NZ ARB UserGuide

User Guide
AccountRightBasics2011
2
Softwarelicenceagreement
MYOBNewZealandLtd
Website:myob.co.nz/
MYOBTechnologyPtyLtd2011
Allrightsreserved.
Writers
SuchitraGovindarajan,MerrinHughes,ClaireMahoney,RachaelMullins,
KylieNicholson,StevenRao,RonTierney,JohnWilson.
Disclaimer
InformationsuppliedbythemembercompaniesoftheMYOBgroup(whetherinuser
documentationandotherliterature,videooraudiomaterial,trainingcourses,websites,
advicegivenbystaff,orprovidedbyothermeans)isintendedonlytoillustrategeneral
principles,andmaynotbecomplete,accurateorfreeoferror.Asaccountingstandards,
taxationrequirements,legislationandthecircumstancesofindividualbusinessesvary
widely,thisinformationcannotbeconsideredauthoritativeandmaynotapplytoyour
specificsituation.Youshouldobtaincompetentadvicefromaqualifiedaccounting,
taxation,informationtechnologyorlegalprofessionalbeforeactingonsuchinformation.
Totheextentpermittedbylaw,membercompaniesoftheMYOBgrouparenotliablefor
anyspecial,consequential,directorindirectdamagesarisingfromlossoffunction,profits
ordataresultingfromyourapplicationofsuchinformation.Intheeventthatanyofthe
abovelimitationsarefoundtobeunenforceable,theMYOBmembercompany'sliabilityis
limitedtothereturnofanyfeesormoniespaidforthepurchaseoftheproductorservice.
Trademarks
MYOB,MYOBAccountantsOffice,MYOBAccountEdge,MYOBAccountEdgeNetwork
Edition,MYOBAccountRight,MYOBAccountRightBasics,MYOBAccountRight
Standard,MYOBAccountRightPlus,MYOBAccountRightPremier,MYOB
AccountRightEnterprise,MYOBAccounting,MYOBAccountingPlus,MYOB
BusinessBasics,MYOBCashBasics,MYOBClientConnect,MYOBFirstEdge,MYOB
MPowered,MYOBMPoweredServices,MYOBMPoweredBankStatements,MYOB
MPoweredInvoices,MYOBMPoweredMoneyController,MYOBMPowered
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Premier,MYOBPremierEnterprise,RetailManager,AccountantsOffice,
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MYOBAccountRightSoftwareLicenceAgreement
IMPORTANTREADTHISCAREFULLYBEFOREUSE.ThisistheSoftwareLicenceAgreement
(LicenceAgreement).AsyouhavepurchasedtheProduct(consistingoftheUser
DocumentationandtheinstallationCDorothermediacontainingtheSoftware)following
notificationoftheLicenceAgreementyouarenowlegallyboundbyitsconditions.
HOWEVER,iftheLicenceAgreementcontainsanythingofwhichyouwerenotawareprior
topurchasingtheProductordonotagreetobeboundby,DONOTINSTALLTHESOFTWARE
butreturntheProducttothesellerinitsentiretyandafullrefundofthepurchasepricewill
bemade.ByinstallingtheSoftwareandkeepingtheProductyouareconfirmingthatyou
havepurchasedtheProductsubjecttothisLicenceAgreementandareboundbyits
provisions.
TRIALVERSIONSOFTWARELIMITATION.IfyouusethisSoftwareonatrialbasispriorto
purchase,thenadditionalrestrictionsgovernitsuse.TheTrialVersionisintendedtobe
usedonlyforevaluationpurposesandwhilstyoumaycreateyourowncompanydatafiles
(CompanyFiles)youwillhaveaccesstoyourCompanyFilesonlyuntiltheearlierof30
daysfromthedateofcreationofeachCompanyFileoruntilyourhaveenteredatotalof
1000transactionsintotheCompanyfilesyouhavecreated.
Thereafter,youwillbeabletoaccesstheCompanyFilescreatedbyyouonlyuponyour
purchaseofthefullversionoftheSoftwareProductLicence.Uponyourpurchaseofthefull
versionoftheSoftwareProductLicence,therestrictionsinthisparagraph(TrialVersion
SoftwareLimitation)shallnolongerapply,butyouacknowledgethatyouruseofthefull
versionoftheSoftwareProductLicencewillbeconditionedonyouragreeingtotheterms
oftheLicenceAgreement(includingthelimitationonthenumberofCompanyFiles)
accompanyingthefullversionoftheSoftwareProductLicence.
1 ScopeofLicence
MYOBTechnologyPtyLtd(thePublisher),throughitslocalpublishersanddistribution
agents,herebygrantstoyou,theoriginalpurchaser,apaidup,personal,nonexclusive
andnontransferableLicencetousetheSoftwareandtheUserDocumentationonlyin
theregion,territoryorcountryspecifiedonthepackagingordownload,subjecttothe
termsandconditionsofthisLicenceAgreement.
3
a ActivationofCompanyFilesYoumustregistertheProductandactivatethe
CompanyFilesyoucreateorupgradewiththeSoftware.CompanyFilesmayonly
beactivatedorupgradedinrespectofthebusinessthatyouoperate.Youare
entitledtoactivateorupgradeonlythenumberofCompanyFilesthatyouhave
purchased.Ifrequired,youcanobtainadditionalCompanyfilesbycontactingthe
localpublisher.
i)NewCompanyFilesYoumayonlyaccesseachnewCompanyFileyoucreatefor
30dayswithoutregisteringtheProductandactivatingtheCompanyFile.After
30dayseachnewCompanyFilewillbecomereadonlyuntilyouactivateit.
b ProductInstallationandusageIfyouhavepurchaseda:
i)SingleUserSoftwareLicencethenyoumayinstalltheSoftwareonanycomputer
thatyouoperateatyourprincipalplaceofbusinessinrespectofCompanyFiles
youhaveactivated,providedthatyoudonotuseorpermittheusageofthe
Softwareonmorethanonecomputerorcomputerterminalatatime.Inevent
ofanupgradeorProductexchangetheLicenceherebygrantedshall
automaticallytransfertothenewversionorProduct.
ii)MultiUserSoftwareLicencethenyoumayusetheSoftwareononlyone
computernetworkthatyouoperateandonlytheninrespectofCompanyFiles
createdandactivatedbyyouorbyanotherlicenseduser.Youmaytransferthe
Softwarefromonecomputertoanotherthatyouownoroperateonthis
networkprovidedthatyouonlyuseorpermittheusageoftheSoftwareonthe
numberofcomputersorcomputerterminalsatatimeforwhichyouhave
purchaseduserlicences,norpermittheusageoftheSoftwareonmorethan
onenetworkatanyonetime,norpermittheSoftwaretobeusedinrespectof
CompanyFilesthatyouhavenotactivatedorhavenotbeencreatedbyyouor
byanotherlicenseduser.
c NumberofUsersAtanygiventime,youoryourdelegatedagentsmayonlylaunch
andsimultaneouslyrunthenumberofSoftwareruntimeinstancesequivalenttoor
lessthanthenumberofuserlicencesyouhavepurchasedandopenand
simultaneouslyworkwithonlythesamenumberofCompanyFiles,whichmustbe
createdandactivatedbyyouoryourrelatedentities.
d UpdatesandUpgradesIntheeventofanupgrade,updateorproductexchange,
theLicenceherebygrantedshallautomaticallytransfertothenewversionor
product.AllrightsinrespectoftheoriginalProductshalllapseandnofurtheruse
oftheseshallbepermitted.
e PortableorHomeComputerandArchiveCopiesYoumaymakeacopyofthe
Softwareandinstallitoneitheraportablecomputeroracomputerlocatedinyour
homeprovidedthatthecopyisforyourownexclusiveuseandisnotoperated
simultaneouslywiththeoriginaloftheSoftware.
OtherwiseyoumaynotcopyorduplicatetheSoftware,exceptasnecessarysolely
forarchivalpurposes,Softwareerrorverification,ortoreplacedefectivestorage
media,providedyoukeeptheoriginalandthecopies.Youmaynotalter,decompile
ordisassembletheSoftware.YoumaymakecopiesoftheUserDocumentationup
tobutnotexceedingthenumberofmultiuserLicencesyouhavepurchased.
f TransfersYoumaynotsublicense,lease,rentorlendtheSoftwareortheUser
DocumentationorotherwisetransferanyofyourrightsunderthisLicence
Agreement.SubjecttothepriorwrittenconsentofthePublisherandthe
agreementofthetransfereetobeboundbythetermsofthisLicenceAgreement,
youmaypermanentlytransfertheSoftware(togetherwithanybackupcopiesyou
havemade)andtheUserDocumentation.However,youmaynotretainanycopies
ofeithertheSoftwareortheUserDocumentation.
g TermTheLicencegrantedinthisLicenceAgreementiseffectiveuntilterminated.
YoumayterminateitatanytimebydestroyingtheSoftwareandUser
Documentation,togetherwithallcopies,orbyreturningthemtothePublisher.If
youfailtomeettheongoingobligationsacceptedbyyouatthetimeofregistration
(ifapplicable)orifyoufailtocomplywithanytermorconditionofthisLicence
Agreement,thisLicencewillterminateand,uponanysuchtermination,youagree
todestroytheSoftwareandUserDocumentation,togetherwithallcopies,orto
returnthemtothePublisher.TerminationofthisLicenceAgreementshallbein
additiontoandnotinlieuofanyotherremediesavailabletothePublisher.Inthe
eventthatthePublisherdeemsthisproducttoberedundantthenthePublisher
mayatitsoptionsupplyyouwithanalternativeproductandterminatethisLicence
Agreement.
h ProtectionandSecurityThisLicenceAgreementspecificallyprohibitsthereverse
engineeringordecompilingorinterferenceinanymannerwiththeSoftwares
sourcecode.Furtheryouagreetouseyourbestendeavoursandtotakeall
reasonablestepstosafeguardtheSoftwaretoensurethatnounauthorisedperson
hasaccesstotheProductandthatthereisnounauthorisedcopyingordistribution
oftheSoftwareorUserDocumentation.
i PartnerProgramIfthisProductisbeingusedinthecontextoftheMYOB
ProfessionalPartnerProgramineitherAustraliaorNewZealand,thentheusageof
theSoftwareandanyCompanyfilesisstrictlyrestrictedtobeingwithinthe
practiceitself.Withoutinanywaylimitingthescopeofthisrestriction,thesharing
ofCompanyfilesorSoftwarewithanyclientsofthepracticeisspecifically
prohibited.
2 LimitedWarranty&Disclaimer
ThePublisherwarrantsthatthemediaonwhichtheSoftwareisrecordedorthe
downloadedinstallerandtheUserDocumentationprovidedwiththemarefreefrom
defectsinmaterialsandworkmanshipundernormaluseforaperiodof90daysfrom
thedateofyouroriginalpurchase.Exceptforthelimitedwarrantydescribedabove,
theSoftwareissoldasis,andyouareassumingtheentireriskastoitsqualityand
performance.Itisyourresponsibilitytoverifytheresultsobtainedfromtheuseofthe
Software.
Ifduringthe90daylimitedwarrantyperiod,youdiscoverphysicaldefectsinthe
mediaonwhichtheSoftwarewasrecordedorthedownloadedinstallerorintheUser
Documentation,thePublisherwillreplacethematnochargetoyou,providedyou
returntheitemtobereplacedwithproofofpurchasetothePublisher.THISISYOUR
SOLEREMEDY.INNOEVENTWILLTHEPUBLISHERBELIABLETOANYPERSONFORANY
DIRECT,INDIRECT,SPECIAL,INCIDENTAL,CONSEQUENTIALORSIMILARDAMAGES,
EVENIFTHEPUBLISHERHASBEENADVISEDOFTHEPOSSIBILITYOFSUCHDAMAGES.
Somejurisdictionsdonotallowtheexclusionorlimitationofimpliedwarrantiesorof
liabilityforincidentalorconsequentialdamages,sotheabovelimitationsorexclusions
maynotapplytoyou.Thiswarrantygivesyouspecificlegalrightsandyoumayalso
haveotherrightsthatvaryfromstatetostate.Intheeventthatanyoftheabove
limitationsorexclusionsareheldtobeunenforceable,thePublisherstotalliability
shallnotexceedtheamountoftheLicencefeeyoupaid.
3 EntireAgreement
ThisLicenceAgreementconstitutestheentireagreementbetweenthePublisherand
theLicenseeandanypriorrepresentations,statementorundertakinghowsoever
madeareexpresslycancelled.NoamendmentormodificationtothisLicence
Agreementshallbevalidunlessitshallbeinwritingandsignedbyanauthorised
representativeofthePublisher.
4
5
Contents
1 Introduction ....................................................................7
LearningaboutAccountRight ...............................................................7
Wheretostart ......................................................................................9
ExploringAccountRight ......................................................................10
2 Creatingacompanyfile ................................................. 15
Overview ............................................................................................15
Createacompanyfile.........................................................................16
Activatethecompanyfile...................................................................18
Setupaccounts ..................................................................................19
Enteraccountopeningbalances ........................................................22
Setuppreferences .............................................................................24
Setupsoftwaremanagement ............................................................24
Setapassword ...................................................................................25
3 Settingup......................................................................27
Overview ............................................................................................27
Setupsales.........................................................................................28
Setupelectronicpayments ................................................................29
Doaninitialbankreconciliation.........................................................32
Createitemrecords............................................................................34
4 Banking ......................................................................... 39
Receivingmoney ................................................................................39
Preparingabankdeposit....................................................................41
Spendingmoney.................................................................................42
Electronicpayments ...........................................................................44
Enteringtransactions
intheBankRegisterwindow ...........................................................45
Transferringmoneybetweenaccounts..............................................46
Trackingpettycashexpenses.............................................................47
Reconcilingyourbankaccounts .........................................................48
Importingstatements.........................................................................50
Recordingmiscellaneoustransactions............................................... 51
Creditcardtransactions..................................................................... 52
5 Sales..............................................................................53
Creatingacustomercard................................................................... 53
Enteringsales..................................................................................... 55
Changingthestatusofasale ............................................................. 59
Reviewingyoursalesinformation...................................................... 59
Receivingpayments ........................................................................... 61
Printingpaymentreceipts.................................................................. 63
Creditcontrol ..................................................................................... 63
Customercredits................................................................................ 65
Accountingforbaddebts................................................................... 68
6 Lists ...............................................................................69
Addingarecord.................................................................................. 69
SettingupGSTcodes ......................................................................... 70
Findingarecord ................................................................................. 72
Changingarecord.............................................................................. 73
Inactivatingorreactivatingarecord.................................................. 73
Deletingarecord ............................................................................... 74
Combiningrecords............................................................................. 75
Customisingrecords .......................................................................... 77
7 Transactions ..................................................................81
Findingatransaction.......................................................................... 81
Changingordeletingatransaction.................................................... 83
Reversingatransaction...................................................................... 85
Recurringtransactions....................................................................... 86
8 Reports..........................................................................91
Producingreports .............................................................................. 91
Customisingreports ........................................................................... 93
6
9 Forms .......................................................................... 101
Findingforms....................................................................................101
Sendingforms...................................................................................102
Customisingforms............................................................................105
Addingandeditingformelements...................................................108
Savingcustomisedforms..................................................................112
Exportingandimportingcustomisedforms .....................................113
10 Contactmanagement .................................................. 115
Creatingacard .................................................................................115
Keepingintouchwithyourcontacts ................................................116
Groupingyourcontacts....................................................................120
Synchronisingcards
withMicrosoftOutlookcontacts ...................................................121
Customisingcards.............................................................................127
Reviewingyourcontactinformation................................................129
11 Financialcontrol .......................................................... 131
Trackingfinancialinformation..........................................................131
Budgets.............................................................................................133
Reviewingfinancialinformation.......................................................136
12 Endofperiodprocedures............................................ 139
Monthendprocedures ....................................................................139
Closingafinancialyear .....................................................................146
13 Managingcompanyfiles.............................................. 149
Backingupandrestoringcompanyfiles...........................................149
Confirmingactivatedcompanyfiles .................................................151
Managingsoftwareupdates.............................................................152
14 Importingandexportingdata...................................... 155
Exportingdata ..................................................................................156
Importingdata..................................................................................157
Index ................................................................................ 167
7
1 Introduction
Beforeyoubegin,takesometimetoexplorethesoftwareandfindoutaboutthebasicfeaturesofnavigationandtransactionentry.Thischapterprovidesan
overviewofyoursoftwareanddescribesthetools,resourcesandprimaryfeaturesofAccountRight.
NotethatthetermAccountRightreferstoAccountRightBasics.
Learning about AccountRight
MYOBiscommittedtodevelopingaccountingsoftwarethatiseasyto
use.Tothatend,AccountRightisaccompaniedbycomprehensive
informationresourcestohelpyoulearnaboutyoursoftwareandto
providesupportasyousetupyourrecordsandentertransactions.
Manuals
MYOBprovidessupportingdocumentationtohelpyouinstallanduse
AccountRight.Thesedocumentsareprovidedaspartofthesoftware
CDyoupurchased,orcanbedownloadedfromtheMYOBwebsite.
NotethatyouneedaPDFviewertoviewthemanuals.
GettingStartedguide TheGettingStartedguideisprovidedto
firsttimeusersofAccountRight.Itcontainsinformationonhowto
installandregisterthesoftwareandhowtoobtaintechnicalsupport.A
printedversionofthisguideisprovidedwiththeAccountRight
softwareCD.
ReleaseNotes TheReleaseNotesareprovidedtoexistingusersof
AccountRightsoftware.Theyexplainhowtoupgradeyoursoftware
anddescribenewfeaturesandsoftwarechanges.
UserGuide TheUserGuideintroducestheprincipalfeatures,
functionsandcapabilitiesofyourAccountRightsoftware.Itisdesigned
tobeusedasareferenceforeverydaytransactionentryandperiodic
tasks,suchasissuinginvoices,makingpaymentsandendofperiod
processing.
TheuserguideisprovidedasaPDFontheAccountRightsoftwareCD,
andisalsoavailabletodownloadfromtheMYOBwebsite.Notethatall
ofthecontentintheuserguideisavailablethroughtheHelpCentre.
Help Centre
TheHelpCentreisacomprehensiveresourcethatdescribesall
functionsandfeaturesofyoursoftware.Italsoincludeswindow
descriptionsandtipsforhelpingsolvecommonproblems.
TheHelpCentreisinstalledwhenyouinstallyoursoftware,however
werecommendyouusetheonlineversionofhelpifyouareusually
connectedtotheInternet.Theonlineversionofhelpisupdated
regularlybetweenproductreleasesandmaycontainnewhelptopics
relevanttoyou.
8 C H A P T E R 1 I N T R O D U C T I O N
To use the online help version
1 Openyourcompanyfile.
2 GototheSetupmenuandchoosePreferences.ThePreferences
windowappears.
3 SelecttheIPrefertoUseHelpFromtheInternet,RatherThanMy
ComputeroptionandclickOK.
To display the Help Centre
Inanywindow,presstheF1key.
InanywindowotherthancommandcentrewindowsclickHelp
( )andchooseHelpforthisWindow.
ChooseSearchfromtheHelpmenu.
Gotohelp.myob.co.nz
Help in AccountRight windows
OpeningtheHelpCentrefromanywindowotherthancommand
centrewindowsdisplaysdescriptionsorproceduresrelevanttothat
window.ClickHelp ( )andchooseHelpforthisWindow,TellMe
AboutorSearch.
Theseoptionsaredescribedbelow.
Help in command centres
ThemainwindowsinyourAccountRightsoftwareareknownas
commandcentres.Youcanviewhelpforacommandcentrebygoingto
theHelpmenuandselectingHelpforthisWindow.
TheHelpCentredisplaysadescriptionofthecommandcentreandits
variousfunctions.
Formoreinformation,seeCommandcentresonpage 10.
Help in fields
Youcanchoosetodisplayashortdescriptionofbuttons,textfields,
columnsandcommandcentreitemswhenyouhoverthemouseover
them.
Toturnfieldhelponoroff,gototheSetupmenuandchoose
Preferences.InthePreferenceswindowthatappears,gotothe
WindowstabandselectordeselecttheShowFieldHelpWhen
HoveringOveraFieldoption.
Select Ifyouwantto
Helpforthis
Window
seeadescriptionofthewindow,whichincludeslinks
totopicsthatgiveyoutipstosolvingcommon
problemsanddirectyoutoothersourcesofhelp.
TellMeAbout displayalistoftopicsthattellyouhowtoperform
varioustasksinthewindow,orotherrelatedtasks.
Search searchthehelpusingkeywords.
Select Ifyouwantto
W H E R E T O S T A R T 9
Show Me How videos
ShowMeHowvideosdemonstratehowtousemanyofthenew
features,andrunbetweenoneandfourminutes.Notethatinternet
accessisrequiredtoviewvideos.
To view Show Me How videos
1 GototheHelpmenuandselectLearningCentre.TheHelpCentre
appears.
2 IntheVideossection,clickViewallvideos.Alistofavailable
videosappearsinyourbrowser.
3 Clickthevideoyouwanttoview.
Where to start
WhenyoustartyourAccountRightsoftware,awelcomewindow
displaysthefollowingoptions:
Experiment with sample data
Beforeyoucreateanewcompanyfile,werecommendthatyou
experimentwithasamplecompanysdata.
To explore the Clearwater company file
1 StartyourAccountRightsoftwareand,inthewelcomewindowthat
appears,clickExploreasamplecompany.TheSignonwindow
appears.
2 ClickOpen.Thesamplefileopensandacommandcentrewindow
appears.
Acommandcentrewindowalwaysappearswhenacompanyfileis
open.Noticethatthenameofthesamplecompany,ClearwaterLtd.,
appearsatthetopofthewindow.
Nowthatthesamplecompanyfileisopen,youcanbrowsethroughthe
software,explorethetransactionsthathavealreadybeenenteredand
entersometransactionsyourself.
Option Description
Openacompanyfile Openanexistingcompanyfile.
Createacompanyfile Createacompanyfileforyourbusiness.See
Createacompanyfileonpage 16.
Upgradeacompanyfile Upgradeacompanyfilecreatedwithaprevious
versionofAccountRight.
Recentlyopened
companyfiles
Toopenacompanyfileinthelist,clickthefile
name.Toremoveacompanyfilefromthelist,
rightclickitandselectRemovefromlist.
Exploreasample
company
Experimentwithasamplecompanysdataand
learnhowtouseAccountRight.
Restoreabackupfile Restoreabackedupcompanyfile.
HelpCentre AccesstheHelpCentreandlearnaboutthe
newfeaturesinthisversionofAccountRight.
1 0 C H A P T E R 1 I N T R O D U C T I O N
Exploring AccountRight
Youshouldbecomefamiliarwiththefollowingtoolsandaids:
Command centres
TherearefourcommandcentresinAccountRightBasics.
ThefollowingisanillustrationoftheSalescommandcentre.
Eachcommandcentrecontainsarowoficonsinthetopsectionofthe
window.Theseiconsallowyoutoswitchbetweencommandcentres.
Theselectediconrepresentsthecurrentcommandcentre,andthe
flowchartdisplayedbelowtheiconsillustratesthemajortasks
associatedwiththatcommandcentre.(Forexample,whentheSales
iconisselected,taskssuchasEnterSalesandPrint/Email
Statementstypicaltasksyouwouldcompleteinrelationto
salesappearinthecommandcentresflowchart.)
Tool See
Commandcentres below
Dateentrycalendars page 11
Thebusinesscalendar page 11
Calculators page 12
Zoomarrows page 12
Selectionlists page 12
Selectcolumns page 13
Mouseshortcuts page 13
Shortcutkeys page 13
Spellcheck page 14
E X P L O R I N G A C C O U N T R I G H T 1 1
Therearefourmenusatthebottomofeachcommandcentre.The
optionsavailablefromthesemenusaredescribedbelow.
Therearetwowaystoselectanoption:
Clickthemenunametodisplaythewindowrelevanttothe
commandcentreyouarein.
Clickthearrow( )nexttothemenunameandselectfromalistof
theavailableoptionsforallcommandcentres(notjustthe
commandcentreyouarecurrentlyin).
Date-entry calendars
Thecalendarsimplifiesdateentry.Forexample,supposeyoure
enteringasaleandhavepromisedthegoodstothecustomeronthe
lastFridayofthemonth.Ratherthanfiguringoutthedateandentering
itmanually,youcandisplaythecalendarinthePromisedDatefieldof
theSaleswindowandclickthedate.
Todisplaythecalendar,clickthearrownexttothedatefieldorputthe
cursorinadatefieldandpresstheSPACEBARonyourkeyboard.Selecta
datebyclickingit.Theselecteddateappearsinthedatefield.
Toclosethecalendarwithoutselectingadate,pressESC.
Toclosethecalendarwithoutselectingadate,pressESC.
The business calendar
Youcanusethebusinesscalendartospecifywhichdaysoftheweek
yourbusinessisopen,aswellasholidaysandimportantbusiness
events.
Aswellasbeingahandyreference,thebusinesscalendaraffectsthe
ContactAlertfunctionintheToDolist.Ifyousetaremindertocalla
customeronadaythatyourbusinessisindicatedinthebusiness
calendarasbeingclosed,thereminderwillappearintheToDoList
windowonthebusinessdaybeforethetaskisdue.
Forexample,ifareminderisscheduledforSaturdaybutyourbusiness
isclosedonSaturdays,thereminderwillappearintheToDoList
windowonFriday.
Select... Ifyouwantto...
ToDoList recordandmanagetasksthatneedyourattention,
suchaspayinginvoicestotakeadvantageof
earlypaymentdiscounts.
FindTransactions findtransactionsrelatingtoaccounts,sales,cardsand
jobs.
Reports viewalistoftheavailablereports.
BusinessInsights viewinformationyourequiredaytodaytorunyour
business.
Thecurrentdateis
highlighted.Youcanuse
thearrowkeysnexttothe
monthandyeartoselecta
differentmonthoryear.
To set up your business calendar
1 GototheSetupmenuandchooseBusinessCalendar.TheBusiness
Calendarwindowappears.
Thecurrentmonthisdisplayedinthecalendaratthetopofthe
window.Daysthatappearingreyaredayswhenyourbusinessis
closed.
2 Ifyouwanttomarkaspecificdayasclosed,clickthedateinthe
calendar.
Ifyourbusinessisalwaysopenorclosedonaspecificdayofthe
week,clickthatdayintheShortcutforsettingaveragebusiness
weeksection.Amessagewillconfirmthatyouarechangingthe
daysstatus.
3 Addanyimportanteventsthatoccurduringthemonthinthe
ImportantDayssection.
4 Ifyouwanttoenterinformationforothermonthsinthebusiness
calendar,clickthearrowsatthetopofthecalendar.
5 ClickOKtoclosethebusinesscalendar.
Calculators
Apopupcalculatorisavailabletosimplifycalculatingandentering
numericdata,includingmoneyamounts,itemquantitiesandunits.
Thecalculatorisavailableineveryfieldwhereyoumayneedto
calculateanamountortotalfigure.
Todisplaythecalculator,clickthearrownexttothenumericdatafield
orpress= (equals)ortheSPACEBARwhenthecursorisinanumericdata
field.Inthecalculator,enteryourcalculationandthenpressENTER.The
resultappearsinthenumericdatafield.
Zoom arrows
Zoomarrows,displayednexttovariousfields,allowyoutodisplay
moredetailedinformationaboutaspecificentry,suchasatransaction
orcustomerrecord.
Abluezoomarrow( )indicatesthatyoucandisplaymoredetailed
informationaboutarecordandmakechangestoordeleteit.
Agreyzoomarrow( )allowsyoutodisplaymoredetailed
information,buttheinformationcannotbechanged.Ifyouwantto
changetheinformation,youcanreversethetransactionandreenterit
(seeReversingatransactiononpage 85).Alternatively,youcan
changeyoursecuritypreferenceselectiontomakealltransactions
changeable(seeSetuppreferencesonpage 24).
Selection lists
Searchicons( )displayednexttovariousfieldsallowyoutoopen
selectionlistscontainingrecordsthatyouhavepreviouslyentered,
suchascustomersandshippingmethods,orrecordsprovidedby
default.
E X P L O R I N G A C C O U N T R I G H T 1 3
Select columns
Selectcolumnsallowyoutoselectitemsfromalist.Therearetwo
selecticons:theSelecticonforeachentryinthelistandthe
Select/DeselectAlliconlocatedatthetopofthecolumn.
SelectanitembyclickingtheSelecticonnexttoit.Youcanselectall
listeditemsbyclickingtheSelect/DeselectAllicon,anddeselectthem
byclickingtheSelect/DeselectAlliconagain.
Mouse shortcuts
Youcanrightclickinawindowtoopenashortcutmenuwithoptions
relevanttothewindowandtothefieldyouareenteringdatain.
Mouseshortcutsareaneasywaytoeraseatransaction,find
transactions,orgethelpforawindow.
Ifyouareenteringinformationinatextfield,rightclickoptionsinclude
Cut,Copy,Paste,ClearandSpelling.
Shortcut keys
Youcanuseshortcutkeystospeedupdataentry.Alltheshortcutkeys
correspondtomenucommands.Listedbelowaretheshortcuts
relatingtothemenucommands.
Menu Command Shortcutkeys
File New(CompanyFile) CTRL+N
Open CTRL+O
CloseWindow ESC
Print CTRL+P
Edit Undo CTRL+Zor
ALT+BACKSPACE
Cut CTRL+XorSHIFT+DELETE
Copy CTRL+CorCTRL+INSERT
Paste CTRL+VorSHIFT+INSERT
SelectAll CTRL+A
SelectfromList CTRL+L
RecapTransaction CTRL+R
CommandCentres
(All)
ToDoList CTRL+T
Spell-check
Whenenteringsaleoriteminformation,youcancheckyourspellingin
mosttextfields,includingmemos,descriptions,addressesanditem
names.
Youcanchoosetosetapreferencetoautomaticallycheckspellingor
manuallycheckspelling.Tomanuallycheckspelling,clickSpell.
Whenyoucheckthespellinginafield,theSpellingwindow
appears.Youcanalsocustomiseyourspellingpreferences.For
example,youcanchangethemaindictionarylanguageandchoosea
preferencetoignorewordsthatincludenumbers.
To set spelling preferences
windowappears.
2 ClicktheWindowstab.
3 Ifyouwanttoautomaticallycheckspelling,selectthe
AutomaticallyCheckSpellinginTextFieldsBeforeRecording
Transactionsoption.
4 Ifyouwanttocustomiseyourspellingpreferences,clickSpelling.
TheSpellingOptionswindowappears.
5 SelectyourpreferencesandclickOK.
Formoreinformationaboutthespellingfeature,seetheHelpCentre.
CommandCentres
(All)
FindTransactions CTRL+Y
CommandCentres>
Accounts
CommandCentre CTRL+1
RecordJournalEntry CTRL+G
CommandCentres>
Banking
BankRegister CTRL+K
SpendMoney CTRL+H
ReceiveMoney CTRL+D
CommandCentres>
Sales
EnterInvoices CTRL+J
ReceivePayments CTRL+B
CommandCentres>
CardFile
Lists CardsList CTRL+F
Reports IndextoReports CTRL+I
Window RefreshAll F5
Help MYOBHelp F1
Wealsosupportthefollowingshortcutkeycombinations:
CloseWindow CTRL+F4
NextWindow CTRL+F6orCTRL+TAB
CycleTask ALT+TABorALT+ESC
Menu Command Shortcutkeys
1 5
2 Creating a company file
Yourfinancialdataisstoredinacompanyfile.Ifyoudontalreadyhaveacompanyfile,youmustcreateitbeforeyoucanbeginrecordingtransactions.
Overview
Whenyoucreateacompanyfile,yourecordbasicinformationabout
yourbusiness,suchasthebusinessnameandyourcontactdetails.You
mustalsospecifythemonthandfinancialyearinwhichyouwantto
startrecordingtransactions.
Dependingonthefeaturesyouwanttouse,therearesometasksthat
youshouldcomplete.Thischapterguidesyouthroughtheessential
ones.
Essentialtasks Thetasksyouneedtododependonwhetheryour
accountanthascreatedandsetupacompanyfileforyou,the
informationyoucurrentlyhaveandwhenyourbusinessstarted.
Advancedtasks Onceyouhavecompletedtheessentialtasks,you
canstartrecordingtransactions.However,ifyouneedtousethe
advancedfeaturesofthissoftware,(suchasthesalesfeature),youwill
needtodofurthersetuptasks.ThesetasksarecoveredinChapter 3,
Settingup,startingonpage 27.
Task See
1 Createacompanyfile page 16
2 Activatethecompanyfile page 18
3 Setupaccounts page 19
4 Enteraccountopeningbalances page 22
5 Setuppreferences page 24
6 Setupsoftwaremanagement page 24
7 Setapassword page 25
1 6 C H A P T E R 2 C R E A T I N G A C O M P A N Y F I L E
Create a company file
YoucancreateacompanyfileusingtheNewCompanyFileAssistant.
Thisassistantisaseriesofinteractivewindowsthatguideyouthrough
theprocessofcreatinganewcompanyfile.
NOTE : Doyoualreadyhaveacompanyfile? Ifyouraccountantor
MYOBpartnerhasprovidedyouwithacompanyfile,orifyouwanttouse
afilethatyoucreatedwithatestdriveversionofthissoftware,youdont
needtocreateacompanyfile.
Beforeyoustart:
To create a new company file
1 StartyourAccountRightsoftware.Awelcomewindowappears.
2 ClickCreateacompanyfile.TheNewCompanyFileAssistant
appears.
Youneedtoknow Description
Yourcurrentfinancial
year
Thisisthefinancialyearforwhichyouwanttostart
recordingtransactionsinyourcompanyfile.
Notethatafinancialyearisrepresentedbythe
calendaryearinwhichthefinancialyearends.For
example,ifyourfinancialyearendsinMarch2011,
yourfinancialyearis2011.
Thelastmonthofyour
financialyear
Thisisthemonthinwhichyourfinancialyearends.
FormostbusinessesthelastmonthisMarch.
Yourconversion
month
Thisistheearliestmonthforwhichyouwantto
recordtransactions.Forexample,ifyouwanttoenter
transactionsdated1Septemberorlater,your
conversionmonthisSeptember.
Youcannotentertransactionsdatedbeforethe
conversionmonth.
Thedefaultlistof
accountsthatyou
wanttostartwith
Accountsarethecategoriesthatyouwillallocateeach
ofyourtransactionsto.Whenyoucreateacompany
file,youneedtoselectadefaultlistofaccounts.You
can:
startwithanaccountslistprovidedbyMYOB.
Youcanselectapredefinedaccountslistsuitable
foryourbusiness.
importalistofaccounts.Youcanimportan
accountslistfromanothercompanyfileorone
thathasbeenprovidedbyyouraccountantor
MYOBApprovedPartner.
buildyourownlist.Youcanstartwithanaccounts
listthathastheminimumaccountsrequiredby
yourAccountRightsoftwareandthenaddtoit.
Notethatyoucanmodifyyouraccountslistafter
creatingyourcompanyfile.
Youneedtoknow Description
C R E A T E A C O M P A N Y F I L E 1 7
3 ClickNext.TheCompanyInformationwindowappears.
4 Enteryourbusinesscontactandregistrationdetails.Ifavailable,
alsoenteryourAccountRightserialnumber.
5 ClickNext.TheFinancialYearwindowappears.
6 Enteryourfinancialyeardetailsandconversionmonth.
NOTE : Setyourfinancialyear Rememberthatthisisthefinancial
yearforwhichyouwanttostartrecordingtransactionsinyour
companyfile.Itdoesnotneedtobethefinancialyearthatyour
businessiscurrentlyoperatingin.
7 ClickNext.TheAccountsListOptionswindowappears.
8 Selectthedefaultaccountslistyouwanttostartwith.
9 ClickNext.TheAccountsListSelectionwindowappears.
10 Selecttheindustrythatbestmatchesyourownbusiness.
Asuitableaccountslistfortheindustryyouselectedappears.Ifyou
wanttoprintthelist,clickPrint.Lateryoucantailorthelisttomeet
theneedsofyourbusiness.
11 ClickNext.TheCreateCompanyFilewindowappears.
12 Ifyouwanttochangeyourcompanyfilename,youcanedititinthe
CompanyFileNamefield.
13 Ifyouwanttochangethelocationwhereyourcompanyfilewillbe
saved:
a ClickChangeLocation.TheBrowseforfolderwindowappears.
b Browsetothelocationyouwouldliketostoreyourcompanyfile
andclickOK.
14 ClickCreateCompanyFile.Yourcompanyfileiscreatedandthe
Conclusionwindowappears.
15 ClickCommandCentretodisplaytheCommandCentrewindow.
Ifyouchooseto... Continuewith...
startwithanaccountslistprovidedbyMYOB step 9
importalistofaccounts step 11
buildyourownlist step 11
Activate the company file
Activationisaprocessthatverifiesyouhavealegalinstallationof
AccountRight.Youcanactivateyourcompanyfileonlineoroverthe
phone.
NOTE : Doyouneedtocompletethistask? Youdontneedtoactivatea
companyfilethatyouhavecreatedfortestingpurposesoranyfileyouare
nolongerenteringtransactionsinto.
Aftercreatingacompanyfile,youcanuseitfor30daysintrialmode,
afterwhichyoumustactivatethefileifyouwanttocontinueentering
transactionsintoit.
Ifyoudontactivatethefilewithin30days,itwillbecomereadonly,
whichmeansyoucanopen,view,printandexportinformation,butyou
willnotbeabletoenternewinformationintothefileuntilyouactivate
it.
Afteractivatingafile,youmustconfirmthecompanyfileonceortwice
ayear,thatis,extenditsactivationthroughoutitsworkinglife.For
moreinformation,seeConfirmingactivatedcompanyfileson
page 151.
NOTE : Automaticconfirmation Ifyouwant,youcansetapreferenceto
automaticallyconfirmanactivatedcompanyfileovertheinternetwhen
required.
Activationlimits Thereisalimittothenumberofcompanyfilesyou
canactivateunderyoursoftarelicence.Ifyouneedtoactivatemultiple
companyfiles(forexample,yoursisabookkeepingbusinesslooking
aftermanyclients),youllneedtoobtainlicenceextensionstoactivate
additionalcompanyfiles.ContactMYOBCustomerServiceabout
obtaininglicenceextensions.
Before you begin
Beforeyoucanactivateacompanyfile,youneedto:
knowyourproductserialnumber.Ifyoudidntenteryourserial
numberwhencreatingthecompanyfile,youwillneedtoenterit
duringtheactivationprocess.Youcanfindyourserialnumberon
thesoftwareCDsleeve.
registeryoursoftware.RegistrationenablesMYOBtocontactyou
shouldtherebeanyissueswithyoursoftware.SeetheGetting
Startedguideforinformationonhowtoregisteryoursoftware.
To activate a company file
1 Openthecompanyfiletobeactivatedandsignon.
TheActivationAssistantappears.
S E T U P A C C O U N T S 1 9
2 ClickIusethiscompanyfiletorecordoreditmybusiness
transactions,thenchooseanactivationoption:
3 Closetheassistant.
4 Ifyouwanttoactivateanothercompanyfile:
a GototheFilemenuandchooseOpen.TheOpenwindow
appears.
b Openthecompanyfiletobeactivatedandsignontothefile.
c Continuefromstep 2above.
Set up accounts
Accountsprovideameansforgroupingsimilartransactions.For
example,ifyourbusinesspaysrentfortheuseofitspremises,you
wouldcreatearentaccountandthenallocateallrentpaymentstothat
account.
Theaccountsyouuseforyourbusinessaregroupedinanaccountslist.
NOTE : Doyouneedtocompletethistask? IfyouraccountantorMYOB
ApprovedPartnerhasprovidedyouwithacompanyfile,thistaskmay
havebeencompletedforyou.Inthiscase,gotoEnteraccountopening
balancesnext.
Method Steps
Activate
Online
1 EnsureyouareconnectedtotheInternet.
2 ChooseActivateOnlineandthenclickNext.The
Detailswindowappears.
3 Ifyouhavenotpreviouslyenteredyourserialnumber,
typeitintheSerialNumberfield.
4 ClickActivatetoactivatethefile.
Activate
byPhone
1 ChooseActivatebyPhoneandthenclickNext.The
Detailswindowappears.
2 Ifyouhavenotpreviouslyenteredyourserialnumber,
typeitintheSerialNumberfield.
3 CallMYOBonthephonenumberdisplayedabovethe
SerialNumberfieldandrequestalicencefiletobe
emailedtoyou.
4 Onceyouhavereceivedtheemail,detachyourlicence
file.
5 ClickBrowsenexttotheSelectthelicencefiletoload
fieldtolocatethelicencefile.
6 ClickActivatetoactivatethefile.
Whenyoucreatedyourcompanyfile,youselectedadefaultaccounts
listtostartwith.Thislistmayalreadyhavetheaccountsyouneed.If
not,youcanchangethelisttosuityourneeds.Ifyouareunsure,ask
youraccountantwhichaccountsyoushouldcreate,editordelete.
Ifyouchosetoimportalistofaccounts,youshouldimportthislistnow.
SeeImportingdataonpage 157.
Accountnumbers Eachaccountisidentifiedbyauniquefivedigit
number.Thefirstdigitindicatestheaccountsclassification(for
example,accountsstartingwith1areassetaccounts).Theremaining
fourdigitsdetermineitslocationwithintheclassification.Thelower
thenumber,thehigherupinthelistitappears.Forexample,account
11100appearsabove11200.
Accountclassificationsandtypes Theaccountslistgroupsaccounts
intoeightclassificationsAsset,Liability,Equity,Income,CostofSales,
Expense,OtherIncomeandOtherExpense.Withineachaccount
classificationthereisatleastoneaccounttype.
Accountclassificationsandtypesaredescribedinthefollowingtable.
Headeranddetailaccounts Youraccountslistconsistsofdetail
accounts(theaccountstowhichyouallocatetransactions)andheader
accounts.Headeraccountsgrouprelateddetailaccountstohelpyou
organiseyouraccountslist.
Forexample,youcouldgroupyourtelephone,electricityandgas
expenseaccountsusingaUtilitiesheaderaccount.Thismakesiteasier
foryoutolocatetheutilityexpenseaccountsintheaccountslistandto
seeyourcombinedutilityexpenses.
Classification Type Description
Asset
(1xxxx)
Bank Moneyinthebank,forexample,ina
chequeorsavingsaccount.
Accounts
Receivable
Moneyowedtoyoubyyour
customers.
OtherCurrent
Asset
Assetsthat,ifrequired,canbe
turnedintocashwithinayear.These
mayincludeyourtermdeposits.
FixedAsset Assetswhichhavealonglife,for
example,buildings,carsand
computers.Fixedassetsareusually
depreciated.
OtherAsset Otherassetsyouownsuchasloans
madetoothersandgoodwill.
Liability
(2xxxx)
CreditCard Repaymentsrequiredtoservice
creditcarddebt.
OtherCurrent
Liability
Moneyowedbyyouthatisduein
lessthanayear,forexample,GST.
LongTerm
Liability
Moneyowedbyyouthatisduein
morethanoneyear,forexample,a
businessloan.
OtherLiability Othermoneyyouowe.
Equity
(3xxxx)
Equity Thebusinesssnetworth,thatis,its
assetsminusitsliabilities.Common
equityaccountsarecurrentyear
earnings,retainedearningsand
shareholdersequity.
Income
(4xxxx)
Income Revenuefromthesaleofgoodsand
services.
