company data auditor 02

Account Reconciliation Review

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The Transaction Review Screen:

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  • Locking Periods –this feature prevent further entries to be made on your MYOB especially if you no longer want to make any entries for the month you have closed and you have made analysis as well as reported the financial information to the end-users. To lock period, you have to go to the Setup feature and choose Preferences and then choose the Security tab.

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  • Recording monthly adjusting journal entries –this month-end procedure ensures completeness of financial information for those accounting transactions not involve sales and payments from customers, purchases and payments made to suppliers. Example of these accounting transactions are monthly recording of depreciation expense, amortization and making correcting entries for errors made in the accounting entries.

Year-end Procedures in MYOB

In order to update and ensure reliability of accounting information generated from MYOB reports, you have to observe year-end procedures in MYOB to achieve this.

End-of-year procedures include the following:

  • Following month-end closing procedures – ensure that monthly closing procedures are followed. This includes monthly recording of depreciation, amortizations, correcting adjusting entries, monthly bank reconciliation and other procedures including but not limited to the above activities for month-end closing.
  • Performing stock adjustment or stocktake – one way to achieving this goal is doing inventory adjustments related to inventory count and ensure all inventory-related transactions are recorded. Making inventory adjustments using the Count Inventory Window as taken up the topic How to Create Inventory Adjustments in MYOB Premier.
  • Providing reports to authorized persons or management– this procedure may include monthly reports to be asked by your accountant or authorized persons to review the financial reports generated in MYOB company file. It would be of great benefit to have periodic reports submitted for review so that any adjustments deemed necessary to be made have to be entered in MYOB.

Creating, Editing and Removing an Activity in MYOB

If you want to create an activity which may or may not be chargeable to your customer or supplier, you can do this in MYOB by going to the Time Billing main command centre and click on Activities List.To add a new activity, click on New. In the new activity window, indicate the Activity ID and the Activity Name for the new activity in the Profile tab. The information contained in the new activity window are as follows per screenshot below:

Activity information 01

 

In the Profile tab, fill in the necessary information to complete the activity information as follows:

Activity ID – indicate activity ID that is unique to easily identify your activity and to use when you like to display information on activities by ID.

Activity Name – choose the activity name that best fits the activity.

Description – indicate description of the activity in this field. If you want the activity description to appear in issuing billing for the activity, select the option Use Description on Sales.

Income Account – if the company’s business activitities involve selling of items, you may create another income account tolink the recording of the income, for example, you may use Other Income – Packing or the like.

Tax Code When Sold – indicate the tax code when the bill is charged to your customer.

Unit of Measurement – you have to specify the unit of measure if you are not charging on an hourly basis for the activity.

Type: Hourly or Non Hourly – you indicate if the chargingis hourly or on a non-hourly basis.

Status:  Chargeable or Non-chargeable – indicate in this field if the activity created is chargeable or not.

Rate:  Use Employee Billing Rate – you indicate in this field if the billing rate to be used is based on the employee’s charge, otherwise, you have to indicate to Use Customer Billing Rate.

Use Customer Billing Rate – if you choose this option, the customer billing rate will be used in charging the activity

Use Activity Rate – indicate in this field if you are goimg to use the activity rate as the chargeable rate for this.

Changing or Editing an Activity Information

If you want to change the detail or information of the activity you have previously set up, go to the Time Billing main command centre and click on Activities List.  Select the specific activity you want to change the information by clicking on the white zoom arrow beside the Activity Name as per screenshot below:

Activity list 02

 

Assuming you want to change the activity name because you were not able to indicate the activity name when you have created it.  The Activity window appears below:

Profile 03

 

In the example above, the activity type is changed from Hourly to Non-Hourly and the pop-up message appear that an hourly activity cannot be changed to non-hourly if any activity slips have been recorded for that activity.  Therefore, changing of activity information is allowed only if no transaction have already been recorded for the activity you want to change.

Inactivating and Removing or Deleting an Activity from MYOB

Inactivating an Activity from your MYOB

If the activity you have previously set up is no longer active and in use, you can mark it as inactive.  To do this, you have to go to the Time Billing main command centre and click on Activities List and when you have selected the activity you want to be inactive, click on the box beside the Inactive Activity field as per screenshot below:

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Click on OK after you have selected Inactive Activity field.

