Contents

Instructors’ guide
MYOB Training Package – Version 17

Page
1. VERSION 17 UPDATE 2
Introduction
Jobsl 2
Timesheets 3
Inventory 8
Receive Items 8
Branches 9
Merged cards and Accounts 10
Budgets 10
Bank Reconciliation 11

2. TIPS & STRATEGIES 16

Web address: http://www.learnnowbiz.com/myob/

Copyright © David Fraser and Sam Gregory
Fourth Edition Printed December 2007

All rights reserved. Except under conditions described in the Copyright Act 1968 of
Australia and subsequent amendments, no part of this publication may be reproduced,
stored in a retrieval system or transmitted in any form or by any means, electric,
mechanical, photocopied, recording or otherwise without the prior written approval of the
copyright owners.

National Library of Australia

Catalogue-in-Publishing data
TM
MYOB Version 17 Training Package
ISBN 1 876 602 643

Better Teams Publications

47 Hampton Rd, Russell Lea 2046
Phone 02 9712 3567 Mobile 0410326272

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 Version 17 update

Introduction
This version 17 update is designed to give an overview of the major
software changes to MYOB Accounting Plus, since version 15. It
doesn’t purport to cover all of the changes. Some minor ones may
be excluded from this overview. The update uses extracts from the
text: MYOB Training Package version 17 to demonstrate the new
features. There are not a lot of changes from version 15 to 17.
Most changes are fairly cosmetic. However, version 17 introduced
timesheets. This function is best utilised by establishing jobs
______________________________________________________
Jobs
In the new financial year, the catering business has taken on two
new customers. This involves the production department
working/splitting their time between two major projects/jobs: the
Food & Wine Festival and the Winter Racing Carnival. The owner
of the business wants to track the production department’s wage
expenses against each of the jobs. To do this, you need to use
MYOB’s time sheet and Jobs function.

• To set up the two jobs, select

Select

• Enter Job Number 001 and press the tab key to enter the Job
Name

When complete, select OK.

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 Version 17 update

• Enter job 002: Winter Racing Carnival in the same way.

In order to use the time sheet function properly, you need to make
some adjustments to the each of the Production employees’
standard pays. To edit Jake Cetnic’s standard pay, select Card File,
Cards List. Highlight Jake, select Edit then Payroll Details,
Standard Pay. Change his base hourly hours to zero hours.

• Repeat this procedure for the remaining Production staff:

Angel Hard, Yin Huhyn and Helen Koskis.
______________________________________________________
Timesheets
You now want to enter the time sheets for the Production staff
before processing the payroll.

Jake Cetnic works on Job number 001 for Thursday and Friday and
on Job number 002 on Monday, Tuesday and Wednesday for both
of the weeks in the fortnight. He works Overtime (1.5x) for two
hours and Overtime (2x) for one hour on each Monday night plus he
is paid a meal allowance on each Monday night.

• To enter Jake’ timesheet, select

then

You will be asked to change your preferences to enable the

timesheet preference.

Select Yes.

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 Version 17 update

• Select and Payroll and My Week Starts on Thursday.

• Select enter Timesheet again.

Select Jake Cetnic and the arrows to change to the correct
week’s date.

• Enter Jake’s first week’s details as below.

• When complete, select the arrow so that you can to enter the
next week’s timesheet for Jake. For July 3 – July 07.

• Select to replicate the previous week.

• Select or

to process the remaining timesheet details below.

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 Version 17 update

Angela Hard

Date Base Overtime Overtime Meal Job

Hourly Allowance Number
(1.5x) (2x)
26/06/08 7.6 002
27/06/08 7.6 002
30/06/08 7.6 001
01/07/08 7.6 001
02/07/08 7.6 2.0 1.0 1.0 002
03/07/08 7.6 002
04/07/08 7.6 002
07/07/08 7.6 001
08/07/08 7.6 001
09/07/08 7.6 2.0 1.0 1.0 002