CostofSales
(5xxxx)
CostofSales Thedirectcostofsellingyourgoods
andprovidingservices,forexample,
purchasecostsandfreightcharges.
Expense
(6xxxx)
Expense Thedaytodayexpensesofrunning
yourbusiness,forexample,utility
bills,employeewagesandcleaning.
OtherIncome
(8xxxx)
OtherIncome Otherrevenues,forexample,
interestearnedonsavingsand
dividendspaidfromshares.
OtherExpense
(9xxxx)
OtherExpense Otherexpenses,forexample,
interestcharged.
Classification Type Description
S E T U P A C C O U N T S 2 1
Yougroupaccountsbyindentingthedetailaccountslocateddirectly
belowaheaderaccount.Formoreinformation,seeTogroupdetail
accountswithaheaderaccountonpage 22.
Notethat:
Youcannotallocatetransactionstoaheaderaccount.
Thebalanceofaheaderaccountisthesumofthedetailaccounts
indenteddirectlybelowit.
Youcanhaveuptothreeheaderaccountlevelsasshowninthe
exampleabove.
Howyougroupyouraccountscanaffecthowtotalsandsubtotals
arecalculatedonreports.
Setting up accounts
To create an account
1 GototheAccountscommandcentreandclickAccountsList.The
AccountsListwindowappears.
2 ClickNew.TheAccountInformationwindowappears.
3 Ifyouwanttocreateaheaderaccount,selecttheHeaderAccount
optionorifyouwanttocreateadetailaccount,selectDetail.
4 SelecttheaccounttypefromtheAccountTypelist.TheAccount
Classificationfieldchangesaccordingtotheselectionyoumake.
Formoreinformationonaccountclassifications,seeAccount
classificationsandtypesonpage 20.
5 EnterafourdigitnumberfortheaccountintheAccountNumber
field.Thenumbermustbeuniquewithineachaccount
classification.
6 PressTABandtypeanamefortheaccount.
Ifyouwantto... See
Createanaccount below
Deleteanaccount page 74
Changethedetailsofanaccount page 73
Groupdetailaccountswithaheaderaccount page 22
Importanaccountslist page 157
Headeraccounts
Detailaccounts
7 ClicktheDetailstab.
8 Ifyouwant,typeabriefdescriptionoftheaccountinthe
Descriptionfield.
9 IntheGSTCodefield,entertheGSTcodethatyouusemostoften
withtransactionsthatwillbepostedtothisaccount.
10 Ifyouarecreatinganasset,liabilityorequityaccount(otherthan
anassetwiththeaccounttypeofBank),selectanoptionfromthe
ClassificationforStatementofCashFlowslist.
Classifyingtheaccountsallowsyoutogenerateastatementofcash
flows.Thisreportshowshowyourcashpositionhaschangedover
time,profitearnedandwhereyourcashwasspent.Ifyoure
unsureaboutwhichclassificationtouse,consultyouraccountant
oranMYOBApprovedPartner.
11 Ifyouarecreatingabankorcreditcardaccount,andyouwantto
keeparecordofyourbankaccountdetails,ormakeelectronic
payments,clicktheBankingtabandenteryouraccountdetails.
12 [Detailaccountsonly]Ifyouwanttoenterhistoricalbalancesfor
thelastfinancialyear,clicktheHistorytabandcompletetheLast
FYcolumn.Thatwayyoucancomparethemonthlyaccount
balancesforthisyearandlastyear.
13 ClickOKwhenyouhavefinished.Theaccountnowappearsinyour
accountslist.
To group detail accounts with a header account
Yougroupaccountsbyindentingtheaccountslocatedbelowaheader
account.
2 Selectthedetailaccountyouwanttogroup.
3 ClicktheDownbuttonatthebottomofthewindowtogroupthe
accountwiththeheaderlocatedaboveit.
Enter account opening balances
Accountopeningbalancesarethebalancesofyouraccountsasatthe
firstdayofyourconversionmonth.
NOTE : Doyouneedtocompletethistask? Ifyouwereinbusiness
priortoyourconversionmonth,mostofyouraccountsprobablyalready
havebalances.Ifyouwanttoproducefinancialreportsthatincludethese
balances(suchasabalancesheet),oryouwanttotrackthebalanceof
accountswithacumulativebalance(suchasyourbankaccount),youneed
toenterthesebalances.
Youcanfindyouraccountopeningbalancesonatrialbalancereport,a
balancesheetoraprofit&lossreportpreparedfortheperiod
immediatelypriortoyourconversiondate.Youcanaskyour
accountanttopreparethesereports.
E N T E R A C C O U N T O P E N I N G B A L A N C E S 2 3
Youmayalsobeabletofindyouraccountopeningbalancesusingyour
previousaccountingsoftwareorpaperbasedrecords.
Thebalancesyouenterdependonwhetheryourconversionmonthis
alsothefirstmonthofyourfinancialyear.Ifyourconversionmonth:
isthefirstmonthofyourfinancialyear,youentertheopening
balancesofyourasset,liabilityandequityaccountsonly.
isnotthefirstmonthofyourfinancialyear(forexample,ifyour
financialyearstartsinAprilbutyourconversionmonthisAugust),
youcanentertheopeningbalancesofallyouraccounts.
Openingbankaccountbalances Youcanenterthefollowing
amountsastheopeningbalanceofabankaccount:
thebankaccountbalancethatappearsonyourbalancesheetor
trialbalancereportsasatthedaypriortoyourconversiondate.For
example,ifyourconversiondateis1April2011,thisisthebank
accountbalanceasat31March2011.
Thesereportscanbeprovidedbyyouraccountant,or,ifyouwere
previouslyusingotheraccountingsoftware,printedusingthat
software.
thecashbookbalanceoftheaccountasattheendofthedayprior
toyourconversiondate.Youcancalculateyourcashbookbalance
bytakingintoaccountthetransactionsnotyetclearedbyyour
bankasattheconversiondateandthebalancethatappearson
yourbankstatementatthatdate.
Forexample,assumethat$500worthofdepositsand$1000worth
ofpaymentswereunclearedasatyourconversiondate(thatis,
theyhadnotappearedonabankstatement).Thecashbook
balancewouldbecalculatedasshownbelow:
To enter opening balances
1 GototheSetupmenu,chooseBalancesandthenAccount
OpeningBalances.TheAccountOpeningBalanceswindow
appears.
2 EnterthebalancesintheOpeningBalancecolumn.
NOTE : Enteropeningbalancesaspositivenumbers Dont,for
example,enteryourliabilityaccountbalancesasnegativenumbers.
Enternegativeamountsonlyifaccountstrulyhavenegativebalances.
Asarule,thesewillbeassetaccountsthatrecordaccumulated
depreciation.
3 CheckthattheamountintheAmountlefttobeallocatedfieldat
thebottomofthewindowshows$0.00.
Ifthisfielddisplaysanamountotherthan$0.00,checkyour
openingbalancesagainbecausetheyareeitherincompleteor
incorrect.However,youcancontinuethesetupprocessifthereis
anamountintheAmountlefttobeallocatedfield.Theamount
willbeassignedtoaspecialequityaccountcalledHistorical
Balancing.
4 ClickOK.
Bankstatementbalanceasattheconversiondate $21,000.00
ADDuncleareddeposits +$500.00
SUBTRACTunclearedpayments $1,000.00
Cashbookbalanceasattheconversiondate $20,500.00
Set up preferences
PreferencesaresettingsthatenableyoutotailorAccountRighttoyour
businessrequirementsandprocesses.Forexample,youcanchooseto
automaticallyprintinvoicesafterrecordingthem,orpreventusers
fromeditingtransactions.
NOTE : Doyouneedtocompletethistask? Whileyoucancomplete
thissteplater,youshouldreviewthedefaultpreferencesthathavebeen
setbeforeyoustartenteringtransactions.
Beforesettingpreferences,closeanyopenwindows(apartfromthe
CommandCentre).Youwillnotbeabletochangepreferencesifyou
haveotherwindowsopen.
Youcansetupyourpreferencesusingthe:
CustomiseEasySetupAssistant.Thisassistantguidesyouthrough
settingupsomekeypreferences.Toaccesstheassistant,gotothe
Setupmenu,chooseEasySetupAssistantandthenclick
Customise.
Preferenceswindow.Thiswindowlistsallofthepreferences.To
viewthiswindow,gototheSetupmenuandchoosePreferences.
Somepreferencesyoushouldconsiderchoosinginclude:
TransactionsCANTbeChanged;TheyMustbeReversed Ifyou
dontwanttoallowuserstoeditordeletetransactions,selectthis
option.Iftheywanttochangeordeleteatransaction,theywill
needtodosobyrecordingareversaltransaction.Formore
information,seeReversingatransactiononpage 85.
SelectandDisplayAccountName,NotAccountNumber Ifyou
wanttosearchforaccountsbytheirnamesratherthanbytheir
numbers,selectthisoption.Thisallowsyoutoenteraccountsand
sortyouraccountsearchlistsalphabeticallyusingthenameofthe
accountsratherthanthenumbers.
WarnifCustomerhasanOutstandingCreditBeforeApplyinga
Payment Ifyouwanttobenotifiedwhetheracustomerhasany
outstandingcreditsbeforeyouapplytheirpaymenttoasale,select
thisoption.
ApplyCustomerPaymentsAutomaticallytoOldestInvoice
First Ifyoudlikepaymentsfromcustomerstobeappliedtothe
oldestoutstandingsalesfirst,setthispreferenceintheSalesview
ofthePreferenceswindow.
Set up software management
SoftwareManagerisawebbasedtoolthatnotifiesyouthatyour
softwarehasbeenupdated,andenablesyoutoinstalltheupdatefrom
theweb.
Notethatyoumayhavealreadysetupthisfeaturewhenyouinstalled
yoursoftware.
FormoreinformationabouthowtosetupanduseSoftwareManager,
seeManagingsoftwareupdatesonpage 152.
S E T A P A S S W O R D 2 5
Set a password
Youcansetapasswordtopreventunauthorisedusersfrommaking
changestoyourcompanyfile.Bydefault,yourcompanyfiledoesnot
haveapasswordassignedtoit.Anyonewhoopensyourcompanyfile
willhavecompleteaccesstoallcommandcentres,functionsand
windows.
To set a password
1 StartAccountRightand,inthewelcomewindow,clickOpenyour
companyfileinthewelcomewindowthatappears.
2 IntheOpenwindow,selectthecompanyfiletobeopened,and
clickOpen.TheSignonwindowappears.
3 ClickChangePassword.TheChangePasswordwindowappears.
4 LeavetheExistingPasswordfieldblank,typethepasswordinboth
thePasswordandConfirmPasswordfields.
5 ClickRecord.
2 7
3 Setting up
Whenyouhavecreatedacompanyfileandcompletedthecompanyfilesetuptasks(seeChapter 2,Creatingacompanyfile,onpage 15),youcanstart
recordingtransactionsinyourcompanyfile.However,ifyouwanttouseotherfeaturesofyoursoftware(suchastrackingamountsyouoweorthequantityof
itemssold),youneedtocompleteadditionalsetuptasks.Thischapterdetailstheadditionaltasks.
Overview
Thesetuptasksyouneedtocompletedependonthefeaturesyouwant
touseandwhetheryourbusinesswasoperatingpriortoyour
conversionmonth.
What features do you want to use?
Thefollowingtableprovidessomeexamplesofdifferentsetup
requirements.
When did your business start operating?
Thesetuptasksyouneedtocompletewillalsodependonwhether
yourbusinesswasoperatingpriortoyourconversionmonth.
Yourneeds Setuprequired
Basic Ifyouonlywanttouseyoursoftwaretofulfilbasic
accountingrequirements(suchasreportingGSTpayableor
producingayearendbalancesheet),youmayonlyneedto
doaninitialbankreconciliationforeachofyourbank
accounts.Reconcilingaccountshelpsensuretheintegrity
oftheinformationyourecordinyourcompanyfile(seeDo
aninitialbankreconciliationonpage 32).
Advanced Ifyouwanttotrackthemoneythatyouareowedby
customers,youwillneedtousetheSalescommandcentre.
Beforeyoucanusethiscommandcentreyouneedto
completethesalessetuptasksinthischapter.
Yourneeds Setuprequired
2 8 C H A P T E R 3 S E T T I N G U P
Thefollowingtabledescribesthesetuprequiredfornewandexisting
businesses.
Advanced tasks
Youmaynotneedtodoeverytask.Anintroductiontoeachtaskhelps
youdeterminewhetheryouneedtodothetaskand,ifso,the
informationyouneed.
Set up sales
Youcanusethesalesfeaturesto:
preparesalesquotesandinvoices
generatestatements
viewcustomersaleshistory
seehowmuchyourcustomersoweyou.
NOTE : Doyouneedtodothistask? Ifyouwanttorecordsalesand
printinvoicesorstatements,youneedtosetupthesalesfeatures.
Beforeyoustartusingthesalesfeatures,youshouldusetheSalesEasy
SetupAssistanttoenterthefollowinginformation:
Credittermsandcreditlimits Enterthecredittermsandcredit
limitsyougenerallyextendtoyourcustomers.
Customerdetails Createarecordforeachofyourcustomersand
enterdetailssuchastheiraddressesandphonenumbers.
Preconversionsales [Existingbusinessesonly]Ifcustomers
owedyoumoneyonthefirstdayofyourconversionmonth,you
willneedtorecordsomedetailsaboutthecorrespondingsales,
suchastheinvoicedateandtheamountthatisoutstanding.
Business
status
Setuprequired
New Ifyouhavejuststartedyourbusiness,youmayhaveverylittle
informationaboutyourfuturecustomers,suppliers,employees
anditemsthatyousell.Youcanaddthesedetailslaterwhenyou
havemoreinformation.
However,ifyouintendtousetheadvancedfeaturesofyour
software(suchasrecordinginvoicesortrackingdepartmental
profit),youshouldreadthroughthesetuptaskstoseewhich
featuresyoumightuseandthetasksyouneedtocompleteto
startusingthem.
Existing Ifyourbusinesswasoperatingpriortoyourconversionmonth,it
islikelythattransactionsthatoccurredpriortoyourconversion
monthstillaffectyourbusiness.Forexample,acustomermay
oweyoumoneyforsalesyoumadepriortoyourconversion
month.
Youwillneedtoenterthesehistoricaldetailsinyourcompany
file.
Task See
1 Setupsales below
2 Setupelectronicpayments page 29
3 Doaninitialbankreconciliation page 32
4 Createitemrecords page 34
S E T U P E L E C T R O N I C P A Y M E N T S 2 9
Toaccesstheassistant,gototheSetupmenu,chooseEasySetup
Assistant,andthenclickSales.
YoucanalsousetheSalesEasySetupAssistanttospecifyyour
preferredinvoicelayout,theincomeaccountyouwillallocatemostof
yoursalesto,andseveralothersettings.Thesesettingswill
automaticallybeselectedfornewcustomerrecordsyoucreate;
however,youcanchangethemasrequired.
Optional sales setup tasks
InadditiontotheSalesEasySetupAssistanttasks,youmayalsowantto
dothefollowingtasksiftheyarerelevanttoyourbusiness.
Set up electronic payments
Ifyouwant,youcanuseyourAccountRightsoftwaretopayyour
suppliersandemployeeselectronically.
NOTE : Doyouneedtocompletethistask? Ifyouwanttopayyour
suppliersandemployeeselectronicallyusingAccountRight,youneedto
setupthisfeature.
Beforeyoucancreateanelectronicpaymentfile,youneedtocomplete
thefollowingsteps:
Task See
Customiseforms Changetheappearanceofthedefault
invoiceandstatementforms.
page 105
Importcards Importcustomerinformationfrom:
anothercompanyfile
anotheraccountingsystem
aspreadsheet
atextfile.
page 157
Synchronise
customerrecords
withOutlook
Synchroniseyourcustomerrecordswith
yourcontactrecordsinMicrosoft
Outlook.
page 121
Createjob
records
Createjobrecordstotracktheprogress
andprofitabilityoftheworkyoudofor
yourclients.
page 132
Groupcards Usecustomliststogroupthecardsof
customerswhohavesimilarattributes.
page 120
Task See
1 Recordyourbankaccountdetails page 30
2 Setupaclearingaccount page 30
3 Recordthebankdetailsofsuppliers page 31
4 Recordthebankdetailsofemployees page 31
Step1: Record your bank account details
To record your bank account details
2 Selectabankaccount(thatis,anaccountwithaBankorCredit
Cardaccounttype)thatyouwantuseforelectronicpayments.
3 ClickEdit.TheAccountInformationwindowappears.
4 ClicktheBankingtab.
5 Enteryourbankaccountdetailsinthefields.Copythisinformation
exactlyasitappearsonyourbankstatementorchequebook.
NOTE : HSBCandCitibankaccountnumberformats Ifyouare
settingupanHSBCbankaccountforelectronicpayments,youneedto
enteryour12digitinternalaccountnumberintheParticularsfieldto
allowyourbanktoprocessdirectcreditfiles.Ifyouaresettingupa
Citibankbankaccountforelectronicpayments,youneedtoenteryour
internalaccountnumberintheReferencefieldtoallowyourbankto
processdirectcreditfiles.
6 ClickOKtoreturntotheAccountsListwindow.
7 Repeatfromstep 2aboveforeachbankaccountyouwanttomake
electronicpaymentsfrom.
Step 2: Set up a clearing account
Whenyourecordatransactionyouwanttopayelectronically,you
needtopostthetransactiontoatemporaryholdingaccountuntilyou
createtheelectronicpaymentfile.Thisholdingaccountiscalleda
clearingaccount.
CheckyouraccountslistforanaccountnamedElectronicClearing
Account.Ifitdoesntexist,youneedtocreateit.
CAUTION : Donotuseanormalbankaccount Aclearingaccountmust
beanaccountwithaBankorCreditCardtype,butitshouldnotbea
normalbankaccount.Forinformationoncreatinganaccount,seeSetting
upaccountsonpage 21.
Beforeyoucanposttransactionstotheelectronicclearingaccount,
youneedtomakethisaccountthelinked(default)accountfor
electronicpayments.
S E T U P E L E C T R O N I C P A Y M E N T S 3 1
To link the clearing account
1 GototheSetupmenu,chooseLinkedAccountsandthenAccounts
&BankingAccounts.TheAccounts&BankingLinkedAccounts
windowappears.
2 IntheBankAccountforElectronicPaymentsfield,typeorselect
theElectronicClearingAccount.
3 ClickOK.
Step 3: Record the bank details of
suppliers
To record the bank details of a supplier
1 GototheCardFilecommandcentreandclickCardsList.TheCards
Listwindowappears.
2 LocateasupplieryoupayelectronicallyandclickEdit.TheCard
Informationwindowappears.
3 ClickthePaymentDetailstab.
4 Enterthesuppliersbankaccountdetails.
5 IntheParticulars,CodeandReferencefields,enterthedefault
detailsthatwillhelpthesupplieridentifyyourpaymentsontheir
bankstatements.Ifrequired,youcanchangethesedetailswhen
enteringapayment.
6 ClickOKtoreturntotheCardsListwindow.
7 Repeatfromstep 2foreachsupplieryoupayelectronically.
Step 4: Record the bank details of
employees
To record the bank details of an employee
Listwindowappears.
2 LocatetheemployeeyoupayelectronicallyandclickEdit.TheCard
NOTE : Ifyouhaventcreatedacardfortheemployee... Youcan
createanemployeecardnowbyclickingNewintheCardsList
windowandenteringtheemployeesdetails.
3 ClickthePaymentDetailstab.
4 Entertheemployeesbankaccountdetails.
5 IntheParticulars,CodeandReferencefields,enterthedefault
detailsthatwillhelptheemployeeidentifyyourpaymentsontheir
bankstatements.Ifrequired,youcanchangethesedetailswhen
enteringapayment.
7 Repeatfromstep 2aboveforeachemployeeyoupay
electronically.
Do an initial bank reconciliation
Toensuretheaccuracyofyourbusinessrecords,youshouldensure
thattherecordofyourbankaccountbalancesmatchestheamountson
yourbankstatements.Thistaskiscalledreconcilingaccounts.
Ifyourbusinesstradedpriortoyourconversionmonthandyouhave
unclearedbankingtransactionsasatthefirstdayofyourconversion
month,youneedtodoaninitialbankreconciliation.
Unclearedbankingtransactionsarewithdrawalsanddepositsthat
havenotbeenclearedbyyourbankasatthestartofyourconversion
month.
NOTE : Doyouneedtocompletethistask? Theinitialbank
reconciliationneedstobedoneforeachbankaccountthathaduncleared
transactionsasatthefirstdayofyourconversionmonth.
Todoaninitialbankreconciliation:
Step1: Identify uncleared withdrawals
and deposits
Compareyourbankingsourceinformation(suchasyourchequebook
anddepositbook)withyourbankstatementsfortheperiodthat
includesyourconversiondate.Ifyoufindtransactionsthathavenot
beenclearedbyyourbankasatthisdate,youwillneedtorecordthe
detailsofthesetransactionsinyourcompanyfile.
Forexample,inMarch,themonthpriortoyourconversionmonth,you
wroteachequefor$1,000anddeposited$500youreceivedfroma
customer.Ifthesetransactionshadnotappearedonabankstatement
by31March,youneedtorecordbothtransactionsinyourcompany
file.
Step 2: Record uncleared withdrawals and
deposits
Youneedtorecordunclearedtransactionsinsuchawaythatthe
openingbankaccountbalanceisnotaffected.Todothis,youneedto
postadebitandacreditofequalamountsforeachtransactionagainst
theapplicablebankaccount.
To enter uncleared withdrawals
1 GototheBankingcommandcentreandclickSpendMoney.The
SpendMoneywindowappears.
2 InthePayfromAccountfield,typeorselectthebankaccountyou
wanttoreconcile.
3 IntheChequeNo.field,enterareferencenumberforthe
withdrawal.
4 IntheDatefield,typethefirstdayofyourconversionmonth.For
example,ifyourconversionmonthisApril2011,enter01/04/11.
5 IntheAmountfield,typetheamountofthewithdrawal.
6 IntheAcctNo.field,typeorselectthebankaccountyouwantto
reconcile.Thismustbetheaccountenteredinstep 2above.
7 IntheGSTfield,selecttheNTGSTcode.
Task See
1 Identifyunclearedwithdrawalsanddeposits below
2 Recordunclearedwithdrawalsanddeposits below
3 Reconcile page 33
D O A N I N I T I A L B A N K R E C O N C I L I A T I O N 3 3
8 EnterdetailsofthewithdrawalintheMemofield.
9 ClickRecord.
10 Repeatfromstep 3aboveforeachunclearedwithdrawal.
To enter uncleared deposits
1 GototheBankingcommandcentreandclickReceiveMoney.The
ReceiveMoneywindowappears.
2 IntheDeposittoAccountfield,typeorselectthebankaccountyou
wanttoreconcile.
3 IntheDatefield,typethefirstdayofyourconversionmonth.For
example,ifyourconversionmonthisApril2011,enter01/04/11.
4 IntheAmountReceivedfield,typetheamountofthedeposit.
5 IntheAcctNo.field,typeorselectthebankaccountyouwantto
reconcile.Thismustbetheaccountenteredinstep 2above.
6 IntheGSTfield,selecttheNTGSTcode.
7 EnterdetailsofthedepositintheMemofield.
8 ClickRecord.
9 Repeatfromstep 3aboveforeachuncleareddeposit.
Step 3: Reconcile
To reconcile the account
1 GototheBankingcommandcentreandclickReconcileAccounts.
TheReconcileAccountswindowappears.
2 IntheAccountfield,selectthebankaccountyouwanttoreconcile.
3 IntheClosingStatementBalancefield,entertheclosingbank
balanceasatthedaypriortoyourconversionmonth(forexample,
theclosingbalanceasat31/03/2011).
4 IntheBankStatementDatefield,enterthefirstdateofyour
conversionmonth.(Forexample,ifyourconversionmonthisApril
2011,enter01/04/11.)Yourunclearedtransactionsappear.
Whenyourecordedunclearedtransactions,thesameaccountwas
debitedandcredited.Therefore,anunclearedtransactionappears
asbothadepositandawithdrawal.
5 Foreachunclearedwithdrawal,clicktheselectcolumnnexttothe
deposit.
6 Foreachuncleareddeposit,clicktheselectcolumnnexttothe
withdrawal.Wheneachunclearedtransactionisselected,$0.00
appearsintheOutofBalancefield.
7 ClickReconcile.Aconfirmationwindowappears.Ifyouwant,do
oneofthefollowing:
Toprintareport,clickPrintReport.Whenthereportisprinted,
clickReconcile.
Toreconcilewithoutprintingareport,clickReconcile.
TochangeanydetailsyouenteredintheReconcileAccounts
window,clickCancelandmaketherequiredchanges.
Create item records
Youcanuseitemrecordstostoreinformationaboutaproductandto
trackthequantitiesyousell.Youcanalsocreaterecordsforeachtype
ofserviceyouprovide.
NOTE : Doyouneedtocompletethistask? Ifyousellitems,suchas
finishedgoods,componentsusedinproductionandrawmaterials,you
needtocreaterecordsforthem.
Itemrecordsenableyoutoviewthesaleshistoryoftheproductsyou
selloruseinproduction.Youcandeterminewhichitemsareyourbest
sellers.Thiscanhelpyouidentifysalestrends.
Youcanalsocreateitemrecordsfortheservicesyouprovide.This
enablesyoutolisttheitemsandservicesyousellonthesameinvoice.
Forexample,ifyouareaplumber,youcouldsetupitemsforthe
materialsyouuseinordertocarryoutyourwork.Youcouldalsosetup
itemrecordsfortheservicesyouprovide,suchasinstallationand
repairs.Youcanthenrecordthelabourandmaterialchargesonthe
sameinvoice.
Formoreinformationaboutcreatingitemrecords,seeCreatingitems
onpage 35.
C R E A T E I T E M R E C O R D S 3 5
Optional item setup tasks
Youmaywanttodothefollowingtasksiftheyarerelevanttoyour
business.
Creating items
Beforeyoucanuseitemsinyoursalestransactions,youneedtocreate
arecordforeachitemyouplantosell.Anitemcanbe:
aphysicalunitthatyourcompanysells
aservicethatyourcompanywantstoincludeoniteminvoices,for
example,ShippingorHandling.
Whenyoucreateanitemrecord,youneedtoselectthedefaultincome
accountthatwillbeusedtotracksalesofthisitem,thepriceofthe
itemandtheGSTcodetobeusedwhenyouselltheitem.
To create an item
1 GototheListsmenuandselectItems.TheItemsListwindow
appears.
2 ClickNew.TheItemInformationwindowappears.
3 IntheItemNumberfield,typeauniqueidentifierandpressTAB.
TIP : Usethebackslashcharacterforserviceitems Thebackslash
character(\)servesaspecialpurpose:anyitemnumberthatbegins
withabackslashwontappearonprintedforms.Thisisusefulfor
servicetypeitems(suchaslabour)forwhichyoudontwanttoprint
anitemnumberontheinvoice.
4 Enterdetailsabouttheitemintherelevantfields:
Task See
Importitems Importiteminformationfrom:
anothercompanyfile
anotheraccountingsystem
aspreadsheet
atextfile.
page 157
Groupitems
usingcustom
lists
Groupandsortitemsbyassigning
attributestoyouritemsfromcustom
listsyoudefine.
page 36
Createcustom
fields
Setupfieldstorecordadditional
informationaboutyouritems.
page 37
A Typeauniqueidentifierfortheitem.
B Typeanamefortheitem.
C Selecttheaccountyouwanttousetorecordtheincomeyoureceive
fromthesaleofthisitem.
D Entertheretailpriceofonesellingunit.
IfthispriceincludesGST,selectthePricesareGSTInclusiveoption.If
thepriceisGSTexclusive,deselectthisoption.
E Typethesellingunitoftheitem(suchaseachorunit).Youcantype
uptofivecharacters.Thesellingunitisprintedontheiteminvoice.If,
forexample,yousellbythesixpack,whenyousellfiveunits,youwill
besellingfivesixpacks.
F SelecttheGSTcodeyouwanttousewhenyousellthisitem.Note
thatyoucanoverridetheGSTcodeoninvoices.
B
A
D
F
E
C
5 ClicktheItemDetailstabandenteradditionalinformationabout
theitemoraddapictureoftheitem.
6 [Optional]Ifyouwanttoentersaleshistoryfortheitem,clickthe
Historytabandenterthesalesfiguresfortheprevious12months.
7 ClickOK.
Creating custom lists
Youcanusecustomliststosortandgroupyouritems.
AnexampleofacustomlistisColour,inwhichyoucreatelistentriesof
yellow,red,greenandblue.Whenyoucreateoredityouritems,you
canassignthemoneofthesecolours.Whenyourunanitemreport,
suchastheItemsListSummaryreport,youcanchoosetoincludeonly
reditemsinthereport.
Youcancreateuptothreecustomlists.
To name a custom list
1 GototheListsmenu,chooseCustomList&FieldNames,andthen
clickItems.TheCustomListandFieldNameswindowappears.
2 Enternamesforeachofthethreecustomlistsintheappropriate
fieldsandclickOK.
TheselistnameswillnowappearontheItemDetailstabofthe
ItemInformationwindow.
To create custom list entries
1 GototheListsmenu,chooseCustomLists,andthenclickItems.
TheCustomListswindowappears.
2 Selectthecustomlistforwhichyouwanttomakeentriesinthe
CustomListfield.
3 ClickNew.TheCustomListInformationwindowappears.Typethe
nameofthelistentry.Forexample,ifyouhaveacolourlist,you
wouldenteracolour,suchasPurple.
4 ClickOK.TheCustomListswindowreappearsshowingthelist
entry.
5 Repeatfromstep 3untilyouhavecreatedallyourlistentries.
6 ClickClosetoclosetheCustomListswindow.
To assign a custom list entry to an item
1 GototheListsmenuandchooseItems.TheItemsListwindow
appears.
2 Clickthezoomarrow( )totheleftoftheitem.TheItem
3 ClicktheItemDetailstab.
4 Selectthelistentryyourequirefromtheappropriatecustomlist.
5 ClickOK.
C R E A T E I T E M R E C O R D S 3 7
Custom lists and item reports
Youcanuseyourcustomlistsasreportfilters.Forexample,youcan
generateareporttoincludeonlythoseitemswithacertainlistentry,
suchasthecolourred.Formoreinformationonsettingreportfilters,
seeFilteringandsortingdatainareportonpage 93.
Printingcustomlistentriesoninvoices Youcancustomiseyour
invoicestoincludecustomlists.FormoreinformationseeCustomising
formsonpage 105.
Creating custom fields
Customfieldscanbeusedtorecordadditionalinformationaboutyour
items.ExamplesofcustomfieldsareWarranty,IDNo.and
Manufacturer.However,unlikecustomlists,customfieldscannotbe
usedtofilteritemreports.
Youcancreateuptothreecustomfields.
To name a custom field
1 GototheListsmenuandchooseCustomList&FieldNames,and
thenclickItems.TheCustomListandFieldNameswindow
appears.
2 IntheNameofCustomFieldfields,typethefieldnamesandclick
OK.
ThesefieldnameswillappearontheItemDetailstaboftheItem
Informationwindowforallitems.
Printingcustomfieldentriesoninvoices Youcancustomiseyour
invoicestoincludecustomfields.Formoreinformationoncustomising
forms,seeCustomisingformsonpage 105.
3 9
4 Banking
Thischaptershowsyouhowtorecordthechequesyouhavewritten,thechequesandcreditcardpaymentsyouhavereceived,yourcreditcardpurchases,
yourcreditcardpaymentsandyourATMandInternetwithdrawalsandtransfers.Thischapteralsoshowsyouhowtoreconcileyourbankaccounts.
YoucancreateanynumberofbankandcreditcardaccountsinAccountRight,andallocatetransactionstoasmanyaccountsasyoulike.Ifyouarefamiliarwith
manualmulticolumncashbooksystems,youcanthinkofAccountRightashavingthecapacitytorunmultiplecashbookswithaninfinitenumberofcolumns.
Receiving money
InAccountRight,thetermreceivingmoneyreferstorecordingreceipts
thatarenotpaymentsforinvoices.Thesereceiptsmightincludeequity
injections,interest,adjustmentsandsoon.Thesecanbeenteredusing
theReceiveMoneywindoworbyselectingtheReceiveMoney
transactiontypeintheBankRegisterwindow.
IntheReceiveMoneywindow,youcanrecordmoredetailsaboutthe
receiptandallocateittomorethanoneaccount.Thisistheprocedure
coveredinthissection.IfyouwanttousetheBankRegister
windowwhichletsyourecordareceiptwithminimumdetailssee
EnteringtransactionsintheBankRegisterwindowonpage 45.
IfyouwanttorecordapaymentforaninvoiceenteredusingtheSales
commandcentre,usetheReceivePaymentswindow,orselectthe
ReceivePaymenttransactiontypeintheBankRegisterwindow.See
Receivingpaymentsonpage 61formoreinformation.
Theoptionsforrecordingreceiptsandinvoicepaymentsare
summarisedinthefollowingdiagram.
4 0 C H A P T E R 4 B A N K I N G
Printingpaymentreceipts Youcanprintpaymentreceiptsfor
paymentsenteredintheReceiveMoneyandBankRegisterwindows.
Formoreinformation,seePrintingpaymentreceiptsonpage 63.
To record money you receive
1 GototheBankingcommandcentreandclickReceiveMoney.The
ReceiveMoneywindowappears.
2 Chooseoneofthefollowingoptions:
DeposittoAccountIntheDeposittoAccountfield,typeor
selecttherequiredbankaccount.
GroupwithUndepositedFundsChoosethisoptionifyouwant
thedeposittoberecordedintheundepositedfundsaccount.
Afteryouhavegroupedallthedeposittransactionsyouwant,
youcanmakeonebankdepositforalltheundepositedfunds.
Formoreinformation,seePreparingabankdepositon
page 41.
3 IfthedepositamountincludesGST,selecttheGSTInclusive
option.
4 InthePayorfield,enterthepayorscard.
5 IntheAmountReceivedfield,typetheamountreceived.
6 [Optional]InthePaymentMethodfield,selectthepayment
method.
7 [Optional]Ifyouwanttorecordadditionaldetailsaboutthe
transaction,suchasachequenumber,clickDetailsandrecordthe
detailsintheAppliedPaymentDetailswindowthatappears.
8 Enterthedateofthetransaction.
9 [Optional]TypeadetailedcommentintheMemofieldtohelpyou
identifythetransactionlater.
10 Allocatetheamounttotheappropriateaccount:
11 Ifthepaymentcoversmorethanoneaccount,repeatstep 10on
page 40onanewtransactionline.
12 IfyouwanttovieworchangetheGSTamountsassignedtothe
transaction,clickthezoomarrow( )nexttotheGSTfield.
TIP : Savethedepositasarecurringtransaction Tostorethe
transactionasarecurringtransactionsothatyoucanuseitagain,click
SaveasRecurring.IntheRecurringScheduleInformationwindow,
enterthenecessaryinformationandclickOK.Formoreinformation,
seeRecurringtransactionsonpage 86.
13 ClickRecord.
A Enteranaccounttowhichyouwanttoassignthetransactionorpart
ofthetransaction.
B Typetheamountyouwanttoassigntothisaccount.Thetotal
amountinthiscolumnmustequaltheamountintheAmount
Receivedfieldbeforeyoucanrecordthetransaction.
C [Optional]Assigntheamounttoajobbyenteringthejobcodehere.
D [Optional]Typeamemoforeachentryinthetransaction.
E TheGSTcodethatislinkedtotheallocationaccountappearshere
automatically.Youcanchangeitifnecessary.
B D C E A
P R E P A R I N G A B A N K D E P O S I T 4 1
Preparing a bank deposit
Whenyoudepositthepaymentsyoureceiveintoyourbank,youneed
torecordthatdepositusingthePrepareBankDepositfeature.
Beforeyoucanrecordabankdeposit,youneedtohavealreadyposted
thepaymentstoatemporaryholdingaccount(knownasan
UndepositedFundsaccount)byhavingselectedtheGroupwith
UndepositedFundsoptionintheReceiveMoneyorReceivePayments
windowswhenyourecordedeachpayment.
NOTE : Dontgrouppaymentsmadedirectlytoyourbankaccount
Paymentsdepositeddirectlyintoyourbankaccount(forexamplea
customerpaymentmadebydirectcredit),needtobepostedtothebank
accountthatreceivedthepayment.Youdonotneedtogroupthese
payments.
To prepare a bank deposit
1 GototheBankingcommandcentreandclickPrepareBank
Deposit.ThePrepareBankDepositwindowappears.
2 IntheDeposittoAccountfield,entertheaccountyouwantto
depositfundsinto.
3 Ifyouwanttogrouppaymentsbypaymentmethod:
a IntheSelectReceiptsbyfield,selectPaymentMethod.
b Intheadjacentfieldthatappears,enteroneormorepayment
types.(Forcreditcards,selectoneormorecreditcardtypes.)
Onlypaymentsmadeusingthatmethodarelisted.
4 Enteradatetodisplayundepositedfundsuptoandincludingthat
date.
5 [Optional]TypeadescriptionofthebankdepositintheMemofield
tohelpyouidentifythepaymentlater.
6 Selectthereceiptsyouwanttoincludeinthebankdepositby
clickingintheDepositcolumnnexttothem.Ifyouwanttoselector
deselectallreceipts,clicktheselecticon( )atthetopofthe
Depositscolumn.
7 [Optional]Ifyouneedtoenteranadjustmenttransactionfor
example,torecordcreditcardtransactionfeesorkeeppartofthe
depositascashclickDepositAdjustment.TheBankandDeposit
Adjustmentswindowappears.
IntheFeesandCashBackand/ortheAdjustmentforExcessFunds
sections:
a Typetheadjustmentamount.
b TypethedateandanIDnumber.
c Selectanexpenseorincomeaccountasappropriateforthe
adjustmentamounts.
d TypeadescriptionintheMemofieldandcompleteotherfields
asnecessary.
e ClickRecord.Ifyouneedtorecordadditionaladjustmentsor
fees,clickDepositAdjustmentagain.
8 ClickRecordtorecordthebankdeposit.
Spending money
InAccountRight,theSpendMoneyfeatureallowsyoutorecord
paymentsfortransactions,includingsupplierpayments.Theseinclude
equitydrawings,bankcharges,telephonebillsandsoon.These
paymentscanbeenteredusingtheSpendMoneywindoworby
selectingtheSpendMoneytransactiontypeintheBankRegister
window.
TheSpendMoneywindowletsyourecordmoredetailsaboutthe
paymentandallocatethepaymenttomorethanoneaccount.Thisis
theprocedurecoveredinthissection.IfyouwanttousetheBank
Registerwindowwhichletsyourecordapaymentwithminimum
detailsseeEnteringtransactionsintheBankRegisterwindowon
page 45.
Ifyouwanttopaysuppliersoremployeeselectronically,youfirstneed
tosetupyouraccountsandcardsinaparticularway.SeeSetup
electronicpaymentsonpage 29.
To record money you spend
2 Selecthowthepaymentistobemade:
Ifyouarepayingelectronicallythatis,ifyouwillbegenerating
anelectronicpaymentfileforthispaymentclickGroupwith
ElectronicPayments.
S P E N D I N G M O N E Y 4 3
Ifyouarepayingbysomeothermeanssuchasbycash,
cheque,creditcardorInternetbankingentertheaccountyou
arepayingfrominthePayfromAccountfield.
3 IfthepaymentamountsyouareenteringareGSTinclusive,select
theGSTInclusiveoption.
NOTE : Makeyourselectionnow DontselectordeselecttheGST
InclusiveoptionafteryouenteranamountintheAmountfield.
4 Fillintheinformationinthechequeareaofthewindow,justasyou
wouldifyouwerewritingapapercheque.Enterthepayeecard,
chequenumber(orotheridentificationnumber),amount,memo,
etc.
Ifyouarepayingelectronically,entertheinformationthatwill
identifyyoutoyourpayeeintheParticulars,CodeandReference
fields.
5 Ifyouwanttochangethedefaultpayeeaddress,enterthepayees
addressinthePayeefield.
6 Allocatethepaymenttotheappropriateaccount.
7 Ifyourpaymentcoversmorethanoneaccount,repeatstep 6.You
woulddothis,forexample,whenpayingforapurchasewitha
numberofdifferenttypesofpurchasesonit:postage,magazines,
stationery,etc.
8 IfyouwanttovieworchangetheGSTamountsassignedtothe
payment,clickthezoomarrow( )nexttotheGSTfield.
TIP : Recaptransaction Beforeyourecordthistransaction,youcan
usetheRecapTransactionfeaturetoviewthejournalentriesthatwill
becreatedwhenthetransactionisrecorded.Thisisusefulfor
confirmingthatthejournalentriesarepostedtothecorrectaccounts.
Torecap,chooseRecapTransactionfromtheEditmenu.
Complete the payment
9 Ifyouarepayingbychequeandhavealreadywrittenacheque,
selecttheChequeAlreadyPrintedoption.
10 Ifyouwanttosendremittanceadviceinabatch,selectanoption
fromtheRemittanceAdviceDeliveryStatuslist.
Afteryouhaverecordedanumberofpayments,say,thedays
payments,youcanprintoremailremittanceadvicesinabatch.For
moreinformation,seeSendingformsonpage 102.
11 Ifyouwanttopreviewtheremittanceadviceorchequeforthis
transaction,clickPrintandthenchoosePreviewChequeor
PreviewRemittanceAdvice.Notethatthetransactionisrecorded
beforeitisdisplayed.
12 Ifyouwanttoprintachequeorremittanceadvicenow,clickPrint
andselecttheformtypeyouwanttoprint.Notethatthepayment
isrecordedbeforeitisprinted.
TIP : Savethepaymentasarecurringtransaction Ifyouwantto
storethepaymentasarecurringtransaction,clickSaveasRecurring.
IntheRecurringScheduleInformationwindow,enterthenecessary
informationandclickOK.Formoreinformation,seeRecurring
transactionsonpage 86.
13 ClickRecord.
A Entertheaccountyouwanttoassignthepaymentto.
B Typetheallocationamount.
C [Optional]Assignthepaymenttoajobbyenteringthejobcodehere.
D [Optional]Typeamemotodescribethepayment.
E TheGSTcodethatislinkedtotheallocationaccountappearshere
automatically.Youchangeordeleteitifnecessary.
B A C D E
Electronic payments
Youcanmakeelectronicpaymentsbypreparinganelectronicpayment
fileandsendingthefiletoyourbankforprocessing(forexample,using
onlinebankingsoftwareprovidedbyyourbank).Contactyourbankfor
moreinformationonhowtosendelectronicpaymentfilesfor
processing.
Electronicpaymentfilescontainthepaymentinformationforyour
banktoprocess,includingyourbankdetails,yourpayeesbankdetails
andtheamountsyouwanttopay.
Settingupelectronicpayments Beforeyoucanpreparean
electronicpaymentfile,youneedtocompletetheelectronicpayment
setuptasks.Formoreinformation,seeSetupelectronicpaymentson
page 29.
Payingsuppliersoremployeeselectronically Yourecordpayments
youwanttomakeelectronicallyintheSpendMoneywindow.You
cannotrecordelectronicpaymentsintheBankRegister.
WhenyourecordapaymentintheSpendMoneywindow,selectthe
GroupwithElectronicPaymentsoptiontoindicatethatyouwantto
paythesupplierelectronically.
