MYOB Premier allows you to build inventory items, in case you are buying items and further processing two or more items (components) to make another item, which now become a finished item or finished item.
Before you can start building your items, you have to make sure you already know which components you need to build an item and that these items are setup already in MYOB. Otherwise, if you have not yet setup the component items, you have to setup these items as taken up in the topicHow to Create Inventory Items in MYOB Premier.
You have two options to build inventory items in MYOB Premier as follows:
1) Use BuildItems – if you want to build an item once. To get started with building items in MYOB Premier, click on the Inventory command Centre.
2) Use Auto-build Items – if you build items more than once, it is best to use this option.
How to build items using Build Items
Go to the Inventory command centre and click BuildItems. Screenshot of the Build Inventory window below:
2. Note that the Inventory Journal Number and Date are already default values. However, you can change the default values of these fields as well as the Memo field as you consider necessary. Fill in the necessary fields as follows:
2.1. Fill in the Item Numbers field. If you don’t know the item number, you can do search for the item number by doing Right Click on the blank field for Item Numbers. Screenshot for the window appears below:
2.2. Quantity – quantity for this should be positive if you enter the quantity of the item or items to be built or the finished item. If you are entering quantity or quantities for the items or components for the finished item, you enter a negative quantity amount.
2.3. Unit Cost – indicate the unit cost of the item or items that would be used to build the item.
2.4. Amount – amount for the item would automatically appear once the quantity and unit cost is indicated on the fields.
2.5. Job – if you charge the finish item to a job, indicate the job in this field.
How to Build Items Using Auto-Build Items
Take note that before you can Auto-Build Items, you have to identify and define the component items to build the finished item. The following are the steps to follow in order to Auto-Build Items:
Go to Items List in the Inventory command centre and you start to define the item you want to build by clicking on the ( ) Zoom arrow per screenshot below:
The Items List tab windows and choose Auto-Build tab per screenshot below:
In the Auto-Build tab, indicate the Item Number of the item components as well as the quantity and press OK when done.
After defining the component items in the Items List, you can now proceed to Auto-Build items. To do this, go to the Auto-Build feature in the Inventory Command Centre and indicate the items, quantity as well as the components for you to build the items. Be sure you review your entries before you click on Record to effect the inventory items being built.
How to Create Inventory Adjustment in MYOB Premier
Now that you have learned how to create items and locations, opening inventory quantities and values, our next topic would be to prepare adjustment in MYOB Premier.
As part of company’s internal controls, you need to properly monitor inventory movements, from inventory receipts to issuances, transfers to and from other locations and other movements as well as those transactions that require your attention as to shrinkages and loss. However, you may need to adjust inventory quantities from time to time as a result of shrinkage, damage, obsolescence, theft or material decrease in value of inventory cost that make it necessary to adjust its quantity or values.
Please follow these easy tips when making inventory adjustments:
Print the Items List Summary Report – before you make inventory adjustments, print this report as a basis for the quantities summary and the inventory values. You also have the option to save this report in Excel format so that if you need to add column for Remarks, you can do so with ease without you having to manually prepare an Excel report for the Item List Summary or Inventory Report.
To print this report, go to Reports on the bottom corner of the main command centre and choose Inventory
The Inventory Reports window appear and choose Item List Summary
When you choose Items List Summary, and click on Display, the report look like this:
You also have the option to print this report directly to the printer or Send To Excel so you can print this report in Excel format or further modify report to include other information like Remarks or findings/action points.
Use Adjust Inventory – when you make adjustment to one or few inventory items.
Use Count Inventory – when you make adjustments to many inventory items.
To start making inventory adjustments using Adjust Inventory, follow these procedures after printing the Item List Summary:
Go to Inventory Command Centre and click on Adjust Inventory
In the Inventory Journal window, fill in the following details:
2.1. Date – the date the inventory adjustment is made
2.2. Memo – indicate brief but most descriptive explanation for the entry.
2.3. Item Name – you indicate the item name by right clicking on this field and choose Search Inventoried Items
After click on Search Inventoried Items, all the item lists appear and you have to choose which among the list is or are to be made adjustment and double-click on it to select the item or items.