Yin Huyhn

Date Base Overtime Overtime Meal Job

Hourly Allowance Number
(1.5x) (2x)
26/06/08 5.0 001
27/06/08
30/06/08 6.0 002
01/07/08
02/07/08 4.0 002
03/07/08
04/07/08 4.0 001
07/07/08
08/07/08 2.0 001
09/07/08 4.0 002

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 Version 17 update

Helen Koskis

Date Base Overtime Overtime Meal Job

Hourly Allowance Number
(1.5x) (2x)
26/06/08 7.6 002
27/06/08 7.6 002
30/06/08 7.6 2.0 1.00 001
01/07/08 7.6 001
02/07/08 7.6 002
03/07/08 7.6 002
04/07/08 7.6 002
07/07/08 7.6 2.0 1.0 001
08/07/08 7.6 001
09/07/08 7.6 002

• Process the third pay period. Payment date: 10/07/2008.

Pay period start: 26/06/2008. Pay period end: 09/07/2008.

When you enter the payroll details, you should have 8 timesheets
displayed. These could be edited at this stage if any errors. You
want to include all timesheets in the payroll, so select

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• Click into the arrow next to Jake Cetnic to see the impact of
the use of the timesheets. Click onto the selected Job arrow
to see the way MYOB has split the cost of Jake’s labour.

Make the following changes to the remaining employees before

processing. Details of variations to standard pay:
Paul Barbour
Variations: None
Mary Chester
Variations: None
Adele De Silva
Variations: None
Peter Francis
Variations: None
Jane Mellors
Variations: Base Hourly = 74 hours
Sick Pay = 2 hours
Henry Narith
Variations: Commission = $300
Travel Allowance = 450 kms.
_____________________________________________________

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 Version 17 update

Inventory
Version 16 introduced the ability to store a standard buying price for
an inventoried item.

This is contained under the Buying Details of an item as the

Standard Cost.

For this to work, you have to change your Inventory preferences to

use Standard Cost as the default price on Purchase Orders and
Bills

____________________________________________
Receive Items
Version 16 also introduced the ability to receive items before the
purchase order/bill had been processed. This was designed to
alleviate the problem of wanting to process Sales invoices when the
stock purchased had not yet been processed – MYOB will not allow
you to go into negative stock.

This new system is a rather cumbersome bit of programming and

would have been better tackled by allowing the use of negative
stock. Note: version 17 allows you the option of negative stock
figures but only if you buy MYOB Premier Enterprise.

When you process a purchase order or a bill, MYOB gives you the
option to RECEIVE ITEMS.

Processing this “transaction” will bring the items into stock and
create a corresponding purchase order to be matched with the bill
when it arrives.

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 Version 17 update

MYOB will debit stock and credit the nominated account which you
have specified in your preferences. In this case there is no
nominated account:

You would need to nominate the liability account in your linked

accounts for Purchases:

In the sample data, MYOB has suggested a Liability account called:

A/P Accrual – Inventory.

When the supplier invoice is processed using the purchase order

created, the credit to A/P Accrual – Inventory will be transferred to
Trade creditors – there will be no transaction history indicating any
previous postings.

The MYOB training Package text does not use the above feature.
Branches
MYOB version 16 introduced a branch/location feature where you
can track the quantity of items at different branches/locations. You
can purchase and sell items into and out of the specific locations.

This feature is only available in MYOB Premier.

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 Version 17 update

Merged Cards and Accounts

MYOB version 16 introduced the ability to merge/combine accounts
and cards.

To combine/merge an account, highlight the account, then select

Select the secondary account.

Select Combine Accounts to move all the transactions from the

secondary account to the primary account and delete the secondary
account.

The same procedure is used to combine cards.

Budgets
Version 16 introduced a much more sophisticated budgeting system
The budgets icon is available at the bottom of the accounts list.

This feature allows you to copy the previous year’s

actual data.

The previous year’s data may be a useful starting point for this year.

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 Version 17 update

There are also a number of new useful budget shortcuts.

You can now export and import budget information.

This may be useful to export data to Excel which is an excellent

budgeting tool. Data can then be manipulated and re-imported back
into MYOB.
______________________________________________________
Bank reconciliation
Version 17 introduced the ability to undo bank reconciliations – this
is may be useful if you have inadvertently reconciled a bank
statement incorrectly. Select Undo Reconciliation.

