User Guide

AccountRightPlus2011 AccountRightStandard2011

MYOBAustraliaPtyLtd Website:myob.com.au MYOBTechnologyPtyLtd2011 Allrightsreserved. Writers SuchitraGovindarajan,MerrinHughes,ClaireMahoney,RachaelMullins, KylieNicholson,StevenRao,RonTierney,JohnWilson.

Disclaimer
Informationsuppliedby themembercompaniesoftheMYOBgroup(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 or dataresultingfromyourapplicationofsuchinformation.Intheeventthatanyofthe abovelimitationsarefoundtobeunenforceable,theMYOBmembercompany'sliabilityis limitedtothereturnofanyfeesormoniespaidforthepurchaseoftheproductorservice.

Decisions,Inc.intheUnitedStatesorothercountries.FlexNetConnectisaregistered trademarkofFlexeraSoftwareInc.GoogleMapscardlinksincludedwithpermission. MasterCardisaregisteredtrademarkofMasterCardInternationalInc,xercesislicenced underApacheSoftware.Microsoft,Access,Azure,DotNetZip,Excel,Fluent.Net,Internet Explorer,.NetFramework,Office,Outlook,SmartTags,RibbonControlLibrary,SQLAzure, SQLCE,Windows,WordandWFPToolkit,areregisteredtrademarksortrademarksof MicrosoftCorporationintheUnitedStatesorothercountries.QuickenandQuickBooks areregisteredtrademarksofIntuitInc.SM2DGraphViewCopyright20022008Snowmint CreativeSolutionsLLCsnowmintcs.com/.VISAisaregisteredtrademarkofVisa InternationalServiceAssociation. RightNowCXisaregisteredtrademarkofRightNowTechnologiesInc.SentrySpelling CheckerEngineforWindows,copyrightWintertreeSoftwareInc. Otherproductsmentionedmaybeservicemarks,trademarksorregisteredtrademarksof theirrespectiveowners.

MYOBAccountRightSoftwareLicenceAgreement
IMPORTANTREADTHISCAREFULLYBEFOREUSE.ThisistheSoftwareLicenceAgreement (LicenceAgreement).AsyouhavepurchasedtheProduct(consistingoftheUser DocumentationandtheinstallationCDorothermediacontainingtheSoftware)following notificationoftheLicenceAgreementyouarenowlegallyboundbyitsconditions. HOWEVER,iftheLicenceAgreementcontainsanythingofwhichyouwerenotawareprior topurchasingtheProductordonotagreetobeboundby,DONOTINSTALLTHESOFTWARE butreturntheProducttothesellerinitsentiretyandafullrefundofthepurchasepricewill bemade.By installingtheSoftwareandkeepingtheProductyouareconfirmingthatyou havepurchasedtheProductsubjecttothisLicenceAgreementandareboundbyits provisions. TRIALVERSIONSOFTWARELIMITATION.IfyouusethisSoftwareonatrialbasisprior to purchase,thenadditionalrestrictionsgovernitsuse.TheTrialVersionisintendedtobe usedonlyfor evaluationpurposesandwhilstyoumaycreateyourowncompanydatafiles (CompanyFiles)youwillhaveaccesstoyourCompany Filesonlyuntiltheearlier of30 daysfromthedateofcreationofeachCompanyFileoruntilyourhaveenteredatotalof 1000transactionsintotheCompanyfilesyouhavecreated. Thereafter,youwillbeabletoaccesstheCompanyFilescreatedbyyouonlyuponyour purchaseofthefullversionoftheSoftwareProductLicence.Uponyourpurchaseofthefull versionoftheSoftwareProductLicence,therestrictionsinthisparagraph(TrialVersion SoftwareLimitation)shallnolongerapply,butyouacknowledgethatyouruseofthefull versionoftheSoftwareProductLicencewillbeconditionedonyouragreeingtotheterms oftheLicenceAgreement(includingthelimitationonthenumberofCompanyFiles) accompanyingthefullversionoftheSoftwareProductLicence.

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 Payments,MYOBODBCDeveloperPack,MYOBODBCDirect,MYOBPowerPay,MYOB Premier,MYOBPremierEnterprise,RetailManager,AccountantsOffice, AccountEdge,AccountingPlus,AccountRightBasics,BusinessBasics, ClientConnect,FirstEdge,MPowered,MPoweredSuperannuation,ODBC DeveloperPack,ODBCDirect,PowerPayandPremierareregisteredtrademarksor trademarksofMYOBTechnologyPtyLtdandtheiruseisprohibitedwithoutpriorconsent. Ceedata,Solution6MASandXlonareregisteredtrademarksortrademarksofSolution6 HoldingsLimited,amemberoftheMYOBgroup. Adobe,Acrobat,AcrobatReader,AdobeReader,PDF,andPostScriptare trademarksorregisteredtrademarksofAdobeSystemsIncorporated.AddressBook, Apple,iMac,AirPort,iCal,Macintosh,andQuickTimeandtheQuickTimelogoare registeredtrademarksofAppleInc.MobileMeSMisaservicemarkofAppleInc.Macand theMaclogoaretrademarksofAppleInc.,usedunder licence. BrioIntelligenceandHyperionIntelligencearetrademarksorregisteredtrademarksof HyperionSolutionsCorporation,CtreeusebypermissionfromFaircom,GoogleMaps cardlinksincludedwithpermission,NiXPSusedunderlicence,WinFormscontrolsetused bypermissionfromDevExpress.CrystalReportsisaregisteredtrademarkofCrystal

Scope of Licence
MYOBTechnology PtyLtd(thePublisher),throughitslocalpublishersanddistribution agents,herebygrantstoyou,theoriginalpurchaser,apaidup,personal,nonexclusive andnontransferableLicencetousetheSoftwareandtheUserDocumentationonlyin theregion,territoryorcountryspecifiedonthepackagingor download,subjecttothe termsandconditionsofthisLicenceAgreement. a Activation of Company Files You must register the Product and activate the Company Files you create or upgrade with the Software. Company Files may only be activated or upgraded in respect of the business that you operate. You are entitled to activate or upgrade only the number of Company Files that you have purchased. If required, you can obtain additional Company files by contacting the local publisher.

i) New Company Files You may only access each new Company File you create for 30 days without registering the Product and activating the Company File. After 30 days each new Company File will become read-only until you activate it. b Product Installation and usage If you have purchased a: i) Single User Software Licence then you may install the Software on any computer that you operate at your principal place of business in respect of Company Files you have activated, provided that you do not use or permit the usage of the Software on more than one computer or computer terminal at a time. In event of an upgrade or Product exchange the Licence hereby granted shall automatically transfer to the new version or Product. ii) Multi-User Software Licence then you may use the Software on only one computer network that you operate and only then in respect of Company Files created and activated by you or by another licensed user. You may transfer the Software from one computer to another that you own or operate on this network provided that you only use or permit the usage of the Software on the number of computers or computer terminals at a time for which you have purchased user licences, nor permit the usage of the Software on more than one network at any one time, nor permit the Software to be used in respect of Company Files that you have not activated or have not been created by you or by another licensed user. c Number of Users At any given time, you or your delegated agents may only launch and simultaneously run the number of Software runtime instances equivalent to or less than the number of user licences you have purchased and open and simultaneously work with only the same number of Company Files, which must be created and activated by you or your related entities.

you fail to meet the ongoing obligations accepted by you at the time of registration (if applicable) or if you fail to comply with any term or condition of this Licence Agreement, this Licence will terminate and, upon any such termination, you agree to destroy the Software and User Documentation, together with all copies, or to return them to the Publisher. Termination of this Licence Agreement shall be in addition to and not in lieu of any other remedies available to the Publisher. In the event that the Publisher deems this product to be redundant then the Publisher may at its option supply you with an alternative product and terminate this Licence Agreement. h Protection and Security This Licence Agreement specifically prohibits the reverse engineering or decompiling or interference in any manner with the Softwares source code. Further you agree to use your best endeavours and to take all reasonable steps to safeguard the Software to ensure that no unauthorised person has access to the Product and that there is no unauthorised copying or distribution of the Software or User Documentation. i Partner Program If this Product is being used in the context of the MYOB Professional Partner Program in either Australia or New Zealand, then the usage of the Software and any Company files is strictly restricted to being within the practice itself. Without in any way limiting the scope of this restriction, the sharing of Company files or Software with any clients of the practice is specifically prohibited.