2.4. Quantity – indicate on this field the number of quantities for adjustment for each affected inventory items on a per unit basis and not per selling or buying unit. If you are to adjust inventory to add to quantity, enter the number as positive number (without positive sign). In case of deduction in inventory quantity of item, enter the amount with a negative sign before the number.
2.5. Unit Cost – indicate on this field the unit cost of the item inventory adjustment.
2.6. Amount – you don’t need to fill up on this field since MYOB Premier automatically compute for Amount values once you have entered the quantity as well as the unit cost.
2.7. Account – indicate the account for which the inventory adjustment is to be closed or charged. If for example, the negative inventory adjustment which is a decrease in inventory quantity would be charged to an expense account – usually Inventory Shrinkage and Shortages if it is to be charged as a company expense. However if it is to be charged to the inventory custodian, it is to be recorded as a receivable from employee or as advances to employee account.
2.8. Job – indicate the corresponding job if the inventory is tracked to a specific job.
If you are going to make inventory adjustment for several or many items in the inventories, you have to use Count Inventory in making inventory adjustment.
The process is the almost the same as entering inventory quantity and values opening balances except that it is for adjustment purpose and you don’t choose Opening Balances.
To start entering inventory adjustment, go to the Inventory Main Command Centre and click on Count Inventory.
Please take note that Count Inventory would display all items in the list so it would be easy for you to make the adjusting entry. Screenshot below for Count Inventory appears:
Next, indicate the quantities on the On Hand column so that the Difference in quantity would be reflected and click Adjust Inventory and proceed to preparing the adjusting entry on the Inventory Journal window. For illustration purposes, let’s assume the following:
Inventory Shortage for Item No. OS0001 for 1 unit, Item No. PP0002 for 2 units and the management have decided that the inventory shortage shall be charged to company expense. To effect the adjustment, see the screenshot below for the Count Inventory Journal. Fill in the necessary fields to complete the information and click Record to save the inventory journal.
Creating Multiple Inventory Locations and Moving Items Across Locations
MYOB Premier provides for default inventory location which is the main inventory location. However, if your inventories are stored and kept in more than one location and you want to keep track of the inventory movements, MYOB Premier enable you to create and setup multiple inventory locations. Consequently, MYOB provides for Location field when you enter transactions in Sales and Purchases when you enter additional Location other than the default and main inventory location. You can also record inventory movements among the inventory locations you have set up by using Move Items feature of Inventory Main Command Centre.
To create Inventory Location, follow these procedures:
1) Go to Inventory Main Command Centre and click on Locations.
You can also go to the command centre at the top and go directly to Lists and choose Locations as per screenshot below:
The Location List window appears. Now, click on New to create additional inventory location:
On the Location Information fill in the following fields:
Contact Name and Contact Numbers
Items Cannot be Sold or Shipped from This Location – if the additional Location is for inventory storage purposes only, you can only receive or sell items from this location by using Move Items feature which will be further discussed in this part.
Below the screenshot of sample Location 2 created as additional Inventory Location. After indicating the necessary information on the fields, click OK to save and click Close to go close the window.
For reference purposes, see screenshot below for the Sales Invoice format after creating additional Inventory Location showing additional field for Location on the invoice display.
How to Record Inventory Movements Between Multiple Locations
Transfers of inventory from one inventory location to another recorded in MYOB by using Move Items feature.