Select Undo Reconciliation.

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 Tips & Strategies

Tips and strategies

The following tips and strategies are designed to help the facilitator
get the most out of this text.

Passwords: in MYOB, to ensure that an assignment is a student’s

work, a good method is to put the student's name in the Jobs List.

Set up a New User ID as below:

Use MYOB as the User ID.

Use MYOB as the sub-password, which all students use. Lock the
students out of editing the Company Information (which should have
their name on it) and editing the Jobs List. Checking at each stage
involves checking that the student's name is on the Company Info
and the Jobs List.

Also, it is best create a unique password for the Administrator by

selecting Change Password.

This should prevent students from using the Administrator as the

User ID and changing the company name/copying other students
assignments.

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 Tips & Strategies

If students happen to crack the master password, then they will be

unaware of their name on the Jobs List - you will find out from whom
they have copied.

Password for Payroll

Because students now use the jobs list for entering timesheets, it is
no longer appropriate to hide the student’s name in the jobs list.

An alternative is to set up the student’s name as an Activity.

A password for Asset Manager is a little more difficult. Set up three

passwords: master password, MYOB as a sub-password and the
student’s name as a sub-password. Use the master password to
check that the student's name exists as a sub-password. However,
be CAREFUL to de-select the option: Open Asset Manger with a
Master Password under Security Preferences:

Software Overview: page 85 4(b) and 4(c) are not errors. Students
are asked to edit and delete an account (Sales - Water Cooler &
Petty Cash), which they can't. It is part of the learning strategy to
get them to read the error message and appreciate the in-built
controls in the software.

Stage 1 solution: When checking the stage 1 solution, a large % of

students will put the new loan account to VL Finance after the loan
to K Vine. This is a good opportunity to emphasise that the 3-year
loan should come before the Loan to K Vine, which is due in 2015
i.e. the most current first.

Stage 3 solution: when students get to the inventory module, one

of the common errors is that the Cost of Wine and the Stock of Wine
will be wrong, yet everything else is correct. This is caused by the
student editing a sales invoice - or processing an invoice out of
chronological order.
The two stock items whose average cost changes, during the
course of June include: Poni Chino BWR Riesling & Cab Merlot 98.

To fix, run the Inventory List Summary report.

Identify the offending item/s.

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 Tips & Strategies

Adjust the quantity and value by selecting, Inventory, Inventory

Adjustments.

Make sure you use a date on or before June 15.

Reverse out the quantity of the offending item, by putting in a

negative quantity. Then put in a positive quantity, but put in the total
cost (as per solution) not the average cost. This will then calculate
the correct average cost (to 4 decimal places). The adjustment
account will be Cost of Wine.

Wrong Postings: occasionally careless students will not change the

GL postings for the spirit items to Sales of Spirits, Cost of Spirits
and Stock of Spirits. This can be fixed by first changing the linkages
for each of the inventory items. Then students can go back and edit
the purchase from Lemon Creek on 13/6 and the sales invoices 23,
25 & 26, by selecting Already Printed or Sent:

This will now alter the postings to the correct/adjusted accounts.

Payroll test: for the last pay period on July 4, sometimes students
will get everything right, except the Sick Leave & Annual Leave
Accruals. It appears that MYOB has rounded the number of hours.
What has happened is that the students have set up the Bonus as
an hourly amount and have not exempted the bonus from the Sick
Leave & Annual Leave Accruals calculations as a % of Gross
Wages. If the bonus is set as a salary, this problem will not occur.

Solutions on the web: copies of solutions to the major case study

and payroll chapter are available on the text’s web site. The copies
of the major case study are at end of each chapter. Payroll
solutions are after each pay period.