Limited Warranty & Disclaimer

ThePublisher warrantsthatthemediaonwhichtheSoftwareisrecordedor the downloadedinstaller andtheUserDocumentationprovidedwiththemarefreefrom defectsinmaterialsandworkmanshipundernormaluseforaperiodof90daysfrom thedateofyouroriginalpurchase.Exceptforthelimitedwarrantydescribedabove, theSoftwareissoldasis,andyouareassumingtheentireriskastoitsquality and performance.Itisyourresponsibilitytoverifytheresultsobtainedfromtheuseofthe Software. Ifduringthe90day limitedwarrantyperiod,youdiscoverphysicaldefectsinthe mediaonwhichtheSoftwarewasrecordedorthedownloadedinstaller or intheUser Documentation,thePublisherwillreplacethematnochargetoyou,providedyou returntheitemtobereplacedwithproofofpurchasetothePublisher.THISISYOUR SOLEREMEDY.INNOEVENTWILLTHEPUBLISHERBELIABLETOANYPERSONFORANY DIRECT,INDIRECT,SPECIAL,INCIDENTAL,CONSEQUENTIALORSIMILARDAMAGES, EVENIFTHEPUBLISHERHASBEENADVISEDOFTHEPOSSIBILITYOFSUCHDAMAGES. Somejurisdictionsdonotallowtheexclusionorlimitationofimpliedwarrantiesorof liabilityforincidentalorconsequentialdamages,sotheabovelimitationsorexclusions maynotapplytoyou.Thiswarrantygivesyouspecificlegalrightsandyoumayalso haveotherrightsthatvaryfromstatetostate.Intheeventthatanyoftheabove limitationsorexclusionsareheldtobeunenforceable,thePublisherstotalliability shallnotexceedtheamountoftheLicencefeeyoupaid.

d Updates and Upgrades In the event of an upgrade, update or product exchange, the Licence hereby granted shall automatically transfer to the new version or product. All rights in respect of the original Product shall lapse and no further use of these shall be permitted. e Portable or Home Computer and Archive Copies You may make a copy of the Software and install it on either a portable computer or a computer located in your home provided that the copy is for your own exclusive use and is not operated simultaneously with the original of the Software. OtherwiseyoumaynotcopyorduplicatetheSoftware,exceptasnecessarysolely forarchivalpurposes,Softwareerrorverification,ortoreplacedefectivestorage media,providedyoukeeptheoriginalandthecopies.Youmaynotalter,decompile ordisassembletheSoftware.YoumaymakecopiesoftheUserDocumentationup tobutnotexceedingthenumberofmultiuserLicencesyouhavepurchased. Transfers You may not sub-license, lease, rent or lend the Software or the User Documentation or otherwise transfer any of your rights under this Licence Agreement. Subject to the prior written consent of the Publisher and the agreement of the transferee to be bound by the terms of this Licence Agreement, you may permanently transfer the Software (together with any backup copies you have made) and the User Documentation. However, you may not retain any copies of either the Software or the User Documentation.

Entire Agreement
ThisLicenceAgreementconstitutestheentireagreementbetweenthePublisherand theLicenseeandanypriorrepresentations,statementorundertakinghowsoever madeareexpressly cancelled.NoamendmentormodificationtothisLicence Agreementshallbevalidunlessitshallbeinwritingandsignedbyanauthorised representativeofthePublisher.

g Term The Licence granted in this Licence Agreement is effective until terminated. You may terminate it at any time by destroying the Software and User Documentation, together with all copies, or by returning them to the Publisher. If

Contents
1 Introduction ....................................................................7
LearningaboutAccountRight ...............................................................7 Wheretostart ......................................................................................9 ExploringAccountRight ......................................................................10 Recordingmiscellaneoustransactions............................................... 59 Creditcardtransactions..................................................................... 60

5 Sales..............................................................................61
Creatingacustomercard................................................................... 61 Enteringsales..................................................................................... 63 Recordingsaleswithinsufficientonhanditemquantities................ 67 Changingasalestype........................................................................ 69 Reviewingyoursalesinformation...................................................... 70 Receivingpayments ........................................................................... 72 Printingpaymentreceipts.................................................................. 74 Creditcontrol..................................................................................... 75 Customercredits................................................................................ 78 Dealingwithasupplierwhoisalsoacustomer................................. 81 Accountingforbaddebts................................................................... 81

2 Creatingacompanyfile .................................................17
Overview ............................................................................................17 Createacompany file.........................................................................18 Activatethecompanyfile...................................................................21 Setupaccounts ..................................................................................23 Enteraccountopeningbalances ........................................................26 Setuppreferences .............................................................................28 Setupsoftwaremanagement ............................................................28 SetapasswordfortheAdministratoruseraccount...........................29

3 Settingup......................................................................31
Overview ............................................................................................31 Setupsales.........................................................................................33 Setuppurchases ................................................................................34 Setuppayroll......................................................................................35 Setupelectronicpayments ................................................................36 Doaninitialbankreconciliation .........................................................39 Createitemrecords............................................................................42 Enteryourinventory openingbalances..............................................43

6 Purchases ......................................................................83
Creatingasuppliercard ..................................................................... 83 Enteringpurchases ............................................................................ 85 Receivingitemswithoutasupplierbill .............................................. 89 Creatingapurchaseorderfromasale............................................... 91 Changingapurchasestype ............................................................... 92 Reviewingyourpurchasesinformation ............................................. 93 Payingbills ......................................................................................... 95 Recordingandsettlingsupplierdebits .............................................. 97 Addingfinancechargespaidtosuppliers ........................................ 100

4 Banking .........................................................................45
Receivingmoney ................................................................................45 Preparingabankdeposit....................................................................47 Spendingmoney .................................................................................48 Electronicpayments ...........................................................................51 EnteringtransactionsintheBankRegisterwindow...........................52 Transferringmoneybetweenaccounts..............................................54 Trackingpettycashexpenses.............................................................55 Reconcilingyourbankaccounts .........................................................56 Importingstatements ........................................................................58

7 Payingyouremployees................................................101
Creatingpayrollcategories .............................................................. 102 Creatingemployeecards ................................................................. 110 Enteringemployeepayrollinformation........................................... 110 Timesheets....................................................................................... 114 Processingyourpayroll.................................................................... 116 Payrollliabilities............................................................................... 124 Superannuationreporting ............................................................... 126

Payrolltaxreporting .........................................................................128 Processingterminationpayments....................................................129 Reviewingpayrollinformation .........................................................133

13 Forms ..........................................................................195
Findingforms ................................................................................... 195 Sendingforms .................................................................................. 196 Customisingforms ........................................................................... 199 Addingandeditingformelements .................................................. 201 Savingcustomisedforms ................................................................. 206 Exportingandimportingcustomisedforms .................................... 206

8 Billingfortime............................................................. 137
Overview ..........................................................................................137 Settingtimebillingpreferences .......................................................138 Settingbillingrates ...........................................................................139 Creatingactivities .............................................................................140 Creatingactivityslips........................................................................142 Changingandreviewingactivityslips...............................................144 Creatingtimebillinginvoices ...........................................................145 Workinprogress ..............................................................................148

14 Contactmanagement ..................................................209
Creatingacard................................................................................. 209 Keepingintouch withyourcontacts ............................................... 210 Groupingyourcontacts................................................................... 214 SynchronisingcardswithMicrosoftOutlook................................... 217 Customisingcards ............................................................................ 222 Reviewingyourcontactinformation ............................................... 224

9 Inventory..................................................................... 149
Creatingitems ..................................................................................149 Makinginventoryadjustments.........................................................152 Buildingitems ...................................................................................153 Recordingstocktakes........................................................................155 Reviewingyourinventoryinformation.............................................156 Settingitemprices............................................................................157 Customisinginventory......................................................................159

15 Financialcontrol ..........................................................225
Trackingfinancialinformation ......................................................... 225 Reimbursableexpenses ................................................................... 229 Budgets ............................................................................................ 231 Reviewingfinancialinformation ...................................................... 234 Auditingyourrecords ...................................................................... 236

10 Lists ............................................................................. 163

Addingarecord ................................................................................163 Settinguptaxcodes .........................................................................164 Findingarecord................................................................................167 Changingarecord.............................................................................168 Inactivatingorreactivatingarecord ................................................168 Deletingarecord ..............................................................................169 Combiningrecords ...........................................................................169

16 Endofperiodprocedures ............................................239
Monthendprocedures.................................................................... 239 Closingafinancialyear .................................................................... 249 Closingapayrollyear....................................................................... 252

17 Managinguseraccountsandcompanyfiles .................259
Managinguseraccounts .................................................................. 259 Backingupandrestoringcompanyfiles .......................................... 260 Confirmingactivatedcompanyfiles ................................................ 262 Managingsoftwareupdates ............................................................ 263

11 Transactions ................................................................ 173

Findingatransaction ........................................................................173 Changingordeletingatransaction...................................................177 Reversingatransaction ....................................................................178 Recurringtransactions......................................................................179

18 Importingandexportingdata ......................................265
Exportingdata.................................................................................. 266 Importingdata ................................................................................. 268

12 Reports ....................................................................... 185

Producingreports .............................................................................185 Customisingreports .........................................................................187

Index ................................................................................279

CONTENTS

1 Introduction
BeforeyoubeginusingAccountRight,takesometimetoexplorethesoftwareandfindoutaboutthebasicfeaturesofnavigation,recordmanagementand transactionentry.Thischapterprovidesanoverviewofyoursoftwareanddescribesthetools,resourcesandprimaryfeaturesofAccountRight. NotethatthetermAccountRightreferstoAccountRightStandardandAccountRightPlus.NotethatsomesectionsdontapplytoAccountRightStandard,such asPayroll.

Learning about AccountRight

MYOBiscommittedtodevelopingaccountingsoftwarethatiseasyto use.Tothatend,AccountRightisaccompaniedbycomprehensive informationresourcestohelpyoulearnaboutyoursoftwareandto providesupportasyousetupyourrecordsandentertransactions. ReleaseNotes TheReleaseNotesareprovidedtoexistingusersof AccountRightsoftware.Theyexplainhowtoupgradeyoursoftware anddescribenewfeaturesandsoftwarechanges. UserGuide TheUserGuideintroducestheprincipalfeatures, functionsandcapabilitiesofyourAccountRightsoftware.Itisdesigned tobeusedasareferenceforeverydaytransactionentryandperiodic tasks,suchasissuinginvoices,makingpaymentsandendofperiod processing. TheuserguideisprovidedasaPDFontheAccountRightsoftwareCD, andisalsoavailabletodownloadfromtheMYOBwebsite.Notethatall ofthecontentintheuserguideisavailablethroughtheHelpCentre.