The following screen appears showing all the Item Lists and Locations as follows:
For illustration purposes, let’s assume that the following items are to be moved from Location 1 to Location 2 due to inventory location storage space limitation:
Item OS0001 – 200 units will be moved from Location 1 to Location 2
Item OS0002 – 500 units will be moved from Location 1 to Location 2
To effect the movement of items from Location 1 to Location 2, do the following:
1) Indicate quantity of 200 for Item OS0001 – Office Supplies in Location 2 column per above screenshot
2) Indicate quantity of 500 for Item OS0002 – Office Supplies-Assorted in Location 2 column
3) You can either press Tab to move between the item fields and columns to change quantities between locations or simply click on the field
4) Deduct the quantity of 200 from Item OS001 – Office Supplies in Location 1 column
5) Deduct the quantity of 500 from Item OS0002 – Office Supplies Assorted in Location 1 column
6) The Out of Balance column should be zero before you can click to Move Items as per screenshot below.
7) Click on Move Items to effect the inventory movement
8) Click Close to go back to the main command centre.
See Screenshot below to effect the inventory movement from Location 1 to Location 2.
How to Setup Opening Inventory Quantities and Values
Now that you learn how to set up items and create links, you have to setup opening inventory quantities and the related value amounts in MYOB Premier to get all things started and to get in place recording for purchases and sales transactions. To start setup opening inventory quantities and values, you have to follow these steps:
1) Count your inventory quantities and values and be sure that these figures are correct and reconciled for setup purposes as at the start of conversion date because you have to setup inventory values by using Count Inventory window. Using Inventory Count Sheet is also very helpful to make this task easy since you have to manually input your beginning inventory quantities. To print Inventory Count Sheet, go to Reports menu below the Main Command Centre, the choose Inventory.
The Inventory Reports window appears with many ranges of reports to choose from. Choose Inventory Count Sheet and print the countsheet. Once you have printed, you can now indicate manually the inventory quantity balances and values in the printed reports.
Now go to Inventory Command Centre and click on Count Inventory. See screen below:
Window for Count Inventory appears. Now, key in the inventory quantities per inventory count sheet on the Counted portion on a per unit basis and not per Selling or Buying Units. Take note that once you have entered the quantity in the Counted field, Difference show change in quantity corresponding to the quantity you key in.
Now, to illustrate this procedure, we take for example ABC Stationery Supplies with the following inventory count as at conversion date May 1, 2014:
Office Supplies – Assorted
Paper Products – Assorted
After key in of inventory quantities, the screen now show the entered inventory quantities as Difference so you have to click on Adjust Inventory to make adjustment for the variance vs. the On Hand quantity. Screen after entering quantity of inventory items appear below:
When clicking on Adjust Inventory, MYOB Premier prompts Adjustment Information and ask if you want to set a Default Adjustment Account for Inventory Adjustment. Since this pertains to an opening inventory adjustment, you can proceed without indicating default adjustment account and click on Continue
When you click on Continue, the following screen appears:
Click on Opening Balances. The inventory adjustment window appears with default inventory adjusting entry. Please note that the Journal is an inventory journal with default adjusting entry to inventory account since this adjustment for Opening Balances.
Take note that the Unit Cost is indicated on this adjusting entry. When the adjustment is correct, click Record to save the entry.
Please note that discussion on entering inventory adjustments due to damage, shrinkage, loss or theft is taken up in the topic– How to Create Inventory Adjustments in MYOB Premier.
MYOB Premier enables user to set up Inventory Command Centre. In MYOB, you can set up physical unit of items which the company buy, sell and keep for inventory. Services like delivery, handling, packing charge, crating charges can also be included as items as part of the items for sale or purchase.
You have to set up Items in MYOB Premier before you can start to record Sales, Purchases and Inventory transactions. Aside from setting up the inventory amount in the account opening balances, you also have to create quantity on hand and the amount values for the items.
Now, let’s proceed to creating an item in MYOB Premier:
Go to Inventory Command Centre, and click on Items List. The following screen appears:
2. On clicking Item List, and click on New:
3. On the Profile tab, the following screen appear after clicking on New:
On the screen appropriate field you should indicate the following:
3.1. Item Number – you should use systematic item number that will allow you to properly sequence together with other items for creation if you are dealing with numerous items to create.