Monitoring student progress: it is important to monitor student

progress and back-up procedures, as the text relies heavily upon a
number of comprehensive case studies. Reports can be easily
checked on the computer screen, rather than the students having to
print a hard copy. A guideline to the approximate time it should take
students to complete each chapter (given 3 - 4 hours per week),
excluding testing is on the next page:

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 Tips & Strategies

Basic Concepts: 3 - 4 weeks

Software Overview: 1 week
General Ledger: 2 – 3 weeks
A Rec. & Payable: 2 – 3 weeks
Inventory: 1 - 2 weeks
Integrated Accounting: 2 weeks
Payroll: 3 weeks
Fixed Assets: 2 - 3 weeks
Last Case study: 3 weeks
Module exercises 1 week (or used as revision)

Students will require assistance (some more than others!) to get

their reports accurate, as per the solutions. This text is designed for
the instructor to act as a facilitator – in assisting the students to get
to the goal of complete accuracy. It doesn’t mean fixing all their
errors, but may involve identifying the errors, explaining the impact
of the errors and the best way to fix the errors. After a while, the
better students are able to carry out this task for themselves, as well
as assist others. However, the facilitator’s role is very much hands-
on, with a steady stream of queries to answer. It is not just a matter
of sitting back and watching the students process data. It is
essential that facilitators have completed the major case study
themselves - to be able to readily identify where students may have
gone wrong.

Loss of data

Sometimes a student may have a corrupt data file or lost their

disk/backups. If student progress is monitored and recorded after
each stage of completion, this should not be a problem. If data is
lost, a good policy is to give students a copy of the case study – up
to the last stage of where he/she was recorded, as having
completed. In this way there is some penalty for poor back up
procedures, but it is not a fatal disaster for the student. Copies of all
the case studies, at different stages are available on the text’s web
site. Obviously this policy requires stringent enforcement of the
password policy, outlined earlier.

Additional exercises

Besides the module exercises in chapter 11, you can also use the
basic concepts chapter for additional exercises.

The assessment section on page 54 is designed to test student’s

mastery of debits and credits, using the general journal. However,
the abc.MYO file used with this assessment section now has all the

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 Tips & Strategies

cards and inventory items set up. This allows students to process
the transactions, using MYOB’s dedicated functions. There are
ninety transactions, which can be used for revision. Alternatively, it
can be used to compare using the general journal with using the
dedicated MYOB functions in processing – to demonstrate the
efficiencies of a computerised accounting system.

No student version

Because the publisher has not provided a student version with the
text, if students wish to work at home, they will need to download
MYOB’s test drives from the MYOB web site: links are provided from
the textbook’s web site.

When completing the major case study, it may take students longer
than the maximum 90 days allowed by the test drive. In this case,
verify accuracy of the case study up to the end of chapter 5,
download a copy of customers and suppliers from the textbook’s
web site and put a new password on for the 2nd half of the case
study. The solution files have had their expiry date extended to 600
days.

Using the tests in the text as your actual assessment:

• A pre-practised test is an excellent learning tool - students

can compare answers and discuss processing options and
accounting issues. They actually practise for the test and
learn something. It re-inforces their learning so far. You
could make a rule of advising only on points of clarification,
but nothing on how to process - or the profit figure, as some
students will ask for.

• You don't have to produce a different test each semester.

• You don't have to worry about security of the test. Therefore,

the tests can be sat when the student is ready.

• You have a consistent standard from class to class and

semester to semester.

• It works well! This method has been successfully used for a

number of semesters.

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 Tips & Strategies

• The tests can be comprehensive and marked stringently to

ensure a high standard. A copy of each test (which matches
the text) is on the publisher’s web site:
http://www.learnnowbiz.com/myob/.

• Tests are available in either Microsoft Word or pdf format – for

adapting to your own Institute’s formal testing program. They
can be edited if you wish to have some variation from the test
in the text-

Support: if there are any requests, queries or problems, these can

be addressed to the authors by e-mailing:

davidfraser@optusnet.com.au.

Your feedback on improvements and any detected inconsistencies

is actively sought. Please e-mail any information to the authors. If
considered appropriate, these changes will be incorporated into the
next edition. A substantial amount of improvement/changes have
been as a direct result of users’ feedback.

Phone support is also available on 0408573427.

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