Onceyouhaverecordedallthesupplierpaymentsyouwanttopay
electronically,youcanprepareanelectronicpaymentfile.
Formoreinformationonrecordingpayments,seeSpendingmoney
onpage 42.
To prepare an electronic payment file
1 GototheBankingcommandcentreandclickPrepareElectronic
Payments.ThePrepareElectronicPaymentswindowappears.
2 InthePayFromAccountfield,selectthebankaccountfromwhich
youarepaying.Thebankingdetailsoftheaccountyouselectare
includedinthefilethatyousendtothebankforprocessing.
3 IntheBankProcessingDatefield,enterthedateyouwantthe
paymenttobeprocessed.
4 Clicktheselectcolumn( )nexttothosepaymentsyouwantto
process.
5 ClickProcess.Awindowappears,informingyouthatthepayment
willberecordedbeforethebankfileiscreated.
6 ClickOK.TheSaveAswindowappears.
7 Selectthedestinationfolderfortheelectronicpaymentfileand
clickSave.Thepaymentinformationissavedasafilethatyoucan
sendtoyourbankforprocessing.
E N T E R I N G T R A N S A C T I O N S I N T H E B A N K R E G I S T E R W I N D O W 4 5
NOTE : Multiplepaymentfiles Ifyouarepreparingmultiple
electronicpaymentfiles,makesurethatyoudonotoverwritean
unprocessedpaymentfilewhensaving.
8 Ifyouwanttoprepareanotherelectronicpaymentfile,repeatfrom
step 2.
9 ClickCanceltoexitthePrepareElectronicPaymentswindow.
Entering transactions in the Bank Register window
YoucanenterthefollowingtransactionsintheBankRegisterwindow:
cheques,deposits,paymentstosuppliers,paymentstoemployees,
paymentsfromcustomersandsales.
ThemainadvantagesofusingtheBankRegisterwindowtoenter
transactionsinsteadofusingtransactionwindowssuchasSpend
Money,arespeedandconvenience.Forexample,youcanrecorda
customerpayment,payanemployeeandthenwriteachequewithout
havingtoopenmultiplewindowsandswitchbetweenthem.As
transactionscanberecordedwithminimumdetail,yousavetime
whenenteringabatchoftransactions.Notethatyoucannotusethe
BankRegisterwindowtorecordelectronicpayments.
Importingyouronlinebankandcreditcardstatements Youcan
alsousetheBankRegisterwindowtoimportyourbankandcreditcard
statements.Ifastatementcontainsanytransactionsthatyouhavenot
entered,youcanaddthemquicklyintheBankRegisterwindow.For
moreinformation,seeImportingstatementsonpage 50.
To enter a transaction in the Bank Register window
1 GototheBankingcommandcentreandclickBankRegister.The
BankRegisterwindowappears.
2 IntheAccountfield,selectthebankorcreditcardaccountthatwill
beusedforthistransaction.
3 Inthelowerpartofthewindow,selectthetransactiontypefrom
theTypelist.
4 Enteratransactionreference:
IfyouselectSpendMoneyfromtheTypelist,enteracheque
number(orothertransactionreference)intheChequeNo.field.
IfyouselectReceivePayment,ReceiveMoneyorEnterSale
fromtheTypelist,enteratransactionreferenceintheadjacent
ID Nofield.
5 IntheDatefield,enterthedateofthetransaction.
6 IntheCardfield,enterthecardforthistransaction.
7 IntheAmountfield,typethetotalamountofthetransaction,
includingGST.
8 Ifyouwanttoallocatetheamounttoonlyoneaccount,enterthe
accountthatwillbeusedforthistransactionintheAccountfield
[notapplicableforReceivePayment].
9 Ifyouwanttoallocatetheamounttomorethanoneallocation
account,clickSplit.Thecorrespondingtransactionwindowwill
appear,andyoucanthenallocatetheamounttomultipleaccounts
ofyourchoice.
NotethatyoucanalsoclickSplitto:
applypaymentstoaparticularinvoice
enterthepaymentmethod
printthetransaction.
NOTE : WhentheSplitbuttonisnotavailable Ifthetransaction
typeisEnterSale,Splitisnotavailable.Toopenthetransaction
window,youwillneedtorecordthetransaction,thenclickthezoom
arrow( )nexttothetransactionintheBankRegisterwindow.
10 SelecttheappropriateGSTcodeintheGSTfield(notapplicablefor
ReceivePayment).
11 [Optional]Assignthepaymenttoajobbyenteringthejobcodein
theJobfield(notapplicableforReceivePayment).
12 [Optional]Ifyouwanttorecordthepurposeofthetransaction,
typeadescriptionintheMemofield.
TIP : Savethetransactionasrecurring Ifyouwanttostorethe
transactionasarecurringtransaction,clickSaveasRecurring.Inthe
RecurringScheduleInformationwindow,enterthenecessary
informationandclickOK.(NotethatintheBankRegisterthisoptionis
availableonlyforSpendMoneyandReceiveMoneytransactions
types.)Formoreinformation,seeRecurringtransactionsonpage 86.
13 ClickRecord.
Transferring money between accounts
Youcantransfermoneybetweenbankaccounts,includingbankand
creditcardaccounts,usingtheTransferMoneywindow.Youcanalso
usethiswindowtorecordInternetorphonebankingtransfers.
To transfer money between accounts
1 GototheAccountscommandcentreandclickTransferMoney.The
TransferMoneywindowappears.
T R A C K I N G P E T T Y C A S H E X P E N S E S 4 7
2 Enterorselectadateforthetransfer.
3 IntheTransferMoneyFromfield,entertheaccountfromwhich
thefundswillbepaid.
4 IntheTransferMoneyTofield,entertheaccounttowhichthe
fundswillbepaid.
5 IntheAmountfield,typetheamounttobetransferred.
6 Ifyouwanttorecordthepurposeofthetransaction,typea
descriptionintheMemofield.
TIP : Saveasarecurringtransaction Ifyouwanttostorethe
transactionasarecurringtransaction,clickSaveasRecurring.Enter
detailsoftherecurringtransactionintheRecurringSchedule
InformationwindowandclickOK.Formoreinformationabout
recurringtransactions,seeRecurringtransactionsonpage 86.
7 ClickRecord.
Tracking petty cash expenses
Mostbusinesseskeepasmallamountofcashhandyattheofficefor
miscellaneousexpensespostage,staffamenitiesandsoon.Youcan
trackthispettycashamountseparatelybyusingapettycashaccount
andallocatinganymiscellaneousexpensestothataccount.
CheckyouraccountslistforanaccountnamedPettyCash.Ifitdoesnt
exist,youneedtocreateitasabankaccount.Forinformationon
creatinganaccount,seeSetupaccountsonpage 19.
To transfer money to your petty cash account
1 GototheAccountscommandcentreandclickTransferMoney.The
TransferMoneywindowappears.
2 IntheTransferMoneyFromfield,entertheaccountfromwhich
thefundswillbepaid.
3 IntheTransferMoneyTofield,enterthepettycashaccount.
4 EntertheamountyouaretransferringintheAmountfieldandclick
Record.
To allocate expenses to the petty cash account
Letsassumeyouspent$90onstationeryand$10onpostagefrom
yourpettycashfloat.Youwouldrecordthistransactioninthefollowing
way.
2 InthePayfromAccountfield,selectthePettyCashaccount.
3 Enteradescriptionofthetransactioninthememofield.
4 Enterorselectthedateandamountofthetransaction.
5 Enterthetransactionsaslineitemsandallocatethemtothe
relevantexpenseaccount(inthisexample,theOfficeSupplies
accountandthePostageaccount).
6 Sinceyoudonotneedtoprintachequeforthistransaction,select
theChequeAlreadyPrintedoption.
7 ClickRecord.
Reconciling your bank accounts
Toensuretheaccuracyofyourbusinessrecords,youshouldmakesure
therecordsofyourbankaccountbalancesinyourcompanyfilematch
yourbanksrecords.
Ifyouarereconcilingyourbankaccountforthefirsttimesinceyou
startedusingAccountRightsoftware,seeDoaninitialbank
reconciliationonpage 32.
To reconcile your bank account
NOTE : ReconcilingbankingaccountsusingtheCompanyDataAuditor
IfyouareusingtheCompanyDataAuditortoreconcilebankingaccounts,
selecttheaccountyouwanttoreconcileintheAccountReconciliation
Reviewwindowandcontinuethisprocedurefromstep 3below.
2 IntheAccountfield,entertheaccountyouwanttoreconcile.
3 IntheClosingStatementBalancefield,typetheclosingbalance
thatappearsonthestatementyourbanksentyou.
4 IntheBankStatementDatefield,entertheclosingdatethat
appearsonyourbankstatementandthenpressTAB.Only
unreconciledtransactionsdatedonorbeforethatdatewillappear.
R E C O N C I L I N G Y O U R B A N K A C C O U N T S 4 9
5 Ifyouwanttoimportbankstatementdataelectronically,clickGet
Statement.Formoreinformation,seeImportingstatementson
page 50.
6 Foreachentryonyourbankstatement,selectthecorresponding
transactionbyclickingintheselectcolumn ( ).Theselectedline
ishighlightedandtheamountsintheCalculatedStatement
BalanceandOutofBalancefieldsareupdated.
7 Ifthereareentriesonthestatementrelatingtobankchargesor
bankinterestthatdonotappearamongthetransactionsonthe
ReconcileAccountswindow,youneedtomanuallyenterthese
transactions.
a ClickBankEntry.TheBankandDepositAdjustmentswindow
appears.
b FillintheappropriatetransactiondetailsandclickRecord.The
ReconcileAccountswindowreappears.
8 ClickReconcile.Awindowappearsindicatingwhetheryour
accountisreconciledorout of balance.
Ifyouraccountisreconciled,youhavetheoptionofprintingthe
ReconciliationreportbyclickingPrintReport(recommended).
Oncethereportisprinted,theReconcileAccountswindow
reappears.ClickReconcileagaintocompletethereconciliation
process.Ifyoudontwanttoprintthereport,clickReconcile.
Thetransactionsyouselectedareconsideredclearedandwont
appearintheReconcileAccountswindowthenexttimeyou
displayit.
Ifyouraccountisoutofbalance,thewindowwillindicatethe
amountbywhichyouraccountisoutofbalance,andwill
provideyouwithsomereasonswhytheaccountmightbeoutof
balance.Tocorrecttheunreconciledamount,completethe
procedureTocorrectanunreconciledamountbelow.
To correct an unreconciled amount
1 Checkthefollowing:
didyoutypethecorrectfigureintheClosingStatementBalance
field?Youneedtotypetheclosingbalancefromyourbank
statement,nottheopeningbalance.
didyouenterthecorrectdate(thatoftheclosingbalancefrom
yourbankstatement)intheBankStatementDatefield?An
incorrectdatemaypreventsometransactionsfromappearingin
thelist.
didyouselectallthetransactionsthatappearonthebank
statement?Ifnot,sometransactionsmightnothavebeen
accountedforinthereconciledbalance.
didyouselect,bymistake,atransactionthatdidntappearon
yourbankstatement?Ifyes,youneedtodeselectthis
transaction.
didyourecordallbankchargesandbankinterestentriesthat
appearonthebankstatement?Ifnot,youneedtorecordthem
andselectthemforreconciliation.Seestep 7inToreconcile
yourbankaccountabove
2 Repeatthereconciliationprocedure.
3 Ifyouraccountisstilloutofbalance,thenyoumayhavedeleteda
transactionthathasbeenreconciledpreviously.
Ifyouhavedeletedapreviouslyreconciledtransaction:
a Reenterthetransactioninyourcompanyfile.
b Selectitforreconciliation.
c Repeatthereconciliationprocedure.
Undoing an account reconciliation
Ifyouhavereconciledatransactioninerrorordeletedapreviously
reconciledtransaction,youcanundothepreviousaccount
reconciliation.Whenyouundoareconciliation,alltransactionsforthat
periodreturntoanunreconciledstatus.
Iftheerrorwasmadeinareconciliationearlierthanyourlast
reconciliation,youcanundoseveralreconciliationperiodsin
successioninyourcurrentfinancialyear.
To undo an account reconciliation
NOTE : Backupbeforeundoingreconciliation Werecommendthatyou
backupyourcompanyfilebeforeyouundoareconciliation.Then,ifyou
wanttoreversetheundoreconciliation,youcanrestorethebackupfile.
2 IntheAccountfield,entertheaccountforwhichyouwanttoundo
thereconciliation.
3 ClickUndoReconciliation.TheUndoLastReconciliationwindow
appears,confirmingtheaccountanddateofthereconciliationyou
areundoing.
4 ClickUndoReconciliation.Aconfirmationwindowappears.
5 ClickOK.TheReconcileAccountswindowreappears.
Importing statements
Ifyouhaveanonlinebankingfacility,youcanusetheGetStatement
featuretoimportbankstatementorcreditcardstatementfiles.
Thisfeatureenablesyoutoimporttransactionsthatyouhavent
recordedinyourcompanyfile(e.g.bankfees).Italsoenablesyouto
usetheimportedtransactionsaspartofyourreconciliationprocess.
YourAccountRightsoftwarecanautomaticallymatchtransactionson
yourstatementwiththetransactionsinyourcompanyfile.Matched
transactionswillbemarkedasclearedforreconciliation,makingiteasy
foryoutoreconcileyouraccountatmonthend.
Ifsometransactionscannotbematched,youhavetheoptionof
matchingthemmanuallywithunclearedtransactions,addingthemor
skippingthemaltogether.Unmatchedtransactionsareusuallybank
interest,accountfeesandpenaltychargesappliedbythebank.
To import your statement
NOTE : Downloadyourstatement Beforeyoucanimportyourbankor
creditcardstatement,youneedtodownloadthestatementfilefromyour
R E C O R D I N G M I S C E L L A N E O U S T R A N S A C T I O N S 5 1
bank.Yourbankswebsiteshouldprovideinstructionsonhowtodownload
thisfile.Thefollowingfileformatsaresupported:OFX,QFX,QIFandOFC.
2 IntheAccountfield,entertheaccountthatcorrespondstothe
bankorcreditcardstatement.
3 ClickGetStatement.TheSelectaBankStatementfilewindow
appears.
4 Locateandselectthedownloadedstatementfile.
5 ClickOpen.TheGetStatementwindowappears.
6 ClickOK.Thestatementtransactionsareautomaticallymatched
withthetransactionsinyourcompanyfileusingthecheque
number,dateandamountasthecriteriaformatchingwithdrawals
anddeposits.If:
thereareunmatchedtransactions,theUnmatchedStatement
Transactionswindowappears.Gotostep 7below.
allyourtransactionsmatch,thatsit.Thesetransactionswillbe
markedasclearedintheReconcileAccountswindow.Youcan
ignoretherestofthisprocedure.
7 Choosewhatyouwanttodowiththeunmatchedtransactions.
Ifyouwanttomatchatransaction,selectthetransactionand
clickMatchTransaction.TheMatchTransactionwindow
appears,listingtheunclearedtransactionsinyourcompanyfile
forthespecifiedaccount.Selectthetransactionthatyouwant
tomatchwiththestatementtransactionandclickMatch.The
transactionwillbemarkedascleared.
Ifyouwanttoaddatransactiontoyourcompanyfile,selectthe
transactionandclickAddTransaction.TheSpendMoney
windowortheReceiveMoneywindow(dependingonthetype
oftransactionyouareadding)appears.Enterthedetailsofthe
transactionandrecordit.Thetransactionisshownascleared.
8 Repeatstep 7aboveforeachunclearedtransactionyouwantto
addormatch.
CAUTION: Matchoraddalltransactions Werecommendyou
finishaddingormatchingeverytransactionintheunmatched
transactionlistbeforeyouclickDone.Ifyoureopenthestatement
file,theoriginallistofunmatchedtransactionsreappearsinthe
UnmatchedStatementTransactionswindow.
9 Whenyouhavefinishedmatchingandaddingtransactions,click
Done.
Recording miscellaneous transactions
NOTE : Recordingphonebankingandinternettransactions Ifyou
transferamountsbetweenaccountsusingphonebankingortheInternet,
youshouldrecordthesetransactionsusingtheTransferMoneyfeature.
Formoreinformation,seeTransferringmoneybetweenaccountson
page 46.
To void a cheque
Ifyoufindthatoneofyourchequeformsisdamagedandnotusablefor
printingorthatyouhavemadeamistakewhenwritingthecheque
manually,youmaywanttovoidacheque.
Followthestepsbelowtovoidachequethatyouhavenotrecordedin
yourAccountRightsoftware.Ifyouwanttomakechangestoacheque
youhavealreadyrecorded,seeChangingordeletingatransactionon
page 83.
2 Choosethechequeaccountfromwhichyouwanttovoidthe
cheque.
3 IntheChequeNo.field,typethenumberofthechequeyouwant
tovoid.
4 LeavetheAmountfieldandtheaccountallocationfieldsblank.
5 ClickRecord,thenclickOKtoconfirmthatyouwanttovoidthe
cheque.
To record ATM withdrawals
2 Selecttheaccountfromwhichyouwithdrewmoney.
3 IntheChequeNo.field,enteranonnumericwordorphraseto
describethewithdrawal.Thatwayyouwillknowthetransaction
isntanactualchequewhenyouviewitinalistorinareport.This
willalsoallowyoutoskipthetransactionwhenyouprintarangeof
numberedcheques.
4 Completetheotherfieldsinthewindow.
5 ClickRecord.
Credit card transactions
Beforeyourecordcreditcardtransactions,youneedtocreateacredit
cardliabilityaccountforeachcreditcardyouwilluse.Namethe
accountsafteryourcreditcards,forexample,VISA,AmericanExpress,
etc.Theseaccountswillkeeptrackoftheamountowedtothecredit
cardprovider.
Forinformationoncreatinganaccount,seeSettingupaccountson
page 21.
Recording payments for credit card
purchases
Yourecordapaymentforacreditcardpurchasebyspecifyingthecredit
cardaccountintheSpendMoneyorBankRegisterwindow.
Whenyourecordthepayment,thepaymentamountisassignedto
yourcreditcardliabilityaccount.
Formoreinformationonrecordingpayments,see:
Spendingmoneyonpage 42
EnteringtransactionsintheBankRegisterwindowonpage 45.
Recording payments to credit card
providers
YoucanrecordpaymentstocreditcardprovidersusingtheTransfer
Moneywindow.Notethatyourcreditcardliabilityaccountmustbeof
theCreditCardaccounttype.Formoreinformationabouttransferring
moneybetweenaccounts,seeTransferringmoneybetweenaccounts
onpage 46.
5 3
5 Sales
Thischapterexplainshowtoenterinformationaboutsalestoyourcustomers.Yourecordasalebyspecifyingthecustomersdetails,theinvoicelayout(item,
service,professionalormiscellaneous),thestatusofthesale(quoteorinvoice)andthedetailsoftheitemsorservicessold.Thechapteralsoexplainsthe
variouswaysofsendinganinvoice,howtorecordcustomerpayments,howtoissueacustomercredit,andhowtoanalysesalesactivitieswithavarietyof
reportsandotheranalyticaltools.
Creating a customer card
Beforeyoucanrecordasale,youneedtocreateacardforyour
customer.
To create a customer card
Listwindowappears.
2 ClickNew.TheCardInformationwindowappears.
3 SelectCustomerfromtheCardTypelist.
4 Selectthedesignationofthecard:companyorindividual.
5 4 C H A P T E R 5 S A L E S
5 Typethecustomername.Ifyouusecodestoidentifycustomers,
typethecodeforthecustomerintheCardIDfield.Formore
information,seeCardidentificationcodesonpage 127.
6 Entercontactdetailsforthecustomer.
Ifyouwanttoentermorecontactinformation,selectAddress2
fromtheLocationslistandentertheadditionaldetails.Youcan
entercontactdetailsforfivelocations.
7 ClicktheCardDetailstab.Youcanenternotesaboutthecustomer,
insertapictureandassignattributes.
8 ClicktheSellingDetailstabandenteryoursellingdetails.
9 ClickthePaymentDetailstabandselectthemethodofpayment
yourcustomerwillusetopayyou.
10 [Optional]ClicktheJobstabandenterthedetailsofeachjobyou
havestartedorareabouttostartforthecustomer.Formore
informationaboutjobs,seeJobsonpage 131.
11 [Optional]ClicktheHistorytabandtypethedollarvalueofthe
salesmadepriortoyourconversionmonth.Youcanalsoenterthe
datethatthecontactbecameacustomer.
12 ClickOKtosavethecard.
Ifyouwantto... See
insertapicture page 128
assignanattributefromacustomlist page 120
enteradditionalinformationinacustomfield page 127
A
C
B
A Selling
information
Theselectionsyoumakeherewillbeused,by
default,onquotesandinvoicesthatyoucreatefor
thiscustomer.Youcanoverridetheseselections
whenrecordingasale.
B GST
information
ThecustomersGSTinformationisenteredhere.If
thecustomersGSTstatustakesprecedenceover
thatoftheitemorservicebeingsold,selecttheUse
CustomersGSTCodeoption.SeeSettingupGST
codesonpage 70.
C Creditterms Thecredittermsenteredhereareusedasthe
defaulttermsforallsalestothecustomer,butcan
bechangedatanytime.
E N T E R I N G S A L E S 5 5
Entering sales
Youenterasaleasaquoteorinvoice.
Aquoterecordsanestimatedpriceyouhavequotedtoacustomer.
Aquotecanbechangedtoaninvoicewhenyourcustomerisready
tobuy.
Aninvoiceisusuallycreatedwhenyoudelivertheitemsorservices
thecustomerordered.Itwillupdatetheappropriateaccounts,
includingtheaccountfortrackingreceivables.Invoicescanbeopen
(unpaid),closed(paid)orcredit(negativesale).Aninvoicecantbe
changedtoaquote.
Youcanenterasalein:
theSaleswindow
theBankRegisterwindow.
Theproceduredescribedinthischapterisforenteringsalesinthe
Saleswindow,whichallowsyoutorecordfulldetailsabouta
transaction.
BankRegisterwindow EnteringasaleintheBankRegisterwindow
isafastwaytoenterasalestransaction.However,youcanenterless
detailaboutthesalethanifyouentereditintheSaleswindow.For
moreinformation,seeEnteringtransactionsintheBankRegister
windowonpage 45.
Entering a sales transaction
Completethefollowingstepstoenterasalestransaction:
Step1: Enter information about the
customer
1 GototheSalescommandcentreandclickEnterSales.TheSales
windowappears.
2 IntheCustomerfield,enterthecustomersnameandpressTAB.
ThetermsandshiptoaddressshownintheSaleswindowarethe
detailsrecordedinthecustomerscard.
NOTE : Customercreditlimitsandaccountsonhold Youmaynot
beabletorecordsalesforcustomerswhohaveexceededtheircredit
limitorwhoseaccounthasbeenplacedonhold.Formore
information,seeCreditcontrolonpage 63.
Task See
1 Enterinformationaboutthecustomer below
2 Choosethetypeofsale page 56
3 Enteritemsorservicesyouareselling page 56
4 Enteradditionalinformationaboutthesale page 57
5 Completethesale page 58
3 Completethefieldsasdescribedinthefollowingtable.
Step 2: Choose the type of sale
Choosethestatusandlayoutforthesale.Thedefaultlayoutdisplayed
intheSaleswindowisdeterminedbytheselectionyoumadewhen
settingupsalesdetails(usingtheSalesEasySetupAssistant)orwhen
creatingthecustomerscard.
1 Ifyouwantto,changethelayout.
Therearefourlayouts:Service,Item,Professionaland
Miscellaneous.Thelayoutdetermineswhatfieldsappearonthe
Saleswindow.
a ClickLayout.TheSelectLayoutwindowappears.
b SelecttheappropriatelayoutandclickOK.
NOTE : Miscellaneouslayout TheMiscellaneouslayoutisusedonly
forsaleswhereaprintedformisnotneeded.
2 SelectthestatusfromtheSalesTypelistinthetopleftcorner:
QuoteorInvoice.
NOTE : Recordingcustomerorders Youcantrackcustomerorders
byenteringthetransactionasaninvoicesaleandenteringthedeposit
paidbythecustomerinthePaidTodayfield.Whenyousupplythe
item,recordthecustomerspaymentasyounormallywould,using
theReceivePaymentswindow.Formoreinformation,seeReceiving
paymentsonpage 61.
Step 3: Enter items or services you are
selling
ThescrollinglistinthemiddleoftheSaleswindowiswhereyouenter
detailsofwhatyouareselling.Inthisareayouwillenteritemnumbers,
descriptions,accountnumbers(oraccountnames)andother
informationtodescribeyourtransaction.
Onerowinthescrollinglistisonelineitemofthetransaction.Youcan
enterasmanylineitemsforasaleasyouwant.Thefieldsthatappear
inthescrollinglistwilldependonthesaleslayoutyouchose.
ThefollowingillustrationshowsthefieldsforasalewithanItemlayout
andanInvoicestatus.
A Clickthezoomarrow ( )toalterthecredittermsforthissaleonly.
Notethatifyouwanttochangethecredittermsforallfuturesales
tothiscustomer,youmustmakethatchangeontheSellingDetails
tabofthecustomerscard.
B IfyouareenteringpricesthatincludeGST,selecttheGSTInclusive
option.Donotchangethissettingafteryouenteranamountinthe
Amountcolumn.
C Typetheinvoicenumberhereoracceptthedefaultnumber.
D Ifthecustomergaveyouapurchaseorderforthistransaction,enter
thatpurchaseordernumberhere.
B
D
A
C
A Ship Thequantitytobedelivered.
B ItemNumber Enteranitemfromyouritemlist.
C Description Adescriptionoftheitemappearsautomatically.Youcan
changethisifyouwant.Ifyouwanttocheckspellinginthis
field,clickSpell.Formoreinformation,seeSpellcheck
onpage 14.
A
Itemsale
B C D E F G H
E N T E R I N G S A L E S 5 7
ThefollowingillustrationshowsthefieldsforasalewithaService
layoutandanInvoicestatus.ThesefieldsalsoapplytotheProfessional
andMiscellaneouslayouts.
NOTE : Addlines,subtotalsandheaderstosalestransactions Youcan
addlines,headersandsubtotalstoinvoicestomakeiteasytoseparateand
subtotaldifferentgroupsoflineitemsononeinvoice.Formore
information,seeAddinganddeletingtransactionlines,headersand
subtotalsonpage 58.
Step 4: Enter additional information
about the sale
ThefieldsthatappearatthebottomoftheSaleswindowdependon
thetypeofsaleyouarecreating.
D Price Thepriceoftheitemappearsautomatically.Youcan
changethepriceifyouwant.
E Disc% [Optional]Typeavolumediscountasapercentage.
F Total Thetotalpriceoftheitemsiscalculatedautomatically.
G Job [Optional]Selectajobnumberheretoassignalineitemto
aspecificjob.
H GST ThedefaultGSTforanitemappearshere.Ifyouwantto
changetheGSTcode,entertherequiredGSTcode.
A Description Adescriptionofthegoodsorservicesbeingsold.Ifyou
wanttocheckspellinginthisfield,clickSpell.Formore
information,seeSpellcheckonpage 14.
B AcctNo.or
Account
Name
Entertheaccounttowhichtoallocatethesale.Thisis
usuallyanincomeaccount.Youshouldnotselectyour
tradedebtorsaccountforordinarysales.
C Amount Theamountofthesale.
D Job [Optional]Selectajobnumberheretoassignalineitemto
ajob.
E GST SelectaGSTcodeforthesale.
A B
Servicesale
C E D
A Optionalfields Enteroptionalinformation,suchasacomment,shipping
methodandthepromiseddateofgoodsorservices.
B InvoiceDelivery
Status
Ifyouwanttoprintoremailtheinvoiceinabatch,select
therequireddeliverymethodfromthelist.Formore
information,seeSendingformsonpage 102.
C JournalMemo Thejournalmemoisgeneratedautomatically.Youcan
changeitifyouwant.
D Freight Enteranychargesforfreight.
E FreightGST EntertheGSTcodeforthefreightcharges.
F GST Clickthezoomarrow( )ifyouwanttovieworchange
theGSTamountsassignedtothesale.
G PaidToday Enteranamountheretoindicatehowmuchmoneythe
customerpaidyouatthetimeofthesale.
H PaymentMethod Enterthepaymentmethod.ClickDetailsifyouwantto
enterdetailsaboutthepayment.Forexample,ifyouare
beingpaidbycreditcard,youcanrecordthelastfour
digitsofthecreditcardnumber.
A
B
D
C
G
E
F
H
Step 5: Complete the sale
Thereareseveralwaystocompletethetransaction.
TIP : Savethesaleasarecurringsale Youcansavethesaleasa
recurringtransactionsoyoucanuseitagain.ClickSaveasRecurring.In
theRecurringScheduleInformationwindow,enterthenecessary
informationandclickOK.Formoreinformation,seeRecurring
transactionsonpage 86.
Ifyouwanttorecordthesalewithoutprintingorsendingit,click
Record(forasalesquote,clickSaveQuote).
Ifyouwanttorecordthesaleandprint,sendorsaveitasaPDF,
completetherelevantprocedurebelow.
Adding and deleting transaction lines,
headers and subtotals
Youcanaddtransactionlines,headersandsubtotalstosales
transactions.
To insert a blank line
1 IntheSaleswindow,clickinthelinebelowwherethelineisto
appear.
2 GototheEditmenuandchooseInsertLine.
To insert a header
Youcangroupseverallineitemsbyinsertingaheader.
1 IntheSaleswindow,clickinthelinebelowwheretheheaderisto
appear.
2 GototheEditmenuandchooseInsertHeader.Ablanklinewill
appearinthescrollinglist.
3 TypethetextfortheheaderintheDescriptioncolumn.
4 PressTABtocompletetheheaderentry.Thetextappearsingrey.
To insert a subtotal
1 IntheSaleswindow,clickinthefirstlinebelowtheitemstobe
subtotalled.
2 GototheEditmenuandchooseInsertSubtotal.Alineappears
displayingthesubtotaloftheamountsthatappearabovethe
subtotallineandbelowthelastsubtotal,ifthereisone.
To delete a blank line, line item, header or subtotal
1 IntheSaleswindow,clickanywhereintheblankline,lineitem,
headerorsubtotalyouwanttodelete.
2 GototheEditmenuandchooseDeleteLine.
To Dothis
Print ClickPrint
Printpreview ClickPrintandchoosePreviewtopreviewthesales
formforthistransaction.
Notethatthetransactionwillberecordedbeforethe
formisdisplayed.
Email ClickSendToandchooseEmail.Reviewandmake
entriesintheEmailwindowandclickSend.Theemail,
whichwillincludeaPDF(PortableDocumentFormat)
attachment,willbesenttotheoutboxofyourdefault
emailsoftware.Sendtheemailfromyouremail
software.
SaveasPDF ClickSendToandchooseDisk.Inthewindowthat
appears,enteranameandlocationforthePDFfileand
clickSave.
C H A N G I N G T H E S T A T U S O F A S A L E 5 9
Changing the status of a sale
Ifyouhavesavedaquoteforacustomer,youcanconvertittoan
invoice.Notethatyoucannotconvertaninvoicetoaquote.
YoucanchangethestatusofasalefromtheSaleswindoworfromthe
SalesRegisterwindow.
To change a quote to an invoice
1 GototheSalescommandcentreandclickSalesRegister.TheSales
Registerwindowappears.
2 ClicktheQuotestabandselecttherequiredquote.
3 ClickChangetoInvoice.
TheSaleswindowappears.
4 Makeanynecessarychangestotheseandotherfields.For
example,changethetransactiondatetotodaysdate.
5 ClickRecord.Thenewinvoiceiscreated.Theoriginalquotewill
remainintheSalesRegisterwindowunlessyouindicatedinthe
SalesviewofthePreferenceswindowthatyouwantquotestobe
deletedoncetheyarechangedtoinvoices.
Reviewing your sales information
Thereareseveraltoolsthatyoucanusetoreviewyoursales
information.
Tool See
Business
Insights
UseBusinessInsightstoanalysecustomer
information.
page 60
ToDoList TheToDoListdisplaysallopensales,
recurringsalessortedbyoverduedates.
page 60
Salesreports Salesreportshelpyoukeeptrackofyour
salesactivities.
page 60
Saleshistory Historyletsyouviewsevenyearsofsales
historyforanitemoracustomer.
page 61
SalesRegister TheSalesRegisterwindowgivesyoua
completepictureofyoursales
activityopenandclosedinvoices,
quotes,returns,creditsetc.
page 82
Find
Transactions
FindTransactionshelpsyoufindindividual
salestransactions.
page 81
Transaction
Journal
TheTransactionJournallistsjournal
entriesofyoursalesandother
transactions.
page 82
Tool See
To analyse customer information using Business
Insights
BusinessInsightspresentsasummaryofyourcustomerinformation,
includingwhichcustomersoweyoumoneyandhowmuchmoneyis
overdue.Youcanalsoseehowmuchyourcustomersoweyouforeach
ageingperiod,aswellasthesaleshistoryofyourcustomers.
Tofindinformationspecifictoyourneeds,sortthetablecolumnsby
clickingacolumnheading.Forexample,youcansortthelistof
outstandinginvoicestofindthemostoverdueinvoiceorthelargest
overdueamount.
To analyse customers
1 ClickBusinessInsightsinanycommandcentre.TheBusiness
Insightswindowappears.
2 ClicktheCustomerAnalysistab.Thistabshowsyou:
thetotalyouareowedanddetailsofeachoverduecustomer
payment(basedontheirinvoicedcreditterms),includingthe
numberofdaysoverdue
yourtoptencustomersbyyeartodatesalesvalue
theamountsowingforeachageingperiod
asummaryofyourcustomersalesandpaymenthistory.
Youcanusethisinformationto:
Contactcustomersforoverduepayments Identifywhich
customerpaymentsarethemostoverdueorwhichcustomers
oweyouthemostmoney.
Renegotiateacustomerscreditterms Viewthecustomers
outstandingbalancesandpaymenthistory,suchastheaverage
numberofdaysittakesforthemtopayyou.
3 Ifyouwanttouseoneofthegraphsortablesinanotherdocument,
rightclickitandchoose:
CopytoClipboard.Thiscopiesthegraphortabletothe
clipboard,readytopasteintoadocument.
[Graphsonly]SaveAs.Choosewhereyouwanttosavethe
imageandclickSave.Thissavesthegraphasanimagefile,so
youcanuseitlater.
4 IfyouwanttocustomisethelookofBusinessInsights,click
Customise.TheCustomisewindowappears,enablingyoutoshow
orhideinformationinBusinessInsights.
FormoreinformationaboutthecalculationsshowninBusiness
Insights,seetheHelpCentre.
To view a list of all unpaid sales sorted by days overdue
1 ClickToDoListinanycommandcentre.TheToDoListwindow
appears.
2 ClicktheAccountsReceivabletab.Alistofallunpaidsalesappears.
TheOverduecolumnshowsthenumberofdaysaninvoiceis
overdue.(AnegativenumberintheOverduecolumnindicatesthat
thepaymentisnotyetdue.)Thenumberofdaysaninvoiceis
overdueiscalculatedbycheckingtheoriginaldateoftheinvoice,
comparingittotodaysdateandlookingatthecustomerscredit
terms.
3 Ifyouwanttosendacollectionlettertocustomerswithoverdue
payments:
a Selectthosecustomersbyclickingintheselectcolumn( ).
b ClickMailMergetocreatetheletterdirectlyinMicrosoftWord.
Otherwise,clickDisktosaveamailmergefilethatyoucanusein
anotherwordprocessor.
To view sales reports
Thereareseveralsalesreportsthatcanhelpyoutrackyoursales
activities.Forexample,youcanrunanAgedReceivablesSummary
reporttoviewyourcustomerscurrentbalancessortedbyageing
periods.TheSalesItemSummaryreportshowsyouwhichitemsare
sellingbest.TheReferralSourcereportisusefulforfindingoutwhich
referralsourceisbringingyourbusinessthemostmoney.
1 GototheReportsmenuandchooseIndextoReports.TheIndexto
Reportswindowappears.
2 ClicktheSalestab.Alistofavailablesalesreportgroupsappears.
3 Clickagroupcategorytoviewtheavailablereports.
Forinformationondisplaying,customisingandprintingyourreports,
seeReportsonpage 91.
R E C E I V I N G P A Y M E N T S 6 1
To view sales history
Youcanviewsaleshistoryforanitemoracustomer.
1 DisplaytheItemInformationwindowforanitemortheCard
Informationwindowforacustomeroranemployee.
2 ClicktheHistorytab.TheHistorytabdisplayssevenyearsofsales
historyfortheitemorcard:thefiveyearsprecedingthecurrent
financialyear(asdisplayedintheCompanyInformationwindow),
thecurrentfinancialyearandthenextyear.
Receiving payments
Whencustomersmakepaymentsagainstinvoices,recordtheminthe
ReceivePaymentswindow.Youcanrecordthepaymentsagainstone
ormoreofthecustomersoutstandinginvoices.
YoucanalsorecordpaymentsintheBankRegisterwindow.Recording
customerpaymentsthroughtheBankRegisterwindowcansaveyou
timeifthereareseveralinvoicesthathavebeenpaidandyoudonot
needtorecorddetailedinformation(suchasdiscountsandfinance
charges)foreachpayment.WhenyouusetheBankRegisterwindowto
recordacustomerpayment,theentirepaymentisautomatically
allocatedtothecustomersoldestinvoicesfirst.Formoreinformation,
seeEnteringtransactionsintheBankRegisterwindowonpage 45.
Ifapaymentyoureceiveisnotinresponsetoaninvoiceyouhave
issued,usetheReceiveMoneywindow.SeeReceivingmoneyon
page 39.
NOTE : Customerpaymentsatpointofsale Ifcustomersmake
paymentswhenpurchasingmerchandiseorservicesandyouareissuing
themaninvoice,youcantypethepaymentamountinthePaidTodayfield
oftheinvoice.SeeEnteradditionalinformationaboutthesaleon
page 57.
Theoptionsforrecordingreceiptsandinvoicepaymentsare
summarisedinthefollowingdiagram.
To record payments against invoices
1 GototheSalescommandcentreandclickReceivePayments.The
ReceivePaymentswindowappears.
2 Choosetheaccountthatwillbeusedtorecordthecustomer
payment.
DeposittoAccount.Selectthisoptionifthecustomerhasmade
adirectpaymenttoyourbankaccount.
GroupwithUndepositedFunds.Selectthisoptionifthe
paymentwillbedepositedatalatertime.Forinformationabout
undepositedfundsandpreparingbankdeposits,seePreparing
abankdepositonpage 41.
3 IntheCustomerfield,enterthecustomersname.
4 Typetheamountreceived.
5 Ifyouwanttorecordthepaymentmethod,selectthemethodin
thePaymentMethodfield.ClickDetailsifyouwanttoenter
furtherdetailsaboutthepayment.Forexample,ifyouarebeing
paidbycreditcard,youcanrecordthelastfourdigitsofthecredit
cardnumber.
6 Ifyouwant,adjustthememoandpaymentdate.Youcanchange
theIDnumberthatisautomaticallygenerated.However,we
recommendthatyouusethedefaultnumbertomakesureyou
dontuseduplicateIDs.
7 Inthescrollinglistinthebottomhalfofthewindow,indicatewhich
salesarecoveredbythepaymentbyenteringamountsinthe
AmountAppliedcolumn.
Ifacustomeroverpays,youshouldstillentertheamountreceived.
ThefullpaymentshouldbeenteredintheAmountReceivedfield
andintheAmountAppliedcolumninthescrollinglist.Whenyou
recordthepayment,acreditinvoicefortheoverpaidamountis
createdautomatically.Thiscaneitherberefundedtothecustomer
orappliedtoafutureinvoice.Formoreinformation,seeSettling
creditsonpage 67.
8 ClickRecord.
A Discount Ifyouintendtoofferanearlypaymentdiscountfora
sale,assignthediscounttotheappropriateinvoicein
thiscolumn.Notethatyouwontbeabletoassigna
discounttoaninvoicethatisnotbeingsettledinfull.
Ifthisisthecase,youcangivethemacustomer
credit.SeeCustomercreditsonpage 65.
B Amount
Applied
Enterhowmuchofthepaymentyouwanttoapplyto
eachsaleinthiscolumn.
C Finance
Charge
Ifpartofthepaymentistopayfinancecharges,type
thefinancechargeamounthere.Formore
information,seeFinancechargespaidbycustomers
onpage 64.
D Outof
Balance
TheamountyouapplyintheAmountApplied
columnaccumulatesintheTotalAppliedfield.The
TotalReceivedamount(whichincludesanyfinance
charges)mustequaltheamountthatappearsinthe
AmountReceivedfieldinthetophalfofthewindow
beforeyoucanrecordthetransaction.TheOutof
Balanceamountmustbezerobeforeyoucanrecord
thetransaction.
B A C D
P R I N T I N G P A Y M E N T R E C E I P T S 6 3
Printing payment receipts
Foreachreceipttransactionyourecord,acorrespondingreceiptcanbe
printed.Receipttransactionscanberecordedusingthefollowing
windows:
BankRegister
ReceiveMoney
ReceivePayments
Sales(NewInvoice)
SettleReturns&Debits(ReceiveRefundview).
Receipttransactionsforwhichreceiptscannotbeprintedare:
reversedreceipttransactions
voidedreceipts
banktransactionssuchasbankdepositsorinterestearned.
Paymentreceiptscorresponddirectlytoreceipttransactions.Thatis,
whenyourecordareceipttransaction,theinformationyouenteredon
thetransactioncanbeprintedonapaymentreceipt.Becauseofthis
relationship,ifyouchange,reverseorremoveareceipttransaction,
thepaymentreceiptsthathavebeenprintedmaynolongerbevalid.
To print payment receipts
1 GotoeithertheSalesorBankingcommandcentreandclickPrint
Receipts.TheReviewReceiptsBeforePrintingwindowappears.
2 Ifyouprintreceiptsonpreprintedstationery,typethenumberof
thefirstreceiptintheNumberofFirstReceiptinPrinterfield.The
IDsoftherecordedreceiptswillberenumberedtomatchthe
printedreceipts.
3 Typethenumberofcopiesyouwanttoprintofeachreceiptinthe
Printfield.
4 Ifyouwanttofilterthelistofreceipts,click,clickAdvancedFilters.
Formoreinformation,seeCustomisinghowyousendform
batchesonpage 104.
5 Clickintheselectcolumn ( )nexttoeachreceiptyouwantto
print.
6 ClickPrint.
Formoreinformationaboutcustomisingyourforms,seeFormson
page 101.
Credit control
Youcancontrolcreditby:
settingandenforcingcustomercreditlimits,seeCreditlimitson
page 64
placingcustomeraccountsonhold,seeCreditholdsonpage 64
addingfinancechargestocustomerstatements,seeFinance
chargespaidbycustomersonpage 64.
Credit limits
Acreditlimitisthemaximumamountofcredityouallowacustomerto
chargetotheiraccount.Youcansetadefaultcreditlimitforallnew
customers(seeSetupsalesonpage 28)orsetaspecificcreditlimitfor
asinglecustomer.
To set or change the credit limit for a single customer
1 Openthecustomercardyouaresettingthecreditlimitfor.
2 ClicktheSellingDetailstab.
3 ClickCreditLimit&Hold.TheCreditLimit&Holdwindowappears.
4 TypethecustomerscreditlimitintheCreditLimitfield.
5 ClickOK.TheCardInformationwindowappears.
Credit holds
Youcanplaceacreditholdonacustomersaccounttopreventfurther
salesbeingmadetothecustomer.Forexample,youmaywanttoplace
acustomeroncreditholdwhenthecustomersaccountisoverdue.