Manuals
MYOBprovidessupportingdocumentationtohelpyouinstallanduse AccountRight.Thesedocumentsareprovidedaspartofthesoftware CDyoupurchased,orcanbedownloadedfromtheMYOBwebsite. NotethatyouneedaPDFviewertoviewthemanuals. GettingStartedguide TheGettingStartedguideisprovidedto firsttimeusersofAccountRight.Itcontainsinformationonhowto installandregisterthesoftwareandhowtoobtaintechnicalsupport.A printedversionofthisguideisprovidedwiththeAccountRight softwareCD.

Help Centre
TheHelpCentreisacomprehensiveresourcethatdescribesall functionsandfeaturesofyoursoftware.Italsoincludeswindow descriptionsandtipsforhelpingsolvecommonproblems. TheHelpCentreisinstalledwhenyouinstallyoursoftware,however werecommendyouusetheonlineversionofhelpifyouareusually connectedtotheinternet.Theonlineversionofhelpisupdated regularlybetweenproductreleasesandmaycontainnewhelptopics relevanttoyou.

Help in AccountRight windows

OpeningtheHelpCentrefromanywindowother thancommand centrewindowsdisplaysdescriptionsorproceduresrelevanttothat window.ClickHelp ( )andchooseHelpforthisWindow,TellMe AboutorSearch.

To use the online help version

1 2

Theseoptionsaredescribedbelow.
Select
Helpfor this Window TellMeAbout

Openyourcompanyfile. GototheSetupmenuandchoosePreferences.ThePreferences windowappears. SelecttheIPrefertoUseHelpFromtheInternet,RatherThanMy ComputeroptionandclickOK.

Ifyouwantto
seeadescriptionofthewindow,whichincludes links totopicsthatgiveyoutipstosolvingcommon problemsanddirectyoutoothersourcesofhelp. displayalistoftopicsthattellyouhowtoperform varioustasksinthewindow,orotherrelatedtasks. searchthehelpusingkeywords.

To display the Help Centre

Inanywindow,presstheF1key. Inanywindowotherthancommandcentrewindowsclickthe helpicon( )andchooseHelpforthisWindow. ChooseSearchfromtheHelpmenu. Gotohelp.myob.com.au

Search

Help in command centres

ThemainwindowsinyourAccountRightsoftwareareknownas commandcentres.Youcanviewhelpforacommandcentrebygoingto theHelp menuandselectingHelpforthisWindow. TheHelpCentredisplaysadescriptionofthecommandcentreandits variousfunctions. Formoreinformation,seeCommandcentresonpage 11.

C H A P T E R 1

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Help in fields
Youcanchoosetodisplayashortdescriptionofbuttons,textfields, columnsandcommandcentreitemswhenyouhoverthemouseover them.

Show Me How videos

ShowMeHowvideosdemonstratehowtousemanyofthenew features,andrunbetweenoneandfourminutes.Notethatinternet accessisrequiredtoviewvideos.

To view Show Me How videos

1

GototheHelpmenuandselectLearningCentre.TheHelpCentre appears. IntheVideos section,clickViewallvideos.Alistofavailable videosappearsinyourbrowser. Clickthevideoyouwanttoview.

Toturnfieldhelponoroff,gototheSetupmenuandselect Preferences .InthePreferenceswindowthatappears,gotothe WindowstabandselectordeselecttheShowFieldHelpWhen HoveringOveraFieldoption.

Where to start
WhenyoustartyourAccountRightsoftware,awelcomewindow displaysthefollowingoptions:
Option
Openacompanyfile Createacompanyfile Upgradeacompanyfile Recentlyopenedcompany files Exploreasample company Restoreabackupfile HelpCentre

Selectthisoptionto...
Openanexistingcompanyfile. Createacompanyfileforyourbusiness.See page 17. Upgradeacompanyfilecreatedwitha previousversionofAccountRight. Toopenacompanyfileinthelist,clickthefile name.Toremoveacompanyfilefromthelist, rightclickitandselectRemovefromlist. Experimentwithasamplecompanysdataand learnhowtouseAccountRight. Restoreabackedupcompanyfile. AccesstheHelpCentreandlearnabout AccountRight.

WHERETOSTART

Experiment with sample data

Beforeyoucreateanewcompanyfile,werecommendthatyou experimentwithasamplecompanysdata.Thereisalsoatutorialyou canusetohelpyougettoknowthecorefeaturesandfunctionsof AccountRight.
3

TheSignonwindowforthesamplefileappears. ClickOK.Thecommandcentrewindowappears. Acommandcentrewindowalwaysappearswhenacompanyfileis opened.Noticethatthenameofthesamplecompany,ClearwaterPty Ltd,appearsatthetopleftofthewindow. Nowthatthesamplecompanyfileisopen,youcanbrowsethroughthe software,explorethetransactionsthathavealreadybeenenteredand entersometransactionsyourself.

Explore the Clearwater company file

1

StartyourAccountRightsoftwareand,inthewelcomewindowthat appears,clickExploreasamplecompany. TheOpenacompanyfilewindowappearswithalistofsample companyfilesfordifferentAccountRightproducts.

Complete the AccountRight tutorial

Atutorialhasbeenprovidedforyoutolearnhowtosetupanduse AccountRight,usingtheClearwatersamplefile.Youcanaccessthe tutorialPDFthroughtheonlinehelp. Gotohelp.myob.com.au/tutorialstodownloadthetutorial.

SelecttheClearwatercompanyfileyouwanttoexploreandclick Open .

Exploring AccountRight
Youshouldbecomefamiliarwiththefollowingtoolsandaids:
Tool
Commandcentres Dateentrycalendars Thebusiness calendar Calculators Zoomarrows Selectionlists Selectcolumns Mouseshortcuts

Tool
Spellcheck Shortcutkeys

See
page 14 page 15

See
page 11 page 11 page 12 page 13 page 13 page 13 page 13 page 14

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Command centres
InAccountRightStandard,therearesixcommandcentres.In AccountRightPlus,whichincludestheTimeBillingandPayrollfeatures, thereareeightcommandcentres. ThefollowingisanillustrationoftheSalescommandcentre.

Therearefourmenusatthebottomofeachcommandcentre.The optionsavailablefromthesemenusaredescribedbelow.
Select...
ToDoList

Ifyouwantto...
recordandmanagetasksthatneedyourattention, suchaspayinginvoicestotakeadvantageof earlypaymentdiscounts,orrestockingitemswhen inventory islow. findtransactionsrelatingtoaccounts,sales, purchases,cards,items,payrollandjobs. viewalistoftheavailablereports. viewinformationaboutthecurrentfinancialstateof yourbusiness.

Find Transactions Reports BusinessInsights

Therearetwowaystoselectanoption:

Clickthemenunametodisplaythewindowrelevanttothe commandcentreyouarein. Clickthearrow( )nexttothemenunameandselectfromalistof theavailableoptionsforallcommandcentres(notjustthe commandcentreyouarecurrentlyin).

Eachcommandcentrecontainsarowoficonsinthetopsectionofthe window.Theseiconsallowyoutoswitchbetweencommandcentres. Theselectediconrepresentsthecurrentcommandcentre,andthe flowchartdisplayedbelowtheiconsillustratesthemajortasks associatedwiththatcommandcentre.(Forexample,whentheSales iconisselected,taskssuchasEnterSalesandPrint/Email Statementstypicaltasksyouwouldcompleteinrelationto salesappearinthecommandcentresflowchart.)

Date-entry calendars
Thecalendarsimplifiesdateentry.Forexample,supposeyoure enteringasaleandhavepromisedthegoodstothecustomeronthe lastFridayofthemonth.Ratherthanfiguringoutthedateandentering itmanually,youcandisplaythecalendarinthePromised Datefieldof theSaleswindowandclickthedate.

EXPLORINGACCOUNTRIGHT

1 1

Todisplaythecalendar,clickthearrownexttothedatefieldorputthe cursorinadatefieldandpresstheSPACEBARonyourkeyboard.Selecta datebyclickingit.Theselecteddateappearsinthedatefield.

Thecurrentdate ishighlighted. Youcanusethe arrowkeysnext tothemonth andyearto selectadifferent monthoryear.

To set up your business calendar

1

GototheSetupmenuandchooseBusinessCalendar.TheBusiness Calendarwindowappears.

Toclosethecalendarwithoutselectingadate,pressESC.

The business calendar

Youcanusethebusinesscalendartospecifywhichdaysoftheweek yourbusinessisopen,aswellasholidaysandimportantbusiness events. Aswellasbeingahandyreference,thebusinesscalendaraffectsthe ContactAlertfunctionintheToDoList.Ifyousetaremindertocalla customeronadaythatyourbusinessisindicatedinthebusiness calendarasbeingclosed,thereminderwillappearintheToDoList windowonthebusinessdaybeforethetaskisdue. For example,ifareminderisscheduledforSaturdaybutyourbusiness isclosedonSaturdays,thereminderwillappearintheToDoList windowonFriday.
2

Thecurrentmonthisdisplayedinthecalendaratthetopofthe window.Daysthatappearingreyaredayswhenyourbusinessis closed. Ifyouwanttomarkaspecificdayasclosed,clickthedateinthe calendar. Ifyourbusinessisalwaysopenorclosedonaspecificdayofthe week,clickthatdayintheShortcutforsettingaveragebusiness weeksection.Amessagewillconfirmthatyouarechangingthe daysstatus.