Deleting or Removing Activity from MYOB

If you want to remove an activity with no recorded transaction, you may use any of the option below as follows:

  1. Use the Lists feature to remove the activity – to do this, go to the Lists window which is located above any main command centre and choose Activities.

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In the Activities window, click on the white zoom arrow beside the Activity you wish to remove or delete and then click on Edit field which is located in the left upper corner of the window and select Delete Activity.

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As previously discussed, you can only delete accounts if there is no transaction posted for the account.  This also applies to Activitysince when you try to remove an activity with a recorded activity slip, MYOB will prompt a pop-up message that “You have activity slips for this activity” that you want to delete.  In this sample transaction, you cannot delete or remove the activity. See screenshot as follows:

Activity information 07Use the Activities List window to inactivate or remove activity – to do this, go to the Time Billing main command centre and click on Activities List, then click on the white zoom arrow beside the activity name you want to inactivate.To inactivate an activity, click on Inactivate Activity and click OK. To remove or delete the activity, click on the Edit field on the left upper portion of the Activity window and choose Delete Activity.  When you click on this, the activity is automatically removed except if there is a recorded activity slip in which case MYOB will prompt the message that an activity slip have been recorded for the said activity. See screenshot below:

Activity information 08

Billing for Time – Setting up Billing Preferences

MYOB allows you to bill for time for service-related activities.  However, you need to set up time billing preferences. This feature is enabled in MYOB in the Time Billing main command centre Setting Time Billing preferences. To setup this feature, go to the Setup feature and choose Preferences.

On the Preferences tab, choose the System tab to be able to setup preference on time billing which are the last three items in this Preferences System tab and click on OK once you have setup the preferences you want to setup.

time biling

 

Special Billing units– this feature enable you to track chargeable billing time in units of 1, 6, 10, 12, 15 or 30 minutes and this will be the default billing unit when you create activity

Rounding time in time billing— this feature allows you to set up a preference on how the units of time you bill will be rounded off when you use the timer for the billable activity.

Including items on Time Billing Invoices – this feature in the Setup Preferences window enables you to include items in the time billing invoice you charge to the customers.  Thus, the invoice will contain both the item and the billable service measured in terms of time you set as special billing units.

You can set up the billing rates for each customer, supplier or employee by using the Card File main command centre. While you can setup billing rates for each customer that may vary as to billing rates, MYOB also allows you to override these rates when you create the chargeable activity.  Thus, it is easy for you to charge a different rate for a different activity.  This option also enable you to save on time if you want to bill different rates for the same service for one or more of your customers.  To setup the billing rate, go to the Card File main command centre and click on the Cards List to display the card you want to set up the billing rate.

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On the Cards List window, click on the corresponding tab. If you are to set up billing rate for customer, click on the Customer tab.  If you are going to set up billing rate for your supplier, click on the Supplier tab. You can also choose to click on All Cards tab to display all the cards you have in your MYOB company file.  When your card file is already displayed, click on the white zoom arrow beside the card name you wish to set the billing rate as per screenshot below:

all cards

 

On the next topic, you will learn how to create, edit or remove activity which you can use for billing time to your suppliers.

 

 

Recording Customer or Sales Credits in MYOB

MYOB allows you to create customer credits which represent amounts you owed to your customers.  If you have setup the account for which you are going to track and record your customers’ credit transactions, there is no need for you to create an account for this.  You may opt to use Sales Returns and Allowances account to keep track of your customers’ credit transaction.  If you have not set up an account to track sales credits, you need to create an account to link when recording customers credit transactions.  These customer credits may represent the following:

  1. Sales Returns and allowances.
  2. Credits for damaged items sold.
  3. Other transactions that may give rise to the sales credits.

Take note that you have to determine if the credit is to be applied to the entire sale or invoice, or just a part of the invoice.