To place a customer on credit hold
1 Openthecustomercardyouareplacingoncredithold.
2 ClicktheSellingDetailstab.
3 ClickCreditLimit&Hold.TheCreditLimit&Holdwindowappears.
4 SelectthePlacethiscustomeronCreditHoldoption.
5 ClickOK.TheCardInformationwindowappears.
NOTE : Recordingsalestocustomersoncredithold Torecordasaleto
acustomeroncredithold,youneedtoremovethecredithold.Todothis,
deselectthePlacethiscustomeronCreditHoldoptionintheCreditLimit
andHoldwindowonthecustomerscard.
Finance charges paid by customers
Financechargesareamountsaddedtoanoutstandingbalanceasa
penaltyforlatepayment.Theyareusuallyaddedtoacustomers
statement.Whenthechargeispaidbythecustomer,thepaymentis
recordedintheReceivePaymentswindow.
Howfinancechargesarecalculated Eachopeninvoicesduedateis
calculatedusingthetermsspecifiedontheSellingDetailstabofthe
CardInformationwindow.Theoverduebalanceisthenincreasedby
1/30thofthemonthlychargeforlatepaymentforeverydayitis
overdue,wherethemonthlychargeiscalculatedbymultiplyingthe
C U S T O M E R C R E D I T S 6 5
amountoverduebythe% MonthlyChargeforLatePaymentvalueyou
specifiedonthecustomerscard.
Ifthecustomermakesapartialpaymentduringtheoverdueperiod,
thefinancechargeisadjustedaccordingly.
Settingupfinancecharges Beforeyoucanapplyfinancecharges,
youneedtoselectanaccountfortrackinglatepaymentcharges.Goto
theSetupmenu,chooseLinkedAccountsandthenSalesAccounts.
SelecttheIassesschargesforlatepaymentoptionandselectan
incomeaccounttorecordthelatepaymentcharges.
Setthepercentageyouwillbechargingforlatepaymentsinthe
% MonthlyChargeforLatePaymentfieldoftheSellingDetailstabof
eachcustomercard.
Adding finance charges to customer statements
Toshowthefinancechargeowedbycustomersontheirstatements,
youneedtoselectanoptionwhenprintingoremailingthestatements.
1 GototheSalescommandcentreandclickPrint/EmailStatements.
TheReviewStatementsBeforeDeliverywindowappears.
2 ClickAdvancedFiltersandselecttheAddFinanceChargesto
AmountDueoption.
3 ClickOK.
Formoreinformationaboutcustomerstatements,seeSendcustomer
statementsonpage 143.
Thefinancechargespayablebyyourcustomersonlyappearontheir
statements,soyoumaywanttokeepcopiesofthestatementssentto
customers.
Recording finance charges
Whenyourcustomerpaysthelatepaymentcharge,entertheamount
intheFinanceChargefieldoftheReceivePaymentswindow.Formore
information,seeReceivingpaymentsonpage 61.
Althoughthehistoryoffinancechargesisnottracked,youcanperform
anaccountenquiry(usingFindTransactions)ontheincomeaccount
youhavesetuptorecordlatecharges.
Deleting finance charges
WhenyouenterafinancechargeintheReceivePaymentswindow,
twotransactionsarerecordedforthefinancechargeaninvoiceinthe
salesjournalandapaymentinthereceiptsjournal.
Todeleteafinancecharge,youmustfirstdeletethefinancecharge
paymentandthendeletethefinancechargeinvoice.
Customer credits
Acustomercreditismoneythatyouowetoacustomer.
Toprocessacustomercredit,youfirstneedtorecordacredit
transactionandthenrecordthesettlementofthecredit(forexample,
byprintingarefundchequeforyourcustomer).
Recording credits
Youcancreateacustomercreditnoteinthefollowingways:
Reverseanexistingsale.Usethismethodifthecustomerhaspaid
fortheentiresale.
Manuallycreateacredit.Usethismethodifyouarecreditingthe
customerforpartofasale.
To reverse a sale
Beforeyoucanreverseaninvoice,thetransactionmustbe
unchangeable,thatis,theTransactionsCANTbeChanged;TheyMust
BeReversedoptionmustbeselectedintheSecuritytabofthe
Preferenceswindow.
1 Findandopentheinvoice.SeeFindingatransactiononpage 81.
2 GototheEditmenuandchooseReverseSale.Acreditnote
transactionappearsintheSaleswindow.Notethattheinvoice
amountisanegativeamount.
3 Ifyouwant,youcanmakesomechangestothecreditnote(suchas
changingthedateandmemo),butyoucantchangetheaccounts,
amountsandquantitiesthatareassociatedwiththecredit.
4 ClickRecordReversal.AcustomercreditappearsintheSales
Registerwindow.
To manually create a credit for a non-item sale
Usethismethodtocreditthecustomerforpartofanonitemsale.
TIP : Createanaccountfortrackingsalesreturns Beforeyoumanually
createacreditofthistypeforthefirsttime,youmaywanttocreatean
accountfortrackingsalesreturnsandallowances.Makesurethisaccount
isanincomeaccount.
windowappears.
2 Enterthecustomerdetails.
3 SelectInvoicefromthelistinthetopleftcornerofthewindow.
4 ClickLayout,chooseServiceandclickOK.
5 IntheDescriptioncolumn,enteradescriptionofthecreditforyour
records.
6 IntheAccountcolumn,selecttheaccounttobecredited.Thisis
theincomeaccountyouusetotracksalesreturnsandallowances.
7 IntheAmountfield,typetheamountofthecreditasanegative
amount.
8 ClickRecord.AcreditappearsintheSalesRegisterwindow.
To manually create a credit for an item sale
Usethismethodtocreditthecustomerforpartofanitemsale.
windowappears.
2 Enterthecustomerdetails.
3 SelectInvoicefromthelistinthetopleftcornerofthewindow.
4 ClickLayoutandchooseItem,thenclickOK.
5 IntheShipcolumn,typethenumberofitemsbeingreturnedasa
negativenumber.
C U S T O M E R C R E D I T S 6 7
6 IntheItemNumberfield,entertheitemnumber.Thecostsofthe
itemsappearasnegativeamounts.
7 ClickRecord.AcreditappearsintheSalesRegisterwindow.
Settling credits
Youcanchoosetosettleacustomercreditinthefollowingways:
Applythecredittoanopeninvoice.Applyingthecredittooneor
moreofthecustomersopeninvoicesreducestheamountthe
customerowesyou.
Recordarefund.Ifthecustomerdoesnothaveanyopeninvoices,
youcanrecordarefundpaymentfortheamountofthecustomer
credit.
To apply a customer credit to an open invoice
2 ClicktheReturns&Creditstab.Alistofcreditsappears.
3 LocateandselectthecredityouwanttoapplyandclickApplyto
Sale.TheSettleReturns&Creditswindowappears,listingallopen
invoicesassignedtothecustomer.
4 Entertheamountsyouwanttoapplytooneormoreopeninvoices
intheAmountAppliedcolumn.
IftheApplyCustomerPaymentsAutomaticallytoOldestInvoice
Firstpreferenceisset,amountswillappearnexttotheoldest
invoicesintheAmountAppliedcolumn.However,youcanapply
thecreditamounttoanyonetransactionoryoucandivideit
amongmanytransactionsinthelist.Notethatthetotalamount
youapplyintheAmountAppliedcolumnmustequaltheamount
thatappearsintheCreditAmountfield.
5 Ifyouwanttoapplypartofacustomercredittoanyunpaidfinance
charge,enteranamountintheFinanceChargefield.
6 ClickRecordtoapplythecredit.
To pay a refund cheque
2 ClicktheReturns&Creditstab.Alistofcustomercreditsappears.
3 LocateandselectthecredityouwanttorefundandclickPay
Refund.Arefundchequefortheamountofthecreditappearsin
theSettleReturns&Creditswindow.
4 IntheAccountfield,enterthebankaccountyouaremakingthe
paymentfrom.
5 Ifrequired,changeotherinformationinthewindow,suchasthe
transactiondate.
6 Ifyouarepayingbychequeandyouhavealreadywrittenit,select
theChequeAlreadyPrintedoption.
7 Specifyhowyouwanttosendaremittanceadvicebyselectinga
deliveryoptionfromtheRemittanceAdviceDeliveryStatuslist.
8 ClickRecord.
Accounting for bad debts
Whenyouknowthatadebtwillnotberecovered,youneedtowriteit
off.Beforeyoucanwriteoffabaddebt,createaBadDebtexpense
accountinyouraccountslistor,ifyouaccountforbaddebtsbyposting
aprovisiontoanassetaccount,createaProvisionforBadDebtsasset
account.
To write off a bad debt
windowappears.
2 Enterthecustomersdetails.
3 ClickLayout,chooseMiscellaneous,andthenclickOK.
4 IntheDescriptionfield,typeadescriptionofthetransaction.
5 IntheAcctNo.field,entertheexpenseaccountforBadDebtsor
theProvisionforBadDebtsassetaccount.
6 IntheAmountfield,typethebaddebtamountasanegative
number.
7 IntheGSTfield,entertherequiredGSTcode.
8 ClickRecord.
9 IntheSettleReturns&Creditswindow,applythecreditagainstthe
originalopeninvoice.Todothis,seeSettlingcreditsonpage 67.
6 9
6 Lists
Yourcompanyfileconsistsofdifferenttypesofrecordscustomers,accounts,recurringtransactionsandsoon.Recordsofthesamesortaregroupedinto
lists.
Listshelpyoutokeeptrackofthecustomersthatoweyoumoney,theitemsthatyousell,theaccountsoritemsbeingused,andsoon.Listscanbemodified
tosuityourrequirements.Forexample,youcanmodifyaccountlevelstoalterhowtheyappearinreports.Youcanalsoinactivaterecordsthatyoudontuse
tokeepyourlistsuptodate.
Listscanbeusedinanumberofways.Forexample,youcanusecontactlogsandemailaddressestocreatealistofcustomerswhohavecontactedyouinthe
pastsixmonths.YoucanthencreateaPDFfileofyourcurrentpricelistandemailittothosecustomers.
Adding a record
Listsaremadeupofindividualrecords.Forexample,eachiteminyour
ItemsListisarecord,asiseachjobinyourJobsList.Youcanaddas
manyrecordsasyouwanttoalist.
Adding records when entering
transactions
Youcancreatenewrecordseasilyfromanytransactionwindow.For
example,youcanaddaccounts,cards,comments,customlistitems,
jobs,referralsources,shippingmethodsandmoretoyourlistswhen
enteringtransactions.
To create a record in a transaction window
Letsassumeyouwanttoaddacustomercardwhileenteringasale.
1 IntheSalescommandcentre,clickEnterSales.TheSaleswindow
appears.
2 IntheCustomerfield,typethecustomersnameandpressTAB.If
thereisnocardforthiscustomer,adropdownlistappears.
Toaddthistypeofrecord... See
Account page 19
Card
Customer
Supplier
Employee
Personal
page 53
page 115
page 115
page 115
Item page 34
GSTcode page 70
Recurringtransaction page 86
Job page 131
7 0 C H A P T E R 6 L I S T S
3 Dooneofthefollowing:
Tocreateadetailednewrecord,clickNew.TheCard
Informationwindowappears,whereyoucanenterthedetails
ofthenewcustomer.
Tocreateaquickrecordtocompletelater,clickEasyAdd.Anew
cardisaddedtoyourcardslist,usingjustthecustomername.
Youcangobackandadddetailstothecardlater.
NOTE : EasyAddisnotavailablefromsometransaction
windows InwindowssuchasSpendMoney,thetypeofcardyou
wanttocreateisnotimmediatelyobvious,sotheEasyAddbutton
isnotavailable.
Setting up GST codes
GSTcodesareusedtotrackGSTpaidtoorbyyourbusiness.EachGST
coderepresentsaparticulartypeofGST.
AccountRighthasanextensivelistofGSTcodesthatcanbeusedina
varietyofsituationsforexample,whendoingbusinesswithoverseas
customers,whentrackingcapitalacquisitions,andsoon.
To create a GST code
1 GototheListsmenuandchooseGSTCodes.TheGSTCodeList
windowappears.
2 ClickNew.TheGSTCodeInformationwindowappears.
3 IntheGSTCodefield,typeacode(uptothreecharacters)forthe
newGSTcodeandpressTAB.
4 Completetheotherfieldsinthiswindow.
A Enteradescription,typeandrate.
B IftheGSTcodeiszerorated,selecttheGSTCodeisReportedonGST
Returnoption.DeselectthisoptionforexemptGSTcodes.
C SelectthelinkedaccountforGSTcollectedandforGSTpaid.These
fieldsareonlyavailableforsomeGSTtypes.Selectacard,ifapplicable.
A
C
B
S E T T I N G U P G S T C O D E S 7 1
To assign GST codes to accounts
YoucanassignaGSTcodetoanydetailaccountinyouraccountslist.
TheGSTcodeyouassignwillappearasthedefaultGSTcodewhenyou
postatransactiontothisaccount.
Forexample,youhaveassignedthestandardcode(S)toyour
electricityexpenseaccount.Whenyousettleyourelectricitybillinthe
SpendMoneywindowandallocateittothisaccount,thestandard
codewillappearinthiswindowbydefault.
YoucanallocateaGSTcodetoanaccountintheAccountInformation
window.Toopenthiswindow,gototheAccountscommandcentre,
clickAccountsList,doubleclicktherequiredaccount,andclickthe
Detailstab.
To assign GST codes to items

Whenyousetupyouritems,youmustassignaGSTcodetoeachof
them.
YoucanassignaGSTcodetobeusedwhenyousellanitem.ThatGST
codewillappearasthedefaultinsalesofthatitemunlessyouhave
specifiedthatthecustomersGSTcodeistobeusedinstead(see
below).
GSTcodesareassignedtoitemsintheProfiletaboftheItem
Informationwindow.Formoreinformation,seeCreateitemrecords
onpage 34.
To assign GST codes to cards
YoucandefineadefaultGSTcodeforacustomer.Youonlyneedto
selectadefaultGSTcodeifthecustomersGSTstatustakesprecedence
overthatoftheitemorservicebeingsold.
Forexample,ifacustomerisonetowhomyouonlyevermake
zeroratedexportsales,youshouldassignthezeroratedGSTcode(Z)
tothatcustomerscard.
Whenyoucreateaquote,orderorinvoice,theGSTcodeassignedto
thecustomerwillbeusedasthedefault.ThisGSTcodewilloverride
theitemsGSTcodeinanitemsale,andtheallocationaccountsGST
codeinanonitemsale.
GSTcodesareassignedtocustomersintheSellingDetailstaboftheir
CardInformationwindow.
MakesureyouselecttheUseCustomersGSTCodeoption.(Ifthis
optionisnotselected,thecustomersGSTcodewillnotbeused,even
ifonehasbeenassigned.)
Finding a record
Recordsarestoredanddisplayedinlists.Forexample,theJobsList
windowliststhejobsyouhavecreated,theAccountsListwindowlists
youraccounts,andsoon.Aslistsgetlong,itcantaketimetolocatea
record.Usethefollowingtoolstofindarecordquickly.
Tabs Somelistsaredividedintoseparateviewsusingtabs.For
instance,theaccountsListisdividedbyaccounttypeintoninetabs,
makingiteasierforyoutofindanaccount.Forexample,ifyouare
lookingforanassetaccount,clicktheAssettab.Withinthetabyoucan
usethescrollbartofindtherecord.
Searchfields Youcanfilterlistsusingthesearchfield.Todothis,click
thecolumnheadingbywhichyouwanttosearch(forexample,bycode
orname),thentypeyoursearchtermsintheSearchfield( ).The
listisupdatedasyoutypetodisplayallrecordsthatcontainyoursearch
termsfortheselectedcolumn.
Toresetthelist,deletethetextyouenteredinthesearchfieldorclick
theX( )icon.
Advancedsearchfilters Insomelistwindows,youcanuseadvanced
searchfilterstonarrowdownyourrecordsearch.Todothis,click
Advanced.EntertherelevantfiltersandclickOK.Thewindowwill
displayonlythoserecordsthatmeetyoursearchcriteria.
C H A N G I N G A R E C O R D 7 3
Changing a record
Youcanmakechangesto:
accounts
cards
items
jobs
GSTcodes.
Changingarecordthathasbeenusedinatransaction Ifyou
changethedetailsofarecordthatdoesnotaffectatransactions
balance(forexample,changingacustomername),thenallthe
transactionsyouveenteredusingthatrecordareupdated.
Ifyoumakechangestoarecordthatdoaffectatransactionsbalance
(suchasanitemssellingpriceortherateofaGSTcode)transactions
youveenteredpreviouslyusingthatrecordarenotupdated.
Forexample,ifyouchangeanitemssellingpricefrom$6to$8,
transactionsyouverecordedwiththeoldpricewillretainthatprice.
Thenewpriceappliestoanynewtransactionsyouenter.
To change a record
1 Displaythelisttowhichtherecordbelongs.Forexample,ifyouare
makingchangestoanaccount,displaytheAccountsListwindow;if
youarechanginganitem,displaytheItemsListwindowandsoon.
2 Locatetherecordyouwanttochangeinthelist.Useasearch
methoddescribedinFindingarecordonpage 72,ifnecessary.
3 Onceyoulocatetherecord,clickthezoomarrow ( )nexttoit.
Detailsoftherecordaredisplayed.
4 MaketherequiredchangesandclickOK.
Inactivating or reactivating a record
Ifyouhaveaccounts,cards,itemsorjobsthatyourarelyusefor
example,acardyoucreatedforaoneoffsaleinactivatingthemafter
usewillremovethemfromselectionlists.Yourlistofrecordswillbe
shorterand,consequently,selectingtherecordyouneedwillbeeasier.
Youcanstilluseaninactiverecordintransactionsbymanuallyentering
therecordname.
To inactivate (or reactivate) a record
1 Displaythelisttowhichtherecordbelongs.Forexample,ifyouare
makingchangestoanaccount,displaytheAccountsListwindow;if
youarechanginganitem,displaytheItemsListwindow,andsoon.
2 Locatetherecordyouwanttoinactivate(orreactivate)andclick
thezoomarrow ( )nexttoit.Therecordsdetailsappear.
3 Ifyouareinactivatingorreactivatingacard,accountoritem,click
theProfiletab.
4 Select(ordeselect)theInactive[...]option.
Deleting a record
Youcandeletearecordthatyounolongerneed.However,arecord
mustmeetcertaincriteriabeforeitcanbedeleted.Forexample,most
recordscannotbedeletediftheyhavebeenusedintransactions.
Deleting an account
Youcandeleteanaccountifitmeetsthefollowingcriteria:
theaccountisntalevel1account
theaccounthasazerobalance
notransactionsusetheaccount
noneofyourrecurringtemplatesusestheaccount
theaccountisntusedasalinkedaccountforanytransactiontypes
theaccountisntlinkedtoanyoftheitemsyouveentered.
NOTE : Zerobalanceaccountswithjournalentriescannotbedeleted
Ifyouattempttodeleteanaccountwithazerobalance,butanerror
messageappears,thisindicatesthattheaccounthadactivityatsometime
inthecurrentorpreviousfinancialyear.Youcanonlydeleteazerobalance
accountifithashadnoactivityfortwofinancialyears.Ifyoudontwant
theaccounttoappearinyourAccountsList,selecttheInactiveAccount
optionintheProfileviewoftheAccountInformationwindowuntilyou
candeleteit.
To delete an account
2 Clickthezoomarrow ( )nexttotheaccountyouwanttodelete.
TheaccountdetailsaredisplayedintheAccountInformation
window.
3 GototheEditmenuandchooseDeleteAccount.
Deleting other records
Youcandelete:
acard,GSTcode,itemorjobthathasnotbeenusedina
transaction.Iftransactionsexist,youneedtodeletethe
transactionsbeforeyoucandeletetherecord.
acardthathasnotbeenusedinaquoteorrecurringtemplate
acardthatisnotlinkedtoajob
anitemthathasnotbeenusedinatransactioninthecurrent
financialyear
aGSTcodethathasnotbeenusedinatransactioninthecurrent
financialyear
aGSTcodethathasnotbeenusedtocreateaconsolidatedGST
code.
To delete other records
1 GototheListsmenuandchoosethelisttowhichtherecord
belongs.Forexample,ifyouaredeletinganitem,chooseItems;if
youaredeletingacard,chooseCards,andsoon.
2 Locatetherecordyouwanttodeleteandclickthezoomarrow ( )
nexttoit.TherecorddetailsappearintheInformationwindow.
3 GototheEditmenuandchooseDelete[...].Forexample,ifyouare
deletingacustomercard,chooseDeleteCard.
C O M B I N I N G R E C O R D S 7 5
Combining records
Insomesituationsyoumaywanttocombinetworecords.Forexample,
youmayhaverecordsinyourcardslistfortwosupplierswhohave
mergedtheiroperations.Oryoumayhaveseparateaccountsfortwo
departmentswhosesalesfiguresyounowwanttocombine.
Whenyoucombinetworecords,youidentifyoneastheprimaryrecord
andtheotherasthesecondaryrecord.Theprimaryrecordbecomes
theownerofallthetransactiondetails(transactions,jobs,history,and
soon)currentlylinkedtothesecondaryrecordandthesecondary
recordisdeleted.
NOTE : Historicalreports Whenyouviewhistoricalreportsfromthe
previousfinancialyear(forinstance,thepreviousfinancialyearsbalance
sheet),theprimaryaccountislistedshowingthecombinedaccount
balance.
Combining cards
Youcancombine:
customercards
suppliercards
personalcards.
Youcannotcombine:
employeecards
cardswithadifferenttype
cardswheretheprimarycardisinactive.
Whencardsarecombined,thenontransactioncardinformationfor
theprimarycardsuchascardname,addressandbuyingandselling
detailsisretainedasthedefaultinformationforthecombinedcard.
Thetransactiondetailsforthesecondarycardareaddedtotheprimary
card.Nontransactioninformationforthesecondarycardisdeleted.
To combine two cards
Listwindowappears.
2 Selecttheprimarycard.
3 ClickCombineCards.TheCombineCardswindowappears.
TheprimarycardappearsunderthePrimaryMoveall
transactionstolist.Ifyouwant,youcanchooseanotherprimary
cardfromthelist.
4 SelectthesecondarycardfromtheSecondaryRemoveall
transactionsfromlist.
CAUTION: Thenextactioncannotbeundone Beforecontinuing,
checkthatyouveselectedthecorrectcardstobecombined.Ifyou
combinethewrongcards,youwillhavetorestorethemfroma
backupandreentertransactionspostedtothosecardssincethe
backup.
5 ClickCombineCards.Aconfirmationwindowappears.
6 ClickOKtoconfirmyouwanttocombinethetwocards.
Combining accounts
Youcanonlycombineaccountsthatare:
accountsofthesameaccounttype(forexample,assetandexpense
accountscannotbecombined)and
detailaccounts.
Youcannotcombine:
headeraccounts
accountsthatarelinkedtootheraccounts.
Whenaccountsarecombined,thenontransactionaccount
informationfortheprimaryaccountsuchasaccountname,
descriptionandbankdetails(forbankingaccounts)isretainedasthe
defaultinformationforthecombinedaccount.Thetransactiondetails
andopeningbalanceofthesecondaryaccountareaddedtothe
primaryaccount.Nontransactioninformationforthesecondary
accountisdeleted.
NOTE : Budgetsandjobbudgetsnotcombined Budgetsandjob
budgetsforthesecondaryaccountarenotaddedtothebudgetsandjob
budgetsoftheprimaryaccount.Youwillhavetorevisethebudgetsand
jobbudgetsoftheprimaryaccountaftercombiningthem.
To combine two accounts
2 Selecttheprimaryaccount.Thisistheaccountthatthesecondary
accounttransactionhistoryandopeningbalancewillbe
transferredto.
3 ClickCombineAccounts.TheCombineAccountswindowappears.
TheprimaryaccountappearsunderthePrimaryMoveall
transactionstolist.Ifyouwant,youcanchooseadifferentprimary
accountfromthelist.
4 SelectthesecondaryaccountfromtheSecondaryRemoveall
transactionsfromlist.
CAUTION: Thenextactioncannotbeundone Beforecontinuing,
checkthatyouveselectedthecorrectaccountstobecombined.Ifyou
combinethewrongaccounts,youwillhavetorestorefromabackup
andreentertransactionspostedtotheaccountssincethebackup.
5 ClickCombineAccounts.Aconfirmationwindowappears.
6 ClickOKtoconfirmyouwanttocombinethetwoaccounts.
C U S T O M I S I N G R E C O R D S 7 7
Customising records
Customlistsandfieldsenableyoutorecordadditionalinformation
aboutyouritemsandcards.Thisinformationallowsyoutocustomise
thewayyouviewandsortcardanditemrecordsinreportsandlists.
Thissectiondescribeshowtocreatecustomlistsandfieldsforyour
items.Forinformationaboutcreatingcustomlistsandfieldsforcards,
seeGroupingyourcontactsonpage 120andCustomisingcardson
page 127.
Customising items
YourAccountRightsoftwareprovidesanumberofitemcustomisation
features:
Customfields Youcanensurethatcertaininformationisalways
recordedforanitem,suchasWarranty,SerialNumberandVoltage.
Usethesefieldsforinformationthatyoudontneedtouseas
reportfilters.
Forinformationaboutcreatingcustomfields,seeCreatingcustom
fieldsonpage 78.
Customlists Youcanusecustomliststosortandgroupyour
inventoryitems.Youcanthenrunreportsbasedonthecustom
lists.Forexample,ifyouarerunningatrailerrentalbusiness,you
mighthavecustomlistsofColour,TypeandLocation.Thismeans
youcouldrunareporttoincludeonlybluecagetrailersattheMain
Streetstation.
Forinformationaboutcreatingcustomlists,seeCreatingcustom
listsbelow.
Creating custom lists
Youcanusecustomliststosortandgroupyouritems.
AnexampleofacustomlistisColour,inwhichyoucreatelistentriesof
yellow,red,greenandblue.Whenyoucreateoredityouritems,you
canassignthemoneofthesecolours.Whenyourunaninventory
report,suchastheItemsListSummaryreport,youcanchooseto
includeonlyreditemsinthereport.
Youcancreateuptothreecustomlists.
1 GototheListsmenu,chooseCustomLists&FieldNames,and
appears.
2 Enternamesforeachofthethreecustomlistsintheappropriate
fieldsandclickOK.
TheselistnameswillnowappearontheItemsDetailstabofthe
ItemInformationwindow.
To create custom list entries
1 GototheListsmenu,chooseCustomLists,andthenclickItems.
TheCustomListswindowappears.
2 Selectthecustomlistforwhichyouwanttomakeentriesinthe
CustomListfield.
3 ClickNew.TheCustomListInformationwindowappears.Typethe
nameofthelistentry.Forexample,ifyouhaveacolourlist,you
wouldenteracolour,suchasPurple.
4 ClickOK.TheCustomListswindowreappearsshowingthelist
entry.
5 Repeatfromstep 3untilyouhavecreatedallyourlistentries.
6 ClickClosetoclosetheCustomListswindow.
To assign a custom list entry to an item
1 GototheListsmenuandchooseItems.TheItemsListwindow
appears.
2 Clickthezoomarrow( )totheleftoftheitem.TheItem
3 ClicktheItemDetailstab.
4 Selectthelistentryyourequirefromtheappropriatecustomlist.
5 ClickOK.
Custom lists and item reports
Youcanuseyourcustomlistsasreportfilters.Forexample,youcan
generateareporttoincludeonlythoseitemswithacertainlistentry,
suchasthecolourred.Formoreinformationonsettingreportfilters,
seeFilteringandsortingdatainareportonpage 93.
Printingcustomlistentriesoninvoices Youcancustomiseyour
invoicestoincludecustomlists.FormoreinformationseeCustomising
formsonpage 105.
Creating custom fields
Customfieldscanbeusedtorecordadditionalinformationaboutyour
items.ExamplesofcustomfieldsareWarranty,IDNo.and
Manufacturer.However,unlikecustomlists,customfieldscannotbe
usedtofilteritemreports.
Youcancreateuptothreecustomfields.
C U S T O M I S I N G R E C O R D S 7 9
To name a custom field
1 GototheListsmenuandchooseCustomLists&FieldNames,and
appears.
2 IntheNameofCustomFieldfields,typethefieldnamesandclick
OK.
ThesefieldnameswillappearontheItemDetailstaboftheItem
Informationwindowforallitems.
Printingcustomfieldentriesoninvoices Youcancustomiseyour
invoicestoincludecustomfields.Formoreinformationoncustomising
forms,seeCustomisingformsonpage 105.
Customising sales information lists
Youcancustomisethelistofcomments,shippingmethodsand
paymentmethodsthatyoucanchoosefromwhenenteringasale.
Todothis,gototheListsmenuandchooseSalesInformation,then
selectthesalesinformationlistyouwanttocustomise.
Youcan:
addarecordtothelistclickNewandenterthedetailsofthenew
listentry.
deleteanentryfromthelistgototheEditmenuandselect
Delete[...].
editanentryselecttherecordyouwanttoeditandclickEdit.
8 1
7 Transactions
Youcreateatransactionwhenyourecordentriessuchassalesinvoicesandcheques.
Youcanchange,deleteorreversetransactionsdependingonhowyourpreferencesaresetup.
Ifyouhavetransactionsthatneedtobeenteredperiodically,youcansetuprecurringtransactions.Youcanusetheserecurringtransactionstostoredetailsof
transactionsyourecordregularlyandtosetupreminderstorecordthem.Youcanalsochoosetorecordrecurringtransactionsautomaticallyontheirdue
date.
Finding a transaction
Thereareseveralwaystofindatransaction.Themethodyouuse
dependsontheinformationyouhaveathand.
To find a transaction using the Find Transactions
window
1 Fromanycommandcentre,clickFindTransactions.
2 IntheFindTransactionswindow,clicktheappropriatetabfor
example,theCardtabtosearchbycard.
Usethe... Tofind... See
Find
Transactions
window
journalentries,sales,cheques,deposits
andcustomerpayments.
below
SalesRegister transactionsrelatingtosales(suchasopen
andclosedinvoices),quotes,creditsand
returns.Thismethodismostusefulifyou
knowthetransactiondateorthe
customersname.
page 82
BankRegister SpendMoney,ReceivePaymentsand
ReceiveMoneytransactions.
page 82
Transaction
Journal
window
anytransactionbysourcejournal. page 82
Recurring
Transactions
Listwindow
recurringtransactions.Youcansort
transactionsbyname,type,orfrequency,
orsearchforatransactionbyname,
amount,ornextdue.
page 83
Usethe... Tofind... See
8 2 C H A P T E R 7 T R A N S A C T I O N S
3 FilteryoursearchusingtheSearchByanddaterangefields.For
example,tosearchforalltransactionsrecordedinAugust2011
relatingtoClear&BrightFilters,youwouldmakethefollowing
selectionsintheCardview.
4 Ifyouwanttonarrowyoursearchfurther:
a ClickAdvanced.TheAdvancedFilterswindowappears.
b Typeorselecttheadditionalsearchfilters,andclickOK.
Thetransactionsthatmatchyoursearchcriteriaappearinthe
Find Transactionswindow.Youcanviewatransactionindetailby
clickingthezoomarrow( )nexttoit.
To find a transaction using the Sales Register window
TheSalesRegisterwindowlistsallopenandclosedinvoices,quotes,
returnsandcredits.Youcanalsoviewalistofallsales,ifyouchoose.
2 Clickthetabofthesalescategoryyouwouldliketoviewfor
example,OpenInvoices.
3 [Optional]FilteryoursearchusingtheSearchbyanddaterange
fields.
ThetransactionsthatmatchyoursearchcriteriaappearintheSales
Registerwindow.Youcanviewatransactionindetailbyclicking
thezoom arrow( )nexttoit.
To find a transaction using the Bank Register window
YoucanusetheBankRegisterwindowtofindSpendMoney,Receive
PaymentsandReceiveMoneytransactions.
2 Typeorselectthebank,creditcardorpettycashaccountyouused
forthetransactionintheAccountfield.
3 IntheDatedFromandTofields,enterthedaterangeduringwhich
thetransactionwasrecorded.Thetransactionsthatmatchyour
searchcriteriaappearintheBankRegisterwindow.
4 Ifyouwanttoviewatransactionindetail,clickthezoomarrow( )
nexttothetransaction.
To find a transaction using the Transaction Journal
window
TheTransactionJournalwindowgroupsallyouraccountingentries
intooneoffourjournals:general,disbursements,receiptsandsales.It
alsoenablesyoutodisplayalltransactions.
1 ClickTransactionJournalfromanycommandcentre.The
TransactionJournalwindowappears.
C H A N G I N G O R D E L E T I N G A T R A N S A C T I O N 8 3
2 Clicktheappropriatetabforexample,theSalestabtofindasales
invoice,theDisbursementstabtofindapaymentandsoon.
3 IntheDatedFromandTofields,enterthedaterangewithinwhich
thetransactionwasrecorded.Alltransactionsbetween(and
occurringon)thesedateswillbelisted.
4 IfyouwanttosearchforarangeofjournalIDnumbers,enterthe
rangeintheIDFromandTofields.AlltransactionswithIDs
between(andmatching)thesenumberswillbelisted.
5 Toopenthetransactioninitsoriginalwindow,clickthezoom
arrow ( )totheleftofthejournalentry.
To find a recurring transaction
1 GototheListsmenuandchooseRecurringTransactions.The
RecurringTransactionsListwindowappears.
2 Locatetherecurringtransaction.Youcan:
sortthetransactionsbyname,typeorfrequency
searchforatransactionbyname,amountorduedate.
Formoreinformationonchangingthedetailsofarecurring
transaction,seeRecurringtransactionsonpage 86.
Changing or deleting a transaction
Ifyouarepartwaythroughenteringatransaction,youcaneraseitand
startagainbychoosingErasefromtheEditmenu.
Sometimes,however,youmayneedtomakechangestoordeletea
transactionyouhavealreadyrecorded.Atransactioncanonlybe
changedordeleted:
ifitischangeable.Achangeabletransactionisidentifiedbyablue
zoomarrow( )nexttoit.
Tocheckifyourtransactionsarechangeable,makesurethe
TransactionsCANTbeChanged;TheyMustbeReversedoptionis
deselectedintheSecurityviewofthePreferenceswindow.Note
thatwhenyoucreateyourcompanyfile,thispreferenceisnot
selected.
Ifyouwanttomaintainastrictaudittrail,youshouldconsider
makingyourtransactionsunchangeablebysettingthispreference.
Anunchangeabletransactionisidentifiedbyagreyzoomarrow
( )nexttoit.
ifitisnotdatedwithinalockedperiod.
Lockperiodspreventyoufrominadvertentlymakinganentryina
periodinwhichyoudontwantnewentries.Forexample,afteryou
havecompletedendofmonthreportsforJanuary,youmightlock
theperiodsothatthebalancesforthatmonthcannotbechanged.
Ifyouwanttochangeatransactioninalockedperiod,youneedto
unlocktheperiodfirst.
Changing a transaction
Beforechangingatransaction,notethefollowing:
Sometransactionscannotbechanged Youcannotchangearefund
chequeorabankdepositonceithasbeenrecorded.Youcanonly
deleteorreversethesetransactions.Formoreinformation,see
Reversingatransactiononpage 85.
Somefieldscannotbeedited IfyouarechangingaReceive
PaymentstransactiononlytheAccount,Date,Memoandtransaction
IDfieldscanbeedited.Youcannotchangethetransactionamount.
To change a transaction
1 Findanddisplaythetransactioninitsoriginaltransactionwindow.
Formoreinformation,seeFindingatransactiononpage 81.
2 MakethenecessarychangestothetransactionandthenclickOK.
Deleting a transaction
Whenyoudeleteatransaction,itispermanentlyremovedfromyour
records.Notethefollowingwhendeletingatransaction:
Sales Youcanonlydeleteasalethatdoesnothaveapaymentapplied
toit.Ifyouhaverecordedapaymentforasale,youmustfirstdelete
thepaymentandthendeletethetransaction.Anydiscountsthathave
beengivenmustalsobedeletedbeforethetransactioncanbedeleted.
Ifyouappliedacreditnotetowardsasale,youmustdeletethecredit
beforeyoucandeletethesale.
Groupedreceiptsthathavebeendeposited Ifyouwanttodeletean
individualreceiptthatwasrecordedaspartofabankdepositof
receiptsgroupedintheundepositedfundsaccount,youmustfirst
deletethebankdeposit.Whenyoudeleteabankdeposit,allofthe
cashreceiptsincludedinthebankdepositarereturnedtothePrepare
BankDepositwindow.Youcanthendeletetherequiredreceiptfrom
thiswindow.
Reconciledtransactions Ifyoudeleteareconciledtransaction,your
bankreconciliationwillbeoutofbalance.Ifyouwanttoreversea
reconciledtransaction,youneedtoundothebankreconciliationfirst,
thenreversetheentryandrereconciletheaccount.SeeUndoingan
accountreconciliation,onpage 50.
GSTreporting IfyoudeleteatransactionfromapriorGSTreporting
period,yourGSTreportedforthatperiodmaybeaffected.
To delete a transaction
1 Findanddisplaythetransactioninitsoriginaltransactionwindow.
Formoreinformation,seeFindingatransactiononpage 81.
2 GototheEditmenuandchooseDelete[...].Forexample,ifyou
wanttodeleteasale,chooseDeleteSale.Thetransactionwillbe
removedpermanentlyfromyourrecords.
R E V E R S I N G A T R A N S A C T I O N 8 5
Reversing a transaction
Ifyouraccountantwantsyoutomaintainastrictrecordofallyour
accountingentries,youshouldreverseatransactionratherthan
changeordeleteit.
Areversaltransactionisanewtransactionthatreplicatestheoriginal
transaction,butwithdebitamountsshownascreditamountsandvice
versa.Afterpostingareversaltransaction,youhavetwotransactions
(theoriginalandthereversal),buttheaccountbalancesappearasif
theoriginaltransactionwasneverposted.
Areversaltransactionisautomaticallypostedtothesameaccountfor
thesameamountastheoriginaltransaction.Youcannotchangethe
amountoraccountofareversaltransaction.
Beforeyoucanreverseatransaction Youcanonlyreversea
transactionifitisunchangeable.Anunchangeabletransactionis
identifiedbyagreyzoomarrow ( )nexttoit.Tomakeyour
transactionsunchangeable,selecttheTransactionsCAN'Tbe
Changed;TheyMustbeReversedoptionontheSecuritytabviewof
thePreferenceswindow.Youcanchangethisoptionatanytime.
Reversingatransactioncanaffectclosedperiods Whenyoureverse
atransaction,beawareofthetransactiondateyouenter:
Ifyouusethecurrentdatewhenyoureverseatransactionfroma
priormonth,themonthendfinancialsforthepriormonthwillnot
reflectthereversaltransaction.
Ifyouusetheoriginaldateforthereversaltransaction,yourprior
monthsfinancialsshouldbereprintedbecausetheywillhave
changed.
IftheoriginaltransactiondatefallsinapriorGSTperiod,recording
thetransactionontheoriginaldatemayaffecttheGSTreportable
inthatperiod.
Customerpayments Ifanearlypaymentdiscountwasappliedtoa
sale,youalsoneedtoreversethecredityoucreatedforthediscount.
Forinformationabouthowtofindatransaction,seeFindinga
transactiononpage 81.
To reverse a transaction
1 Findthetransactionyouwanttoreverse.SeeFindinga
transactiononpage 81forinstructions.
2 GototheEditmenuandchooseReverse[...].Forexample,ifyou
wanttoreverseasale,chooseReverseSale.Anewtransaction
containingcorrespondingnegativeamountstothatoftheoriginal
transactionappears.
3 Ifyouwant,alterthedateandmemo.Notethatyoucantchange
theaccountsandamounts.
TIP : Recaptransaction Beforeyourecordthistransaction,youcan
usetherecaptransactionfeaturetoviewthejournalentriesthatwill
becreatedwhenthetransactionisrecorded.Torecap,chooseRecap
TransactionfromtheEditmenu.
4 ClickRecordReversaltorecordthereversaltransaction.The
transactionisreversedandallaccountbalancesarereturnedto
theirpreviouslevels.
Recurring transactions
Ifyouhaveatransactionthatyourecordregularlyforexample,arent
chequeyoucansetthemupasrecurringtransactionsandsavethem
forfutureuse.
Whenyousavearecurringtransaction,youcanspecifyhowoftenyou
wantthetransactiontoberecorded,andforhowlongyouwantto
scheduleit.Forexample,youcanscheduleyourcarpaymentsmonthly,
forthenext22months.
Ifthetransactiondetailsarethesameeachtimesuchasarent
payment,youcansetuparecurringtransactiontorecord
automatically.Oryoucanopenthetransactionasrequired,alterthe
details(forexample,ifyoumakeregularsalestoacustomerandvary
theitems),andthenrecordthetransaction.
Youcanmakethefollowingtransactionsrecurring:sales,Spend
Money,ReceiveMoney,andgeneraljournalentries.
Setting up recurring transactions
Youcancreatearecurringtransactioninatransactionwindow,orcopy
anexistingrecurringtransactiontocreateanewone.Lateron,youcan
changedetailsofarecurringtransaction,ordeleteoneifitisnolonger
used.
To create a recurring transaction
Whenyoucreatearecurringtransaction,youcanselecthowoftenyou
wantthetransactiontoberecorded,andforhowlongyouwantto
scheduleit.Forexample,youcanscheduleyourcarpaymentsmonthly,
forthenext22months.
1 Enterthetransactiondetailsinatransactionwindowsuchasthe
Saleswindowifyoumakeregularsalestoacustomer.
2 ClickSaveasRecurring(insteadofclickingRecord).TheRecurring
ScheduleInformationwindowappears.
3 IntheRecurringTransactionNamefield,typeanametoidentify
thetransaction.
Ifyouwantto... see
Createarecurringtransaction below
Createarecurringtransactionfromanexistingentry page 88
Editarecurringtransaction page 88
Deletearecurringtransaction page 89
Recordarecurringtransactionfromatransactionwindow page 89
Recordmultiplerecurringtransactions page 90
R E C U R R I N G T R A N S A C T I O N S 8 7
Schedule the transaction
4 FromtheFrequencylistselectthetransactionfrequency.
TIP : Recurringtransactionreports Ifyouspecifythefrequency
andareminderdateforthetransaction,youcanusetheRecurring
Transactionsreportstokeeptrackofthetransactionsyouneedto
enter.
5 IntheStartingonfield,typeorselectthedatethetransactionis
firstdue.
NOTE : Predatedrecurringtransactions Youcansavearecurring
transactionwithastartdatepriortothesystemdate,providedthe
dateenterediswithinthecurrentfinancialyearandisnotinalocked
period.
6 Indicatehowlongyouwanttherecurringtransactiontocontinue.
Specify an alert option
7 IntheAlertssectionofthewindow,youcansetareminderto
recordthetransaction,orsetforanautomaticrecordingofthe
transactionandreceivinganotificationwhenthetransactionis
recorded.
NOTE : Predatedrecurringtransactionscannotberecorded
automatically Ifyouenteredapredatedrecurringtransactionand
yousetareminderdate,thetransactionwilldisplayasoverdueonthe
ToDoList.Predatedrecurringtransactionscannotbesettobe
recordedautomatically.