3

Addanyimportanteventsthatoccurduringthemonthinthe ImportantDayssection. Ifyouwanttoenterinformationforothermonthsinthebusiness calendar,clickthearrowsatthetopofthecalendar. ClickOKtoclosethebusinesscalendar.

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Calculators
Apopupcalculatorisavailabletosimplifycalculatingandentering numericdata,includingmoneyamounts,itemquantitiesandunits. Thecalculatorisavailableineveryfieldwhereyoumayneedto calculateanamountortotalfigure. Todisplaythecalculator,clickthearrownexttothenumericdatafield orpress=(equals)ortheSPACEBARwhenthecursorisinanumericdata field.Inthecalculator,enteryourcalculationandthenpressENTER.The resultappearsinthenumericdatafield.

Selection lists
Searchicons( )displayednexttovariousfieldsallowyoutoopen selectionlistscontainingrecordsthatyouhavepreviouslyentered, suchascustomersandshippingmethods,orrecordsprovidedby default.

Select columns
Selectcolumnsallowyoutoselectitemsfromalist.Therearetwo selecticons:theSelect iconforeachentryinthelistandthe Select/DeselectAlliconlocatedatthetopofthecolumn.

Zoom arrows
Zoomarrows,displayednexttovariousfields,allowyoutodisplay moredetailedinformationaboutaspecificentry,suchasatransaction orcustomerrecord. Abluezoomarrow( )indicatesthatyoucandisplaymoredetailed informationaboutarecordandmakechangestoordeleteit. Agreyzoom arrow( )allowsyoutodisplaymoredetailed information,buttheinformationcannotbechanged.Ifyouwantto changetheinformation,youcanreversethetransactionandreenterit (seeReversingatransactiononpage 178).Alternatively,youcan changeyoursecuritypreferenceselectiontomakealltransactions changeable(seeSetuppreferencesonpage 28).

SelectanitembyclickingtheSelecticonnexttoit.Youcanselectall listeditemsbyclickingtheSelect/DeselectAllicon,anddeselectthem byclickingtheSelect/DeselectAlliconagain.

EXPLORINGACCOUNTRIGHT

1 3

Mouse shortcuts
Youcanrightclickinawindowtoopenashortcutmenuwithoptions relevanttothewindowandtothefieldyouareenteringdatain. Mouseshortcutsareaneasywaytoeraseatransaction,find transactions,orgethelpforawindow.

Spell-check
Whenenteringsale,purchaseoriteminformation,youcancheckyour spellinginmosttextfields,includingmemos,descriptions,addresses anditemnames. Youcanchoosetosetapreferencetoautomaticallycheckspellingor manuallycheckspelling.Tomanuallycheckspelling,click Spell. Whenyoucheckthespellinginafield,theSpellingwindowappears. Youcanalsocustomiseyourspellingpreferences.Forexample,youcan changethemaindictionarylanguageandchooseapreferenceto ignorewordsthatincludenumbers.

To set spelling preferences

1

GototheSetupmenuandchoosePreferences.ThePreferences windowappears. ClicktheWindowstab. Ifyouwanttoautomaticallycheckspellingselectthe AutomaticallyCheckSpellingin TextFieldsBeforeRecording Transactionsoption. Ifyouwanttocustomiseyourspellingpreferences,clickSpelling. TheSpellingOptionswindowappears. SelectyourpreferencesandclickOK.

Ifyouareenteringinformationinatextfield,rightclickoptionsinclude Cut,Copy,Paste ,ClearandSpelling .

2 3

Formoreinformationaboutthespellingfeature,seetheHelpCentre.

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Shortcut keys
Youcanuseshortcutkeystospeedupdataentry.Alltheshortcutkeys correspondtomenucommands.Listedbelowaretheshortcuts relatingtothemenucommands.
Menu
File

Menu
CommandCentres> Sales

Command
CommandCentre EnterInvoices ReceivePayments

Shortcutkeys
CTRL+3 CTRL+J CTRL+B CTRL+4

Command
New(CompanyFile) Open CloseWindow Print

Shortcutkeys
CTRL+N CTRL+O ESC CTRL+P CTRL+Zor ALT+BACKSPACE CTRL+Xor SHIFT+DELETE CTRL+CorCTRL+INSERT CTRL+VorSHIFT+INSERT CTRL+A CTRL+L CTRL+R CTRL+T CTRL+Y CTRL+1 CTRL+G CTRL+2 CTRL+K CTRL+H CTRL+D CommandCentres> Payroll [AccountRightPlus only] CommandCentres> Inventory CommandCentres> CardFile Lists Reports CommandCentres> Time Billing [AccountRightPlus only] CommandCentres> Purchases

CommandCentre

CommandCentre EnterPurchases Pay Bills CommandCentre

CTRL+5 CTRL+E CTRL+M CTRL+6

Edit

Undo Cut Copy Paste SelectAll SelectfromList RecapTransaction

CommandCentre CommandCentre CardsList IndextoReports RefreshAll AccountRightHelp

CTRL+7 CTRL+4 CTRL+F CTRL+I F5 F1

CommandCentres (All) CommandCentres (All) CommandCentres> Accounts

ToDoList FindTransactions CommandCentre RecordJournalEntry

Window Help

Wealsosupportthefollowingshortcutkeycombinations: CloseWindow NextWindow CycleTask BankRegister SpendMoney ReceiveMoney CTRL+F4 CTRL+F6orCTRL+TAB ALT+TABorALT+ESC

CommandCentres> Banking

CommandCentre

EXPLORINGACCOUNTRIGHT

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INTRODUCTION

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.
Task
1 2 3 4 5 6 7 Createacompanyfile Activatethecompanyfile Setupaccounts Enteraccountopeningbalances Setuppreferences Setupsoftwaremanagement SetapasswordfortheAdministratoruseraccount

See
page 18 page 21 page 23 page 26 page 28 page 28 page 29

Additionaltasks Onceyouhavecompletedtheessentialtasks,you canstartrecordingtransactions.However,beforeyouusesome featuresofthissoftware,suchasthesalesorinventoryfeatures,you willneedtodofurthersetuptasks.Thesetasksarecoveredin Chapter 3,Settingup,startingonpage 31.

17

Create a company file

YoucancreateacompanyfileusingtheNewCompanyFileAssistant. Thisassistantisaseriesofinteractivewindowsthatguideyouthrough theprocessofcreatinganewcompanyfile.
Doyoualreadyhaveacompanyfile? Ifyouraccountantor MYOBconsultant hasprovidedyouwithacompanyfile,orifyouwantto useafilethatyoucreatedwithatestdriveversionofthissoftware,you dontneedtocreateacompanyfile.
NOTE :

Youneedtoknow
Thedefaultlistof accountsthatyou wanttostartwith

Description
Accountsarethecategoriesthatyouwillallocateeach ofyourtransactionsto.Whenyoucreateacompany file,youneedtoselectadefaultlistofaccounts.You can: startwithanaccountslistprovidedbyMYOB.You canselectapredefinedaccountslistsuitablefor yourbusiness. importalistofaccounts.Youcanimportan accountslistfromanothercompanyfileorfrom onethathasbeenprovidedbyyouraccountantor MYOBCertifiedConsultant. buildyourownlist.Youcanstartwithanaccounts listthathastheminimumaccountsrequiredby yourAccountRightsoftwareandthenaddtoit. Notethatyoucanmodifyyouraccountslistafter creatingyourcompany file.

Beforeyoustart:
Youneedtoknow
Yourcurrentfinancial year

Description
Thisisthefinancialyearforwhichyouwanttostart recordingtransactionsinyourcompanyfile. Notethatafinancial yearisrepresentedbythe calendaryearinwhichthefinancialyearends.For example,ifyourfinancialyearendsinJune2012,your financialyearis2012. Thisisthemonthinwhichyourfinancialyearends.For mostbusinessesthelastmonthisJune. Thisistheearliestmonthforwhichyouwanttorecord transactions.Forexample,ifyouwanttoenter transactionsdated1Septemberorlater,your conversionmonthisSeptember. Youcannotentertransactionsdatedbeforethe conversionmonth.

Thelastmonthof yourfinancialyear Yourconversion month

To create a company file

1

StartyourAccountRightsoftware.Awelcomewindowappears.

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ClickCreateacompanyfile .TheNewCompanyFileAssistant appears.

8 9 3

ClickNext.TheAccountsListOptionswindowappears. Selectthedefaultaccountslistyouwanttostartwith.

SelecttheAccountRightproductyouwanttocreateacompanyfile for.Thisshouldbetheproductyouarelicensedtouse,unlessyou wanttoevaluateanotherAccountRightproduct. Ifyouarenotlicensedtousetheselectedproduct,thecompany filecanonlybeeditedfor30days,afterwhichitwillbecomea readonlyfile.

4 5

ClickNext.TheCompanyInformation windowappears. Enteryourbusinesscontactandregistrationdetails.Ifavailable, alsoenteryourAccountRightserialnumber. ClickNext.TheFinancialYearwindowappears. Enteryourfinancialyeardetailsandconversionmonth.

NOTE : Setyourfinancialyear Rememberthatthisisthefinancial yearforwhichyouwanttostartrecordingtransactionsinyour companyfile.Itdoesnotneedtobethefinancialyearthatyour businessiscurrentlyoperatingin.

6 7

Ifyouchooseto...
startwithanaccountslistprovidedbyMYOB importalistofaccounts buildyourownlist
10

Continuewith...
step 10 step 12 step 12

ClickNext.TheAccountsListSelectionwindowappears.