3.2. Item Name – choose the most descriptive name for the item you are going to setup.
Please see screenshot that appear when you click on the 3 fields below:
3.3. I Buy This Item – select this option when this represent item you buy. Please take note this field has direct link to Cost of Sales account. You have to indicate the correct Cost of Sales account when you link this to the field. If you are using this field for items you do not sell, like office supplies or store supplies, you link this to correct expense account, like Office Supplies or Store Supplies
3.4. I Sell This Item – select this field when this represent item you sell. When you click on this field, this is linked to Income Account for Tracking Sales. Indicate the correct link to the corresponding sales account for this field to properly map income account.
3.5. I Inventory This Item – select this field when this represent item that you keep inventory and want to monitor and track inventory movements as well as inventory quantities and amounts. For this field, you have to indicate the Asset Account for Item Inventory.
Please note that there is an option for Copy From buttonthat allow you to copy another item information to the active item being created. Item number, item name, supplier name, auto-build information as well as history information are not included in the information being copy so you have to indicate these on the active item number being created. And another option is the Spell Check that allow you to check spelling for the active window.
For items 3.3, 3.4 and 3.5 above, you have to choose any one, any two or all of the 3 item classification as follows:
For buy and sell or trading business transactions:
I Buy This Item – click on this option when you buy this item but don’t sell or track values or quantities of inventory. Examples are office supplies and store supplies which you don’t sell or track inventory values.
I Buy This Item, I Sell This Item – click on these two fields when you buy this item and sell this item but don’t track or monitor for inventory purposes.
I Buy This Item, I Sell This Item, I Inventory This Item – click on these three fields when you buy, sell and monitor the item for inventory quantities and values.
I Sell This Item – click on this field when you want to include items or services as part of a sales in the sales invoice you are going to issue.
For manufacturing type of business:
I Sell This Item, I Inventory This Item – use these options when you sell finished goods that you produce or manufacture and do tracking of inventory quantities and values.
I Buy This Item, I Inventory This Item – use these options when you buy materials for use in manufacturing, and track quantities and values for inventory purposes.
I Inventory This Item – this includes other goods or materials that are included in the production or manufacturing process for finished goods.
Now, click on the Item Details on the next tab – and in this field, you can put picture for the item as well as Description for the item to be used in Purchases and Sales transaction. Custom Lists can also be indicated on this tab.
5. Now go to the Buying Details tab and you have to fill in the information as stated and the following screen appears:
5.1. Last Purchase Price – indicate the last purchase price including tax on this field.
5.2. Standard Cost and Tax Code When Bought– indicate tax code when bought. It is optional to indicate standard cost and should be setup in Preferences – Inventory Tab to “Use Standard Cost as the Default Price on Purchase Orders and Bills (System – Wide) as shown:
5.3. Buying Unit of Measure – this is the unit of measure when you are going to buy the item. For example, you purchase school supplies for sale like notebooks on a per box basis and each box contain 36 unit pieces per box. You indicate Box as unit of measure.
5.4. Number of Items per Buying Unit – this is the number of units for each buying item. Per example above, the number of items per buying unit is 36. Thus, when you enter purchase of 3 boxes, 108 units of notebooks is added to the inventory quantity.
5.5. Optional Restocking Information for the To Do List – this is optional but play an important reminder when indicated to flag for warning on To Do List as follows.
5.5.1. Minimum Level for Restocking Alert – on this option, you can set up the minimum stock level inventory for which MYOB Premier will flag or remind through To Do List for items that need restocking alerts so that reorders can be made.
5.5.2. Primary Supplier for Reorders – on this field you indicate the primary supplier for reorder. This option is linked to card file for supplier so all you have to do is click on the box to choose from among the list.
5.5.3. Supplier Item Number – you indicate the supplier item number on this field.
5.5.4. Default Reorder Quantity – you can also setup default reorder quantity in this field.
6. Now go to the Selling Details tab if you Sell the inventory item. If you don’t sell this item, of course, you don’t fill in the fields on this tab. Screen below appears:
Please take note of the following with regards to Selling Details tab:
6.1. Base Selling Price – this is the selling or retail price for each item selling unit.
6.2. Tax Code when Sold – this is the tax code to be used when sold and preparing the sales invoice. However, you can do override for any change in tax code to be used upon invoicing.