Select the transaction ID
8 IntheTransactionsection,selecthowyouwantthetransactionID
numbertobecreated:
IfyouwantthetransactionIDnumbertobeonegreaterthan
theprevioustransactionID,clickUsethenextsequential
numberasthe[...]No.
IfyouwanttouseaspecifictransactionID,clickUsethe
followingasthe[...]No,thentypethetransactionIDinthe
adjacentfield.
9 Ifyouwanttosaveyourchangestotherecurringtransactioneach
timeitisrecorded,selecttheSavemychangeswhenIrecordthis
recurringtransactionoption.
10 ClickOK.Thetransactionwindowappears.
11 ClickRecordtorecordthetransactionshowingorclickCancelto
closethetransactionwindow.Thenewrecurringtransactionwill
nowappearintheRecurringTransactionsListwindow.SeeTofind
arecurringtransactiononpage 83.
Ifyouwantto... then...
schedulethetransaction
foranunlimitedperiod
SelectContinueindefinitely.
untilasetdate
SelectContinueuntilthisdateandtype
thedateintheadjacentfield.
forasetnumberoftimes
SelectPerformthis#oftimesandtypethe
numberoftimesintheadjacentfield.
Ifyouwantto... then...
setareminder 1 ClickRemind.
2 Selectareminderoptionfromthetorecord
thistransactionlist.
3 IfyouselectedNo.daysinadvance,typethe
numberofdaysintheadjacentfield.
4 Selecttheuserwhoneedstobereminded
fromthelistadjacenttotheoption.
5 Continuewithstep 8below.
automatically
recordthe
transaction
1 ClickAutomaticallyrecordthistransaction
whendueandnotify.
2 Selecttheuserwhoneedstobenotified
fromthelistadjacenttotheoption.
To create a recurring transaction from an existing entry
Youcancreatearecurringtransactionbycopyinganexistingrecurring
transactionentry,thencustomisingthedetailsforthenewone.
2 SelecttherecurringtransactionyouwanttocopyandclickCreate
Copy.TheCreateCopywindowappears.
3 IntheCardfield,clickthesearchbutton( ).
TheSelectfromListwindowappearslistingonlycardtypes
relevanttothetypeofrecurringtransactionyouarecopying.For
example,asalestransactioncanonlybeappliedtoyourcustomer
cards.
4 Selectthecardsyouwanttocreateacopyfor:
ifyouwanttoselectallthecards,clicktheiconabovetheselect
column( )
ifyouonlywanttoselectsomecards,clickintheselectcolumn
nexttoeachcardrequired.
5 ClickOKwhenyouvefinishedselectingfromthelist.TheCreate
Copywindowreappears.
6 ClickSave.
7 Ifyouneedtochangethescheduledetailsorthenameofanew
recurringtransaction:
a Selecttherecurringtransaction.
b ClickEditSchedule.TheRecurringScheduleInformation
windowappears.
c MakeyourchangesandclickOK.
8 ClickClose.
To edit a recurring transaction
Afteryouvecreatedarecurringtransaction,youcaneditthedetails
(suchasthechequedetailsofaSpendMoneytransaction)oreditthe
schedule.
2 Ifyouwanttochangetherecurringtransactiondetails:
a SelecttherecurringtransactionandclickEdit.Thetransaction
windowappearsfortheselectedtypeofrecurringtransaction.
b Makethenecessarychanges.
c ClickSave.
Ifyouselected... Then...
Onecard Thetransactionwindowforthenewrecurring
transactionappears.Youcaneditthetransaction
detailsifrequired.
ClickSave.TheRecurringTransactionsList
windowappears.
Morethanonecard TheRecurringTransactionsListwindowlistsall
yourrecurringtransactions.Eachnew
transactionhasauniquenametheoriginal
namesuffixedbythenameoftherelevantcard.
R E C U R R I N G T R A N S A C T I O N S 8 9
3 Ifyouwanttochangethescheduleoftherecurringtransaction:
a SelecttherecurringtransactionandclickEditSchedule.The
RecurringScheduleInformationwindowappears.
b Changetheschedulingdetailsofthetransactionasrequired.
c ClickOK.
4 ClickClose.
To delete a recurring transaction
Deletingarecurringtransactiononlyremovesitfromyourlistof
recurringtransactions.Transactionsrecordedpreviously,usingthis
recurringtransactionasatemplate,arenotaffected.
2 Selecttherecurringtransactionyouwanttodeleteandclick
Delete.Aninformationmessageappearsexplainingthatthisaction
willnotdeleteanyrecordedtransactionsbasedonthistransaction
template.
3 ClickOKtodeletetherecurringtransaction.
Recording recurring transactions
Forrecurringtransactionsthatarenotsetuptorecordautomatically,
youneedtodecidewhentorecordthem.Youcan:
recordasinglerecurringtransactionfromatransaction
windowseebelow
recordseveraltransactionsatthesametimeseepage 90.
Youcanalsorecordarecurringtransaction:
intheReminderswindow(ifyouusetheremindersoption)see
Remindersonpage 90.
intheRecurringTransactionsListwindowbygoingtotheLists
menuandchoosingRecurringTransactions.
To record a recurring transaction from a transaction
window
1 Openthetransactionwindowfortherecurringtransactionyou
wanttouse.Forexample,opentheSaleswindowifyouare
recordingarecurringsalestransaction.
2 ClickUseRecurring.TheSelectaRecurringTransactionwindow
appearslistingonlyrecurringtransactionsforthistypeof
transaction.
3 ChoosetherecurringtransactionfromthelistandthenclickSelect.
Thetransactionappears.
4 Ifnecessary,changethedate,amount,accountandotherdetails.
5 ClickRecord.
To record multiple recurring transactions
1 Fromanycommandcentre,clickToDoList.TheToDoListwindow
appears.
2 ClicktheappropriatetabRecurringSales,orRecurring
Transactions(forallotherrecurringtransactions).
Inthelistofrecurringtransactionsthatappears,youcanclickthe
zoomarrow ( )totheleftofatransactiontoviewitindetail.
3 Clickintheselectcolumn( )nexttoanyrecurringtransactions
youwanttorecord.
4 ClickRecord.Awindowappearsrequiringyoutoenteradatefor
theselectedtransactions.Thisisthedatethatthetransactionswill
berecordedinyourjournals.
5 EnteradateandclickOK.
Reminders
Youcanchoosetoberemindedon,orbefore,thescheduleddateofa
recurringtransactionseeSpecifyanalertoptiononpage 87.Ifyou
usethisoption,theReminderswindowappearswhenyouopenyour
companyfile,whenarecurringtransactionisdue(oroverdue).
Theoptionsavailableinthiswindowdependonthestatusofthe
selectedrecurringtransaction(ifmorethanoneisshowing).For
example,iftheselectedtransactionhasaduedateoftodayoris
overdue,theRemindTomorrowandRemindWhenDuebuttonsare
notavailable.
Thereminderoptionsareoutlinedbelow.
Click... If...
SkipThisPeriod Youdontwanttorecordthetransactionthisperiod.
Thereminderisremovedfromthelist.
RemindTomorrow Youdontwanttorecordthetransactiontoday,but
wanttoberemindedtomorrow.
RemindWhenDue Youdontwanttorecordthetransactiontoday,but
wanttoberemindedwhenthetransactionisnextdue.
Record Youwanttorecordthetransactionnow.
9 1
8 Reports
Therearemanyreportsthatcanhelpyoumonitoryourbusiness.Ifthedefaultsetofreportsdonotmeetyourneeds,youcandesigncustomreportswiththe
informationandappearanceyouwant,thensavethesecustomreportstoreusewhenrequired.
Producing reports
Whenyoupreparereports,youcaneasilymodifytheformat,content
andappearanceofareport,andexportittoadifferentformat.Youcan
alsocreatecustomisedreportsthatsuitthespecificneedsofyour
businessandsavethemforfutureuse.
Displaying a report
2 Clickthetabcorrespondingtothetypeofreportyouwantto
display.Alistofreportheadingsappears.
3 Clicktherequiredreportgroupandthenclickthereportyouwant
todisplay.
4 Enterorselectthedaterangeorperiodforwhichyouwanttoview
thereport.Notethatthisoptionisnotavailableforsomereports.
5 ClickDisplay.TheReportwindowappears.
6 Ifyouwanttofilterormodifythereport,clicktheappropriatetab
ofthewindow.Eachtabshowscustomisationoptions.
Fordetailedinformationaboutmodifyingreports,see
Customisingreportsonpage 93.
7 GotoPrinting,savingandsendingareportonpage 92.
Ifyouwantto... See
viewareport below
print,sendorsaveareport page 92
saveareportinanotherfileformat page 92
A ClicktheFilterstabtosortandfiltertheinformationthatappearson
thereport.SeeFilteringandsortingdatainareportonpage 93.
B ClicktheInsert/Modifytabtoaddorremovereportfields,inserta
pictureorincludeadditionaltext.SeeCustomisingreportson
page 93.
B
A
9 2 C H A P T E R 8 R E P O R T S
Printing, saving and sending a report
1 Withthereportdisplayed,clickthePrintPreviewtabandselect
optionsforhowthereportwillappearwhenprinted.
2 GototheFilemenuandchooseaprinting,savingorsending
option.
Printingandsendingshortcuts Inthetoolbaratthetopofthemain
Reportwindow,clickthePrinticon( )toprintthereport,orclickthe
saveicon( )tosavethereportasacustomreport.
Saving reports in other formats
Youcansavereportsinvariousfileformatssothattheycanbeviewed
andeditedinotherprograms.
1 Displaythereportyouwanttosave.Formoreinformation,see
Displayingareportonpage 91.
2 GototheFilemenuandclickExportandSend,thenclickExport.A
listoffileformatoptionsappearsintherightsideofthewindow.
3 Clickafileformatoption:
A Selectthemargins,pageorientationandpagesize.
B Toscalethesizeofthereport,enterapercentagevalueintheScale
field.Tofitthereporttothepagewidth,clickShrinkOnePage.
C Selecthowthereportappearsonscreenwhileyouarepreviewingit.
A ClickExportandSendtoexportthereporttoadifferentformat(such
asExcel),orsendthereportviaemail.Fordetailedinformation
abouttheseoptions,seeSavingreportsinotherformatsbelow.
B ClickSaveAstosavethereportasacustomreport.Formore
information,seeSavingcustomreportsonpage 99.
C ClickPrinttoprintthereport.
B A C
B
A
C
Fileformat Description
PDF(Portable
DocumentFormat)
IfyousaveareportasaPDFfile,thepersonwho
receivesthereportmusthaveaPDFviewer,
suchasAdobeReader,toviewthereport.
MicrosoftExcel
document
IfyousavethereportasanExceldocument,the
personwhoreceivesthedocumentmusthavea
programthatcanopenMicrosoftExcel
spreadsheets,toviewthedocument.
TSV(tabseparated
values).txtfile
Whenyousaveareportusingtabseparated
values,fieldsinthereportareseparatedbytab
characters.Thefileisthensavedasa.txtfile,
whichcanbeopenedbymostwordprocessor
andspreadsheetprograms.
CSV
(commaseparated
values).txtfile
Whenyousaveareportusingcommaseparated
values,fieldsinthereportareseparatedby
commas.Thefileisthensavedasa.txtfile,
whichcanbeopenedbymostwordprocessors
andspreadsheetprograms.
XPS(XMLPaper
Specification)
YoucanviewXPSfilesinWindowsusingInternet
Explorer7or8.
C U S T O M I S I N G R E P O R T S 9 3
Dependingonthereportformatyouchose:
theExportReportAswindowappears.Specifythefilename
andlocation,andthenclickSave.
thereportisdisplayedintheselectedprogram(suchas
Excel).Savethereportintheprogramasyounormallywould.
Customising reports
Youcaneasilychangethelookandcontentofreports.Forexample,
youcanfilterthetypeofinformationthatappears,addadditional
columnsandchangetheappearance.
Youcancustomiseareportforonceoffuseandprintitimmediately,or
ifyouwanttoretainareportsmodifications,youcansaveitasa
customreport.
Whenyousaveacustomreport,itappearsintheMyCustomReports
taboftheIndextoReportswindow.SeeSavingcustomreportson
page 99.
Thereareanumberofcustomisationtasksyoucanperform.
Filtering and sorting data in a report
Youcancustomisetheinformationthatappearsinyourreportsby
specifyingtherangeofdatathatyouwanttoinclude,andbyapplying
reportfilters.For example,ifyouwanttoprintaCustomerPayments
(ClosedInvoices)reportforasinglecustomerforthemonthsMayto
July,youcanusefilterstoselectjustthatcustomerandjustthose
months.
Onceyoufilterthedata,youcanthenselectandsortthecontentofthe
report.Forexample,ifyouwantthereporttoshowtheoriginal
purchaseordernumberusedbythecustomer,youcanchoosetoshow
thisdataaswell.
To set report filters
1 Openthereportyouwanttoview.SeeDisplayingareporton
page 91.
2 ClicktheFilterstab.Theoptionsthatappeardependonthereport
beingcustomised.
Notethatdatefiltersareunavailableforsomereports.
Task See
Filteringandsortingdatainareport below
Addingtextandgraphicstoareport page 95
Changingthereportbackground page 97
Savingcustomreports page 99
3 IntheRefinementssection,selectvaluesforthevariousfilters.The
examplebelowshowstheoptionsavailablefortheItemList
[Summary]report.
4 Ifyouwanttoapplymorefilteringoptions,clickAdditionalFilters.
TheAdditionalFilterswindowappears.
Notethattheoptionsavailableinthiswindowdependonthe
reportyouareviewing.
5 Foreachfilteryouwanttoapplytothereport:
a Clickthetabforthetypeofrecordyouwanttofilterthereport
by.
b Selectthevaluesforanyfiltersyouwanttoapply.
c ClickOK.TheReportswindowreappears.ClickRefreshReport
toapplythenewfiltersettings.
6 Ifyouwanttoincludethelistofreportfiltersusedonthereport:
a ClickFieldsintheInsert/Modifytab.TheInsert/RemoveFields
windowappears.
b SelecttheFilters/RefinementsoptionandclickOK.Thereport
filtersappearinthereportfooter.
To add report data
1 ClicktheInsert/Modifytab.
2 ClickShow/Hide.TheShow/HideColumnswindowappears.
3 Ifyouwantto:
addacolumntoyourreport,selectitintheAvailablecolumns
listandclickShow.
removeacolumnfromyourreport,selectitintheColumnsin
yourreportlistandclickHide.
4 ClickOK.Yourselectionsaredisplayedonthereport.
A ClickRefreshReporttoapplyfilterchanges.
B ClickSorttosorttheorderofinformationinthereport.Formore
information,seeTosortreportdataonpage 95.
C Selectvaluesforfilterstolimitthedatathatwillbeincludedinthe
report.Dependingonthereportyouareproducing,youmaybeable
tofilterbycardtype,customlists,taxcodes,amounts,etc.
D ClickAdditionalFilterstosetfilteringoptionsthatarenotvisiblein
thetab.Seestep 4below.
E ClickResetFilterstoreturnallfilterstotheirdefaultvalues.
A B C D E
To change the column order
Ifyouwanttochangethecolumnorder,dooneofthefollowing:
Clickonacolumnheading,holdthemousebuttondownand
dragthecolumntoanewposition.
ClickOrderintheInsert/Modifytabandinthewindowthat
appears,selectthecolumnheadingyouwanttoreorderand
thenclicktheupanddownarrowstochangethecolumnorder.
To sort report data
Therearetwomainoptionsforsortingreportdata.
Option 1Sort the column information
1 Ifyouwanttosorttheinformationorderinthereport,clickona
columnheadertosortthereportinformationbythevaluesinthat
column.
Forexample,tosortareportbyaccountbalance,clicktheCurrent
Balancecolumnheading.
2 Clickthecolumnheaderagaintoreversethesortingorder.
Option 2Use sorting filters
3 ClicktheFilterstab,thenclickSort.TheSortwindowappears.
a IntheSortbyfield,selectthecolumnyouwanttosortthe
reportby,thenselectwhichorderyouwanttosortthat
informationin.
Forexample,tosortareportalphabetically,bycustomername,
selectCustomer,thenselectAscendingintheadjacentfield.
b Ifyouwanttoaddadditionalsortinglevels,clickAddSortLevel,
thenselectthetypeofinformationyouwanttosortbyandthe
orderyouwanttosortitin.
Forexample,ifthereportwassortedalphabeticallybycustomer,
andyouwantedtosorteachcustomerbyamountdue,youwould
selectCustomerintheSortbyfield,thenAmountDueinthe
Thenbyfield.
4 ClickOK.Thereportissortedinthespecifiedorder.
Adding text and graphics to a report
Youcanrefinetheappearanceofyourreportsbyaddingelementssuch
astextboxes,graphicsanddatafields.
To add a data field
Datafieldscontainprespecifieddata,suchasyourcompanynameor
youraddress.
1 IntheReportwindow,clicktheInsert/Modifytab.
2 ClickFields.TheInsert/RemoveFieldswindowappears.
3 Selectthefieldsyouwanttoappearinyourreport,thenclickOK.
To add a text box
Textboxesarefieldsthatcontaintextyouenteryourself.
2 ClickTextBox.
3 Clickanddragthemousecursorintheareaofthereportyouwant
thetextboxtoappear.
4 Doubleclickinthetextboxandtypethetextyouwanttoappear
onyourreport.
5 Ifyouneedtorepositionorresizetheelement,seeTomove,resize
orrotateanelementonpage 97.
To format text in text boxes and data fields
2 Clicktoselectthefieldcontainingthetextyouwanttoformat.
3 UsetheoptionsintheFieldPropertiessectiontoselectthe
requiredfont,size,alignment,styleandcolourforthetextinthe
field.
To add a shape or line
2 ClicktheShapes/Linesbuttonandselectthetypeofshapeorline
youwanttoaddtoyourreport.
3 Clickanddragthemousecursorovertheareaofthereportwhere
youwanttheselectedshapetoappear.
To add a picture or logo
2 ClickPicture.
3 Locateandselectthepicturefile(bmp,jpg,gif,pngortif)andclick
Open.Thepictureappearsinthereport.
Changing the report background
Youcanchangethecolourofareportbackgroundandinsert
watermarks.
1 Displaythereport.
2 IntheReportswindow,clicktheInsert/Modifytab.
3 Ifyouwanttochangethepagecolour,clickPageColourandselect
therequiredbackgroundcolour.
4 Ifyouwanttoaddawatermark,clickWatermarkandchooseone
ofthepredefinedwatermarks,orselectCustomWatermark.
5 Ifyouareaddingacustomwatermark,chooseapictureorenter
thewatermarktextandselecttherequiredformattingoptions.
6 ClickOK.
Common commands for editing report
elements
Youcanmodifyelementsyouhaveaddedtoareport,suchasshapes,
textboxesandimages,usingtheoptionsintheInsert/Modifytab.The
followingproceduresdescribesomeoftheoptions.
To format an element
1 Selecttheelementyouwanttoformat.
2 UsetheoptionsintheFieldPropertiessectiontoselectthe
requiredbackgroundcolourandbordercolourfortheelement.
Dependingontheelementyouselect,differentoptionsmaybe
available.
To move, resize or rotate an element
1 Clicktoselecttheelementyouwanttoedit.
2 Movetheelementbyclickinganddraggingittoanewpositionon
yourreport.
Youcanalsosettheelementspositionmanuallybyentering
coordinatesinthePlacementfieldsintheInsert/Modifytab.
3 Changetheelementssizebyclickinganddraggingtheanchor
pointsonthecornersoftheelement.
4 Rotatetheshapebyclickingthetopanchorpointanddraggingthe
cursor.Theelementisrotatedaroundoneofitscorners.
To arrange elements
1 Clicktheelementoncetoselectit.
2 ClickArrangeandthenchooseanoption.
To align elements
1 Selecttheelementsyouwanttoalign.Todothis,holddownthe
CTRLkeyonyourkeyboardandclickeachelement.
2 ClickAlignandthenchooseanalignmentoption.
To cut, copy or paste elements
1 Selecttheelementanddooneofthefollowingtocopyorcut:
UsetheclipboardbuttonsintheInsert/Modifytabtocut,copy
andpaste.
RightmouseclickandchooseCutorCopy.
2 Clickontheareaofthereportwhereyouwanttopastethe
element,theneither:
UsetheclipboardbuttonsintheInsert/Modifytabtopaste.
RightmouseclickandchoosePaste.
To delete an element
Selecttheelementanddooneofthefollowing:
pressDELETEonyourkeyboard.
rightmouseclickandchooseDelete.
To undo changes
Toundothelastchangeyoumadetothecurrentreport,clickthe
undobutton( ).
Saving custom reports
Ifyouplantouseareportsfilteringoptionsandformatagain,youcan
customisethereportonce,savethechangesandthenreusethe
reportwheneveryouwant.Oncesaved,youcanaccessyourcustom
reportfromtheMyCustomReportstabintheIndextoReports
window.
1 Withthereportdisplayed,clickthesaveicon( )atthetopofthe
window.TheSavereportaswindowappears.
2 Enteranameandabriefdescriptionofthecustomreport.
3 ClickSave.
NotethatthereportyouhavejustsavedisnowlistedintheMy
CustomReportstaboftheIndextoReportswindow.Youcanrun
thereportagainbyselectingitfromtheMyCustomReportstab.
Deletingacustomreport Ifyouwanttoremoveacustomreport,
selectthereportintheMyCustomReportstaboftheIndextoReports
windowandclickthedeleteicon( ).
1 0 0 C H A P T E R 8 R E P O R T S
1 0 1
9 Forms
Youcanprintallthestandardbusinessformsyousendtocustomersandothercontacts:quotations,invoices,shippinglabels,statementscheques,remittance
advices,receiptsandmailinglabels.Youcancustomisealloftheseformstosuittheneedsofyourbusiness.
Formscanbeprintedoremailedindividuallyasyoucompleteatransaction(forexample,aninvoiceforacashsale),orsentlater,inbatches.
Finding forms
Formsareaccessedfromthecommandcentreoftheassociated
transaction.Forexample,salesformscanbeaccessedfromtheSales
commandcentre.
To find forms
1 Gototheappropriatecommandcentre,forexample,Salesfor
invoiceforms.
2 Findthetypeofformyouwantandclicktherelevantcommand
centrefunction.Seethefollowingtable:
Command
Centre
TypeofForm Function
Banking Cheques PrintCheques
Receipts PrintReceipts
RemittanceAdvices Print/EmailRemittance
Advices
Sales Invoiceforms Print/EmailInvoices
Shippinglabels Print/EmailInvoices
Statements Print/EmailStatements
Receipts PrintReceipts
CardFile Mailinglabels PrintMailingLabels
Personalisedletters CreatePersonalised
Letters
Command
Centre
TypeofForm Function
1 0 2 C H A P T E R 9 F O R M S
Sending forms
Youcansendformswhenyourecordatransaction,orlater,inabatch.
Sending forms when you record a
transaction
Youcanprint,emailorsaveformsasyouenteratransaction.
To print a form
1 Inthetransactionwindow(forexample,theSaleswindow),click
Print.Alistofprintoptionsappears.
2 Chooseaprintoption:
DefaultformIfyouhavespecifiedadefaultforminthe
customerorsuppliercard,thisformappearsasanoption.
Otherwise,thePrePrinted[]optionappears.
SelectAnotherFormClicktochooseadifferentformora
customisedformfromalist.
PreviewPreviewtheforminanewwindow.
Notethatthetransactionwillberecordedbeforetheformis
printed.
To email or save a form
1 Inthetransactionwindow(forexample,theSaleswindow),click
SendTo.Alistofsendingoptionsappears.
2 Chooseasendingoption:
EmailSendtheformasaPDFattachmentbyemail.
DiskSavetheformtoyourcomputerorremovablemediaasa
PDF.
Notethatthetransactionwillberecordedbeforetheformissent.
TIP : Automaticallyprint,emailorsave Youcansetupyour
preferencessothatyoucanautomaticallyprint,emailorsavesaleswhen
yourecordthem.Todothis,selecttherequiredoptionintheSalestabof
thePreferenceswindow.
Sending forms in a batch
Insteadofprintingeachforminthetransactionwindowwhenyou
recordit,youcanselecttoprintoremailtheformslater,inabatch.
Todothis,selectTobeEmailed,TobePrintedorTobePrintedand
Emailedinthe[]DeliveryStatusfieldinatransactionwindow.
Forexample:
Saleswindow
S E N D I N G F O R M S 1 0 3
SpendMoneywindow
Afteryouhavecompletedanumberoftransactions,say,theinvoices
fortheday,youcanprintoremailatransactionbatch.Youalsocan
choosewhichformstoprintbyapplyingselectioncriteria.Forexample,
youcanchoosetoprintcustomerstatementsonlyifthebalanceofthe
customersaccountisnotzero.
To send forms in a batch
1 Clickthecommandcentrefunctionfortheformsyouwanttosend.
Forexample,ifyouwanttosendsalesinvoices,gototheSales
commandcentreandclickPrint/EmailInvoices.
2 Dependingonthetypeofformyouaresending,youhavethe
optiontoprintoremail.Clicktherelevanttabforhowyouwantto
sendtheforms:
ToBePrinted
ToBeEmailed
3 Ifthefieldisavailablefortheformyouaresending,makea
selectioninthe[...]Typefield.Forexample,ifyouwanttosend
iteminvoices,selectItem.
4 Ifyouwanttoviewthedetailsofatransaction,clickthezoom
arrow( )nexttoit.
5 Ifyouwanttochangetheformstationeryorfilterthelistofforms,
clickAdvancedFilters.Formoreinformation,seeCustomising
howyousendformbatches,onpage 104.
6 Clickintheselectcolumn( )nexttoatransactionyouwantto
send.Ifyouwanttosendallthetransactions,clicktheiconinthe
headingoftheselectcolumn.
7 Ifyouareprintingforms:
a TypethenumberofcopiesyouwanttoprintinthePrint[...]
Copiesfield.
b (Sales)Ifyoualsowanttoprintmailinglabels,typethenumber
ofcopiesintheLabelsfields.
c ClickPrint.Theformswillbesenttoyourprinter.
8 Ifyouareemailingforms:
a Ifyouwanttochangearecipientsemailaddress,selecttheir
nameandclickthedownarrownexttotheEmailAddressfield
andselectanotheraddressfromthecard.Alternatively,typethe
addressintheEmailAddressfield.
b Enterasubjecttitleandmessageoracceptthedefaulttitleand
message.
NOTE : Youcanupdatethedefaultemailtitleandmessageforall
emailedforms Todothis,clickEmailDefaults.TheEmail
Defaultswindowappears.Clickthetabcorrespondingtotheform
youarepreparing.Maketherequiredchangesinthewindowand
clickOK.
c ClickSendEmail.TheformswillbeemailedasPDFattachments.
1 0 4 C H A P T E R 9 F O R M S
Customising how you send form batches
Youcanfilterthelistoftransactionformsyouaresendingandchange
thestationeryyouusebeforeyousendforms.Youcandothisinthe
AdvancedFilterswindow.
1 IntheToBePrintedorToBeEmailedtaboftheReview[...]Before
Deliverywindow,clickAdvancedFilters.TheAdvancedFilters
windowappears.
Select the transactions
2 Selectthecriteriabywhichyouwanttofilterthelistof
transactions.Youcanspecifyatransactiontype,andselectallcards
oraspecificcard.
3 Ifyouwanttofilterthetransactionsusingothercriteria,select
fromtheoptionsinthemiddlesectionofthewindow.Forexample,
enteradaterangeorreferencenumberrange.
Select the stationery
4 IntheSelectedFormfor[...]field,selectthestationeryyouwantto
usewhenyouprintoremailyourforms.
Severalstationerychoicesareavailable,dependingonthetypeof
formyouaresending.
TIP : Testtheprintingalignment Ifyouareusingcontinuousfeed
paperorpreprintedstationeryandyouwanttotestthealignmentof
theinformationthatwillbeprintedusingsampledata,clickPrint
AlignmentForm.
5 WhenyouhavefinishedmakingyourselectionsintheAdvanced
Filterswindow,clickOK.TheReview[...]BeforeDeliverywindow
reappears,displayingrecordsaccordingtoyourfiltercriteria.
6 ClickPrintorEmailtosendtheforms.
Stationery Selectthisfor...
Preprinted Selectthepreprintedstationerytoprintonpaperthat
alreadycontainslines,columnsandheadings.
Thepreprintedstationeryisdesignedtomatchmost
commonlyusedformsprovidedbythirdpartyforms
suppliers.
Notethatthistypeofstationeryisnotsuitablefor
emailingforms.
Plainpaper Selectplainpaperstationeryifyouwanttoprinton
blankpaper.Lines,columnsandheadingsare
automaticallyprintedwiththeformsinformation.
Customised Selectacustomisedstationeryformifyouwanttoprint
oremailaformyouhavealreadycustomised.See
Customisingformsonpage 105.
C U S T O M I S I N G F O R M S 1 0 5
Customising forms
YoucancustomisethelookandcontentofmostformsinAccountRight.
Youcanalsochangetheformsize,addtextlabels,drawlinesandboxes,
insertgraphics,movefields,andmore.Thenyoucansaveyour
customisedstationerysothatyoucanselectitwhenyousendaform.
Thefollowingdescribesthetasksinvolvedincustomisingaform:
Displaying a form
1 GototheSetupmenuandchooseCustomiseForms.The
CustomiseFormswindowappears.
2 Clickthetabcorrespondingtothetypeofformyouwantto
customise.
3 Selectaformgroupfromthelisttodisplayalistofformsassociated
withthatgroup.Forexample,selecttheItemgroupintheInvoices
tab.
4 Clicktheform,thenclickCustomise.TheselectedFormwindow
appears.
NOTE : Chequeshavetwoparts Achequeformhastwoparts:the
chequeitselfandthestub.Youcustomisethechequeandthestub
separately.Formoreinformation,seeCustomisingchequesonpage 110.
Todothis See
Displayingaform below
Settingformproperties page 106
Savingacustomisedform page 106
Usingacustomisedform page 107
A Filemenu Viewprintingandsavingoptions.
B Customise
tab
Thisisthemaintabforcustomisingyourform.Youcan
addfields,formattextandselecttablelayouts.
C Print
Preview
Viewyourformasitwillappearprinted.Yourformis
instantlyupdatedinthistabasyoucustomise.
D Customise
options
Thisareaofthewindowiswhereyoumakeselections
forcustomisingyourform.
E Form
body
Selectandmodifyformelementsinthissectionofthe
window.Selectanelement,thenviewtheproperties
intheCustomisetab.
A B C D E
1 0 6 C H A P T E R 9 F O R M S
Setting form properties
Youcansetpropertiesthatapplytothewholeform,suchas
backgroundcolourandpagesize.
To set page margins, orientation and page size
1 Opentheformyouwanttocustomise.
2 ClickthePrintPreviewtab.
3 Setthepagemargins,orientationandpagesize.
To edit the page background
UsethePageBackgroundoptionsintheCustomisetabtochangethe
backgroundofaform.
2 Ifyouwanttochangethepagecolour,clickPageColourandselect
therequiredbackgroundcolour.
3 Ifyouwanttoaddawatermark,clickWatermarkandchooseone
ofthepredefinedwatermarks,orselectCustomWatermark.
4 Ifyouareaddingacustomwatermark,chooseapictureorenter
thewatermarktextandselecttherequiredformattingoptions.
5 ClickOK.
Saving a customised form
TIP : Previewtheformbeforesaving ClickthePrintPreviewtabto
viewtheformasitwillappearprinted.
1 Whenyouhavefinishedcustomisingyourform,gototheFile
menuandclickSaveAs.TheSaveFormAswindowappears:
a Ifyoucreatedanewcustomisedform,enteranameanda
descriptionfortheform.
b Ifyoumodifiedanexistingcustomform,donotchangethe
defaultinformationinthewindow.
2 ClickSave.TheFormwindowreappears.
Theformwillappearunderthegroupofformsthattheformwas
basedon.Forexample,ifyoucreatedanewformbasedonan
existingitemsalesinvoice,yourformwillappearundertheItems
groupoftheInvoicestab.
3 Toclosetheform,gototheFilemenuandchooseExit.
C U S T O M I S I N G F O R M S 1 0 7
Using a customised form
Youuseacustomisedformthesameasyoudoanyotherform.
YouneedtoselectitfromtheAdvancedFilterswindowwhenyousend
formsinabatch,orselectitfromtheavailableformslistina
transactionwindow.
Exporting and importing customised
forms
Youcanincorporatecustomisedformscreatedinacompanyfileinto
othercompanyfiles.Theprocessusedtosharecustomisedformsin
thiswayiscalledexportingandimportingcustomisedforms.
Thetypesofcustomisedformsyoucanexportandimportarecheques,
invoices,statements,receipts,remittanceadvicesandmailinglabels.
To export customised forms
1 GototheSetupmenuandchooseExportCustomisedForms.The
ExportCustomisedFormsassistantappears.
2 ClickBrowseandselectthefolderyouwanttoexportcustomised
formsto.
3 Selecttheformtypesyouwanttoexport.
4 ClickNext.TheSelectformstoexportstepoftheExport
CustomisedFormsassistantappears.
5 Selectthetypeofcustomisedformsyouwanttoexport.Todothis,
clickonthefirstformtypeyouwanttoexportintheAvailable
ItemscolumnandthenclickAdd.Theformwillappearinthe
SelectedItemscolumn.Ifyouwanttoexportallavailableform
types,clickAddAll.
6 ClickExport.Theexportprocessbegins.
7 Whentheexportprocessfinishes,theConclusionstepofthe
assistantappearsshowingtheresultsoftheexportprocess,suchas
thenumberofformsexportedandthenumbernotexported.
Youcanopenthefolderthatyouhaveexportedyourcustomised
formstobyclickingalinktothatfolder.Youcanalsoviewmore
informationabouttheexportresultsbyclickingthelinktothe
exportlogfile.
8 ClickFinishtoclosetheExportCustomisedFormsassistant.
To import customised forms
1 GototheSetupmenuandchooseImportCustomisedForms.The
ImportCustomisedFormsassistantappears.
2 ClickBrowsetolocateandselectthefoldercontainingthe
customisedformsyouwanttoimport.
3 Selectanoptiontohandleduplicatecustomisedforms.Ifyou:
wanttoreplaceanyexistingcustomisedforms,selectreplace
theexistingformwiththeimportedform.
dontwanttoreplaceanyexistingcustomisedforms,select
rejecttheformbeingimported.
4 ClickNext.Ifyoudidntmakeabackupofyourcompanyfilepriorto
startingtheimportprocess,clickBackuptomakeonenow.
5 ClickImport.Theimportprocessstarts.
6 Whentheimportprocessfinishes,theConclusionstepofthe
assistantappearsshowingtheresultsoftheimportprocess,such
asthenumberofformsimportedandthenumbernotimported.
Youcanviewmoreinformationabouttheimportresultsbyclicking
thelinktotheimportlogfile.
7 ClickFinishtoclosetheImportCustomisedFormsassistant.You
canselectcustomisedformsthatweresuccessfullyimportedfrom
therelevanttaboftheCustomiseFormswindow,fromtransaction
windowsandfromtherelevantAdvancedFilterswindow.
1 0 8 C H A P T E R 9 F O R M S
Adding and editing form elements
Thereareanumberofdifferentelementsyoucanaddtoyourforms,
includingimages,datafields,linesandshapes.
Tomakeworkingwithformelementseasier,youcanusetheform
gridlinestohelpyoualignelementsonyourform.
To use form gridlines
1 Opentheformyouwanttoaddoreditelementsin.
2 IntheCustomisetab,clickGridOptions.TheGridOptionswindow
appears.
3 Selectthespacingyouwantbetweengridlines.
4 Ifyouwanttoseethegridlinesasyouedittheform,clickthe
Displaygridonscreenoption.
5 Ifyouwantformelementstoalwaysaligntothegridlines,select
theSnaptogridoption.
6 ClickOK.
Fordetailedinformationaboutworkingwithelements,see:
Addingdataandtextfieldstoformsbelow
Addingtablestoformsonpage 109
Addingshapesandimagestoformsonpage 109
Commoncommandsforeditingformelementsonpage 111.
Adding data and text fields to forms
Youcanadddatafieldstoaform,andthenchangetheirproperties
(suchasfontandcolour)usingtheCustomisationtabintheForm
window.
To add a data field to a form
1 Opentheformyouwanttoadddatafieldsto.
2 IntheCustomisetab,clickFields.TheInsertFieldswindow
appears.
3 Selectthefieldsyourequirebyclickinginthecolumnnexttothem.
4 Selectwhereyouwantthefieldtoappear,forexample,onevery
page,orjustatthestartorendoftheform.
5 Whenyouhavefinishedmakingyourselections,clickOK.The
selecteddatafieldsappearontheform.
6 Movethefieldtotherequiredpositionbyclickinganddraggingit,
orenteringplacementcoordinatesintheCustomisetab.
A D D I N G A N D E D I T I N G F O R M E L E M E N T S 1 0 9
To edit a data field
1 SelectthedatafieldintheFormwindow.
2 Editthepropertiesofthedatafieldusingtheoptionsinthe
Customisetab.
3 Moveorresizethefieldasrequired.SeeTomove,resizeorrotate
elementsonpage 111.
To add a text field to a form
1 Opentheformyouwanttoaddtextto.
2 IntheCustomisetab,clickTextBox.
3 Clickanddragthemousecursorovertheareaoftheformwhere
youwantthetextfieldtoappear.
4 Doubleclickinthetextfieldandtypethetextyouwanttoappear.
To edit a text field
1 SelectthetextfieldintheFormwindow.
2 EditthepropertiesofthefieldusingtheoptionsintheCustomise
tab.
3 Editthetextbytypingintheactivetextfield.
4 Moveorresizethefieldasrequired.SeeTomove,resizeorrotate
elementsonpage 111.
Adding tables to forms
TablescontaintransactioninformationsuchaslineitemsorGST
summaryinformation.Differenttableoptionsareavailableforeach
formtype.
To add a table to a form
1 Opentheformyouwanttoaddatableto.
2 IntheCustomisetab,clickInsertTableandchoosethetypeof
tableyouwanttousefromthelist.Thetableappearsontheform.
To edit a table
1 Ifyouwanttomoveatable,selectit,thenclickonthehighlighted
edgeanddragittoanewposition.
Alternatively,youcanenterplacementcoordinatesinthe
Customisetab.
2 Ifyouwanttoaddorremovecolumnsfromatable:
a Selectthetable.
b IntheCustomisetab,clickTableLayout,thenchoose
Show/Hidecolumns.TheShow/HideColumnswindow
appears.
c Ifyouwantto:
addacolumntoyourform,selectitintheAvailablecolumns
listandclickShow.
removeacolumnfromyourform,selectitintheColumnsin
yourreportlistandclickHide.
d ClickOK.Thecolumnsappearinyourtable.
3 Ifyouwanttochangethecolumnorder,clickandholdacolumn
headinganddragittoanewposition.
4 Ifyouwanttoshowalternaterowsasshadedinthetable,click
TableLayout,thenchooseShowRowShading.
Adding shapes and images to forms
Youcanalsoaddgraphicelementstoaform:rectanglestovisually
groupelements,linestoseparateelements,icons,logos,photos,
locationmapsandothergraphicelements.Youdothisinthe
Customisetab.
1 1 0 C H A P T E R 9 F O R M S
To add an image
2 IntheCustomisetab,clickPicture.TheOpenwindowappears.
3 Locateandselectthepicturefile(bmp,jpg,gif,pngortif)andclick
Open.Thepictureappearsintheform.
4 Move,resizeorrotatetheimageasrequired.Formore
information,seeTomove,resizeorrotateelementsonpage 111.
To add a shape or line
1 Opentheformyouwanttoaddalineto.
2 IntheCustomisetab,clickShapes/Lineandchoosetherequired
shapeorline.
3 Clickandholdthemousecursoratthelocationontheformwhere
youwanttheshapeorlinetoappear,thendragthecursortodraw
it.
To edit a shape or line
1 Selecttheshapeorline.
2 Move,resizeorrotatetheelementasrequired.Formore
information,seeTomove,resizeorrotateelementsonpage 111.
3 EditthepropertiesoftheshapeusingtheoptionsintheCustomise
tab.
Customising cheques
Chequesaremadeupoftwoformsthechequeandthestub.Thestub
usuallydisplaysasummaryoftheinformationthatappearsonthe
cheque.
Youcancustomiseboththechequeandeachtypeofchequestubin
onewindow,byselectingthestublayout.Stublayoutsinclude:
RegularThislayoutisassignedtochequesrecordedintheSpend
Moneywindow.
RefundThislayoutisassignedtochequesrecordedintheSettle
Returns&Creditswindow.
TIP : Printtwochequestubs Ifyourbusinesspreferstoproducetwo
stubsforeachcheque,youshouldselecttheLaserChequelayoutinthe
SelectedFormforChequefieldintheAdvancedFilterswindowwhenyou
printyourcheque.
To customise cheques
1 Displaythechequeformyouwanttocustomise.Formore
information,seeDisplayingaformonpage 105.
2 ClicktheCustomisetab.
3 IntheLayoutfield,choosethelayouttypeyouwanttocustomise.
Forexample,ifyouwanttocustomisethepaymentsectionofthe
cheque,chooseCheque.Otherwise,chooseanotherlayout
(Regular,orRefund)asdescribedabove.
4 Makeyourchangestoeachlayoutasrequired.Formore
information,seeAddingandeditingformelementsonpage 108.
5 Whenyouarefinished,savetheform.
To Dothis
changethecolourofaline
orshapeborder
Clicktheshapebordericon( )and
choosefromathemecolourorstandard
colour.
changethethicknessofa
lineorshapeborder
Clicktheshapebordericon( ),
chooseBorderWidth,andthenchoose
awidth.
changethefillcolourofa
shape
Clicktheshapefillicon( )andchoose
fromathemecolourorstandardcolour.
A D D I N G A N D E D I T I N G F O R M E L E M E N T S 1 1 1
TIP : Testyourcustomisedcheques Youshouldprintanalignment
chequetomakesureyournewformprintscorrectly.GototheBanking
commandcentreandclickPrintCheques.ClickAdvancedFilters,select
yourcustomisedchequeintheSelectedFormforChequefieldandthen
clickPrintAlignmentForm.
Common commands for editing form
elements
Youcanmodifyelementsyouhaveaddedtoaform,suchasshapes,
textboxesandimages,usingtheoptionsintheCustomisetab.The
followingproceduresdescribesomeoftheoptions.
To move, resize or rotate elements
1 Clicktoselecttheelementyouwanttoedit.
2 Movetheelementbyclickinganddraggingittoanewpositionon
yourreport.
Youcanalsosettheelementspositionmanuallybyentering
coordinatesinthePlacementfieldsintheCustomisetab.
3 Changetheelementssizebyclickinganddraggingtheanchor
pointsonthecornersoftheelement.
4 Rotatetheshapebyclickingthetopanchorpointanddraggingthe
cursor.Theelementisrotatedaroundoneofitscorners.
Notethatyoucannotrotatetables.
To cut, copy or paste elements
1 Selecttheelementanddooneofthefollowingtocopyorcut:
UsetheclipboardbuttonsintheCustomisetabtocut,copyand
paste.
RightmouseclickandchooseCutorCopy.
2 Clickontheareaoftheformwhereyouwanttopastetheelement,
theneither:
UsetheclipboardbuttonsintheCustomisetabtopaste.