CREATEACOMPANYFILE

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11

Selecttheindustrythatbestmatchesyour ownbusiness.

14

Bydefault,thecompanyfilewillbesavedinyourcomputers AccountRightlibrary.
NOTE : AccountRightlibraries AnAccountRightlibraryisafolder onyourcomputer,oranetworkcomputer,wherecompanyfilesmay besaved.OnlyfilessavedinanAccountRightlibrarycanbeopened.

Asuitableaccountslistfortheindustryyouselectedappears.Ifyou wanttoprintthelist,clickPrint.Lateryoucantailorthelisttomeet theneedsofyourbusiness.

12 13

ClickNext.TheCreateCompanyFilewindowappears. Ifyouwanttochangeyourcompanyfilename,youcanedititinthe CompanyFileNamefield.

15

Ifyouwanttosaveyourcompanyfileinanotherlibrary: a ClickChangeLocation.TheSelectacompanyfilelocation windowappears. b Selectthelibraryyouwanttosavethefilein: My>Z librarylocatedatC:\Users\Public\Documents\MYOB\My AccountRightFiles .Iftherearefoldersinyourlibrary(created usingWindowsExplorer),youcanalsoselectafolder. E>Z anothercomputer.Youwillneedtoaddthelibraryifitisthefirst timeyouareaccessingit(pressF1forinformationaboutadding networklibraries). c ClickOK. ClickCreateCompanyFile.Yourcompanyfileiscreatedandthe Conclusionwindowappears. ClickCommandCentretodisplaytheCommandCentrewindow.

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Activate the company file

Activationisaprocessthatverifiesyouhavealegalinstallationof AccountRight.Youcanactivateyourcompanyfileonlineoroverthe phone.
NOTE : Doyouneedtocompletethis task? Youdontneedtoactivatea companyfilethatyouhavecreatedfortestingpurposesoranyfileyouare nolongerenteringtransactionsinto.

Activationlimits Thereisalimittothenumberofcompanyfilesyou canactivateunderyoursoftwarelicence.Ifyouneedtoactivate multiplecompanyfiles(forexample,yoursisabookkeepingbusiness lookingaftermanyclients),youllneedtoobtainlicenceextensionsto activateadditionalcompanyfiles.ContactMYOBCustomerService aboutobtaininglicenceextensions.

Aftercreatingacompanyfile,youcanuseitfor30daysintrialmode, afterwhichyoumustactivatethefileifyouwanttocontinueentering transactionsintoit. Ifyoudontactivatethefilewithin30days,itwillbecomereadonly, whichmeansyoucanopen,view,printandexportinformation,butyou willnotbeabletoenternewinformationintothefileuntilyouactivate it. Afteractivatingafile,youmustconfirmthecompanyfileonceortwice ayear,thatis,extenditsactivationthroughoutitsworkinglife.For moreinformation,seeConfirmingactivatedcompanyfileson page 262.
NOTE : Automaticconfirmation Ifyouwant,youcansetapreferenceto automaticallyconfirmanactivatedcompanyfileovertheinternetwhen required.

Before you begin

Beforeyoucanactivateacompanyfile,youneedto:

knowyourproductserialnumber.Ifyoudidntenteryourserial numberwhencreatingthecompanyfile,youwillneedtoenterit duringtheactivationprocess.Youcanfindyourserialnumberon thesoftwareCDsleeveoronaconfirmationemailfromMYOBif youdownloadedyourproduct. registeryoursoftware.RegistrationenablesMYOBtocontactyou shouldtherebeanyissueswithyoursoftware.SeetheGetting Startedguideforinformationonhowtoregisteryoursoftware.

ACTIVATETHECOMPANYFILE

2 1

To activate a company file

1

Method
Activate byPhone

Steps
1 2 3

Openthecompanyfiletobeactivatedandsignon. TheActivationAssistantappears.

SelecttheActivatebyphoneoptionandclickNext. Ifyouhavenotpreviously enteredyourserialnumber, typeitintheSerialNumberfield. CallMYOBonthephonenumberdisplayedabovethe SerialNumberfieldandrequestalicencefiletobe emailedtoyou. Onceyouhavereceivedtheemail,detachyourlicence fileandsaveittoyourcomputer(forexample,your desktop). IntheActivationAssistant,clickBrowsenexttothe Selectthelicencefiletoloadfield,tolocatethe licencefile. SelectthefileandclickOpen. ClickActivatetoactivatethefile.

6 7 3 4

ClickIusethiscompanyfiletorecordoreditmybusiness transactions,thenchooseanactivationoption:
Method
Activate Online

Closetheassistant. Ifyouwanttoactivateanothercompanyfile: a GototheFilemenuandchooseOpen.TheOpen window appears. b Openthecompanyfiletobeactivatedandsignontothefile. c Continuefromstep 2above.

Steps
1 2 3 4

Ensureyouareconnectedtotheinternet. ChooseActivateOnlineandthenclickNext.The Detailswindowappears. Ifyouhavenotpreviouslyenteredyourserialnumber, typeitintheSerialNumberfield. ClickActivatetoactivatethefile.

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Set up accounts
Accountsprovideameansforgroupingsimilartransactions.For example,ifyourbusinesspaysrentfortheuseofitspremises,you wouldcreatearentaccountandthenallocateallrentpaymentstothat account. Theaccountsyouuseforyourbusinessaregroupedinanaccountslist.
Doyouneedtocompletethistask? IfyouraccountantorMYOB CertifiedConsultanthasprovidedyouwithacompanyfile,thistaskmay havebeencompletedforyou.Inthiscase,gotoEnteraccountopening balancesonpage 26.
NOTE :

Accountclassificationsandtypesaredescribedinthefollowingtable.
Classification
Asset (1xxxx)

Type
Bank Accounts Receivable OtherCurrent Asset FixedAsset

Description
Moneyinthebank,forexample,ina chequeorsavingsaccount. Moneyowedtoyouby your customers. Assetsthat,ifrequired,canbe turnedintocashwithinayear.These mayincludeyourtermdeposits. Assetswhichhavealonglife,for example,buildings,carsand computers.Fixedassetsareusually depreciated. Otherassetsyouownsuchasloans madetoothersandgoodwill. Repaymentsrequiredtoservice creditcarddebt. Moneyowedbyyoutoyour suppliers. Moneyowedbyyouthatisduein lessthanayear,forexample,GST. Moneyowedbyyouthatisduein morethanoneyear,forexample,a businessloan. Othermoneyyouowe. Thebusinesssnetworth,thatis,its assetsminusitsliabilities.Common equityaccountsarecurrentyear earnings,retainedearningsand shareholdersequity.

Whenyoucreatedyourcompanyfile,youselectedadefaultaccounts listtostartwith.Thislistmayalreadyhavetheaccountsyouneed.If not,youcanchangethelisttosuityourneeds.Ifyouareunsure,ask youraccountantwhichaccountsyoushouldcreate,editordelete. Ifyouchosetoimportalistofaccounts,youshouldimportthislistnow. SeeImportingdataonpage 268. 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.
Equity (3xxxx) Liability (2xxxx)

OtherAsset CreditCard Accounts Payable OtherCurrent Liability LongTerm Liability OtherLiability Equity

SETUPACCOUNTS

2 3

Classification
Income (4xxxx) CostofSales (5xxxx) Expense (6xxxx) Other Income (8xxxx) Other Expense (9xxxx)

Type
Income CostofSales

Description
Revenuefromthesaleofgoodsand services. Thedirectcostofsellingyourgoods andprovidingservices,forexample, purchasecostsandfreightcharges. Thedaytodayexpensesofrunning yourbusiness,forexample,utility bills,employeewagesandcleaning. Otherrevenues,forexample, interestearnedonsavingsand dividendspaidfromshares. Otherexpenses,forexample, interestcharged.

Yougroupaccountsbyindentingthedetailaccountslocateddirectly belowaheaderaccount.Formoreinformation,seeTogroupdetail accountswithaheaderaccountonpage 26.

Headeraccounts Detailaccounts

Expense

OtherIncome

Notethat:

OtherExpense

Youcannotallocatetransactionstoaheaderaccount. Thebalanceofaheaderaccountisthesumofthedetailaccounts indenteddirectlybelowit. Youcanhaveuptothreeheaderaccountlevels. Howyougroupyouraccountscanaffecthowtotalsandsubtotals arecalculatedonreports.

Headeranddetailaccounts Youraccountslistconsistsofdetail accounts(theaccountstowhichyouallocatetransactions)andheader accounts.Headeraccountsgrouprelateddetailaccountstohelpyou organiseyouraccountslist. For example,youcouldgroupyourtelephone,electricityandgas expenseaccountsusingaUtilitiesheaderaccount.Thismakesiteasier foryoutolocatetheutilityexpenseaccountsintheaccountslistandto seeyourcombinedutilityexpenses.

Setting up accounts
Ifyouwantto...
Createanaccount Changethedetailsofanaccount Groupdetailaccountswithaheaderaccount Importanaccountslist

See
page 25 page 168 page 26 page 268

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To create an account
1

ClicktheDetailstab.

GototheAccountscommandcentreandclickAccounts List.The AccountsListwindowappears. ClickNew.TheAccountInformationwindowappears.