6.3. Inclusive/Exclusive – you have to indicate if the prices are tax inclusive or not.
6.4. Selling Unit of Measure – this is the field you are going to indicate if item is sold by “piece”, “pack”, “dozen” and you can use up to five characters
6.5. Number of Items per Selling Unit – indicate in this field the number of units per selling unit of measure. For example, you indicate “pack” and there are 6 units for every pack, you indicate 6 so that when a sales invoice is issued for the sales, inventory quantity will be deducted with 6 units.
6.6. Calculate Sales Tax On – indicate in this field if the sales tax would be based on Actual Selling Price.
6.7 Price Levels – only the Premier version of MYOB is capable of price level that allow you to assign different price level to customers.
7. Now you go to History tab and in this tab, you see the history for the item details for the item. Over time, when you enter transactions for the item, details as to buying, selling, sales and cost of sales history on a per month basis starting on conversion month for a one-year period. Screen below appears:
8. After History tab, click next to Auto-Build tab. If you buy the item and then sell in its original condition, without having to use other items in the inventory, you don’t need to Auto-Build the item. However, if you need to further process the item as well as use other inventory items before you can sell this item, then you have to use Auto-Build. The following screen appears:
Now, click on Edit List and screen for auto-building items appear:
Now, you indicate the other items that are being used in order to manufacture or process this product into a saleable item unit.
9. Now you go to the Locations tab and indicate the location of the item in the Default Ship/Sell/Auto-Build from Location and Default Receive/Auto-Build Into Location. Creation of Single or Multiple Inventory Locations discussed in detail in Part 12 How to Multiple Inventory Locations and Moving Items Between Locations.
How to Create Recurring Transactions in MYOB Premier
MYOB’s powerful time-saving tool include ability to create shortcuts which include entering recurring transactions and allow you flexibility in recording these as recurring transactions, being able to edit previously recorded transactions, or, eventually delete the recorded recurring transaction if these will no longer used in the future. The following are the transactions under the following Main Command Centre that enable you to record Recurring Transactions:
Accounts – Transfer Money, General Journal entries, Transfer Money
Banking – Spend Money, Receive Money
Sales – includes Quote, Order and Bill
Purchases – includes Quote, Order and Bill
Inventory – includes Quote, Order and Bill (the same window as Purchases)
Recording Recurring Transactions in MYOB Premier
If you have transactions like Spend Money on paying monthly rentals with same amount per month for one year, or membership dues and subscriptions that you pay on a fixed amount basis, all you have to do is enter this transaction as you normally would do in Spend Money.
Now, let’s consider the Spend Money entry for the monthly rental of S$500.00 of ABC Stationery Supplies recorded on January 5, 2014 using Spend Money. This rental is payable every 5th of the month as per Contract of Lease of 2 years. To retrieve the previously entered transaction in Spend Money, go to Find Transactions from any command centre. Then indicate the account code in the drop-down field. The following screen appears:
After double-click on the Spend Money entry, the following screen appears:
Click on Save as Recurring tab as per outlined above. For purposes of demonstration, Start Date is set to December 31, 2013, which is a day before the conversion period of January 1, 2014, which prompt a warning that read: “You cannot enter a start date prior to the conversion date”. So, in order to create a recurring transaction, you have to change the Start Date. In this case, start date should be on February 5, 2014 since January 5, 2014 is already processed and paid for, and every 5th of the month being the due date for the rental .
Please take note of the following important fields to fill up in order to make the recurring transactions you setup successful:
1. Recurring Transaction Name – Indicate a short but most descriptive name for the recurring transaction.
2. Schedule – You can indicate the following built-in frequency in MYOB:
2.5. Twice a month
2.6. Every 3 weeks
2.7. Every 4 weeks
2.9. Every other month
2.11. Every 4 months
2.12. Every 6 months
In MYOB, you cannot start setting the recurring transaction on a date that is prior to the conversion date. In the case of sample company ABC Supplies Stationery, conversion date is January 1, 2014 so you cannot start the recurring transaction on December 31, 2013 and any date prior to January 1, 2014.