RightmouseclickandchoosePaste.
To delete elements
Selecttheelementanddooneofthefollowing:
pressDELETEonyourkeyboard.
rightmouseclickandchooseDelete.
1 1 2 C H A P T E R 9 F O R M S
To arrange elements
1 Clicktheelementoncetoselectit.
2 ClickArrangeandthenchooseanoption.
To align elements
1 Selecttheelementsyouwanttoalign.Todothis,holddownthe
CTRLkeyonyourkeyboardandclickeachelement.
2 ClickAlignandthenchooseanalignmentoption.
To undo changes
Toundothelastchangeyoumadetothecurrentform,clickthe
undobutton( ).
Saving customised forms
TIP : Previewtheformbeforesaving ClickthePrintPreviewtabto
viewtheformasitwillappearprinted.
1 Whenyouhavefinishedcustomisingyourform,gototheFile
menuandclickSaveAs.TheSaveFormAswindowappears:
a Ifyoucreatedanewcustomisedform,enteranameanda
descriptionfortheform.
b Ifyoumodifiedanexistingcustomform,donotchangethe
defaultinformationinthewindow.
2 ClickSave.TheFormwindowreappears.
Theformwillappearunderthegroupofformsthattheformwas
basedon.Forexample,ifyoucreatedanewformbasedonan
existingitemsalesinvoice,yourformwillappearundertheItems
groupoftheInvoicestab.
3 Toclosetheform,gototheFilemenuandchooseExit.
E X P O R T I N G A N D I M P O R T I N G C U S T O M I S E D F O R M S 1 1 3
Exporting and importing customised forms
Youcanincorporatecustomisedformscreatedinacompanyfileinto
othercompanyfiles.Theprocessusedtosharecustomisedformsin
thiswayiscalledexportingandimportingcustomisedforms.
Thetypesofcustomisedformsyoucanexportandimportarecheques,
invoices,statements,receipts,remittanceadvicesandmailinglabels.
To export customised forms
1 GototheSetupmenuandchooseExportCustomisedForms.The
ExportCustomisedFormsassistantappears.
2 ClickBrowseandselectthefolderyouwanttoexportcustomised
formsto.
3 Selecttheformtypesyouwanttoexport.
4 ClickNext.TheSelectformstoexportstepoftheExport
CustomisedFormsassistantappears.
5 Selectthetypeofcustomisedformsyouwanttoexport.Todothis,
clickonthefirstformtypeyouwanttoexportintheAvailable
ItemscolumnandthenclickAdd.Theformwillappearinthe
SelectedItemscolumn.Ifyouwanttoexportallavailableform
types,clickAddAll.
6 ClickExport.Theexportprocessbegins.
7 Whentheexportprocessfinishes,theConclusionstepofthe
assistantappearsshowingtheresultsoftheexportprocess,suchas
thenumberofformsexportedandthenumbernotexported.
Youcanopenthefolderthatyouhaveexportedyourcustomised
formstobyclickingalinktothatfolder.Youcanalsoviewmore
informationabouttheexportresultsbyclickingthelinktothe
exportlogfile.
8 ClickFinishtoclosetheExportCustomisedFormsassistant.
To import customised forms
1 GototheSetupmenuandchooseImportCustomisedForms.The
ImportCustomisedFormsassistantappears.
2 ClickBrowsetolocateandselectthefoldercontainingthe
customisedformsyouwanttoimport.
3 Selectanoptiontohandleduplicatecustomisedforms.Ifyou:
wanttoreplaceanyexistingcustomisedforms,selectreplace
theexistingformwiththeimportedform.
dontwanttoreplaceanyexistingcustomisedforms,select
rejecttheformbeingimported.
4 ClickNext.Ifyoudidntmakeabackupofyourcompanyfilepriorto
startingtheimportprocess,clickBackuptomakeonenow.
5 ClickImport.Theimportprocessstarts.
6 Whentheimportprocessfinishes,theConclusionstepofthe
assistantappearsshowingtheresultsoftheimportprocess,such
asthenumberofformsimportedandthenumbernotimported.
Youcanviewmoreinformationabouttheimportresultsbyclicking
thelinktotheimportlogfile.
7 ClickFinishtoclosetheImportCustomisedFormsassistant.You
canselectcustomisedformsthatweresuccessfullyimportedfrom
therelevanttaboftheCustomiseFormswindow,fromtransaction
windowsandfromtherelevantAdvancedFilterswindow.
1 1 4 C H A P T E R 9 F O R M S
1 1 5
10 Contact management
TheCardFileisarepositoryofcontactrecords,knownascards,thatyoucancreateforyourcustomers,suppliers,employeesandpersonalcontacts.Acardlets
youstorecontactinformationandenablesyoutotrackandanalysethetransactionhistoryforeachindividualandbusiness.
Creating a card
Youneedtocreateacardforanindividualorbusinessifyouwantto
performanyofthefollowingtasks:
recordsalesandtracktheamountsowedtoyou
printmailinglabels
printpersonalisedletters
recordcontactdetails.
Whenyousetupyourcompanyfile,youmayhavecreatedcardsfor
yourcustomers.Inadditiontothesecards,youcancreatesupplier
cards,employeecardsandpersonalcardsforyourfriendsand
relatives.
To add a supplier, employee or personal card
Listwindowappears.
2 ClickNew.TheCardInformationwindowappears.
3 SelecttherequiredcardtypefromtheCardTypelist.
Ifyouwanttocreateacardfor See
acustomer page 53
asupplier below
anemployee below
afriendorrelative below
1 1 6 C H A P T E R 1 0 C O N T A C T M A N A G E M E N T
4 TypeanameforthecardandpressTAB.
5 Ifyouwantto,completetheotherdetailsintheProfiletab.
6 ClicktheCardDetailstab.Inthistab,youcan:
addapictureseeCardpicturesonpage 128.
enteracardIDtheseareusefulforgroupingyourcards.See
Cardidentificationcodesonpage 127.
usecustomlistsandfieldsyoucanrecordadditional
informationaboutthecard.SeeCustomisingcardson
page 127.
7 Whenyouhavefinishedenteringthecarddetails,clickOKtosave
thecardandclosetheCardInformationwindow.
Keeping in touch with your contacts
Thereareanumberoffeaturesyoucanusetohelpyoustayintouch
withyourcustomers,suppliers,employeesandpersonalcontacts.You
cancreatepersonalisedlettersfromtemplates,sendemails,enter
contactlogentriesandcreatemailinglabels.
Personalised letters
Youcancreatepersonalisedletters(alsoknownasmailmergeletters)
foranyofyourcontacts.Apersonalisedletterisadocumenttemplate
thatcontainsstandardtextaswellasfieldsthatcanbeautomatically
filledwithdatastoredinyourcompanyfile.
Personalisedlettersareusefulwhenyouneedtosendthesameletter
toseveralcontacts.Forexample,youmaywanttosendseveral
slowpayingcustomersapaymentreminderletter.Insteadofentering
eachcontactsinformationonthelettersyourself,youcansetupa
lettertemplatethatcontainsthetextyouwanttoappear,andinsert
datafieldsthatautomaticallyfillinthecontactsname,addressandthe
amountowing.
PrintingpersonalisedlettersusingMicrosoftWordandOfficeLink
OfficeLinkisafeaturethatautomatestheprocessofmergingcontact
informationstoredinyourcompanyfilewithaMicrosoftWord
template(a.dotfile).
Thefollowingtablesummarisesthetemplatesprovidedwithyour
software.
Usethistemplate... Whenyouwantto...
Apology.dot apologiseforaproblemyourcompanyhascausedfora
customer,andtoassurethecustomerthattheproblem
willbeaddressed.
Backordr.dot letyourcustomersknowthatitemstheyveorderedare
onbackorderandwillbeshippedassoonaspossible.
Blank.dot writeyourownletter.
BOUNCED.dot notifycustomerswhosepaymentshavebounced.
Coll_1st.dot remindcustomerswhoseaccountshavebecome
overduetomakeapayment.
Coll_2nd.dot expressgreaterurgencythanColl_1st.dotandrequest
thatyourcustomercontactyouimmediately.
Coll_3rd.dot encouragecustomerswhohaveoverduepaymentsto
makeapaymentbeforetheircredithistoryisdamaged.
Coll_fin.dot advisecustomersthatyouwillturntheiraccountoverto
acollectionagencyifpaymentisntmadewithina
specifiednumberofdays.
CreditApplication.dot enableyourcustomerstoformallyapplyforcredit.
FaxCover.dot createafaxcoverpage.Thispageincludesroomfora
memo.
K E E P I N G I N T O U C H W I T H Y O U R C O N T A C T S 1 1 7
Youcaneditthesetemplatesandcreatenewonesusingthe
mailmergefeaturesofMicrosoftWord.Forinformationaboutworking
withmailmergetemplates,seeMicrosoftWordHelp.
To print a personalised letter using Microsoft Word
1 GototheCardFilecommandcentreandclickCreatePersonalised
Letters.TheReviewCardsBeforeExportingwindowappears.
2 Ifyouwantto,filterthecontactlist,forexample,toonlyshow
contactslocatedwithinspecificpostcodes.Todothis,click
AdvancedFiltersandenteryourfilteringcriteria.
3 Clickintheselectcolumnnexttoeachcontacttowhomyouwould
liketosendapersonalisedletter.
4 ClickMailMerge.TheSelectfromListwindowappears.
5 SelectthetemplateyouwouldliketouseandthenclickUse
Template.
YourletterappearsinMicrosoftWord,anddependingonthe
templateyouhaveselected,youwillbepromptedtoenter
additionalinformation,suchasyournameandtitle.
6 EditthelettersasrequiredandthenprintthemusingMicrosoft
Word.
TIP : Ifyouwanttosendletterstocustomerswithunpaid
invoices. DisplaytheAccountsReceivabletaboftheToDoList
windowandclicktheSelectcolumnforeachcustomertowhomyou
wanttosendaletter.ClickMailMergetoselectacollectionletter
template,whichincludesinformationsuchasthecustomers
outstandingbalance.
To print a personalised letter using other word
processors
Touseamailmergelettertemplatecreatedinawordprocessorother
thanMicrosoftWord,youexportthecontactdataoutofyourcompany
fileandthenmergethatdatawiththeletter.
1 GototheCardFilecommandcentreandclickCreatePersonalised
Letters.TheReviewCardsBeforeExportingwindowappears.
2 Ifyouwantto,filteryourcontactlist,forexample,toonlyshow
contactslocatedwithinspecificpostcodes.Todothis,click
AdvancedFiltersandenteryourfilteringcriteria.
3 Selectthecontactstowhomyouwouldliketosendapersonalised
letter.
4 ClickDisk.Awindowwithalistoffileformatsappears.
5 ChooseeithertheTabDelimitedTextFileorCommaSeparated
TextFileoption.
NOTE : Checkwhatfileformatsyourwordprocessingsoftware
requires Mostwordprocessingsoftwareallowsmailmergedatato
betabdelimited(dataisseparatedbytabs)orcommaseparated.If
yoursoftwarerequiresaspecificformat,choosethatformatatthis
step.
6 ClickSave.TheSaveAswindowappears.
7 Ifnecessary,changethetextfilesnameandlocationandthenclick
Save.
Thetextfilecontainingyourcontactsdetailsissavedatthe
locationyouspecified.
8 Useyourwordprocessingsoftwaretomergethedatacontained
withinthetextfilewithalettertemplatethatyouhavecreated.
Resolved.dot replytocustomerswhohavequestionedanamounton
theirmonthlystatement.Thisletterindicatesthatyou
arelookingintothematterandthatyouwillcreditthe
customersaccountfortheamountinquestionwhile
thematterisinvestigated.
ThankYou.dot thanknewcustomersfortheirbusiness.
Usethistemplate... Whenyouwantto...
Mailing labels
Ifyouprintandsendcheques,quotes,invoices,statementsor
personalisedlettersyoumayalsowanttoprintmailinglabelsthatyou
canstickontheenvelopes.
ThePrintMailingLabelsfunctionintheCardFilecommandcentre
printsyourcontactsnameandaddressonsheetsofadhesivemailing
labels.Youcustomisethewaymailinglabelsareprinted,includingtheir
size,thenumberoflabelspersheetandthemargins.Forinformation
aboutcustomisingmailinglabelforms,seeCustomisingformson
page 105.
To print mailing labels
1 GototheCardFilecommandcentreandclickPrintMailingLabels.
TheReviewLabelsBeforePrintingwindowappears.
TIP : Printinvoicesandlabelssimultaneously Whenyouprinta
batchofinvoicesusingthePrint/EmailInvoicesfunctionintheSales
commandcentre,youcanchoosetoprintalabelforeachinvoice.
2 ClickAdvancedFilters.TheAdvancedFilterswindowappears.
3 FromtheSelectedFormforMailingLabellist,selecttheform
templatethatbestmatchesthesizeandlayoutofyourlabelsand
labelsheets.
4 MakeanyotherselectionsintheAdvancedFilterswindowas
required(forexample,youmaywanttofilteryourcontactslistto
onlythoselivingwithinaspecificpostcode)andthenclickOK.
5 Clickintheselectcolumnnexttoeachcontactforwhomyouwould
liketoprintamailinglabel.
6 ClickPrint.
The contact log
Thecontactlogenablesyoutokeepadetailedlogofallthephonecalls
youandyourcontactsmaketoeachother,andanyothertypeof
correspondence.
Forexample,letssaythatyoucallacustomerregardinganoverdue
invoice.Youcouldcreatealogentrythatrecordsthedateofthephone
call,asummaryoftheoutcome,andthedateyouwillwantto
recontactthembyiftheirinvoiceisstilloutstanding.
Whenacustomerorsuppliercalls,youcanusethecontactlogto
retrieveacompletehistoryofyourbusinessrelationshipwiththat
contact.
To create a contact log entry
1 GototheCardFilecommandcentreandclickContactLog.The
ViewContactLogwindowappears.
2 EnterthecontactyouarecreatingthelogentryforintheNamelist.
3 ClickNew.TheContactLogEntrywindowappears.
4 CompletetheContactLogEntrywindowasdescribedinthe
followingtable.
K E E P I N G I N T O U C H W I T H Y O U R C O N T A C T S 1 1 9
To edit a contact log entry
1 GototheCardFilecommandcentreandclickContactLog.The
ViewContactLogwindowappears.
2 IntheNamefield,enterthecontactforwhomyouwanttoviewthe
contactlog.
3 SelecttheentryandclickEdit,orclickthezoomarrownexttoit.
4 MakeyourchangesandclickRecord.
Other ways to keep in touch
To send an email message to a contact
Listwindowappears.
2 Clickthezoomarrownexttothenameofthecontactyouwantto
email.TheCardInformationwindowappears.
3 IntheLocationfield,selecttheaddresstowhichyouwanttosend
theemail.Forexample,youmayhaveadifferentemailaddress
storedforthiscontactunderAddress2.
4 ClickEmail.TheEmailwindowappears.
TheEmailAddressfielddisplaysthenameandemailaddressfrom
thecard.Youcanchangetheseifyouwish.
5 Enterasubjectandmessage,andthenclickSend.Theemailissent
viayouremailprogramsoutbox.Sendthefilefromyouremail
programasyounormallydo.
To access a contacts website
1 MakesureyourcomputerisconnectedtotheInternet.
2 Openthecardforthecontactwhosewebsiteyouwanttoview.
3 IntheProfiletab,clickWebsite.
4 Yourcontactswebsitewillappearinyourwebbrowser.
Name Thenameofthecontact.Toviewthecontactscard,click
thezoomarrow.
Contact Typethenameofthepersonthatisassociatedwiththis
entry.Forexample,youcanrecordthenameoftheperson
youspoketoonthephone.
Ifyouhavespecifiedacontactpersoninthecontacts
card,youcanclickthedownarrowtochoosethatperson.
Date Typethedateyouspoketoorwrotetothecontact.Ifyou
aresimplyenteringanappointmentorreminder,youcan
entertodaysdate.
Notes Enteranyinformationyouwanttosaveaboutthe
conversationorfollowup.
Elapsed
Time
Ifyouwanttorecordthetimeyouspendspeakingtothe
contact,orworkingonaparticulartaskrelatedtothe
entry,typethetimeinhoursandminutes.Forexample,if
youspend15minutes,enter15.Ifyouspend1hourand
15minutes,enter1:15.
Recontact
Date
Ifyouwanttoberemindedtofollowupthecontact,type
orselectthedateyouwanttoberemindedtorecontact
them.ThereminderwillappearintheContactAlerttabof
theToDoListonthisdate.Formoreinformation,see
Reviewingyourcontactinformationonpage 129.
Log Viewallcontactlogentriesfortheselectedcontact.
New Recordthecurrentlogentryandcreateanewentryfor
thisoranothercontact.
View a contact on a map
To view a contacts location on a map
1 MakesureyourcomputerisconnectedtotheInternet.
2 Openthecardcontactwhoselocationyouwanttoview.
3 RightmouseclickandchooseContactCard,then:
ViewinGoogleMaps
TM
.Yourwebbrowserwindowwillappear,
showingthelocationofyourcontactonastreetmap.
ViewDirections.Yourwebbrowserwindowwillappear,
displayingastreetmapwithdirectionsfromyourprimary
businesslocationtothecontactsaddress.
Grouping your contacts
Youcangroupandsortyourcontactsaccordingtocommonattributes
byassigningtheappropriateattributesfromcustomlistsyouhave
defined.
Groupingcontactsusingthesefeaturesmakesiteasierforyouto:
filterreportstoshowonlyinformationspecifictoagroupof
contacts
identifywhichofyourcontactshaveaparticularattribute
filterlistssothatitseasierforyoutosendabatchofpersonalised
letters,customerstatementsandotherformstoagroupof
contacts.
Custom lists
Youcansetuplistsofpredefinedattributesandassigntheappropriate
attributestoyourcards.
Byassigningattributesfromacustomlisttoyourcards,youareableto
groupyourcontactsaccordingtocriteriathatyouspecify.
Forexample,youcouldsetupacustomlistcontainingeachofyour
salesterritoriesandallocateyourcustomerstotheappropriate
territory.Youcanthenfilterreportstoonlyshowinformationabout
customerswhoarewithinaparticularsalesterritory.
1 GototheListsmenu,chooseCustomLists&FieldNames,and
thenchoosethecardtypeforwhichyouwanttocreateacustom
list,forexample,Customers.TheCustomListandFieldNames
windowappears.
2 Enternamesforthelistsyouwanttocreateforthecardtypeyou
selected.Forexample,enterSalesterritory.
3 ClickOK.ThenamesyouhaveenteredwillnowappearintheCard
DetailstaboftheCardInformationwindow.
S Y N C H R O N I S I N G C A R D S W I T H M I C R O S O F T O U T L O O K C O N T A C T S 1 2 1
To create a custom list entry
1 GototheListsmenu,chooseCustomListsandthenchoosethe
cardtypeforwhichyouwanttocreateacustomlistentry,for
example,Customers.TheCustomListswindowappears.
2 Selectthecustomlistforwhichyouwanttocreateanentry.For
exampleSalesterritory.
3 ClickNew.TheCustomListInformationwindowappears.
4 Typethecustomlistentrysname(forexample,enterCitycentre,
Innereast,etc.)andthenclickOK.
TheentryappearsintheCustomListswindow.
To assign a custom list entry to a card
Listwindowappears.
2 Clickthezoomarrownexttothecardyouwanttoedit.TheCard
3 ClicktheCardDetailstab.
4 Enterthelistentryyouwanttoassigntothecardnexttoeach
customlistfield.Forexample,selectInnereastfromtheSales
territoryfield.
Synchronising cards with Microsoft Outlook contacts
YoucansynchroniseyourAccountRightcardsandyourMicrosoft
Outlookcontacts.IfyourbusinessusesMicrosoftOutlookforemailand
tomanagecontactinformation,thiswillmakeiteasierforyoutokeep
bothyourAccountRightcardsandyourOutlookcontactsuptodate.
YourAccountRightcardsareyourcustomer,supplier,employeeand
personalcardsstoredinyourAccountRightcardfile.YourOutlook
contactsareyourcontactsstoredinyourMicrosoftOutlookaddress
book.
WhenyousynchroniseyourAccountRightcardsandyourOutlook
contacts,youcan:
makethedetailsinyourOutlookcontactsmatchthedetailsinyour
AccountRightcards(byexportingyourAccountRightcardstoyour
Outlookcontacts)or
makethedetailsinyourAccountRightcardsmatchthedetailsin
yourOutlookcontacts(byimportingyourOutlookcontactstoyour
AccountRightcards).
Whenyousynchronise,thefollowingdetailsareimportedorexported:
companynameorcontactname,addressdetails,emailandweb
addressesandtelephone,faxandmobilenumbers.
IfyouareexportingyourAccountRightcardstoyourOutlookcontacts,
youcanalsoincludeyourCardFilecustomfieldsintheexport.When
youdothis,youspecifyhowyourcustomfieldsmatchtheCategories,
Anniversary,BirthdayorSpousesnamefieldsinyourOutlookcontacts.
ForinformationonsettingupCardFilecustomfieldsseeCustom
fieldsonpage 127.
Synchronisationupdaterules Aspartofthesynchronisation
process,youchoosewhetherornotyouwanttoupdatethedetailsfor
existingcontacts.Todothis,youselectfromoneofthefollowing
updaterules:
NOTE : MicrosoftVistarequiresadministratoraccessprivileges Before
youcansynchronisecardsandOutlookcontactsonWindowsVista,you
needtologonasanadministrator.
Exporting your AccountRight cards to
your Outlook contacts
WhenyouexportyourAccountRightcardstoyourOutlookcontacts,
yourcontactsaresavedbydefaulttogroupcontactfolders.For
example,Customercontactsaresavedtoafoldercalled
MYOB Customers.
IfyouwanttosynchroniseyourOutlookcontactsandyourPersonal
DigitalAssistant(PDA)ormobiledevice,yourcontactsmustbesaved
totheMicrosoftOutlookdefaultcontactsfolder.Whenyouexport
yourAccountRightcardstoyourOutlookcontacts,youcanselectan
optiontosaveyourcontactstothedefaultcontactsfolder(seestep 7
onpage 123).
CAUTION : BackupyourOutlookcontacts ExportingyourAccountRight
cardstoyourOutlookcontactswillchangethedetailsrecordedinyour
Outlookcontacts.BackupyourOutlookcontactsbeforesynchronising.See
yourMicrosoftOutlookdocumentationforinstructions.
Rule Description
Updateexistingcontacts Newcontactsareaddedandexistingcontactsare
updated.Youwillnotbepromptedtoconfirm
updates.
Donotupdateexisting
contacts
Newcontactsareaddedbutexistingcontactsare
notupdated.Youarenotpromptedtoconfirm
anyupdates.
Askmetoconfirm
updates
Newcontactsareaddedandyouareprompted
toconfirmupdates.Ifyouselectthisrule,you
specifyhowyouwanttodealwiththe
discrepanciesbetweenthedetailsinyour
AccountRightcardsandthedetailsinyour
Outlookcontacts.
Youcan:
reviewandupdatethedetailsforeach
contact
selecttoupdateallcontacts(ifyouselectthis
option,youwillnotbepromptedtoconfirm
anyfurtherupdates)or
skipanupdateforacontactandleavethe
detailsforthecontactunchanged.
To export your AccountRight cards to your Outlook
contacts
Listwindowappears.
2 ClickSynchroniseCards.TheSynchroniseCardswindowappears.
3 ClickNext.TheImportandExportOptionswindowappears.
4 Selectthecardtypesthatyouwanttosynchronise.
NOTE : YoucansynchronisecardsfromanyoftheCardsListviews
(Customer,Supplier,EmployeeandPersonal) Thedefaultcardtype
selectedvariesaccordingtothetabyouareonwhenyouclick
SynchroniseCards.
5 Ifyouwanttoincludeinactivecardsinyoursynchronisation,select
theExportinactivecardsoption.Forinformationaboutinactive
cards,seeInactivatingorreactivatingarecordonpage 73.
6 SelectasynchronisationrulefromtheUpdateRuleslist.Formore
information,seeSynchronisationupdaterulesonpage 122.
7 IfyouwanttosaveyourAccountRightcardstoyourOutlook
contactsdefaultfolder(youneedtodothistosynchroniseyour
OutlookcontactsandyourPDAormobiledevice),orifyouwantto
exportyourAccountRightcustomfieldstoyourOutlookcontacts,
clickSettings.TheSettingswindowappears.
a IfyouwanttosynchroniseyourOutlookcontactsandyourPDA
ormobiledevice,selecttheSynchronisecardsusingthedefault
Outlookcontactsfolderoption.
b IfyouwanttoexportyourAccountRightcustomfieldstoyour
Outlookcontacts,selectamatchingOutlookcontactfieldfor
CustomField1,CustomField2andCustomField3.
c ClickOK.TheImportandExportOptionswindowreappears.
8 ClickExport.Theexportprocessstarts.Dependingontheversion
ofMicrosoftOutlookyouuse,andthesynchronisationupdate
rulesyouhavechosen,thefollowingmessagesandwindowsmay
appear:
9 Whentheexportprocessiscomplete,theSynchronisationresults
windowappears.
10 Reviewtheresults.
11 Ifyouwanttoviewthelogfilethatdetailstheexportedrecords,
clickthelinkinSynchronisationresultswindow.
Importing your Outlook contacts to
AccountRight
YoucanimportyourOutlookcontactstoyourAccountRightcardsfrom
eitherthedefaultcontactsfolder,orfromgroupcontactfolders
createdforeachAccountRightcardtype.
However,beforeyouimportyourOutlookcontacts,youneedto
identifyeachcontactaseitheracustomer,supplier,employeeor
personalcontact.
NOTE : BlankfieldsinyourOutlookcontactsarenotincludedinthe
import IfafieldinyourOutlookcontactisblankbutthecorresponding
fieldinyourAccountRightcardiscomplete,thisfieldwillbeskipped
duringtheimportprocess.Thisensuresthatblankfieldsdontoverwrite
contactdetailsrecordedinyourAccountRightcards.
Ifthiswindowappears... ...dothis
Microsoftwarning
message
SelectaperiodforyourAccountRight
softwaretoaccessyourOutlookcontacts:
1 SelecttheAllowaccessforoption.
2 Selectaperiodfrom1 minuteto
10 minutes.
3 ClickYes.
ConfirmUpdate Selecthowyouwanttodealwitheach
update.
ConfirmAdd Selectwhetheryouwanttoaddthecard
toyourOutlookcontactsorskipit.
Summaryfield Description
xcontactsadded ThenumberofnewcontactsaddedtoyourOutlook
contacts.
xcontacts
updated
ThenumberofOutlookcontactsupdatedtomatch
thedetailsinyourAccountRightcards.Notethatif
youselectedtheDonotupdateexistingcontacts
rule,updatedduplicatecontactswillalwaysbe0.
xcontacts
skipped,x
contactsrejected
Thenumberofcardsyouskipped(ifyouselected
theAskmetoconfirmupdatesrule)orthenumber
ofduplicatecontacts(ifyouselectedtheDonot
updateexistingcontactsrule).Duplicatecontacts
havenotbeenupdatedtomatchyourAccountRight
cards.
NotethatifyouselectedtheUpdateexisting
contactsrule,rejectedcardswillalwaysbe0.
Importingfromthedefaultcontactsfolder Ifyouwanttoimport
yourcontactstoAccountRightcardsfromthedefaultOutlookcontacts
folder,enterthecardtypeforeachcontactintheCategoriesfieldof
theGeneraltab.
Importingfromgroupcontactsfolders Youneedtosaveyour
contactstogroupcontactfolderslabelledMYOBCustomer,MYOB
Supplier,MYOBEmployeeandMYOBPersonal.Forinstructionsonhow
tosetupgroupcontactfoldersinyourOutlookcontacts,refertoyour
MicrosoftOutlookdocumentation.
BeforeimportingyourOutlookcontacts Checkthatthedetails
recordedinyourOutlookcontactsareuptodateandenteredinthe
correctfield.
To import your Outlook contacts to your AccountRight
cards
Listwindowappears.
2 ClickSynchroniseCards.TheSynchroniseCardswindowappears.
CAUTION: Backupyourcompanyfile ImportingyourOutlook
contactstoyourcardswillchangethedetailsrecordedinyour
companyfile.Toavoidlosingcontactdetailsstoredinyourcompany
file,backupyourcompanyfilebeforesynchronising.Formore
informationonbackingupyourcompanyfile,seeBackingupand
restoringcompanyfilesonpage 149.
3 ClickNext.TheImportandExportOptionswindowappears.
4 Selectthecardtypesthatyouwanttosynchronise.
NOTE : YoucansynchronisecardsfromanyoftheCardsListtabs
(Customer,Supplier,EmployeeandPersonal). Thedefaultcard
typeselectedwillvaryaccordingtothetabyouareonwhenyouclick
SynchroniseCards.
5 SelectasynchronisationrulefromtheUpdateRuleslist.Formore
information,seeSynchronisationupdaterulesonpage 122.
6 IfyouwanttoimportyourOutlookcontactsfromthedefault
Outlookcontactsfolder,clickSettings.TheSettingswindow
appears.
Ifyouareimportingyourcontactsfromgroupcontactfolders,goto
step 7below.
SelecttheoptionSynchronisecardsusingthedefaultOutlook
contactsfolderandthenclickOK.
7 ClickImport.Theimportprocessstarts.Dependingontheversion
ofMicrosoftOutlookyouuse,andthesynchronisationupdate
rulesyouhavechosen,thefollowingmessagesandwindowsmay
appear:
Whentheimportprocesshasfinished,theSynchronisationresults
windowappears.
8 Reviewtheresults.
9 Ifyouwanttoviewthelogdetailingtheimportedrecords,clickthe
linkintheSynchronisationresultswindow.
Ifthismessageappears... ...dothis
Microsoftwarning
message
SelectaperiodforyourAccountRight
softwaretoaccessyourOutlook
contacts:
1 SelecttheAllowaccessforoption.
2 Selectaperiodfrom1 minuteto
10 minutes.
3 ClickYes.
Warning:BlankOutlook
ContactFields
Thiswindowappearsifafieldinyour
Outlookcontactisblankandthe
correspondingfieldinthecardcontains
data.Themessageistonotifyyouthat
thecardfieldswillnotbeupdated.Click
Skiptocontinuetheimportprocess.
ConfirmUpdate Selecthowyouwanttodealwitheach
update.
ConfirmAdd Selectwhetheryouwanttoaddthe
contacttoyourcardsorskipit.
Summaryfield Description
xcardsadded Thenumberofcardsaddedorupdatedin
AccountRight.
xcardsupdated Thenumberofcardsupdatedbutthedetailsinyour
AccountRightcardsmaybeincomplete.
xcardsskipped,x
cardsrejected
Thenumberofcontactsyouchosetoskip(ifyou
selectedupdateruleAskmetoconfirmupdates)and
thenumberofcontactsthatwerenotimported
becausetheycontainedblankOutlookcontactfields.
Ifthismessageappears... ...dothis
C U S T O M I S I N G C A R D S 1 2 7
Customising cards
Custom fields
Ifyouneedtorecordcertaininformationaboutyourcontacts,butcant
findasuitablecardfieldforit,youmaywanttosetupacustomfield.
Forexample,youcouldsetupafieldtorecordyourcustomers
birthdaysorafieldtorecordthedatesofyouremployeesmostrecent
performancereview.
Youcansetupthreecustomfieldsforeachcardtypeandlabelthem
accordingtoyourneeds.Youcanthenenteranyinformationyoulikein
thosefields.
Ifyouneedto,youcancustomiseareporttoshowCustomField
information.
To set up custom fields
1 GototheListsmenu,chooseCustomListandFieldNamesand
thenchoosethecardtypeforwhichyouwanttosetupacustom
field,forexample,Customers.TheCustomListandFieldNames
windowappears.
2 Typethenamesofthecustomfieldsyouwanttosetupforthecard
typeyouhaveselectedintheNameofCustomFieldfields.For
example,youcouldenterBirthdaytorecordyourcontacts
birthdays.
3 ClickOK.Thecustomfieldnamesyouenteredwillnowappearin
theCardDetailstaboftheCardInformationwindow.
To enter custom field information in a card
1 GototheCardFilecommandcentreandchooseCardsList.The
CardsListwindowappears.
3 ClicktheCardDetailstabandtypetheinformationyouwantto
recordintheappropriatecustomfield.Forexample,type
01/10/1970intheBirthdayfield.
Card identification codes
Ifyouhaveassignedidentificationcodes(IDs)suchascustomer
numbersoraccountnumberstoyourcontacts,youcanenterthoseIDs
intheircards.
Youcanalsosetapreferencethatwillletyouselectcustomersbytheir
IDinsteadoftheirlastnameorcompanynamewhenenteringa
transaction.CustomersearchlistswillalsobesortedbytheirIDwhen
thispreferenceisset.Formoreinformation,seeToselectcontacts
usingCardIDsonpage 128.
NOTE : TheCardIDpreferenceaffectsallcardtypes Ifyouchoosethis
preference,youhavetoselectallcardtypesbytheirIDs.
To enter an identification code
Listwindowappears.
3 Enterauniquecodeofupto15alphanumericcharactersinthe
CardIDfield.
4 ClickOKtosaveyourchanges.
To select contacts using Card IDs
windowappears.
2 ClicktheWindowstab.
3 ChoosetheSelectCardsbyCardID,NotCardNameoption.
YoucannowselectcardsbytheirIDsandyourcardlistswillbe
sortedbyIDinsteadofbylastnameorcompanyname.
Card pictures
Youcandisplayapictureofyourcontactbylinkingapicturefiletotheir
card.ThepictureappearsintheCardDetailstaboftheCard
Informationwindow.
AnypicturesyoulinkarecopiedtotheGraphicsfolder,whichislocated
withinthedatabasecontainingyourcompanyfile.AllAccountRight
userswhoaccessthecompanyfiledatabasecanalsoaccessthe
Graphicsfolder.
NOTE : Supportedpictureformats Picturesneedtobesavedinoneof
thefollowingformats:bmp,jpg,tif,gif,orpng.
To link a picture
Listwindowappears.
2 Openthecardforwhichyouwanttolinkapicture.
3 ClicktheCardDetailstabandclickthepicturefilearea.TheOpen
windowappears.
4 Locatethepicturefileyouwanttodisplayforthiscardandthen
clickOpen.ThepictureappearsintheCardDetailstab.
To remove or replace a picture
Ifyouwanttoremoveorreplacethepicturedisplayedinacard,click
thedisplayedpicture.Amessageappears.ClickYes.Thepicturewillbe
removedfromtheCardDetailstabbutthepicturefilewillremainin
theGraphicsfolder.Ifyouwanttoaddanewpicturetothecard,
continuewithstep 3in Tolinkapictureabove
R E V I E W I N G Y O U R C O N T A C T I N F O R M A T I O N 1 2 9
Reviewing your contact information
Thereareseveraltoolsyoucanusetoreviewyourcontactinformation.
To view contact alerts
1 ClickToDoListinanycommandcentre.TheToDoListwindow
appears.
2 ClicktheContactAlerttab.Alistofallindividualsandbusinesses
youneedtocontactappears.
NOTE : Remindersthatfallonaclosedday Iftherecontactdate
fallsonadaythatyouhaveindicatedasbeingclosedintheBusiness
Calendar(accessiblefromtheSetupmenu),thereminderwillappear
onthebusinessdaypriortotherecontactdate.
TheOverduecolumnshowshowmanydayshaveelapsedsincethe
recontactdateyouspecifiedonthecontactlogentry.
Toclearareminderfromthelist,clickintheselectcolumnnextto
thecontactlogentryandthenclickRemove.
To print card reports
2 ClicktheCardtabandclickareportgroup.Thelistofcardreports
appears.
3 Displayorprintthereportthatisappropriatetoyourneeds.
Followingisalistofthedefaultinformationdisplayedineach
report.Ifrequired,youcancustomisethereportstodisplaymore
orlessdetail(forinformationonhowtocustomiseareport,see
Customisingreportsonpage 93).
Tool See
ToDoList TheContactAlerttabintheToDoList
displayscontactlogentrieswithrecontact
datesonorbeforethecurrentdate.
below
Cardreports Cardreportsgiveyoulistsofcontact
informationinseveralformats.
below
Find
Transactions
FindTransactionshelpsyouquicklyfindall
transactionsforacontact.
page 81
Report Description
CardList
Summary
Alistofyourcontactswiththeirphonenumbersand
currentbalances.
CardList
Detail
Alistofsomeoftheinformationcontainedinyour
contactscards,includingAddress1andAddress2.
AddressList Thecontactname,addressandphonenumberentered
forAddress1ineachcard.
Card
Transactions
Alistofthetransactionsthathavebeenallocatedtoyour
contactsforaselectedperiod.
ContactLog Alistofcontactlogentrydetails.Thetotaloftheelapsed
timerecordedinthelogentriesisdisplayedforeach
contact.
GISCardFile Alistofcontactinformationthatyoucanimportintoa
geographicinformationsystem(GIS)toanalysethe
locationofyourcontacts.
ToDoList
Overdue
Contacts
Alistofcontactlogentrieswithrecontactdatesthatare
datedonorbeforethedayyouspecifyinthereport
filter.
1 3 1
11 Financial control
Youcancontrolyourfinancesbysettingbudgets,auditingyourrecordsandbyreviewingandanalysingyourfinancialactivities.
Tracking financial information
Youcantrackfinancialinformationattwolevels:
Accountslevelviewtheprofitabilityandfinancialdetailsofyour
businessasawhole.
Jobslevelviewtheprofitabilityandfinancialdetailsofthe
individualjobsortaskscarriedoutforcustomersandclients.
Accounts
Theaccountslistcouldbesetuptoprovideabasicoverviewofyour
businesssoverallperformance.Forexample,acardealershipmightset
uptheiraccountstodistinguishnewandusedcarsales,fromservice
andpartsincome.Thefollowingincomeaccountscouldbeused:
Whenenteringatransaction,thetransactionamountisallocatedtoan
appropriateaccount.Astandardprofitandlossstatementcanthenbe
printedforthebusinesstoshowincomeandexpensesgeneratedby
thebusiness.
Settingupaccounts YoucansetupyouraccountsusingtheEasy
SetupAssistantorintheAccountscommandcentre(seeSettingup
accountsonpage 21).
Jobs
Jobscanbesetuptotrackincomeandexpensesrelatedtoservicejobs.
Thisisparticularlyusefulwhenmultiplejobsareperformedforasingle
customer.Whenyouenteratransaction,theappropriatejobnumber
canbeassignedtoeachindividualamount.Thisenablesyouto
associateseveraljobswiththevariousamountsinasingletransaction.
Forexample,ifasaleincludespartsforthreedifferentjobs,youcan
specifythesejobsontheinvoice.Aprofitandlossstatementcanthen
bepreparedforeachjob.
40000Income [Header]
41000CarSales [Header]
41010NewCarSales [Detail]
41020PreownedCarSales [Detail]
42000ServiceandPartsIncome [Header]
42010ServiceIncome [Detail]
42020PartsIncome [Detail]
42030AccessoriesIncome [Detail]
1 3 2 C H A P T E R 1 1 F I N A N C I A L C O N T R O L
Specificjobtrackingtasksinclude:
linkingjobstospecificcustomers
assigningjobstoindividuallineitemsontransactions
analysingtheprofitandlossofajob.
To create a job
1 GototheListsmenuandchooseJobs.TheJobsListwindow
appears.
2 ClickNew.TheJobInformationwindowappears.
3 TypeacodeforthejobintheJobNumberfieldandpressTAB.
4 Enteradditionalinformationaboutthejob,suchasajobnameand
description.
5 Ifyouwanttolinkthejobtoacustomer,enteracustomerinthe
LinkedCustomerfield.Thisallowsyoutoselectthejobwhenyou
createinvoicesforthiscustomer.
YoucanviewdetailsofalljobslinkedtoacustomerintheJobsview
ofthecustomerscard.
6 ClickOK.TheJobsListwindowreappears.
7 Reviewthejobsyouhavecreated.Ifyouneedtochangethedetails
ofajob,selectthejobandclickEdit.
To enter opening balances for jobs
IfyoustartedusingyourAccountRightsoftwarewhileaparticularjob
wasinprogress,youcancreatethejobandthenenteranyaccount
activitygeneratedbythejobsofarintheJobOpeningBalances
window.
1 GototheSetupmenu,chooseBalancesandthenJobOpening
Balances.TheJobOpeningBalanceswindowappears.
2 IntheJobNumberfield,enterthejobforwhichyouwanttoenter
anopeningbalance.
B U D G E T S 1 3 3
3 IntheOpeningBalancescolumn,typetheopeningbalancesfor
eachaccount.
4 Repeatfromstep 2foreachjobwithanopeningbalance.
5 ClickOKwhenyouhavefinished.
To analyse the profit and loss of a job
YoucanusetheJobsProfit&Lossreporttoviewtheprofitandlossof
selectedjobs.
1 GototheReportsmenuandselectIndextoReports.TheIndexto
Reportswindowappears.ClicktheAccountstab.
2 Inthelistofreportsthatappearsintheleftcolumn,locatetheJobs
subheading,thenselectJobProfit&LossStatementinthelist
belowit.
3 ClickDisplay.TheReportwindowappears.
4 ClicktheFilterstabandselectthejobstoincludeinthereport.
5 Ifyouwanttoviewthecombinedprofitandlossfortheselected
jobs,selecttheConsolidatedoption.
6 Selecttherangeofdatesforwhichyouwanttoproducethereport.
7 ClickRefreshReport.Thefilteringoptionsyouhaveselectedare
appliedtothereport.
8 Ifyouwanttoprintthereport,clickthePrinticon( )inthe
toolbaratthetopoftheReportwindow.
Budgets
Whenyouprepareabudget,youarepredictingthefinancialstateof
yourbusiness.Forexample,youcouldprepareabudgetthatpredicts
howmuchyouintendtospendandearnoverthenextfinancialyear.
Havingabudgetmeansthat,astheyearprogresses,youcantrack
projecteddataagainstactualdataandtakecorrectiveactionifthings
arenotgoingaccordingtoplan.
Youcanalsousebudgetstoplanforfuturegoals.Forexample,youmay
wanttoundertakeanewbusinessventureinthecomingyear.By
creatingabudget,youcanworkouttheamountofmoneyyouwill
needfortheventure,wherethismoneywillcomefromandtheimpact
thattheventurewillhaveonotheraspectsofyourbusiness.
WhatdoIneedtobudget? Youcanenterbudgetsforindividual
detailaccounts.Theaccountsthatrequireabudgetwillvaryaccording
toyourbusiness.MostpeoplepreparebudgetsforProfitandLoss
accountssuchasIncome,CostofSalesandExpensesaccounts,and
BalanceSheetaccountsforspecificassetsandliabilities.Todecideon
theaccountsthatwillrequireabudget,considerwhatchangesyou
anticipateinyourbusinessandthefinancialimpactsthesechangeswill
have.Forexample,youmaybeconsideringtakingoutanewloan
(whichwillaffectyourBankLoansaccount).
WhatperiodcanIbudgetfor? Youcancreateabudgetforthe
currentfinancialyearandthenextfinancialyear.
Reviewingyourbudget Youcanreviewyourbudgetsperiodicallyto
trackyourfinancialprogressandseeifitisgoingtoplan.Aslight
variationfromthebudgetisnormal.Largevariations,ontheother
hand,mayneedinvestigation.Forexample,ifyouhavealargeincrease
inaccountsreceivable,itmayindicatethatyourcustomersaretakinga
longertimethanexpectedtopayyouraccount.