Ifyouwant,typeabriefdescriptionoftheaccountinthe Descriptionfield. IntheTaxCodefield,enterthetaxcodethatyouusemostoften withtransactionsthatwillbepostedtothisaccount. Ifyouarecreatinganasset,liabilityorequityaccount(otherthan anassetwiththeaccounttypeofBank),selectanoptionfromthe ClassificationforStatementofCashFlowslist. Classifyingtheaccountsallowsyoutogenerateastatementofcash flows.Thisreportshowshowyourcashpositionhaschangedover time,profitearnedandwhereyourcashwasspent.Ifyoure unsureaboutwhichclassificationtouse,consultyouraccountant oranMYOBCertifiedConsultant.

9 3

Ifyouwanttocreateaheaderaccount,selecttheHeaderAccount optionorifyouwanttocreateadetailaccount,selectDetail. SelecttheaccounttypefromtheAccountTypelist.TheAccount Classificationfieldchangesaccordingtotheselectionyoumake. For moreinformationonaccountclassifications,seeAccount classificationsandtypesonpage 23. EnterafourdigitnumberfortheaccountintheAccountNumber field.Thenumbermustbeuniquewithineachaccount classification. PressTABandtypeanamefortheaccount.

10

SETUPACCOUNTS

2 5

11

Ifyouarecreatingabankorcreditcardaccount,andyouwantto keeparecordofyourbankaccountdetails,ormakeelectronic payments,clicktheBankingtabandenteryouraccountdetails. [Detailaccountsonly]Ifyouwanttoenterhistoricalbalancesfor thelastfinancialyear,clicktheHistory tabandcompletetheLast FYcolumn.Thatwayyoucancomparethemonthlyaccount balancesforthisyearandlastyear. ClickOKwhenyouhavefinished.Theaccountnowappearsinyour accountslist.

To group detail accounts with a header account

Yougroupaccountsbyindentingtheaccountslocatedbelowaheader account.
1

12

GototheAccountscommandcentreandclickAccountsList.The AccountsListwindowappears. Selectthedetailaccountyouwanttogroup. ClicktheDownbuttonatthebottomofthewindowtogroupthe accountwiththeheaderlocatedaboveit.

2 3

13

Enter account opening balances

Accountopeningbalancesarethebalancesofyouraccountsasatthe firstdayofyourconversionmonth.
Doyouneedtocompletethistask? Ifyouwereinbusiness priortoyourconversionmonth,mostofyouraccountsprobablyalready havebalances.Ifyouwanttoproducefinancialreportsthatincludethese balances(suchasabalancesheet),oryouwanttotrackthebalanceof accountswithacumulativebalance(suchasyourbank account),youneed toenterthesebalances.
NOTE :

Thebalancesyouenterdependonwhetheryourconversionmonthis alsothefirstmonthofyourfinancialyear.Ifyourconversionmonth:

isthefirstmonthofyourfinancialyear,youentertheopening balancesofyourasset,liabilityandequityaccountsonly. isnotthefirstmonthofyourfinancialyear(forexample,ifyour financialyearstartsinJulybutyourconversionmonthis September),youcanentertheopeningbalancesofallyour accounts.

Youcanfindyouraccountopeningbalancesonatrialbalancereport,a balancesheetoraprofit&lossreportpreparedfortheperiod immediatelypriortoyourconversiondate.Youcanaskyour accountanttopreparethesereports. Youmayalsobeabletofindyouraccountopeningbalancesusingyour previousaccountingsoftwareorpaperbasedrecords.

Openingbankaccountbalances Youcanenterthefollowing amountsastheopeningbalanceofabank account:

thebankaccountbalancethatappearsonyourbalancesheetor trialbalancereportsasatthedaypriortoyourconversiondate.For example,ifyourconversiondateis1July2011,thisisthebank accountbalanceasat30June2011. Thesereportscanbeprovidedbyyouraccountant,or,ifyouwere previouslyusingotheraccountingsoftware,printedusingthat software.

thecashbookbalanceoftheaccountasattheendofthedayprior toyourconversiondate.Youcancalculateyourcashbookbalance bytakingintoaccountthetransactionsnotyetclearedbyyour

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bankasattheconversiondateandthebalancethatappearson yourbankstatementatthatdate. For example,assumethat$500worthofdepositsand$1000worth ofpaymentswereunclearedasatyourconversiondate(thatis, theyhadnotappearedonabankstatement).Thecashbook balancewouldbecalculatedasshownbelow:

Bankstatementbalanceasattheconversiondate ADD uncleareddeposits SUBTRACTunclearedpayments Cashbookbalanceasattheconversiondate $21,000.00 +$500.00 $1,000.00 $20,500.00

To enter opening balances

1

GototheSetupmenu,chooseBalances andthenAccount OpeningBalances.TheAccountOpeningBalanceswindow appears. EnterthebalancesintheOpeningBalancecolumn.

NOTE : Enteropeningbalancesaspositivenumbers Dont,for example,enteryourliabilityaccountbalancesasnegativenumbers. Enternegativeamountsonlyifaccountstrulyhavenegativebalances. Asarule,thesewillbeassetaccountsthatrecordaccumulated depreciation.

Check thattheamountintheAmountlefttobeallocatedfieldat thebottomofthewindowshows$0.00. Ifthisfielddisplaysanamountotherthan$0.00,checkyour openingbalancesagainbecausetheyareeitherincompleteor incorrect.However,youcancontinuethesetupprocessifthereis anamountintheAmountlefttobeallocatedfield.Theamount willbeassignedtoaspecialequityaccountcalledHistorical Balancing.

ClickOK.

ENTERACCOUNTOPENINGBALANCES

2 7

Set up preferences
PreferencesaresettingsthatenableyoutotailorAccountRighttoyour businessrequirementsandprocesses.Forexample,youcanchooseto automaticallyprintinvoicesafterrecordingthem,orpreventusers fromeditingtransactions.
NOTE : Doyouneedtocompletethis task? Whileyoucancomplete thissteplater,youshouldreviewthedefaultpreferencesthathavebeen setbeforeyoustartenteringtransactions.

CustomiseEasySetupAssistant.Thisassistantguidesyouthrough settingupkeypreferences.Toaccesstheassistant,gototheSetup menu,chooseEasySetupAssistantandthenclickCustomise. Preferenceswindow.Thiswindowlistsallofthepreferences.To viewthiswindow,gototheSetupmenuandchoosePreferences. TransactionsCANTbeChanged;TheyMustbeReversed Ifyou dontwanttoallowuserstoeditordeletetransactions,selectthis option.Iftheywanttochangeordeleteatransaction,theywill needtodosobyrecordingareversaltransaction.Formore information,seeReversingatransactiononpage 178.

Somepreferencesyoushouldconsiderchoosinginclude:

Beforesettingpreferences,closeanyopenwindows(apartfromthe CommandCentre).Youwillnotbeabletochangepreferencesifyou haveotherwindowsopen. Youcansetupyourpreferencesusingthe:

Set up software management

SoftwareManagerisawebbasedtoolthatnotifiesyouthatyour softwarehasbeenupdated,andenablesyoutoinstalltheupdatefrom theweb. Notethatyoumayhavealreadysetupthisfeaturewhenyouinstalled yoursoftware. For moreinformationabouthowtosetupanduseSoftwareManager, seeManagingsoftwareupdatesonpage 263.

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Set a password for the Administrator user account

Whenyoucreatedyourcompanyfile,auseraccountcalled Administratorwasautomaticallycreated. Auseraccountisthemeansfor:

LeavetheExistingPasswordfieldblank,typethepasswordinboth thePasswordandConfirmPassword fields. ClickRecord.

controllingaccesstoacompanyfile trackingtransactionrecordhistory savingindividualpreferences.

Bydefault,theAdministratoruseraccountdoesnothaveapassword assignedtoit.AnyonewhosignsonwiththeAdministratoruserIDwill haveaccesstoallcommandcentres,functionsandwindowsandwillbe abletocreate,editanddeleteotheruseraccounts. For thatreason,assoonasyoucreateacompanyfile,youshouldassign apasswordtotheAdministratoruseraccount;otherwise,anyonecan signonandthenenter,editanddeletetransactions.

Willmorethanonepersonaccessyourcompanyfile? Ifyou wanttorestrictotherusersfromaccessingcertainfeaturesorinformation, youcancreateadditionaluseraccountsandspecifytheiraccess restrictions.Formoreinformation,seeManaginguseraccountson page 259.

NOTE :

To set a password for the Administrator user account

1

StartAccountRightandopenyourcompanyfiletotheSignon window. TypeAdministratorintheUserIDfieldandthenclickChange Password.TheChangePassword windowappears.

SETAPASSWORDFORTHEADMINISTRATORUSERACCOUNT

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3 Setting up
Whenyouhavecreatedacompanyfileandcompletedthecompanyfilesetuptasks(seeCreatingacompanyfileonpage 17),youcanstartrecording transactionsinyourcompanyfile.However,ifyouwanttouseotherfeaturesofyoursoftware(suchastrackingamountsyouoweorthequantityofitems sold),youneedtocompleteadditionalsetuptasks.Thischapterdetailstheadditionaltasks.

Overview
Thesetuptasksyouneedtocompletedependonthefeaturesyouwant touseandwhetheryourbusinesswasoperatingpriortoyour conversionmonth.
Yourneeds
Salesand Purchases

Setuprequired
Ifyouwanttotrackthemoneythatyouowesuppliersor thatyouareowedbycustomers,youwillneedtousethe PurchasesandSalescommandcentres. Beforeyoucanusethesecommandcentres,youneedto completethesalesandpurchasessetuptasksinthis chapter. Ifyouwanttotracktheonhandquantity andvalueofitems youbuyandsell,youneedtocreaterecordstostorethe detailsofyouritems.YoudothisusingtheInventory commandcentre. Also,whenyoubuy andsellanitem,youwillneedtorecord detailsabouteachtransaction(suchaswhoyoupurchased theitemsfrom,howmanyyoupurchasedandtheprice). YoudothisusingtheSalesandPurchasescommand centres.Hence,youneedtocompletethesalesand purchasessetuptasksinthischapter

What features do you want to use?