You can also set up the following under Frequency:
Option to continue indefinitely
Continue until a set date
Perform transaction in a set number of times
Alerts – This option allows you to remind about the recurring transaction and whether to record the transaction or automatically record the transaction when due and notify Administrator or the MYOB user or users who want to be notified.
Transaction – This option allows you to set sequential number of check as well as allow to save for any changes made to the recurring transaction entry.
How to Edit or Delete Recorded Recurring Transactions
To Edit Recurring Transactions, go to Lists, then choose Recurring Transactions.
If you want to edit or change the recurring transaction, click Edit.
If you want to change or modify the schedule of the recurring transaction, click on Edit Schedule.
If you want to delete the recurring transactions, click on Delete and click OK to proceed to delete the recurring transaction. MYOB Premier will prompt that previously recorded recurring transactions will not be affected on the deletion. See screenshot that appear for your reference.
MYOB Premier allows users to customize settings on how to use MYOB. To setup Preferences, go to Setup, then choose Preferences. The following screen appears:
The following are the eight (8) preferences tab that you can set up and customise by using Preferences:
Reports & Forms
Now, let’s discuss the first tab:
Setting up System Preferences by clicking on the tab as follows:
Once clicked on the left-hand portion on the box, this will trigger a check mark and the System tab allows users to:
1.1. Automate refresh of Lists when Information Changes
1.2. If you are using MYOB Retail Manager, you have to click on the left hand
1.3. Allow user of Multiple Currencies (System-wide)
1.4. Warn if Jobs are not assigned to all Transactions (System-wide)
1.5. Turn on Category Tracking Categories and Require categories on All Transactions (System-wide)
1.6. Provide for Time Billing to Enter Time in Special units of time, like interval of 1 minute, 5 minutes, 6 minutes, 12 minutes, 15 minutes, 20 minutes, 30 minutes Time Billing Units
1.7. Allows to Round Timer-calculated time up to set minutes increment
1.8. Allows Users to include items on Time Billing Invoices
2. Now, let’s go to Windows tab in the Preferences setup. The following screen appears:
By clicking on the left hand portion of the box, a check mark will appear to customize the following:
2.1. Display To Do List when Starting MYOB Premier – once this is clicked, To Do List will pop-up and display once MYOB Premier is started. To recap, MYOB allows users to enter To Do activities which is located in the bottom of each command centre. If you do not click to display To Do List when starting MYOB, the activities entered in MYOB will not display.
2.2. Save Windows Sizes and Locations
2.3. Show Currency Symbols in Windows
2.4. Select and Display Account Name, Not Account Number – most often, it is more convenient to display account name than by account number when making account entries in MYOB. Click on this option so that Windows will display by account name and it would be easier for you to do so.
2.5. Select Items by Item Name, not by Item Number – again, it is usually more convenient to enter items by name, rather than by item number. Click on this option so that Windows will display by item name than by item number.
2.6. Select Cards by Card ID, not Card Name
2.7. Use Easy-Fill When Selecting from a List – when you choose to setup this preference, MYOB will allow you to enter account names, account numbers, item names, item numbers and card names that you always enter in MYOB and automatically enter the data once recognized.
2.8. Use Expandable Data Entry Fields in Windows – this allows you to enter long information when you are entering purchases, invoices and also enable you to view its long description as well.
2.9. The Enter Key Works Just like the Tab Key when Entering Some Data
2.10. Automatically Check Spelling in Text Fields Before Recording Transactions
For setup of Preferences on Reports and Forms, Banking, Sales, Purchases, Inventory and Security, go to the corresponding tab to setup the preferences. MYOB Premier is designed to be user-friendly and the field description for the preferences setup so easy to understand.