Youcancompareyourbudgetedamountwithactualaccountbalances
byviewingtheBudgetAnalysisreportsforBalanceSheetandProfitand
Lossaccounts.Forinformationondisplaying,customisingandprinting
reports,seeChapter 8,Reports,startingonpage 91.
Entering budget amounts
YoucanusethePrepareBudgetswindowtoenterbudgetamountsfor
eachmonthofthecurrentornextfinancialyear.SeeToenterthe
budgetforanaccountbelow.
Ifyouwanttoquicklyenterbudgetamountsforagroupofmonths,you
canusetheBudgetShortcutswindow.SeeToenterabudgetusingthe
BudgetShortcutswindowonpage 135.
Astheyearprogresses,youcanchoosetoeitheradjustbudgetfigures
orleavethemunchanged.
Enteringpositiveandnegativeamounts Bydefault,theamountyou
enterwillbeassumedtobeapositiveamount.Youcanenternegative
budgetamountsforexample,toindicateanendofmonthbalance
changeinbalancesheettypeaccountsbyinsertingahyphenbefore
theamount(forexample,250).Whenyouenteranegativeamount,
youareindicatingthatthebalanceoftheaccountisgoingtoreduce.
Usingexistingdata Ifyouhavealreadypreparedabudgetina
spreadsheetorinothersoftware,youmaybeabletoimportthat
informationintoyourcompanyfile.Formoreinformationonhowto
importaccountbudgets,seeImportingdataonpage 157.
Youcanalsousethepreviousfinancialyearsdataasabasisforyour
budget.
To enter the budget for an account
2 ClickBudgets.ThePrepareBudgetswindowappears.
ThewindowliststheProfitandLossaccountsbydefault.
3 FromtheFinancialYearlist,choosewhetheryouwanttoentera
budgetforthisfinancialyearorthenextone.
4 FromtheAccountTypelist,choosethetypeofaccountyouwantto
enterabudgetforProfitandLossorBalanceSheet.
5 Foreachmonth,clickintheappropriatecellandentertheamount.
Ifyouwanttoenteranegativeamount,insertahyphenbeforethe
figure(forexample,250).
Asyouenterdata,theFYTotalcolumnwilldisplaythetotalbudget
foreachaccount.
6 ClickOKtosavethebudgetdataandexitthePrepareBudgets
window.
A TheAccountNameandFYTotalcolumnsdisplaythelistofaccounts
andtheircurrentbudgettotalsforthefinancialyear.
B Youcanenterthebudgetamountforaspecificaccountandmonth.
Youcanusethehorizontalscrollbartoscrollthroughthemonths.
C ClickShortcutstoopentheBudgetShortcutswindowfromwhere
youcanquicklyenterbudgetamountsfortheselectedaccount.For
moreinformation,seeBudgetShortcutswindowonpage 135.
D ClickCopyAmounttoFollowingMonthstocopytheselectedamount
tothemonthsthatfollow.
E ClickCopyPreviousYearsActualDatatoinsertthepreviousyears
amountsfortheselectedaccountandmonth.
A B
C D E
B U D G E T S 1 3 5
Budget Shortcuts window
Ifyouwanttoquicklyenterbudgetfiguresforagroupofmonths,you
canusetheBudgetShortcutswindow.Youcanusethiswindowto
enterquarterly,halfyearlyandyearlybudgets.Youcanalsoentera
budgetthatincreasesordecreasesbyaspecificamounteverymonth.
To enter a budget using the Budget Shortcuts window
2 ClickBudgets.ThePrepareBudgetswindowappears.
3 Selecttheaccountyouwanttoenterthebudgetfor.
4 ClickShortcuts.TheBudgetShortcutswindowappears.
5 FromtheBudgetforlist,selectatimeperiod.
Thefieldschangeaccordingtotheperiodyouselect.
6 Enterthebudgetamountsintheappropriatefields.Amountsthat
covermorethanonemonth(suchasquarterly,halfyearlyand
yearlyamounts,andamountsforagroupofmonths)willbe
dividedequallyamongallthemonthsinthegroup.
IfyouselectedtheEachMonthoption,youcanalsosetabase
budgetamountforthefirstmonth,andtheamountorpercentage
bywhichthiswillvaryeverymonthonwards.
7 Whenyouhavefinishedenteringtheinformation,clickOK.The
PrepareBudgetswindowappearswiththenewamounts.
Iftheaccountalreadyhasbudgetfigures,amessageappearsasking
ifyouwanttoreplacetheexistingbudget.ClickYestoreplacethe
budget,orNoifyouwanttokeeptheexistingamounts(ifyouclick
No,clickCanceltoreturntothePrepareBudgetswindow).
Ifyouhavenotenteredanyamountsforthebudget,amessage
appearsaskingifyouwanttoenterzeroamounts.ClickYesifyou
wanttodothis,orNoifyouwanttochangetheamounts.
Select Ifyouwantto
EachMonth Enterthesameamountforeverymonthofthe
yearorasetincreaseordecreaseeverymonth
(startingfromabaseamount).
Periodstartingfrom
selectedMonth
Enteratotalamountforagroupofconsecutive
months.
Selectatime
EachQuarter Enterthetotalamountforeachquarter.
Eachhalfofthe
FinancialYear
Enterthetotalamountforeachhalfoftheyear.
FinancialYearyyyy Enterthetotalamountfortheentirefinancial
year,(whereyyyyisyourfinancialyear).
Select Ifyouwantto
Reviewing financial information
Therearetoolsthatyoucanusetoreviewyourfinancialinformation.
Business Insights
BusinessInsightsenablesyoutoanalysekeyfinancialinformationusing
arangeofinteractivetablesandgraphs.Youcanuseittoanalyseyour
accounts,profitandlossandthemoneythatcustomersoweyou.You
canopenBusinessInsightsfromanycommandcentre.
TheBusinessInsightswindowpresentsdifferenttypesoffinancial
informationinaseriesoftabs.Fromthesetabs,youcanopenother
windows,suchastheAccountsList,CardListorSalesRegister
windows.
Youcansorttheinformationintablesbyclickingintherelevanttable
columnheading.Forexample,youcansortthelistofyouraccountsby
accountnameortype.
Youcanalsosaveagraphortableasanimagesoyoucanuseitin
anotherdocument.Todothis,rightclickitandchoose:
CopytoClipboard.Thiscopiesthegraphortabletotheclipboard,
readytopasteintoadocument.
[Graphsonly]SaveAs.Choosewhereyouwanttosavetheimage
andclickSave.Thissavesthegraphasanimagefile,soyoucanuse
itlater.
IfyouwanttocustomisethelookofBusinessInsights,clickCustomise.
TheCustomisewindowappears,enablingyoutoshoworhide
informationinBusinessInsights.
About the Business Insights tabs
ProfitabilityDetails Thistabdisplaysgraphscomparingincomeand
expenses,thecumulativeprofitandlossandthebudgetsandactualsof
yourtoptenexpenses.
CompareincomeagainstexpensesYoucancomparetheprofitand
lossofyourpreviousfinancialyearagainstyourcurrentone,and
projectyourprofitandlossforthenextfinancialyear.
IdentifyexcessivespendingandbudgetblowoutsComparethe
actualbalancesofcostofsalesaccountsagainsttheirbudgets.
CustomerAnalysis Formoreinformationaboutanalysingsales,see
Reviewingyoursalesinformationonpage 59.
AccountDetails Thistabdisplaysthebalancesofyourbankand
creditcardaccountsandshowsyourtotalassetsandtotalliabilities.
Identifyexcessivedebt Compareassetsagainstliabilities.
Organiseyourfunds Checktheliquidityofyourassets;prioritise
yourliabilityrepayments.
Checkaccountbalances Beforemakingalargepayment,ensure
thattheaccountitisdrawnfromhassufficientfunds.
Tool See
BusinessInsights BusinessInsightsenablesyoutoanalyse
informationaboutyouraccountsand
yourprofitability.
below
Financialreports Financialreportshelpyoureviewyour
financialinformation.
page 137
R E V I E W I N G F I N A N C I A L I N F O R M A T I O N 1 3 7
To view financial reports
1 GototheReportsmenuatthetopofthescreenandchooseIndex
toReports.TheIndextoReportswindowappears.
2 ClicktheAccountstab.
Thereareseveralaccountreportsthatcanhelpyoutrackyourfinancial
information.Thesereportsarelistedbelow.
Forinformationondisplaying,customisingandprintingreports,see
Chapter 8,Reports,startingonpage 91.
Company Data Auditor
TheCompanyDataAuditorallowsyoutochecktheaccuracyofthe
recordsinyourcompanyfile.Youcanusethistooltoperform
maintenancetasksandreconcilebankorcreditcardaccounts.
TheCompanyDataAuditoralsochecksyourtransactionsfor
exceptionssuchasinvoicesthatdonotreconcilewithyourreceivables
account,andfuturedatedtransactions.Formoreinformationonhow
tousetheCompanyDataAuditor,seeRuntheCompanyDataAuditor
onpage 140.
Report Description
Profit&Loss
Statement
Showsyourprofitandlossfigures.
BalanceSheet Reviewsyourfinancialpositionasoftheendofaperiod.
TrialBalance Identifiesamountsincorrectlyentered.Whenreviewing
thisreport,checkfor:
entriesthatseemunusuallyhighorlowforthe
accountthathasbeenaffected
debitamountsforaccountsthatnormallyhave
creditentriesandviceversa
unusuallyhighorlowendingbalances
anunusuallyhighorlownumberofentriesfora
specificaccount.
BalanceSheet
BudgetAnalysis
Listsaccountbalancesasattheendofaselectedperiod,
alongwiththebudgetedamountsforthem.Ifyouve
determinedthatchangesneedtobemadetothe
amountsyouvebudgetedforthecomingmonths,you
canadjustyourbudget.
Profit&Loss
BudgetAnalysis
Listsaccountbalancesforaselectedperiod,alongwith
thebudgetedamountsforthem.Ifyouvedetermined
thatchangesneedtobemadetotheamountsyouve
budgetedforthecomingmonths,youcanadjustyour
budget.
1 3 9
12 End-of-period procedures
Itisimportanttoensurethatyouraccountingrecordsareaccurate.Reconcilingtheaccountsregularlywillassureyouandyouraccountantthatyourbooksare
complete,accurateandbalanced.
Monthendprocedures Youshouldreconcileyourcompanyfileinformationwithanysourcedocumentsandresourcesavailabletoyou.Forexample,each
monthyourbankaccountcanbereconciledwithyourbankstatementandyourcustomersbalancescanbeverified.Typicalendofmonthproceduresinclude
reviewingyourtrialbalance,reviewingyourbudgetsandcashflowandsendingoutcustomerstatements.
Yearendprocedures Endofyearproceduresneedtobecarriedouttoprepareyourcompanyfileforthecomingyear.Theseincludeanyadjustmentsyou
needtomaketoyourcompanyfilesothatitagreeswithyouraccountantsfinalrecordsbeforeyoustartanewyear.Byclosingtheyearinyourcompanyfile,
youareeffectivelybringingthecompanyfileuptodate.
Month-end procedures
Thefollowingisalistoftaskswesuggestyoucompleteattheendof
eachmonth.Dependingonthenatureofyourbusiness,someofthese
tasksmaynotapplytoyou.
Task See
1 RuntheCompanyDataAuditor page 140
2 Reconcilebankaccounts page 142
3 Reviewreports page 142
4 Sendcustomerstatements page 143
5 Recorddepreciation page 144
6 PrepareyourGSTreturn page 144
7 Lockperiods page 146
Task See
1 4 0 C H A P T E R 1 2 E N D O F P E R I O D P R O C E D U R E S
Step1: Run the Company Data Auditor
TheCompanyDataAuditorisaseriesofwindowsthatguideyou
throughtheprocessofcheckingandensuringtheaccuracyofthe
recordsinyourcompanyfile.Youcanusetheauditorto:
displaybasicinformationaboutthecompanyfile,suchasthefile
name,releasenumber,location,lockperiods,lastbackupdate,etc.
performmaintenancetasks,suchasbackupyourcompanyfileand
setlockperiods
displaybankandcreditcardaccountdetails,includingthecurrent
balanceandthedatewhentheywerelastreconciled
reconcileyourbankandcreditcardaccounts.
1 GototheAccountscommandcentreandclickCompanyData
Auditor.TheCompanyFileOverviewwindowappears.
Thiswindowshowsyou:
thecompanyfilename
theAccountRightreleaseversion
thelocationofthecompanyfile
thedateonwhichthecompanyfilewaslastbackedup
theendmonthandyearofthecurrentfinancialyear
thelockedperioddate,ifonehasbeenspecified.
Ifnecessary,youcanperformthefollowingmaintenancetasks
fromthiswindow:
2 Whenyouhavecompletedtherequiredmaintenancetasks,click
Next.TheAccountReconciliationReviewwindowappears.
Thiswindowshowsyou:
yourbankandcreditcardaccounts
thebalanceofeachaccount
thedateonwhicheachaccountwaslastreconciled.
3 Ifyouwanttoreconcileanaccount,selecttheaccountandclick
ReconcileAccounts.Forinformationonhowtoreconcileyour
accounts,seeReconcilingyourbankaccountsonpage 48.
To Dothis See
Backupyour
companyfile
ClickBackUpandcompletethe
backupprocedure.
page 149
Setalocked
periodforyour
companyfile
ClickLockPeriodandselectthedate
definingthelockedperiod(thatis,a
periodbeforewhichdatacannotbe
entered).
page 146
M O N T H E N D P R O C E D U R E S 1 4 1
4 ClickNext.TheDataExceptionReviewwindowappears.
5 Enterthestartdateandenddateoftheperiodyouwanttoreview.
6 ClickRunReviewtostartthetransactionreviewofthefollowing:
7 Whenyouhavefinishedviewingand,ifnecessary,printingthe
transactionreviewreports,clickNext.TheGSTExceptionReview
windowappears.
8 Enterthestartdateandenddateoftheperiodyouwanttoreview.
9 ClickRunReviewtodothefollowing: Reviewtask Description
Reconcileinvoices
withthelinked
receivablesaccount
Thetotalofallcustomerbalancesiscompared
tothecurrentbalanceofthelinkedreceivables
account.Ifthereisanoutofbalanceamount,
clickDisplaytoviewtheReceivables
ReconciliationExceptionsreportandanalyse
thedetailsofthereport.
Scanfor
futuredated
transactions
Thecompanyfileischeckedforanytransactions
datedlaterthanthecurrentdate.Ifthereare
suchtransactions,clickDisplaytoviewthe
FutureDatedTransactionsreportandanalyse
Scanforprepaid
transactions
Thecompanyfileischeckedforanyprepaid
transactions.Thesetransactionsincludeall
customerpayments(excludingdeposit
payments)thathaveapaymentdatepriortothe
dateoftheinvoice.Iftherearesuch
transactions,clickDisplaytoviewthePrepaid
Transactionsreportandanalysethedetailsof
thereport.
Reviewtask Description
CheckforGST
amountvariances
[Sales]
Thecompanyfileischeckedforvariations
betweentheGSTamountpostedandtheGST
amountcalculatedfortheGSTcodesassignedto
salestransactions.Ifavarianceisfound,click
DisplaytoviewtheGSTAmountVariancereport
andanalysethedetailsofthereport.
CheckforGST
exceptions[Invoice
Transactions]
Thecompanyfileischeckedforsaleand
purchasestransactionswithoutaGSTcode
assignedorwheretheenteredGSTcodeis
differenttothedefaultGSTcode.Ifsucha
transactionisfound,clickDisplaytoviewthe
GSTCodeExceptionsInvoiceTransactions
reportandanalysethedetailsofthereport.
10 ClickFinish.Amessageappearsaskingifyouwouldliketoprinta
summaryreportoftheauditfindings.ClickYestoprintthereport
orclickNotoclosetheCompanyDataAuditorwithoutprintingthe
report.
Step 2: Reconcile bank accounts
Toensuretheaccuracyofyourbusinessrecords,youshouldkeepyour
recordofeachbankaccountbalancematchedupwithyourbanks
records.Fordetailsonreconciling,seeReconcilingyourbank
accountsonpage 48.
Step 3: Review reports
Thereareseveralreportsthatwerecommendyoureviewattheendof
eachmonth.Youcanusethesereportstoidentifyandcorrectany
discrepanciesinyourrecords,aswellasspotanytrendsinyour
business.
CheckforGST
exceptions[Cash
Transactions]
ThecompanyfileischeckedforSpendMoney
andReceiveMoneytransactionswithoutaGST
codeassignedorwheretheenteredGSTcodeis
differenttothedefaultGSTcode.Ifsucha
transactionisfound,clickDisplaytoviewthe
GSTCodeExceptionsCashTransactions
reportandanalysethedetailsofthereport.
ReconcileGSTcode
detailswithlinked
accounts
Thecompanyfileischeckedforvariances
betweenthebalanceofthelinkedGSTaccounts
andtheamountofGSTthathasbeencollected
andpaidontransactions.Ifvariancesarefound,
clickDisplaytoviewtheGSTCode
ReconciliationExceptionsreportandanalyse
Reviewtask Description Report Description
AccountsList[Summary] Listsallaccountsandtheirbalances.
Makesureyousetthereportfilterstoprint
accountbalances.
Receivables
ReconciliationSummary
Listsallyouroutstandingreceivables.
AnalyseSalesCustomer Listsyourcompanyssalesactivityandtrends
onamonthbymonthbasis.
ItemsListSummary Showsalistofyouritems,includingcurrent
sellingprice.
Profit&LossStatement Displaysyourprofitandlossfigures.
BalanceSheet Displaysyourfinancialpositionasoftheendof
amonth.
TrialBalance Usethisreporttoidentifyincorrectlyentered
amounts.Whenreviewingthisreport,check
for:
entriesthatseemunusuallylargeorsmall
fortheaccountthathasbeenaffected
debitamountsforaccountsthatnormally
havecreditentries,andviceversa
unusuallyhighorlowendingbalances
anunusuallyhighorlownumberofentries
foraspecificaccount.
BalanceSheet
[MultiPeriodBudget]
Listsaccountbalancesasattheendofa
selectedmonth,alongwiththebudgeted
amountsforthem.Ifchangesneedtobemade
totheamountsyouvebudgetedforthecoming
months,adjustyourbudget.
Profit&Loss
[MultiPeriodBudget]
Listsprofitandlossaccountbalancesfora
selectedperiod,alongwiththebudgeted
amountsforthem.Ifchangesneedtobemade
totheamountsyouvebudgetedforthecoming
months,adjustyourbudget.
Step 4: Send customer statements
Mostbusinessessendstatementstocustomerswhohaveoutstanding
balancesattheendofamonth.Youcanprintoremailthestatements.
To print a customer statement
2 ClicktheToBePrintedtab.
3 IntheStatementTypefield,selectthetypeofstatementyouwant
toprint.
Invoicestatementslistallinvoicesagedasataspecifieddate.
Activitystatementslistallsalesinvoicesandpaymentswitha
customerdepositwithinaspecifieddaterange.Activity
statementsincludearunningaccountbalance.
4 Specifythestatementperiod.
IfyouselectedInvoiceasthestatementtype,enteranageing
datetodisplayinvoicesoutstandingasatthatdate.
Ifyouwanttoincludeonlyinvoicesrecordeduptothe
statementdate,selecttheOnlyincludeinvoicesupto
StatementDateoption.
IfyouselectedActivityasthestatementtype,enterthe
statementdaterangeintheFromandtofields.
5 Typethenumberofstatementsyouwanttoprintpercustomerin
thePrintfield.
6 Ifyouwanttofilterthestatementinformationorchangethetype
offormthestatementwillbeprintedon,clickAdvancedFiltersand
makeyourselections.Formoreinformation,seeCustomisinghow
yousendformbatchesonpage 104.
7 Clickintheselectcolumn ( )nexttothecustomersyouare
printingstatementsfor.
8 ClickPrint.
To email a customer statement
2 ClicktheToBeEmailedtab.
3 IntheStatementTypefield,selectthetypeofstatementyouwant
toemail.
Invoicestatementslistallinvoicesagedasataspecifieddate.
Activitystatementslistallsalesinvoicesandpaymentswitha
customerdepositforaspecifieddaterange.Activitystatements
includearunningaccountbalance.
4 Specifythestatementperiod.
IfyouselectedInvoiceasthestatementtype,enteranageing
datetodisplayinvoicesoutstandingasatthatdate.
Ifyouwanttoincludeonlyinvoicesrecordeduptothe
statementdate,selecttheOnlyincludeinvoicesupto
StatementDateoption.
IfyouselectedActivityasthestatementtype,enterthe
statementperiodintheFromandTofields.
5 Ifyouwanttofilterthecustomerlistorselectadifferentstatement
form,clickAdvancedFiltersandmakeyourselections.Formore
information,seeCustomisinghowyousendformbatcheson
page 104.
6 Clickintheselectcolumn ( )nexttothecustomerstowhomyou
wanttoemailstatements.
GST[SummaryInvoice] Usethisreportifyouraccountingisdoneonan
accrualbasis.
DisplaysasummaryofGSTcharged,butnot
necessarilycollectedorpaid.Foramore
detailedview,usetheGST[DetailInvoice]
report.
GST[Summary
Payments]
Usethisreportifyouraccountingisdoneona
cashbasis.
DisplaysasummaryofGSTcollectedandpaid.
Foramoredetailedview,usetheGST[Detail
Payments]report.
Report Description
7 Ifyouwanttochangeacustomersemailaddress,selectthe
customersnameandthenselectanotheraddressfromtheEmail
Addresslist.Alternatively,typeadifferentaddressintheEmail
Addressfield.
8 Typethesubjectandmessageoftheemailoracceptthedefault
subjectandmessage.Ifyouwanttochangethedefaultmessage,
clickEmailDefaultsandmakethechangesasappropriate.
9 ClickSendEmail.
Step 5: Record depreciation
Yourcompanysvehiclesandequipmentlosevalueeachyear.Partof
thecostofvehiclesandequipmentcanbeallocatedasanexpenseto
yourcompanyeachyearyoubenefitfromtheiruse.Theallocationof
thecostofapieceofequipmentoveritsusefullifeiscalled
depreciation.
Thereareseveralmethodsofrecordingdepreciation.Consultyour
accountanttoseewhichmethodisbestforyou.
NOTE : Ifyoudepreciateyourassetsattheendofthefinancialyear,
makethisstepapartofyourendofyearroutine.Consultyouraccountant
forinformationonwhentodepreciateyourassets.
Depreciationisntcalculatedautomatically,butyoucanrecordyour
depreciationfigureswithajournalentry.
To record depreciation
Beforeyoucanrecorddepreciationforanasset,youneedtocreatean
assetaccountandanexpenseaccountforeachtypeofassetyou
depreciate.Youonlyneedtocreatetheseaccountsonce.
1 Createanewassetaccountforeachtypeofassetyoudepreciate.
AddthewordsAccum.Depr.(forAccumulatedDepreciation)at
thebeginningofeachnewaccountname.Givethenewaccounta
numberthatallowsittocomeafteritscorrespondingasset
accountintheaccountslist.Formoreinformationoncreatinga
newaccount,seeSettingupaccountsonpage 21.
Inthefollowingexample,wehaveaheaderaccount,Motor
Vehiclesnumbered12300,andadetailaccountMotorVehiclesAt
Costnumbered12310.Wehavecreatedanewassetaccount
calledAccum.Depr.MotorVehiclesnumbered12320.Noticethat
theheaderaccountshowsthecurrentbookvalueofthevehicle.
2 Createanewexpenseaccount.Youmaywanttocallit
Depreciation.
3 Onceyouvedeterminedyourdepreciationamounts,makejournal
entriestocreditthenewaccumulateddepreciationassetaccount
(forexample,theAccum.Depr.MotorVehiclesaccount)anddebit
thenewdepreciationexpenseaccount.Theaccumulated
depreciationassetaccountswillalwayshaveanegativebalanceto
showareductioninthevalueofthedepreciableassets.
Step 6: Prepare your GST return
ManybusinessesarerequiredtosubmittheirGSTreturnsmonthly,
twomonthlyorsixmonthly.Regardlessofyourreportingfrequency,
youcanusethePrepareGSTReturnfunctiontofilloutyourGSTreturn.
Thereareseveraltasksyoushouldcompleteinpreparationtolodge
yourfirstGSTreturn.Thesearedetailedbelow.
TIP : OtherGSTreports ThereareseveralGSTdetailreportsavailablein
theIndextoReportswindow.Youmayalsowanttoreviewthesereports
beforepreparingyourGSTreturn.Formoreinformationaboutreports,see
Producingreportsonpage 91.
Afteryouhavecompletedthestepslistedabove,youcanprepareyour
GSTreturn.
To prepare your GST return
1 GototheAccountscommandcentreandclickPrepareGSTReturn.
TheReportingPeriodwindowappears.
2 Selectthelastmonthofyourreportingperiod.
3 Ifyouhaverecordedendofyearadjustmentsandyouwantto
includetheminyourreturn,selecttheIncludeYearEnd
Adjustmenttransactionsinreportoption.
4 SelecttheGSTreportingperiodandselecttheGSTaccountingbasis
whichyourbusinessusestoreportGST.Thisistheaccounting
periodandbasischosenbyyourbusinesswhenyouregisteredfor
GST.Ifyouareunsurewhichbasisyourbusinessuses,findoutfrom
youraccountantortheInlandRevenueDepartment.
5 SelecttheaccountsyouusetorecordGSTOutputandGSTInput
adjustmentactivity.
6 ClickPreviewGSTReturn.ThePrintPreviewwindowappears,
displayingyourGSTreturninformation.
7 Iftheinformationonthereportiscorrect:
a ClickPrinttoprintacopyofthereport.
b CopythevaluesfromthereporttotheGSTreturnformprovided
byInlandRevenue.
8 IfyouneedtoedityourGSTreturninformation,clickCloseto
returntothePrepareGSTReturnwindow.
Task Description
1 ReviewyourGSTcodessetup.
TheGSTreturnreportreliesonthesetupofyourGSTcodesto
completethereportfields.YouneedtomakesurethatyourGST
codesaresetupcorrectlybeforegeneratingthisreport.
Forexample,makesurethatyouhaveselectedtheGSTCodeis
ReportedonGSTReturnoptionforzeroratedGSTcodesand
deselectedtheoptionforexemptGSTcodesintheGSTCode
Informationwindowforthesecodes.SeeSettingupGSTcodeson
page 70formoreinformationoncreatingGSTcodes.
2 EnteryourGSTreturninformation.
YouenteryourGSTreturninformationinthePrepareGSTReturn
window(clickPrepareGSTReturnintheAccountscommandcentre).
Someoftheinformationyoucansetupincludesyouraccounting
basis,reportingfrequencyandtheaccountsthatyouusetotrackGST
adjustments(forboxes9and13onthereturn).
Step7: Lock periods
Afteryouhavecompletedyourmonthendtasks,youshouldlockthat
periodusingtheLockPeriodsfeature.Thiswillpreventanyonefrom
inadvertentlymakinganentryinaperiodinwhichyoudontwantnew
entries.Todothis:
windowappears.
2 ClicktheSecuritytab.
3 SelecttheLockPeriods:DisallowEntriesPriortooption,and
selecttherelevantdate.
Thisselectionplacesatemporarylockonthedateyouselectand
theperiodbeforeit.Ifyouneedtomakeanentryinalockedperiod
atalatertimeforexample,youlocked31stofMay,andnowwant
tomakeanentryinAprilyoucanunlockthatdateinthe
Preferenceswindow.
Closing a financial year
Thissectiondescribesthetasksyoushouldperformattheendofyour
financialyear.
However,youdontneedtocloseyourfinancialyearatanyparticular
time.Youcancontinuetouseyourcompanyfileafterthelastmonthof
yourcurrentfinancialyear.
Completethetaskslistedbelowtocloseyourfinancialyearandstarta
newone.
Step1: Complete month-end tasks
Makesureyoucompleteeachofthemonthendtasks.SeeMonthend
proceduresonpage 139.
Step 2: Provide information to your
accountant
Onceyouhavecompletedyouryearendtasks,youcansendyour
accountingdatatoyouraccountant.IfyouraccountantusesMYOB
AccountantsOffice,youcanexportyouraccountslist,journalentries
andsalesdirectlytoyouraccountantasatextfile.Thisfilecanbesent
byemailorsavedtodisk.
Wealsorecommendyouprintthefollowingreports:
Profit&Loss[WithYeartoDate]
BalanceSheet
TrialBalance
ReceivablesReconciliation[Summary]
GSTreports
AccountTransactions(onlyifyouraccountantwantstorevieweach
andeverytransactionyouveenteredinthecompanyfileduringa
particularperiod).
Inadditiontothese,printanyotherreportyouraccountantmay
request.
Task See
1 Completemonthendtasks below
2 Provideinformationtoyouraccountant below
3 Enterendofyearadjustments page 147
4 Backupyourcompanyfile page 148
5 Closethefinancialyear page 148
C L O S I N G A F I N A N C I A L Y E A R 1 4 7
Youcanalsoexportyouraccountingdatatootheraccountingpackages
usingtheexportfunction.
To export information to MYOB Accountants Office
1 GototheAccountscommandcentreandclickSendtoMYOB
AccountantsOffice.TheReportingPeriodwindowappears.
2 Selectthemonthorrangeofmonthsyouwanttoexport.Toselect
arangeofmonths,clickandholdthemousebuttononthefirst
requiredmonthandthendragthecursoroverthenamesofthe
remainingmonths.
CAUTION : Choosethereportingmonthscarefully Itisimportant
nottoincludedatesyouhaveincludedinapreviousexportbecause
thiswouldresultindoublecountingyourtransactions.Asa
precaution,werecommendthatyoutellyouraccountanttheperiods
youhaveselected.
3 SelectthetypeofinformationtobeprovidedfromtheInformation
requiredlist.
4 Choosethemethodyouwanttousetosendtheinformation.
EmailIfyouwanttoemailthefile,enteryouraccountants
cardintheLinkedCardforAccountantfieldandthenclick
Email.Theemailaddressenteredonthecardwillbeusedwhen
theemailiscreatedinyouremailprogram.Thedefaultnamefor
theexportfileiscompanyname.MYE.
DiskIfyouwanttosavethefiletodiskandsenditbypost,click
Disk.EnteranameandlocationfortheexportfileintheSaveAs
windowthatappears.Thedefaultfilenameis
companyname.MYE.Youcanchangethefilenameifyouwant
butyoumustretainthe.MYEextension.
5 ClickSave.
Step 3: Enter end-of-year adjustments
Youraccountantislikelytoprovideyouwithanumberofadjustments
thatwillneedtobeenteredinyourcompanyfileasjournal
transactions.Iftheadjustmentshavebeenprovidedonpaper,youcan
manuallyenterthemintheRecordJournalEntrywindow.
IfyousendinformationtoyouraccountantusingtheSendto
Accountantfeature(seeStep 2: Provideinformationtoyour
accountant),youcanimporttheadjustingjournalentriesyour
accountantsendsyou.Makesureyouraccountanthassentyouthe
journaladjustmentfileasatextfilewitha.txtextension.Formore
informationaboutimportingjournalentries,seeImportingdataon
page 157.
To record adjustments manually
1 GototheAccountscommandcentreandclickRecordJournal
Entry.TheRecordJournalEntrywindowappears.
Thegeneraljournalnumberandtransactiondateappearby
default.Youcanchangetheseifnecessary.
2 SelecttheYearEndAdjustmentoptiontoidentifythetransaction
asanadjustmentjournalentry.Whenyoupreparereportsforthe
period,youcanexcludetheseadjustmentsfromappearing.
3 [Optional]IntheMemofield,enteracommenttodescribethe
transaction,forexample,EOYadjustmentfromaccountant.
4 Eachrowofinformationenteredinthescrollinglistisalineitem.
Thelineitemdetailsareidentifiedinthejournaladjustments
providedbyyouraccountant.
Foreachlineitem:
a Typetheaccountnumber(orname),orselectitfromthe
accountlist.
b IntheDebitandCreditfields,enterthedebitorcreditamount
forthelineitem.
c [Optional]IntheJobfield,enterthejobnumberfortheline
item.
d [Optional]IntheMemofield,enteradescriptionoftheline
item.
e Ifnecessary,changethedefaultcodeintheGSTcolumnby
typingtherequiredGSTcodeorselectingitfromthelist.
NOTE : Journalentrymustbebalanced Thejournalentry
cannotberecordeduntiltheOutofBalancefieldiszero.
5 ClickRecordtorecordthejournalentry.
Step 4: Back up your company file
Makeabackupofyourcompanyfileafteryouhavefinishedentering
adjustmentsandstoreitinasafelocation.SeeBackingupand
restoringcompanyfilesonpage 149.
Step 5: Close the financial year
Beforeclosingafinancialyear,makesureyouhave:
completedtasks1to4oftheClosingafinancialyearprocedure.
enteredalltransactionsandadjustmentsasinstructedbyyour
accountant
checkedwithyouraccountanttoensurenofurtherentriesare
requiredinthecompanyfileforthecurrentyear.
Ifyouhavedonealloftheabove,youarenowreadytoclosethe
financialyear.Notethatyoucantenterneworeditexisting
transactionsinafinancialyearonceyouhaveclosedit.
Whenyoucloseafinancialyear:
Themonthlytotalsforallaccountsarechangedtolastyear
categories.Iflastyearamountsalreadyexisted,thoseamountswill
bereplaced.
Thebalanceofyourcurrentyearearningsaccountistransferredto
yourretainedearningsaccount.
Thebalancesofyourincome,costofsales,expense,otherincome
andotherexpenseaccountsarereturnedtozero.
To close a financial year
1 GototheFilemenuandchooseCloseaFinancialYear.TheClosea
FinancialYearAssistantopens.
2 Followtheonscreeninstructions.
Ifyouneedhelpinanyofthewindows,clickHelpandthenchoose
HelpforThisWindow.
1 4 9
13 Managing company files
Thischapterexplainshowyoucanperformmaintenancetasksonyourcompanyfile(includingbackingup,restoringandoptimising).
Backing up and restoring company files
Backingupisthecopyingofacompanyfiletosomeformofstorage
medium,suchasaCD,differentharddiskorothermedia.Youcanuse
thebackupfunctioninAccountRighttocreateacompressedarchive
filewitha.zipextensionthattakesuplessspace.
TheRestorecommandclosesthecompanyfileyourecurrentlyusing,
decompressesabackupfilesoyoucanuseitandthenopensthe
backupfile.
Precautionswhenbackingup Avoidcommonmistakesthatcan
causeyoutolosebackupsofcompanyfiles:
Dontstorebackupsonthesameharddiskasthesoftware.A
singledisastercanwipeoutallyourrecords.
Makeseparatebackups.Adiskfailurecancorruptyourdatain
suchawaythatyoumaynotnoticeitduringasession.Ifyou
accidentallycopysomecorrupteddataoveryourpreviousbackup
file,thatbackupisnolongervalid.
Withoutavalidbackup,youwouldneedtorecreateyourcompany
file.Youcanreducetheriskbymakingseparatebackupstoprotect
yourcompanydataforexample,attheendofeachbusinessday.
Storebackupsoffsite.Storemonthlyandyearlybackupsinasafe
place,preferablyawayfromyouroffice.Exceptfordailyrotational
backup,donotreusemedia.
To make a backup of your company file
1 Closeanyopenwindows,otherthantheCommandCentre.
2 GototheFilemenuandchooseBackUp.TheBackUpCompany
Filewindowappears.
1 5 0 C H A P T E R 1 3 M A N A G I N G C O M P A N Y F I L E S
Adefaultfilenameisassigned.
3 [Optional]Youcanchangethenameofthebackupfile.
4 ClickBrowseandselectwhereyouwanttosavethebackupfile.
5 Ifyouwanttoprotectthebackupfromunauthoriseduse,enterand
confirmapassword.Thispasswordwillneedtobeenteredwhen
restoringthebackupfile.
6 ClickBackUp.Thebackupprocessbegins.
7 Ifyouarestoringthebackupfileonaremovablestoragedevice,
labelallyourbackupswithenoughinformationtotellyouwhen
theyweredoneandwhereyouwereuptoindataentryfor
example,Friday,13.05.11orBackupasof13.05.11.
To restore a backup
1 Ifthebackupfileisonaremovabledisk,insertthediskintothedisk
drive.
2 Closeanyopenwindows,otherthantheCommandCentre.
3 GototheFilemenuandchooseRestore.
ThecompanyfilethatwasopenisclosedandtheRestoreBackup
Filewindowappears.
4 ClickBrowseandselectthebackupfileyouwanttorestore.
5 Ifthebackupispasswordprotected,enterthepasswordinthe
windowthatappears,andclickOK.
6 Ifthecompanyfileyouarerestoringhasthesamenameasyour
existingcompanyfile,andyoudonotwanttooverwriteyour
existingcompanyfile,clickChangeandselectadifferentlocation
fortherestoredcompanyfile.
7 ClickRestoretocompletetherestore.
Whenyourestoreafilethathasnotbeenactivated,theCompanyFile
Activationwindowappears.Ifyoudonotneedtoentertransactions
intotherestoredfile,clickIwanttomarkthisfileasReadOnlyand
thenclickContinuetoopenthefileinreadonlymode.
If,later,youneedtoactivatethereadonlyfile,gototheHelpmenu
andchooseActivateCompanyFile.
Defaultfilename Furtherdetails
MYOBmmddyyyy.zip mmddyyyyisthemonth,dayandyear
fromyourcomputersclock
.zipisthefileextensionandcannotbe
changed.
C O N F I R M I N G A C T I V A T E D C O M P A N Y F I L E S 1 5 1
Confirming activated company files
Afteracompanyfileisactivated,onceortwiceayearyoumustconfirm
itsactivationforthelifeofthefile.TheconfirmationverifiestoMYOB
thatyouarerunningalegalinstallationofAccountRight.When
confirmationisdueandyouattempttoopenanactivatedcompany
file,theCompanyFileConfirmationwindowappears.
Youhaveaperiodofgraceinwhichtoconfirmthecompanyfile,
indicatedundertheConfirmYourCompanyFileheading.
NOTE : Frequentrequeststoconfirm Undernormalcircumstances,
confirmationoccursonceortwiceayear.If,afterconfirmingacompany
file,youarepromptedwithinashorttimetoconfirmitagain,see
Troubleshootingactivatedcompanyfilesonpage 152.
Ifyoudontwanttoconfirmimmediately,selecttheIwanttoconfirm
mycompanyfilelateroptionandclickContinuetoopenthefile.After
theperiodofgraceexpires,thecompanyfilecanbeopenedonlyin
readonlymode,inwhichyoucanstillviewtransactions,printreports
orexportdata,butyouwillnotbeabletoenteranytransactions.
NOTE : Confirmingareadonlyfile Ifyouopenacompanyfilethatis
overdueforconfirmationinreadonlymode,butthenchangeyourmind,
gototheHelpmenuandchooseConfirmCompanyFile.TheCompany
FileConfirmationwindowappears.
Theseproceduresshowyouhowtoconfirmanactivatedcompanyfile
andsetupautomaticconfirmation:
Toconfirmacompanyfileonlinebelow.
Toconfirmacompanyfilebytelephonebelow.
Tosetupautomaticcompanyfileconfirmationonpage 152.
To confirm a company file online
1 EnsureyouareconnectedtotheInternet.
2 IntheCompanyFileConfirmationwindow,clickIwanttoconfirm
mycompanyfileonline.
3 ClickContinue.Yourserialnumberandcompanyfilecodearesent
totheMYOBconfirmationserver,whichreturnsaconfirmation
codeandextendsthefileactivation.
TheCompanyFileConfirmation Confirmedwindowappears.
4 ClickOKandinsubsequentwindowschoosetheoptionsrelevant
toyourbusinessneedsuntilacommandcentreappears.The
companyfilehasbeenconfirmedandyoucancontinuetoenter
transactions.
To confirm a company file by telephone
1 IntheCompanyFileConfirmationwindow,clickIwanttoconfirm
mycompanyfilebyphone.
2 ClickContinue.TheCompanyFileConfirmation ByPhone
windowappears.
3 CallonthetelephonenumberdisplayedundertheCompanyFile
Codefield.
4 Followtheinstructionstoreceiveyourconfirmationcode.
5 TypetheconfirmationcodeintheConfirmationCodefieldand
clickContinue.
NOTE : Confirmationcodeusedonlyonce Afteryouconfirmyour
companyfile,theconfirmationcodecannotbeusedtoconfirmthisor
anyothercompanyfileagain.Youmustgetanewconfirmationcode
eachtimeyouarepromptedtoconfirm.
6 IfyouhaveanInternetconnectionandyouprefertoperform
subsequentconfirmationsautomatically,selecttheIwanttouse
AutomaticConfirmationoption.
7 ClickOKandrespondtosubsequentwindowsuntilacommand
centreappears.Thecompanyfilehasbeenconfirmedandyoucan
continuetoentertransactions.
To set up automatic company file confirmation
YoucanconfirmcompanyfilesovertheInternetautomatically.
1 Openyourcompanyfile.
2 GototheSetupmenuandchoosePreferences.
3 InthePreferenceswindow,clicktheSecuritytab.
4 SelecttheIPrefertoUseAutomatedOnlineCompanyFile
ConfirmationoptionandclickOK.
Fromnowon,yourcompanyfileisconfirmedautomaticallyanda
notificationofsuccessfulconfirmationisdisplayedeachtime.
Troubleshooting activated company files
Theactivationandconfirmationofcompanyfilesissensitiveto
changesofthedateinyourcomputerssystemclock.Insome
circumstances,changesinthesystemdatemayrequireyoutoconfirm
thecompanyfileagain.
Notethatifyouconfirmacompanyfileseveraltimeswithinashort
periodoftime,youmaybepreventedfromusingthefileuntilyou
contactMYOBCustomerService.
NOTE : Confirmationhelp Formoreinformationabouttheconfirmation
process,andadditionaltroubleshootingtips,clickHelpintheCompany
FileConfirmationwindow.
Managing software updates
AccountRightsoftwareupdatesareregularlyprovidedtohelpyou
bettermanageyourbusinessandtoensurethatyourbusiness
complieswithcurrentgovernmentlegislation.
SoftwareManagerisawebbasedtoolthatnotifiesyouwhenyour
softwarehasbeenupdated,andenablesyoutoinstalltheupdatefrom
theweb.
SoftwareManagerchecksforupdatesperiodicallyandalertsyouwhen
anupdateisavailable.Youcaninstalltheupdateimmediatelyor
downloadittoyourcomputertoinstalllater.Youcanalsomanually
checkforandinstallupdatesatanytime.
BeforeyoucanuseSoftwareManager,youneedtoregisterfor
softwareupdatesandbeacurrentMYOBBusinesSupportsubscriber.
To register for software updates
Youneedyour12digitAccountRightserialnumbertoregisterfor
updates.
TIP : LocatingyourAccountRightserialnumber A12digitserial
numberwasprovidedtoyouwhenyoupurchasedyoursoftware.Youcan
alsofindyourserialnumberintheCompanyInformationwindowofyour
companyfile(gototheSetupmenuandchooseCompanyInformation).
1 MakesureyouareconnectedtotheInternet.
M A N A G I N G S O F T W A R E U P D A T E S 1 5 3
2 GototheHelpmenu,chooseUpdatesandthenchooseRegister
forupdates.TheRegisterforUpdateAlertswindowappears.