Thefollowingtableprovidessomeexamplesofdifferentsetup requirements.
Inventory

Yourneeds
Banking

Setuprequired
Ifyouonlywanttouseyoursoftwaretofulfilbasic accountingrequirements(suchasreporttaxpayableor produceayearendbalancesheet),youmayonlyneedto doaninitial bankreconciliationforeachofyourbank accounts.Reconcilingaccountshelpsensuretheintegrityof theinformationyourecordinyourcompany file(seeDoan initialbankreconciliationonpage 39).

31

When did your business start operating?

Thesetuptasksyouneedtocompletewillalsodependonwhether yourbusinesswasoperatingpriortoyourconversionmonth. Thefollowingtabledescribesthesetuprequiredfornewandexisting businesses.
Business status
New

Setup tasks
Youmaynotneedtodoeverytask.Anintroductiontoeachtaskhelps youdeterminewhetheryouneedtodothetaskand,ifso,the informationyouneed.
Task See
Setupsales Setuppurchases Setuppayroll[AccountRightPlusonly] Setupelectronicpayments Doaninitialbankreconciliation Createitemrecords Enteryourinventoryopeningbalances page 33 page 34 page 35 page 36 page 39 page 42 page 43

Setuprequired
Ifyouhavejuststartedyourbusiness,youmayhaveverylittle informationaboutyourfuturecustomers,suppliers,employees anditemsthatyoubuyorsell.Youcanaddthesedetailslaterwhen youhavemoreinformation. However,youshouldreadthroughthesetuptaskstoseewhich featuresyoumightuseandthetasksyouneedtocompletetostart usingthem. Ifyourbusinesswasoperatingpriortoyourconversionmonth,itis likely thattransactionsthatoccurredpriortoyourconversion monthstillaffectyourbusiness.Forexample,acustomermayowe youmoneyforsalesyoumadepriortoyourconversionmonth,or youmayhaveoutstandingbillstopay. Youwillneedtoenterthesehistoricaldetailsinyourcompanyfile.

1 2 3 4 5 6 7

Existing

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Set up sales
Youcanusethesalesfeaturesto:

Optional sales setup tasks

InadditiontotheSalesEasySetupAssistanttasks,youmayalsowantto dothefollowingtasksiftheyarerelevanttoyourbusiness.
Task
Customiseforms Import cards Changetheappearanceofthedefault invoiceandstatementforms. Importcustomerinformationfrom: anothercompanyfile anotheraccountingsystem aspreadsheet atextfile. Synchroniseyourcustomerrecordswith yourcontactrecordsinMicrosoft Outlook. Createjobrecordstotracktheprogress andprofitabilityoftheworkyoudofor yourclients. Useidentifiersandcustomliststogroup thecardsofcustomerswhohavesimilar attributes.

preparesalesquotes,ordersandinvoices generatestatements viewcustomersaleshistory seehowmuchyourcustomersoweyou.

See
page 199 page 268

Doyouneedtodothistask? Ifyouwanttorecordsalesand printinvoices orstatements,youneedtosetupthesalesfeatures.

NOTE :

Beforeyoustartusingthesalesfeatures,youshouldusetheSalesEasy SetupAssistanttoenterthefollowinginformation:

Credittermsandcreditlimits Enterthecredittermsandcredit limitsyougenerallyextendtoyourcustomers. Customerdetails Createarecordforeachofyourcustomersand enterdetailssuchastheiraddressesandphonenumbers. Preconversionsales [Existingbusinessesonly]Ifcustomers owedyoumoneyonthefirstdayofyourconversionmonth,you willneedtorecordsomedetailsaboutthecorrespondingsales, suchastheinvoicedateandtheamountthatisoutstanding.

Synchronise customerrecords withOutlook Createjob records Groupcards

page 217

page 227

page 214

Toaccesstheassistant,gototheSetupmenu,chooseEasySetup Assistant,andthenclickSales. YoucanalsousetheSalesEasySetupAssistanttospecifyyour preferredinvoicelayout,theincomeaccountyouwillallocatemostof yoursalesto,andseveralothersettings.Thesesettingswill automaticallybeselectedforrecordsyoucreateforyourcustomers; however,youcanchangethemasrequired.

SETUPSALES

3 3

Set up purchases
Youcanusethepurchasesfeaturesto:

Optional purchases setup tasks

InadditiontothePurchasesEasySetupAssistanttasks,youmayalso wanttodothefollowingtasksiftheyarerelevanttoyourbusiness.
Task See
Changetheappearanceofthedefault purchaseordersandotherforms. Importsupplierinformationfrom: anothercompanyfile anotheraccountingsystem aspreadsheet atextfile. Synchroniseyoursuppliercardrecords withyourcontactrecordsinMicrosoft Outlook. Useidentifiersandcustomliststo groupthecardsofsupplierswhohave similarattributes. page 199 page 268

recordquotes,ordersandbills viewyourpurchasehistory seewhatyouoweyoursuppliers.

Doyouneedtodothistask? Ifyouwanttorecordtheorders andpurchasesyoumakewithsuppliersandtracktheamountsyouowe, youneedtosetupthepurchasesfeatures.

NOTE :

Customiseforms Import cards

Beforeyoustartusingthepurchasesfeatures,youshouldusethe PurchasesEasySetupAssistanttoenterthefollowinginformation:

Supplierdetails Createacardrecordforeachofyoursuppliers andenterdetailssuchastheiraddressesandphonenumbers. Preconversionpurchases [Existingbusinessesonly]Ifyouhad outstandingbillsonthefirstdayofyourconversionmonth,youwill needtorecordsomedetailsaboutthem,suchasoutstandingbill amountsandthecreditterms.

Synchronise supplierrecords withOutlook Groupcards

page 217

page 214

ToaccessthePurchasesEasySetupAssistant,gototheSetupmenu, chooseEasySetupAssistantandthenclickPurchases. YoucanalsousethePurchasesEasySetupAssistanttochoosethe paymentmethodyounormallyusetopaybills,yourpreferred purchaseorderlayoutandseveralothersettingsthatwillhelpyou recordpurchasesfaster.Thesesettingswillautomaticallyapplytocards youcreateforyoursuppliers;however,youcanchangethemas required.

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Set up payroll
PayrollisnotavailableinAccountRightStandard Youusethepayrollfeatureto:

processpaysforyouremployees calculatesuperannuationamountsandmakesuperannuation payments trackemployeeentitlements(suchaspersonalandannualleave) payaccruedpayrollliabilities printpayslipsandpaycheques preparepaymentsummaries.

Reviewpayrollcategories Thecomponentsofanemployees pay,suchaswages,entitlementsandtaxes,arecalledpayroll categories.Theseareassignedtoanemployeescardtocalculate theirstandardpay. Reviewthedetailsofeachpayrollcategorytomakesureitmatches thewayyoudobusiness. Enteremployeedetails Createacardrecordforeachofyour employeesandenterdetailssuchastheiraddressesandpayroll information. Enterpayhistory [Existingbusinessesonly]Ifyouhavealready paidtheemployeeinthecurrentpayrollyear,youshouldenterthe amountsyouhavepaidyouremployees.Theseamountswillbe usedonpaymentsummariesandreportsnotderivedfrompayroll activity(suchasregisterreports).Theyarenotrecordedas transactionsinyouraccounts.

Doyouneedtodothistask? Ifyouwanttoprocessemployee pays,trackamountsyouowetotheATOandprintpaymentsummaries, youneedtosetupthepayrollfeatures.

NOTE :

Beforeyoustartusingthepayrollfeatures,youneedto:

Loadtaxtables PAYGwithholdingtaxesareamountsthatare calculatedanddeductedfromemployeepaysaccordingtothe rulesestablishedbytheAustralianTaxationOffice(ATO).In AccountRight,thesecalculationrulesarestoredinataxtablefile thatyouneedtoloadintoyourcompanyfile.

NOTE : Receivealertsfortax tableupdatesandsoftwareupdates Youcanregistertobealertedaboutupdatestoyourtaxtables,aswell ascomplianceupdatesandnewversionsofyoursoftware.Formore information,seeManagingsoftwareupdatesonpage 263.

YoucanusethePayrollEasySetupAssistanttodothesetasks.Toaccess thePayrollEasySetupAssistant,gototheSetupmenu,chooseEasy SetupAssistantandthenclickPayroll.For moreinformationon creatingpayrollcategoriesandenteringemployeepayrollinformation, seeCreatingpayrollcategoriesonpage 102andEnteringemployee payrollinformationonpage 110.

Entergeneralpayrollinformation Enterthecurrentpayrollyear, numberofhoursinyournormalworkingweek,yourWithholding PayerNumber(ifyouhaveone)andthedefaultsuperannuation fundforyouremployees.

SETUPPAYROLL

3 5

Optional payroll setup tasks

InadditiontothePayrollEasySetupAssistanttasks,youmayalsowant todothefollowingtasksiftheyarerelevanttoyourbusiness.
Task
Setup timesheets Usetimesheetstorecordallthehours workedbyhourlyemployeesortorecord extrahoursworkedbyemployeesthatare paidbasedonastandardpay.Ifyoupay employeesfortimebillingactivities,you canalsoenteractivitydetailson timesheetsandusethesedetailstocreate activityslips. Calculateyourstateorterritorypayrolltax amountsusingthepayrollinformationin yourAccountRightsoftware.