Applying Credit to the Entire Sale

If the credit apply to the entire sale, you can opt to edit or change the sale transaction if the Preferences is set to allow changes to transactions being entered.  Otherwise, if the Preferences under the Security tab is setup not to allow changes, the entire sale must be reversed as indicated in the field Transactions CAN’T be Changed; They Must be Reversed.  To reverse a sale, go to Sales main command centre and click on Sales Register.  In the Open Invoices tab, click on the grey zoom arrow (if the transaction is set to be changeable, it would be a white zoom arrow) beside the invoice you wish to reverse.  Screenshot of the Sales Register window in the Open Invoices tab is shown below:

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When the invoice window is already displayed in the window, click on Edit and select Reverse Sale as per screenshot below:

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When you click on Reverse Sale, you are automatically directed to the sales credit window which shows negative quantity of the item being sold as well as the value of the Invoice which is now a negative value.  You can change information on this window like the Date, Comment but you cannot change the sales information like Quantity, Amount.  When you have finished making the changes on the changeable fields, click on Record Reversal.  See screenshot below:

record

Take note, that if the Preferences on the Security tab is not setup to disallow changing of transaction, the Edit feature will show Delete Sale instead of Reverse Sale.

You can also opt to proceed issuing manual sales credit for the entire sale.

Manually Creating a Credit to Apply to Just Part of A Sale for an Item Sale

You can also opt to proceed issuing manual sales credit for the entire sale if the customer credit apply to just a portion of the sale.  To do sales credit for a partial amount of an invoice, go to the Enter Sales option of the Sales main command centre.  In the Enter Sales window, fill the Customer field with the name of the customer and select Invoice for the sales status.  In the Ship quantity field, indicate the quantity as a negative number to effect negative amount for the invoice which now becomes a sales credit as per screenshot below:

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Click on Record to save the sales credit.  When you go to the Sales Register and click on the Returns & Credits tab, you will see the credit being made displayed among those in the list as per screenshot below:

sales register

Manual Creation of sales credit for a non-item sale

If you are going to make a sales credit for transactions not related to an item sale, you have to use the Miscellaneous invoice layout.  To do this, click on Enter Sales in the Sales main command centre.  In the Customer field, indicate the customer you want to make the credit for and choose Invoice status.  Click in the Layout field which is located in the lower portion of the sales window as per screenshot below:

new item

In the Layout field, choose Miscellaneous from among the Invoice layouts that are displayed and click OK.

select layout

 

In the Description field, type the description for the sales credit.  In the Account field,  the Amount field, enter the amount as Negative number..  You can change the Date, Journal Memo field you wish to indicate and click on Record when done.

Screenshot of the Miscellaneous Invoice layout below:

invoice

On the next topic, you will learn how to record settlement of sales credits.

 

 

 

 

Customising Purchase Order in MYOB

 

MYOB Premier allows you flexibility to customise forms and provide you with power saving tools to make this task easy and convenient for you.  Take note that it will work out to your best advantage to save first the original form layout before you proceed to edit or customise it so you can revert back to the original one.  As previously taken up in previous topic, you have to follow simple steps to achieve this task.  If you want to customise your Purchase Order form, you follow the following procedures:

  1. Display the form
  2. Set up the properties of the form
  3. Changing, deleting and adding elements to the form
  4. Preview the customised form
  5. Save the customised form
  6. Print the Customised form

To get started on customising purchase order forms, go to Setup, then click on choose Customise Forms and select Purchase Orders.

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Select Purchase Orders from among the form names and select the Purchase Order layout as follows:

  1. Item
  2. Service
  3. Professional

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If you are going to customise purchase order form in item layout, choose Item in the layout field.  Choose the Form to Customise from among the options below.  Assuming you want to customise MYOB’s built-in form which is C_PO_ITM for Item Purchase.  You have to select this format by highlighting this field and then click,

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Selecting the above form display the built-in form in your MYOB company file per screenshot below:

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Below is the screenshot for the sample format of built-in format for item purchase order

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If you want to put a company logo design in the purchase order heading, you can do so by clicking on the tool palette for Add Graphic as per highlight below.

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You can edit text field in the customised purchased order form by double-clicking on the field like changing the text Prepared By to Ordered By, just double click on the text  add or delete a line in the form, you go to the option and then select the field you want to edit

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You can also add a graphic file to the form by clicking on the Customize window.  Click on the form where you want the graphic file to be placed.   Double click on the graphic element and click on Load Picture.

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