3 Enteryour12digitAccountRightserialnumber.
4 ClickRegisterforUpdates.
5 Repeatthisprocedureoneachcomputerthatyourun
AccountRighton.
To manually install software updates
1 GototheHelpmenu,chooseUpdatesandthenCheckforUpdates.
TheSoftwareManagerwindowappears.
2 Ifanupdateisavailable,selecttheupdateandclick:
Installtoinstalltheupdateimmediately.
DownloadOnlytosavetheupdatefiletoyourcomputertobe
installedlater.
TIP : Youcanreusetheupdatefile Copytheupdatefiletoa
portablemediadevice(suchasaUSBstick)soyoucantransferitto
eachcomputerthatyouuseAccountRighton.Notethatyoudonot
needtoretainthedownloadedupdatefileafteryouhaveinstalledthe
updateoneachcomputer.
3 Repeatthisprocedureoneachcomputerthatyourun
AccountRighton.
To check for updates
GototheHelpmenu,chooseUpdatesandthenchooseCheckfor
Updates.
1 5 5
14 Importing and exporting data
Youcantakedataenteredinyourcompanyfileanduseitinother
softwareorinothercompanyfiles.Thisprocessiscalledexporting
data.
Youcanalsotakedataenteredinothersoftwareprogramsand
incorporateitintoyourcompanyfile,orincorporateinformationfrom
onecompanyfileintoanothercompanyfile.Thisprocessiscalled
importingdata.
Thefollowingtableliststherecordtypesthatyoucanimportand
export.
Thisrecordtype Canbe
GSTCodeList importedandexported
Accounts importedandexported
Budgets importedandexported
CustomLists importedandexported
ContactLogs importedandexported
Items importedandexported
Jobs importedandexported
Cards importedandexported
GeneralJournalentries,includingGST
informationandGSTreporting
importedandexported
TransactionJournalentries(noGST
informationandGSTreporting)
importedandexported
SpendMoneytransactions exported
ReceiveMoneytransactions exported
Disbursements imported
Receipts imported
Sales importedandexported
MYOBAccountsLists importedandexported
Thisrecordtype Canbe
1 5 6 C H A P T E R 1 4 I M P O R T I N G A N D E X P O R T I N G D A T A
Exporting data
Yourcompanyfiledatacanbeexportedtoatabdelimitedor
commaseparatedtextfile:
Tabseparatedfilescontainfieldsthatareseparatedbytab
characters.Forexample,ifatabcharacterappearsbetween
Brewsterand300RoundhillDriveinafileofcustomerinformation,
thefilecountsBrewsterand300RoundhillDriveastwoseparate
fieldsinarecord.Tabseparatedfilesareacommonexportformat
inspreadsheetprograms.
Commaseparatedfilescontainrecordsthatareseparatedby
commas.Forexample,ifacommaappearsbetweenBrewsterand
300RoundhillDriveinafileofcustomerinformation,thefile
countsBrewsterand300RoundhillDriveastwoseparatefieldsina
record.Commaseparatedfilesareoftenusedbypopulardatabase
programs.
Ifyoureexportingdataforuseinanothercompanyfile,youcan
chooseeithercommaseparatedortabseparatedformats.Notethat
commaseparatedisautomaticallyselectedduringimportandexport
processes.
Exportingcustomisedforms Youcanexportcustomisedformsfrom
onecompanyfiletoanother.Formoreinformation,seeExportingand
importingcustomisedforms,onpage 107.
ExportingtoAccountantsOffice IfyouraccountantusesMYOB
AccountantsOffice,youcanexportfinancialinformation(including
youraccountslist,journalentriesandsales)directlytoMYOB
AccountantsOfficeasatabseparatedtextfile.Thisfilecanbesentby
emailorsavedtodisk.Formoreinformation,seeProvideinformation
toyouraccountantonpage 146.
To export data
1 GototheFilemenuandchooseImport/ExportAssistant.The
ImportandExportAssistantwindowappears.
2 SelectExportdataandclickNext.
3 SelectthetypeofdatayouwanttoexportfromtheExportlist.If
additionaloptionsappearinthiswindow,youcancompletethem
tofilterthedatathatwillbeexported.ClickNext.
4 Selectwhetherthedataintheexportedfileshouldbeseparated
usingtabsorcommas,andwhetherthefirstrowinthefileshould
displaythefieldheaders.ClickNext.
5 Choosethefieldsyouwanttoexportandtheorderinwhichyou
wanttoexportthem.Todothis,clickonthefirstfieldyouwantto
exportintheAvailableFieldscolumnandthenclickAdd.Thefield
namewillappearintheFieldstoexportcolumn.
I M P O R T I N G D A T A 1 5 7
NOTE : Requiredfieldsforimportingandexportingdata When
youimportorexportdata,certaindatafieldsmusthavevalid
matchingfieldsinthetargetsoftware.
Ifafieldhasanasterisk(*)nexttoit,youmustselectamatchingfield
toit.Iftwofieldshaveacaret(^)nexttothem,youmustselecta
matchingfieldtooneorbothfields.
6 Repeatthepreviousstepforeachfieldyouwanttoexport.
IfyouwanttoremoveafieldsnamefromtheFieldstoexport
column,clickitsnameandthenclickRemove.Ifyouwanttoexport
allfields,clickAddAll.
7 Ifyouwanttochangetheorderinwhichthefieldsareexported,
selectthefieldyouwanttomoveandthenclicktheupordown
buttons.
8 Whenyouhaveselectedthefields,clickExport.
9 IntheSaveAswindowthatappears,enteranameandlocationfor
theexportfileandclickSave.Thedataisexportedandsavedasa
textfile.
10 Whenthedatahasfinishedexporting,clickClose.
Importing data
Youcanimportdataintoyourcompanyfilefromatabdelimitedor
commaseparatedtextfile.Beforeyoustarttheimportprocess,you
willneedtoexportthedatayouwantfromtheprogramyouveusedto
createthedata.
Importingcustomisedforms Youcanimportcustomisedformsfrom
onecompanyfiletoanother.Formoreinformation,seeExportingand
importingcustomisedforms,onpage 109.
Ifyouareimportinganaccountslist IfyouraccountantusesMYOB
AccountantsOffice,youcanimportanaccountslistfromit.Formore
information,seeImportinganaccountslistfromMYOBAccountants
Officeonpage 158.
To import data
NOTE : Beforeyouimportdatayoushouldmakeabackupofyour
companyfile.SeeBackingupandrestoringcompanyfilesonpage 149.
1 GototheFilemenu,andchooseImport/ExportAssistant.The
ImportandExportAssistantwindowappears.
2 SelectImportdataandclickNext.
3 SelectthetypeofdatayouwanttoimportfromtheImportlist.
4 ClickBrowsetolocateandselectthefileyouwanttoimport,and
thenclickNext.
5 Selecttheimportfileformat,thetypeofthefirstrecord,andthe
methodofhandlingduplicaterecords.Formoreinformation,click
HelpandthenchooseHelpforThisWindow.
1 5 8 C H A P T E R 1 4 I M P O R T I N G A N D E X P O R T I N G D A T A
6 ClickNextandmatchtheimportfieldswithfieldsintheAvailable
Fieldscolumn.Todothis:
a ClickthenameofafieldintheImportfieldscolumn.
b ClickthematchingfieldintheAvailablefieldscolumn.
TheimportfieldyouselectedappearsintheMatchedImport
fieldscolumn.
NOTE : Somefieldsmustbeimported Fieldsthathavean
asterisk(*)nexttothemmusthavematchingimportfilefields
assignedtothem.
c IfallthefieldsintheimportfilematchthoseintheAvailable
fieldscolumn,includingtheirorder,clickMatchAll.Ifthefields
inyourimportfilearenotinthesameorder,clickAutoMatchto
matchthefieldsthathavethesamenames.
7 ClickNext.Ifyoudidntmakeabackuppriortostartingtheimport
process,clickBackuptomakeonenow.
8 ClickImporttoimportthedata.
Ifyougetawarningoranerrormessageindicatingthattheimport
wasnotsuccessful,refertotheimportlogfile,whichyoucan
accessfromtheConclusionstepoftheassistant.
9 Whenthedatahasfinishedimporting,clickClose.
Importing an accounts list from MYOB
Accountants Office
Whenyoucreateacompanyfile,youcanchoosetoimportanaccounts
listfromafileprovidedbyyouraccountant(seeCreateacompanyfile
onpage 16).IfthefilewascreatedbyMYOBAccountantsOfficewith
a.txtextensionfollowthisproceduretoimporttheaccountslist.(Ask
youraccountantforanewfileifitdoesnothavea.txtextension.)
OnceyouhaveimportedanaccountslistfromMYOBAccountants
Office,youcanimportjournaltransactionsfromyouraccountant.For
moreinformation,seeEnterendofyearadjustmentsonpage 147.
To import the accounts list provided by your accountant
1 GototheFilemenu,chooseAccountantLink,thenReceivefrom
Accountant,andchooseListofAccounts.Amessageappears,
informingyouthattheaccountlevelsmightbereset.
2 ClickYesifyouwanttocontinuetheimport.TheOpenwindow
appears.
3 Selectthefilecontainingtheaccountslistsentbyyouraccountant.
ThedefaultnameofthefileisMYOB_SET.txt.However,your
accountantmayhaverenamedthefile.
4 ClickOpentoopenthefileandbegintheimportprocess.
Theaccountsareimportedandamessageisdisplayed,givingyou
theresultsoftheimport.Ifyougetawarningoranerrormessage
indicatingthattheimportwasnotsuccessful,refertotheimport
logfileforalistoferrorsorwarnings.
1 5 9
Glossary
A
account Somethingtowhichtransactionsareassigned.Accountsin
AccountRightsoftwareareinoneofeightclassifications:
Asset
Liability
Equity
Income
Costofsales
Expense
Otherincome
Otherexpense
Accountscanbesetupasheaderordetail.Transactionsareassigned
directlytodetailaccounts.Headeraccountsareusedtosummariseand
groupmultipledetailaccounts.EachAccountRightaccountmusthave
auniquenumber.
accountclassification Oneoftheeightaccountsgroupsinthe
AccountsList:Assets,Liabilities,Equity,Income,CostofSales,Expense,
OtherIncome,OtherExpense.
accountnumber Theaccountnumberidentifiesanaccount.Each
AccountRightaccountmusthaveauniquenumber.
accountingperiod Apartofyourfinancialyear.AccountRight
softwaretreatseachcalendarmonthasaseparateaccountingperiod.
accountslist Commonlyreferredtoasachartofaccounts,thisisa
listofallyourasset,liability,equity,income,costofsalesandexpense,
otherincomeandotherexpenseaccounts.
accountsreceivable Whatyourcustomersoweyou.Thesumofall
accountsreceivableisrecordedasanassetaccount.Anytimeyou
recordasaleintheSalescommandcentre,theunpaidbalanceofthe
saleisaddedtoyouraccountsreceivablebalance.Everytimeyouenter
acustomerpayment(usingtheSalescommandcentre),theamountis
subtractedfromyouraccountsreceivablebalance.
accrualmethod(basis) Thisisamethodofaccountingwhichrecords
salesatthetimetheyredelivered,notatthetimetheyrepaidfor.This
istheoppositeofthecashmethodofaccounting.
accruedexpenses Theseareexpensesforgoodsorservicesreceived
butnotyetpaid.
ageing:receivables Thenumberofdaysbetweeninvoicinga
customerandanageingdate(usuallytoday).
allocationaccounts InAccountRightsoftware,whenwritinga
chequeorrecordingapayment,theallocationaccountsarethe
expense,income,etc.accountsthatbalancethetransaction.
assets Assetsarethingsyouown.Yourbankaccountisanasset.Sois
yourcomputer.Ifsomeoneowesyoumoney,thetotalowedtoyouis
anasset.Currentassetsareassetsthatcanbeturnedintocashwithina
relativelyshortperiodoftime(lessthanayear).Thingsthattakelonger
toturnintocash,likeyourfactorybuilding,arecalledfixedassets.
Assetsnormallyhaveadebitbalance.
1 6 0 G L O S S A R Y
B
baddebt Moneyowedtoyouthatisunlikelytobepaid.Many
businessescreateacontraassetaccounttoapproximatethevalueof
theirbaddebt.Thatway,theyhaveaclearerpictureoftheactualvalue
oftheirassets.
balance Thesumofallthemoneyaddedtoandsubtractedfroman
account.
balancesheet Thebalancesheetisafinancialsnapshotofa
companyspositionataparticulartime.Abalancesheetliststhe
companysasset,liabilityandequityaccounts.Itiscalledabalance
sheetbecausethetotalvalueoftheassetaccountsminusthetotal
valueoftheliabilityaccountsalwaysequalsthetotaloftheequity
accounts.
bill Therecordofasuppliersinvoice.
budgets Expectedmonthlynetactivityforanaccount.Budgetsare
usefulforplanningforthefutureandforanalysingactualperformance
againstplannedperformance.
C
cashdrawer Wherethemoneyiskeptbetweenleavingthe
customershandsandbeingdepositedinthebank.Manybusinesses
setuptheircashdrawerasabankaccount.
cashmethod(basis) Theoppositeoftheaccrualmethodof
accounting.Thecashmethodrecordsthesaleofgoodsandservicesat
thetimetheyrepaidfor,notwhentheyredelivered.
cleared Awithdrawalordepositisclearedwhenyourbankadjusts
youraccountbalanceforit.
closedperiod Anaccountingperiodinwhichallentriesare
completed.AccountRightsoftwaredoesnotrequirethatyouactively
closeaperiod.However,inPreferencesyoucanpreventaccidental
postingtoaclosed(locked)period.
closedsales Salesthathavebeenpaidinfull.
companyinformation FoundinAccountRightsoftwaresSetup
menu,yourcompanyinformationcontainsyourcompanysname,
address,GSTinformationandinformationaboutyourcompanys
financialyear.
contraaccount Thisisanaccountthatnormallycarriestheopposite
balanceoftheaccountsofthesametype.Assets,forexample,
normallyhaveadebitbalance;acommoncontraassetaccountisthe
accrueddepreciationofanasset.Byusingacontraaccount,youcan
showacompanycarthatsworth$12,000,bylistingtheassetatits
$15,000purchasepricefollowedbythe$3,000balanceoftheaccrued
depreciationaccount.
conversionmonth Theconversionmonthistheearliestmonthinthe
financialyearforwhichtransactionsaretoberecorded.Forexample,
supposeyoupurchaseyourAccountRightsoftwareinOctoberbutwant
torecordtransactionsdatedfrom1September.Inthiscase,your
conversionmonthisSeptember.Theconversionmonthdeterminesthe
openingbalancesyouwillenterwhenyousetupyourcompanyfile.
costofsales Sometimescalledcostofgoodssold,thisaccounttype
worksjustlikeanexpenseaccount.Theonlydifferenceiswhereit
appearsontheprofit&lossstatement.CostofSalesaccountsappear
afteryourincomeaccountsbutbeforeyourexpenseaccounts.Costof
Salesissubtractedfromyourincometoproducegrossprofit.Your
expensesaresubtractedfromyourgrossprofittoproducenetprofit.
YouarenotrequiredtouseCostofSalesaccounts.
creditamount Appearsontherightsideoftheledger(adebit
amountoccupiestheleftside).Acreditamountincreasesthebalance
ofaccountswithacreditbalanceanddecreasesthebalanceof
accountswithadebitbalance.Accountsthatnormallycarryacredit
balanceareliability,equityandincomeaccounts.
G L O S S A R Y 1 6 1
creditinvoice Acreditinvoiceisasalewithanegativebalancedue.
Usuallycausedbyareturnoradjustment,acreditinvoiceissettledby
writingarefundchequeorapplyingtheamounttoanotheropen
invoice.
creditterms Termsaretheagreeduponrulesgoverningthenumber
ofdaysbetweendeliveryandpaymentdiscountsforearlypaymentand
penalties.Youcansetdefaulttermsforallcustomers.
currentassets Assetsthatcanbeturnedintocashwithinarelatively
shorttime(lessthanayear)arecalledcurrentassets.Someofyour
currentassetsareyourbankaccounts,accountsreceivableandpetty
cash.Currentassetsusuallydonotlosetheirvalueovertime.Current
assetsnormallyhaveadebitbalance.
currentliabilities Liabilitiesthatbecomepayablewithinthenext
yeararecalledcurrentliabilities.Whenrecordingaliabilitythatistobe
paidoveralongperiod,manyaccountantssplititintotwoliabilities.
Thepartthatistobepaidoffwithinthenextyearisenteredasa
currentliability;theremainingpartisenteredasalongtermliability.
currentyearearnings Currentyearearningsisanequityaccount.Its
balanceequalsyourincomeminuscostofsalesandexpenses.Current
yearearningsarezeroatthebeginningofafinancialyear.Currentyear
earningsarekeptasarunningtotalasthefinancialyearprogresses.
Whenyoustartanewfinancialyear,currentyearearningsareresetto
zerowhenitsbalanceismovedintotheaccountcalledRetained
Earnings.
customer Someonetowhomyousellgoodsorservices.In
AccountRightsoftware,youmustenteracustomercardbeforeyou
recordasale.
D
debit Appearsontheleftsideoftheledger(thecreditamount
occupiestherightside);adebitamountincreasesthebalanceof
accountswithadebitbalanceanddecreasesthebalanceofaccounts
withacreditbalance.Accountsthatnormallycarryadebitbalanceare
assetsandexpenseaccounts.
debtors Adebtorissomeonewhoowesyoumoney.Seealso
accountsreceivable.
depositsfromcustomers Advancesreceivedforgoodsorservices
notyetdelivered.Customerdepositsarekeptinaliabilityaccount.
depreciation Theexpenseallocationofthecostofanassetovera
periodoftime.Mostaccountantscreateacontraassetaccountto
trackthedepreciationofanasset.Seealsocontraaccount.Atypical
depreciationtransactioncreditsthecontraassetaccountanddebitsa
depreciationexpenseaccount.Depreciationismostoftenrecordedas
ageneraljournalentry.
detailaccounts AnAccountRightaccounttowhichtransactionscan
beassigned.
discountearlypayment Theamounttakenoffthebalanceduein
returnforpaymentwithinanagreednumberofdays.
discountdays Discountdaysarethenumberofdaysfromasale
withinwhichfullpaymentofthebalancedueentitlesthepayeetoa
discount.
doubleentryaccounting Amethodofbookkeepinginwhichevery
entryisbalancedbyanotherentry.Correctdoubleentryaccounting
alwaysprovidesabalancedsetofbooks;thatis,thetotalvalueofyour
assetaccountsminusthetotalofyourliabilityaccountswillequalthe
totalofyourequityaccounts.
1 6 2 G L O S S A R Y
E
earnings Incomeminuscostofsalesandexpenses.Seealsocurrent
yearearnings.
electronicpayment Apaymentthatdirectlydebitsorcreditsyour
bank.Forexample,youcanchoosetopayasupplierelectronicallyby
settingupelectronicpaymentdetailsinthesuppliercard.
equity Thisisacompanysnetworth.Theequityofacompanyequals
itsassetsminusitsliabilities.EquityisanaccounttypeinAccountRight
software.Equityaccountsusuallycarryacreditbalance.Some
commonequityaccountsarecurrentyearearnings,retainedearnings
andshareholdersequity.
expense Acostassociatedwithrunningabusiness.Expenseisan
accounttypeinAccountRightsoftware.Expenseaccountsusuallycarry
adebitbalance.
F
financecharge Theamountaddedtoanoutstandingbalanceasa
penaltyforlatepayment.
financialstatements Thebalancesheetandincome(profit&loss)
statement.Thebalancesheetisyourcompanysfinancialpictureata
particulartime.Theincomestatementshowsyourcompanysfinancial
performanceoveraperiodoftime.
financialyear The12monthperiodyouusetodefineyour
accountingyear.YourAccountRightsoftwaredoesnotrequirethatit
matchthecalendaryear.
fixedassets Fixedassetsareassetsthathavearelativelylonglife.
Yourbuildings,carsandcomputersarefixedassets.Fixedassetsare
usuallydepreciated;thatis,theylosesomeoftheirvalueasyouuse
them.
G
generaljournal Ajournalusedtorecordmiscellaneoustransactions
notenteredinotherjournals,forexample,yearendadjustmentsand
depreciationexpense.
generalledger Thisiswhereallyouraccountinformationsales,
cashin,cashoutcometogether.Youdrawyourfinancialstatements
(balancesheetandincomestatement)fromthegeneralledger.
grossprofit Grossprofitisyourincomeminuscostofsales.
H
headeraccount AheaderaccountinAccountRightsoftwareisused
togroupsimilardetailaccounts.Youcannotpostatransactiontoa
headeraccount.
historicalbalance Thebalanceofanaccountpriortoconvertingyour
recordstoAccountRightsoftware.Youarenotrequiredtoenter
historicalbalancesinAccountRightsoftware.Enterthemonlyifyou
wishtocompareacurrentmonthsactivitytotheactivityforthesame
monthlastyear.
I
income Revenuefromthesaleofgoodsorservices.Incomeisan
accounttypeinAccountRightsoftware.Incomeaccountsusuallycarry
acreditbalance.
incomestatement Alsocalledaprofit&lossstatement,theincome
statementshowsyourcompanysperformanceoveraperiodoftime.
Anincomestatementbeginswithincome.Itthensubtractscostof
salestoproduceagrossprofit.Expensesaresubtractedfromgross
profittoproduceoperatingprofit.Otherincomeaccountsareadded
tooperatingprofitandotherexpenseaccountsaresubtractedfrom
operatingprofittoproducenetprofit.
G L O S S A R Y 1 6 3
invoice Thewrittenrecordofasale.
item Aunitinyouritemslist.Anitemcanbephysicalinventory,likea
widgetorapairofshoes,oritcanbenonphysical,likeanhourofyour
time.
J
job Ajobisworkforwhichyouwishtotrackincomeandexpenses.In
AccountRightsoftware,ajobcanbeaprofitcentre,aproductline,a
projectoranyothersubsetofyourbusinessthatrequiresaseparate
incomestatement.
journal Ajournalisatoolfororganisingyouraccountingentries.All
entriesaregroupedintooneoffourjournals:general,disbursements,
receiptsandsales.
L
liability Liabilitiesarethingsyouowe.Yourworkingcapitalloanisa
liability.Liabilitiesthatareduewithinthenextyeararecalledcurrent
liabilities.Whenaliabilityisnotdueformorethanayear,itiscalleda
longtermliability.Liabilitiesnormallyhaveacreditbalance.
linkedaccount LinkedaccountsarewhatAccountRightsoftwareuses
topostyoursalesandbankingtransactionstotheproperaccount.
When,forexample,youlinkyourreceivablesaccount,youaretelling
AccountRightsoftwarewhichaccounttopostthebalanceduefroma
saleto.
longtermliability Somethingyouowethatdoesnothavetobepaid
foratleastayear.
M
miscellaneoussales UsedinAccountRightsoftwaretorecord
nonitemsalesthatdonotrequireaprintedinvoice.
N
netincome Netincome(netprofitorloss)isthetotalofallincome
accountsminusthesumofyourexpenseandcostofsalesaccounts.
netprofit Thetotalofallincomeaccountsminusthesumofyour
expenseandcostofsalesaccounts.Alsocallednetincome.
NumberofDaysafterEOM Asettingtoindicatethatthepayment
duedateandearlypaymentdiscountdatearebasedonasetnumber
ofdaysaftertheendofthemonth.
O
opensale Asalewithanoutstandingbalancedue.
openingbalance Thebalanceofanaccountasatthestartofthefirst
dayofyourconversionmonth.
otherexpenses Anaccounttypeusedtorecordexpensesthatare
notdirectlyrelatedtoyourcompanysoperations,suchasloan
interest,fines,etc.Otherexpenseaccountsusuallyhaveadebit
balance.
otherincome Anaccounttypeusedtorecordincomethatisnot
directlyrelatedtoyourcompanysoperations,suchasinterestincome.
Otherincomeaccountsusuallyhaveacreditbalance.
outofbalance Whenthetotalcreditamountdoesnotequalthe
totaldebitamountinatransaction,itisoutofbalance.AccountRight
softwaredoesnotallowyoutorecordanoutofbalancetransaction.
1 6 4 G L O S S A R Y
P
profit&lossstatement Seeincomestatement.
profitcentre Asubsetofyourbusinessforwhichyouwanttotrack
incomeandexpenses.InAccountRightsoftwareprofitcentresare
calledjobs.
promiseddate Thedateapendingsaleisduetobedelivered.
R
recaptransaction Afunctionthatletsyoulookatajournalentry
beforeitisrecorded.Recaptransactionisparticularlyusefulforthose
transactions,likeinvoices,forwhichthejournalentryisnot
immediatelyobvious.
receivables Whatsomeoneelseowesyouforitemsorservices
delivered.Seeaccountsreceivable.
reconciling Theprocessofcheckingthatyourrecordsagreewith
yourbanksrecords.
recurringtransaction Anaccountingentrythatismadeperiodically,
suchasmonthlyrent,etc.
restoring Theprocessofreopeningabackupcompanyfile.
retainedearnings Moneyfrompreviousyearsearningsthathas
beenleftinthecompany.Attheendofafinancialyearanymoney
earned(orlost)duringthefinancialyearistransferredtoretained
earnings.Retainedearningsarerecordedinanequityaccount.
revenue Incomefromthesaleofgoodsorservices.Revenueis
recordedinanincomeaccountinAccountRightsoftware.Income
accountsusuallycarryacreditbalance.
S
settleacreditinvoice Whensomeonereturnssomething,andyou
recordaninvoicethathasanegativebalancedue,itiscalledacredit
invoice.Payingoffthisnegativeamountiscalledsettlingacredit
invoice.
supplier Someonefromwhomyoubuygoodsorservices.
T
terms Termsaretheagreeduponrulesgoverningthenumberofdays
betweendeliveryandpayment,discountsforearlypaymentand
penaltiesforlatepayment.
transaction AnentryinAccountRightsoftwarethataffectsthe
balanceofaccounts.
trialbalance Thisisareportshowingalltheactivityforanaccountor
accountswithinaselecteddaterange.Itshowsthebalanceofthe
accountatthebeginningofthedaterange,theactivitywithinthedate
range,andthebalanceattheendofthedaterange.Atrialbalanceis
usefulforcheckingyourentriespriortodoingyourperiodend
processing.
undepositedfundsaccount Thelinkedaccountintowhichindividual
cashreceiptstransactionsarerecordedwhennotcrediteddirectlyto
chequeorcreditcardaccounts.Amountsfromindividualtransactions
intheundepositedfundsaccountaregroupedtogether.When
deposited,theyarerecordedasasinglebankdeposittransactionon
thebankorcreditcardstatement.
V
verifying Theprocessofcheckingacompanyfileforerrorstodetect
minorinconsistenciesinthefilebeforetheycauseseriousproblems.
G L O S S A R Y 1 6 5
W
wildcard Acharacterusedtofurtherdefinesearchcriteriainreports.
YourAccountRightsoftwareusestheasterisk(*)andthequestionmark
(?)aswildcards.
Z
zoomarrow Aniconthatallowsausertoreview,orzoomtomore
detailedinformationaboutaspecifictopic,suchasatransaction.
1 6 6 G L O S S A R Y
1 6 7
I
N
D
E
X
A
AccountInformationwindow 21
AccountOpeningBalanceswindow 23
accounttypes 20
accountant
receivingaccountslistfrom 158
receivingadjustmentsfrom 147
sendingdatato 146
AccountantLink
receivingaccountslistfrom
AccountantsOffice 158
sendingdatatoAccountants
Office 146
AccountRightupdates 24152
accounts
adding 21
assigningGSTcodesto 71
budgetsfor 133
changing 73
classifications 20
forstatementofcashflows 22
combining 76
creating 21
exporting 155
financialinformation,tracking 131
finding 72
grouping,detail 22
header 20
importing 155
fromMYOBAccountants
Office 158
indenting 22
listof 17
new 21
numbers 20
openingbalances 22
bankaccounts 23
reconciling 48
forthefirsttime 32
transferring
moneybetween 46
typesof 20
AccountsListwindow 21
accountsreceivable
reconcilingaccountsat
monthend 141
yearend 141
activationofcompanyfiles
confirmingactivation
automatically 152
bytelephone 151
overtheInternet 151
troubleshooting 152
adjustments
enteringin13thperiod 147
importingfromaccountants 147
makingatyearend 147
administratoraccount
Seealsouseraccounts
arrows 12
assetaccounts 20
auditingcompanyfileinformation 140
B
backingup
companyfile 149
baddebts
writingoff 68
bankaccounts
adding 21
deposits 41
employeesbankinformation 31
forelectronicpayments 30
openingbalances 23
reconciling 48
forthefirsttime 32
outofbalanceamounts,
correcting 49
suppliersbankinformation 30
undoingbankreconciliation 50
BankRegisterwindow
findingatransactionusing 82
GetStatementbutton 51
recordingtransactionsin 45
Splitbutton 46
bankservicecharges,recording 49
bankstatements
addingtransactionsfrom 51
importing 51
formatssupported 51
reconciling 48
correcting 49
bills
paying 45
blanklines,insertingbetweenline
items 58
BudgetShortcutswindow 134
budgets 133
choosingaccountsfor 133
halfyearly 135
monthly 135
quarterly 135
reportsfor 133
yearly 135
businesscontacts,maintaininglist
of 118
BusinessInsights 60
C
calculator 12
calendar 11
CardIDfield 127
CardInformationwindow 115
cards
115
adding 115
customer 53
employee 115
personal 115
supplier 115
assigningGSTcodesto 71
changing 73
creatingfor
customers 115
employees 115
items 35
suppliers 115
Index
1 6 8 I N D E X
customlistsandfields 120
exporting 155
finding 72
identificationcode 127
importing 155
inactivating 73
organisingingroups 120
personal 115
reactivating 73
synchronisingcardsandOutlook
contacts 121
viewacontactonamap 120
categories
creating 131
finding 72
settingup 131
trackingfinancialinformation,
using 131
checkspelling 14
cheques
custom 105
customising 105110
entering 424345
previewing 43
printing 102
recurring 4346
stubs,customising 110
voiding 51
closingafinancialyear 146
combiningaccounts 76
commandcentres 81011
CompanyDataAuditor 137140142
companyfile
sample 9
CompanyFileConfirmation
window 151
companyfiles
auditing 140
backingup 149
confirming
automatically 152
bytelephone 151
overtheInternet 151
troubleshooting 152
creatingnew 16
restoringfrombackups 149
serialnumber,entering 19
confirmationcodes
enteredduringtelephone
confirmation 151
generatedduringInternet
confirmation 151
confirmationofcompanyfiles
automaticconfirmation 152
bytelephone 151
overtheInternet 151
troubleshooting 152
contactlog 118
contactmanagement 115
Seealsocards
conversionmonth 16
costofsalesaccounts 20
creditcard
payments,receiving 39
purchases 52
statement
addingtransactionsfrom 51
matchingtransactionswith 51
reconciling 48
creditcontrol
creditholds 64
creditlimits 64
creditterms 2856
financecharges 6465
CreditLimit&Holdwindow 64
creditlimits
setting 64
creditterms
changingfor
allsales 56
thissale 56
defaultforsales 28
settingforallsalestoacustomer 54
currentfinancialyear 16
customfields
creating
foritems 78
recordingcarddetailsusing 127
recordingitemdetailsusing 78
customforms
addinggraphicsandlogos 110
addinglinesto 110
addingshapesto 110
addingtablesto 109
aligningelementson 112
arrangingelementson 112
cheques 105
datafields 108
deletingelementsfrom 111
editingobjects 111
elementsof 97
exporting 107113
importing 107113
pageproperties,setting 106
previewing 105106
printing 107
removingelements 111
resizingelements 111
saving 106
settinguppageproperties 106
sizeof 106
textfields 109
toolpalette 108
undochanges 112
customlists
creatingfor 121
cards 120
items 77
filteringinventoryreportswith 78
filteringitemreportswith 37
groupingitemswith 36
printingoninvoices 3778
customreports
saving 99
customercredits
deleting 83
issuing 65
recording 66
settling 67
customerpayments 61
discountforearlypayment 62
editing 84
groupwithundepositedfunds 62
Seealsoreceivingmoney
customerstatements
emailing 143
printing 143
sendingatmonthend 143
customers
cards,creating 5369
creditholds 64
creditlimits 64
creditterms 2856
credits
deleting 83
issuing 65
recording 66
settling 67
discounts
forearlypayment 62
volume 57
invoices
entering 55
paymentsfor 4561
paymentsfrom 4561
quoting 55
saleshistory 61
customisingformsSeecustomforms
I N D E X 1 6 9
D
data
exporting 155
toaccountant 147
importing 157
purging 152
datafields
addingtoforms 108
changingsizeof 111
dates,entrywithcalendar 11
deleting
records 74
transactions 83
deposits
recording 4145
recurring 40
depreciation
accountsfor 144
recording 144
discounts
earlypaymentdiscounts
giving 62
volumediscounts
giving 57
E
earlypaymentdiscount 62
electronicpayments
employeepayments 44
settingup 29
supplierpayments 44
emailing
statements 143
emailingforms 103
employees
bankinformation 31
cardsfor 115
paying
electronically 44
endofmonth.Seemonthend
endofyear.Seeyearend
equityaccounts 20
Excel,viewingreportsin 92
expenseaccounts 20
exportingdata
toaccountants 147
tootherapplications 155
toOutlook 122
Seealsosynchronisingcardsand
Outlookcontacts
F
financecharges
calculating 64
deleting 65
settingup 65
financialyear
budgetsfor 133
closing 146
endofyeartasks 146
financialyear,closing 148
FindTransactionsmenu(command
centres) 11
FindTransactionswindow 81
finding
records 72
transactions 8183
forms
addingfieldsto 108
batchesof,sending 102
customising 105
customisingcheques 110
displaying 105
emailing 102
faxing 102
finding 101
printing 102
sendingbatchesof 102
Seealsocustomforms
freight
chargingcustomerfor 57
G
generaljournalentries 147
creatingrecurringtransactions
for 86
recording 147
Seealsojournalentries
GettingStartedguide 7
graphics
addingtoforms 110
GST
changeamountassignedto
receivemoneytransactions 40
sales 57
spendmoneytransactions 43
SeealsoGSTcodes
GSTcodes
assigningto
accounts 71
cards 71
itemssold 35
sales 57
changing 7383
creating 70
exporting 155
importing 155
GSTReturn
preparing 144
previewing 145
H
halfyearlybudgets 135
header
accounts 20
headers,usingtogrouplineitemsin
transactions 58
help 7
Helpcentre 7
I
ImportandExportAssistant
window 156
ImportandExportOptions
window 123125
importlogfile 158
importingdata 157
accountslistfromMYOBAccountants
Office 158
fromaccountants 147
fromOutlook 125
Seealsosynchronisingcardsand
Outlookcontacts
importingstatements
fileformatssupported 51
GetStatementbutton 51
matchingtransactions 51
onlinebanking 50
1 7 0 I N D E X
inactivatingrecordsnotused
frequently 73
IndextoReportswindow 91
Internetbanking 46
importingstatements 50
inventory
custom
listsandreports 37
invoices
blanklines,inserting 58
customising 105
emailing 102
entering 55
lineitems,entering 56
overdueinvoices,listof 60
payments 61
printingcustomlistsoninvoices 37
78
recurring 58
subtotal,adding 58
usingheaderstogrouplineitems
on 58
ItemInformationwindow 35
items
adding 35
assigningGSTcodesto
itemssold 35
creating 35
customfields 78
customlists 77
andinventoryreports 78
customising 77
exporting 155
finding 72
saleshistory 61
usingcustomfieldsforrecording
detailsof 78
J
jobs
assigningto
ReceiveMoneytransactions 40
sales 57
SpendMoneytransactions 43
changing 73
creating 132
finding 72
jobtrackingtasks 132
openingbalances,entering 132
settingup 131
usingtotrackincomeand
expenses 131
journalentries
creatingrecurringtransactions
for 86
exporting 155
finding 81
importing 155
listingfor
sales 59
recording 147
L
layout
customisingforms 105
sales 56
letters
mailmerge 116
personalised 116
liabilityaccounts 20
lineitemsontransactions
enteringforsales 56
insertingblanklinesbetween 58
showingsubtotalof 58
usingheaderstogroup 58
lines
drawingonforms 110
linkedaccount
forsales 65
lists
addingrecordsto 69
creatingcustom
foritems 77
deletingrecordsfrom 74
inactivatingrecordsin 73
salesinformationlists 79
logos
addingtoforms 110
Seealsopictures
M
MailMergebutton 60
mailinglabels,printing 118
MatchTransactionwindow 51
MicrosoftOutlookcontacts.
SeesynchronisingcardsandOutlook
contacts
money
Seereceivingmoney
Seespendingmoney
monthend 139
checkingtheaccuracyofrecords 137
140
enteringbudgets 133
lockingperiods 146
preparingGSTreturns 144
reconcilingbankaccounts 48
recordingdepreciation 144
reviewingreports 142
runningtheCompanyData
Auditor 137140142
sendingcustomerstatements 143
monthlybudgets 135
mouseshortcuts 13
MYOBAccountantsOffice
exportingdatato 146
importingaccountslistfrom 158
N
navigationshortcuts 10
O
OfficeLink
creatingpersonalisedletters 116
onlinebanking,importing
statements 50
onlinehelp 7
openingbalances
jobs 132
Outlookcontacts.
SeesynchronisingcardsandOutlook
contacts
overdueinvoices
Seealsocreditterms
I N D E X 1 7 1
P
paymentmethod,settingup
default 28
payments
electronic 44
exporting 156
importing 157
making 45
receiving 4561
personalisedletters
creating 116
pettycashaccounts
allocatingexpensesto 48
pettycashexpenses,tracking 47
pictures
addingto
cards 128
forms 110
items 36
replacing 128
PortableDocumentFormat(PDF)file
creatingreports 92
savingsalesas 58
preferences
ApplyCustomerPayments
AutomaticallytoOldestInvoice
First 67
IPrefertoUseAutomatedOnline
CompanyFileConfirmation 18
TransactionsCANTbeChanged;They
MustbeReversed 2485
PrepareBankDepositwindow 84
PrepareBudgetswindow 134
PrepareElectronicPayments
window 44
previewing
cheques 43
customforms 105
remittanceadvices 43
sales 58
printing
cheques 43
customerstatements 143
forms 102
invoices 58
inabatch 102
purchases
inabatch 102
receipts 63
purchases
creditcard 52
Q
quarterlybudgets 135
quotes
convertingtoinvoices 59
customer 55
R
recappingtransactions 85
receipts
recording 62
Seealsoreceivingpayments
receipts,printing 63
receivables
paymentsfrom 4561
reconcilingaccountsat
monthend 141
yearend 141
ReceiveMoneywindow 40
ReceivePaymentswindow 62
receivingmoney 4561
cashpayments 39
chequepayments 39
creditcardpayments 39
customerpayments 61
definitionof 39
exportingtransactions 155
groupingwithundepositedfunds 42
invoicepayments 61
receivingpayments
customerpayments 61
printingpaymentreceipts 63
recordingagainstinvoices 62
reconciledtransactions,deleting 84
reconciling
bankaccounts 48
undoing 50
correcting 49
receivablesaccounts 141
RecordJournalEntrywindow
enteringadjustments 147
records
adding 69
usingEasyAdd 69
changing 73
creating 115
deleting 74
inactivating 73
reactivating 73
removing 74
RecurringScheduleInformation
window 86
recurringtransactions 8690
automaticallyrecording 87
changing 88
cheques 4346
creating 86
creatingfromanexistingentry 88
deleting 89
editing 88
predated 87
recording
multiple 90
single 89
rescheduling 89
respondingtoremindersfor 90
sales 58
saving 86
scheduling 87
settingremindersfor 87
refunds.Seecustomercredits;supplier
debits
remittanceadvices
preparing 101
previewing 43
sending 101
reports 9199
addingapictureto 96
addingdatato 94
addinggraphicsto 95
addingshapesandlinesto 96
addingtextto 95
addingwatermark 97
changingbackgroundof 97
customisationtools 97
customising 93
filters 93
deletingcustom 99
designing 94
displaying 91
elements
editing 97
filteringdatain 93
previewing 92
printing 9192
reviewingatmonthend 142
salesreports 60
saving 92
savingas
commaseparatedvalues(CSV)
files 92
PDFfiles 92
tabdelimitedvaluesfiles 92
1 7 2 I N D E X
savingcustom 99
savinginotherformats 92
sending 92
sortingcolumnsin 95
sortingdatain 93
usingcustomlistsasfilters 3778
viewinginMicrosoftExcel 92
whattogiveyouraccountant 146
Reportsmenu(commandcentres) 11
restoringbackupfiles 149
returns.Seecustomercredits;supplier
debits
reversingtransactions 85
S
sales
analysing
usingBusinessInsights 60
assigningGSTcodetoasale 57
batchprinting 102
changingstatusof 59
choosingtypeof 56
deleting 84
emailing 58
entering 4555
exporting 155156
history,viewingforitemor
customer 61
importing 155
invoice 55
layout 56
previewing 58
printing 58
customlistsoninvoices 3778
inabatch 102
quote 55
recurring 5886
reports 60
savingasaPDFfile 58
viewinglistofunpaidsales 60
Salescommandcentre 55
SalesRegisterwindow 82
Saleswindow 56
samplecompanyfile 9
searchicons 12
SelectaRecurringTransaction
window 89
selectcolumns 13
serialnumber
enteringintocompanyfiles
whileactivatingbytelephone 19
whileactivatingoverthe
Internet 19
SettleReturns&Creditswindow 67
SoftwareManager 24152
softwareupdates 24152
spellcheck 14
SpendMoneywindow 42
spendingmoney 4245
electronicpayments 44
exportingtransactions 155
importingtransactions 155
sendingremittanceadvice 43
Splitbutton 46
statements
emailing 143
importing 50
printing 143
reconciling 48
correcting 49
sendingatmonthend 143
subjobs 132
subtotal,showingintransactions 58
suppliers
bankinformation,entering 31
paying
electronically 44
Synchronisationresultswindow 124
126
SynchroniseCardswindow 123
synchronisingcardsandOutlook
contacts
exportcardstoOutlook
contacts 122
importOutlookcontactsto
cards 124
includingcustomfields 122123
whenyouuseaPDA 122123
T
taxes.SeeGSTcodes
telephonebanking,recording
transfers 46
toolpalette 108
TransactionJournalwindow 82
transactions
addingfrombankorcreditcard
statement 51
changing 84
createrecurring 86
createrecurringfromanexisting
entry 88
deleting 84
exporting 156
finding 118183
matchingduringstatement
importing 51
recapping 85
recurring 8690
reversing 85
unchangeable 8485
TransactionsCANTbeChanged;They
MustbeReversedpreference 85
TransferMoneywindow 4647
transferring
money 46
U
unchangeabletransactions 8485
unclearedtransactions,matching 51
undepositedfunds
deletingtransactions 84
groupingpayments 62
preparingbankdepositof 41
UndoLastReconciliationwindow 50
updates,software 152
UseRecurringbutton 89
V
ViewContactLogwindow 118
voidcheque 51
volumediscounts
giving 57
I N D E X 1 7 3
Y
year,financial 146
yearend
closeafinancialyear 148
endoffinancialyeartasks 146
enteringbudgets 133
enteringendofyear
adjustments 147
financial
reconcilingaccounts 141
provideinformationtoyour
accountant 146
yearlybudgets 135
Z
zoomarrows 12
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