Task
Customise forms Import cards Changetheappearanceofthedefaultpay slipandpaychequeforms. Importemployeeinformationfrom: anothercompanyfile anotheraccountingsystem aspreadsheet atextfile. Synchroniseyouremployeesrecordswith yourcontactrecordsinMicrosoftOutlook.

See
page 199 page 268

See
page 114

Synchronise employees recordswith Outlook page 128 Groupcards

page 217

Setuppayroll tax

Useidentifiersandcustomliststogroup thecardsofemployeewhohavesimilar attributes.

page 214

Set up electronic payments

Ifyouwant,youcanuseyourAccountRightsoftwaretopayyour suppliersandemployeeselectronically.
NOTE : Doyouneedtocompletethis task? Ifyouwanttopayyour suppliersandemployeeselectronicallyusingAccountRight,youneedto setupthisfeature.

Beforeyoucanprepareanelectronicpaymentfile,youneedto completethefollowingsteps.
Step
1 2 Recordyourbankaccountdetails Setupaclearingaccount Recordthebankdetailsofsuppliers Recordthebankdetailsofemployees

See
page 37 page 37 page 37 page 38

Youcanmakeelectronicpaymentsbypreparinganelectronicpayment file(ABAfile)foryourbanktoprocessdiscussedinthissection.

3 4

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Task 1: Record your bank account details

To record your bank account details
1

Task 2: Set up a clearing account

Whenyourecordatransactionyouwanttopayelectronically,the transactionispostedtoatemporaryholdingaccountuntilyoucreate theelectronicpaymentfile.Thisholdingaccountiscalledaclearing account. CheckyouraccountslistforanaccountnamedElectronicClearing Account.Ifitdoesntexist,youneedtocreateit(seeSetupaccounts onpage 23)andthenmakethisaccountthelinked(default)accountfor electronicpayments.

GototheAccountscommandcentreandclickAccountsList.The AccountsListwindowappears. Selectthebankaccount(thatis,anaccountwithaBankorCredit Cardaccounttype)thatyouwanttouseforelectronicpayments. ClickEdit.TheAccountInformationwindowappears. ClicktheBankingtab.

3 4

To link the clearing account

1

GototheSetupmenu,chooseLinkedAccountsandthenAccounts &BankingAccounts.TheAccounts&BankingLinkedAccounts windowappears. IntheBankAccountforElectronicPaymentsfield,typeorselect theElectronicClearingAccount . ClickOK.

Task 3: Record the bank details of suppliers

5

Enteryourbankaccountdetailsinthefields.Copythisinformation exactlyasitappearsonyourbankstatementorchequebook. SelectIcreateBankFiles(ABA)forThisAccountandenterthe electronicpaymentfile(ABAfile)details. Ifyourbankfilerequiresaselfbalancingtransaction,select IncludeaSelfBalancingtransaction. ClickOKtoreturntotheAccountsListwindow. Repeatfromstep 2aboveforeachbankaccountyouwanttomake electronicpaymentsfrom.

To record the bank details of a supplier

1

GototheCardFilecommandcentreandclickCardsList.TheCards Listwindowappears. LocatethesupplieryoupayelectronicallyandclickEdit.TheCard Informationwindowappears.

8 9

SETUPELECTRONICPAYMENTS

3 7

ClickthePaymentDetailstab.
NOTE : Ifyouhaventcreatedacardfortheemployee... Youcan createanemployeecardnowbyclickingNew intheCardsList windowandenteringtheemployeesdetails.

3 4 5

ClickthePaymentDetails tab. SelectElectronicfromthePaymentMethodlist. Selectthenumberofbankaccounts(uptothree)theemployee wantstheirpaytobedistributedto. Entertheemployeesbankaccountdetails. Typethestatementtext(Account1only)youwanttoappearon theemployeesbankstatements,forexamplemonthlypay. Ifyouaredistributingtomorethanoneaccount,intheValuefield, typetheamountorpercentageofthepaytobedepositedintothe accountandselectthedistributionmethod(PercentorDollar). Notethatthefinalaccountwillreceivetheremainingamountof youremployee'snetpay.

6 7

4 5

Enterthesuppliersbankaccountdetails. IntheStatementTextfield,typethetextyouwanttoappearon yoursuppliersbankstatements.Forexample,youmaywantthe textmonthlyrenttobeshownonyourrealestateagentsbank statementsincethiswillbearecurringtransactioneachmonth. ClickRefundDetailsandenterthepaymentmethodbywhichthe supplierrefundsyouandclickOK.TheCardInformationwindow appears. ClickOKtoreturntotheCardsListwindow. Repeatfromstep 2aboveforeachsupplieryoupayelectronically.

7 8

Task 4: Record the bank details of employees

To record the bank details of an employee
1

GototheCardFilecommandcentreandclickCardsList.TheCards Listwindowappears. LocatetheemployeeyoupayelectronicallyandclickEdit.TheCard Informationwindowappears.

9 10

ClickOKtoreturntotheCardsListwindow. Repeatfromstep 2aboveforeachemployeeyoupay electronically.

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Do an initial bank reconciliation

Tochecktheaccuracyofyourbusinessrecords,youshouldcheckthat therecordofyourbank accountbalancesmatchestheamountson yourbankstatements.Thistaskiscalledreconcilingaccounts. Ifyourbusinesstradedpriortoyourconversionmonthandyouhave unclearedbankingtransactionsasatthefirstdayofyourconversion month,youneedtodoaninitialbankreconciliation. Unclearedbankingtransactionsarewithdrawalsanddepositsthat havenotbeenclearedbyyourbankasatthestartofyourconversion month.
NOTE : Doyouneedtocompletethis task? Theinitialbank reconciliationprocedureneedstobedoneforeachbankaccountthathad unclearedtransactionsasatthefirstdayofyourconversionmonth.

Forexample,inJune,themonthpriortoyourconversionmonth,you wroteachequefor$1,000anddeposited$500youreceivedfroma customer.Ifthesetransactionshadnotappearedonabankstatement by30June,youneedtorecordbothtransactionsinyourcompanyfile.

Task 2: Record uncleared withdrawals and deposits

Youneedtorecordunclearedtransactionsinsuchawaythatthe openingbankaccountbalanceisnotaffected.Todothis,youneedto postadebitandacreditofequalamountsforeachtransactionagainst theapplicablebankaccount.

Todoaninitialbankreconciliation:
Task
1 2 3 Identifyunclearedwithdrawalsanddeposits Recordunclearedwithdrawalsanddeposits Reconcile

To enter uncleared withdrawals

1

See
below below page 41
3 2

GototheBankingcommandcentreandclickSpendMoney.The SpendMoneywindowappears. InthePayfromAccountfield,typeorselectthebankaccountyou wanttoreconcile. IntheChequeNo.field,enterareferencenumberforthe withdrawal. IntheDatefield,typethefirstdayofyourconversionmonth.For example,ifyourconversionmonthisJuly2011,enter01/07/11. IntheAmountfield,typetheamountofthewithdrawal. IntheAcctNo.field,typeorselectthebankaccountyouwantto reconcile.Thismustbetheaccountenteredinstep 2onpage 39. IntheTaxfield,selecttheNTtaxcode.

Task 1: Identify uncleared withdrawals and deposits

Compareyourbankingsourceinformation(suchasyourchequebook anddepositbook)withyourbankstatementsfortheperiodthat includesyourconversiondate.Ifyoufindtransactionsthathavenot beenclearedbyyourbankasatthisdate,youwillneedtorecordthe detailsofthesetransactionsinyourcompanyfile.

5 6

DOANINITIALBANKRECONCILIATION

3 9

EnterdetailsofthewithdrawalintheMemofield.

IntheDatefield,typethefirstdayofyourconversionmonth.For example,ifyourconversionmonthisJuly2011,enter01/07/11. IntheAmountReceivedfield,typetheamountofthedeposit. IntheAcctNo.field,typeorselectthebankaccountyouwantto reconcile.Thismustbetheaccountenteredinstep 2above. IntheTaxfield,selecttheNTtaxcode. EnterdetailsofthedepositintheMemofield.

4 5

6 7

9 10

ClickRecord. Repeatfromstep 3onpage 39foreachunclearedwithdrawal.

8 9

To enter uncleared deposits

1

ClickRecord. Repeatfromstep 3aboveforeachuncleareddeposit.

GototheBankingcommandcentreandclickReceiveMoney.The ReceiveMoney windowappears. IntheDeposittoAccount field,typeorselectthebankaccountyou wanttoreconcile.

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Task 3: Reconcile
To reconcile the account
1

Foreachunclearedwithdrawal,clicktheselectcolumnnexttothe deposit. Foreachuncleareddeposit,clicktheselectcolumnnexttothe withdrawal.Wheneachunclearedtransactionisselected,$0.00 appearsintheOutofBalancefield.

GototheBankingcommandcentreandclickReconcileAccounts. TheReconcileAccountswindowappears.

2 3

IntheAccountfield,selectthebankaccountyouwanttoreconcile. IntheClosingStatementBalancefield,entertheclosingbank balanceasatthedaypriortoyourconversionmonth(forexample, theclosingbalanceasat30/06/2011). IntheBankStatementDatefield,enterthefirstdateofyour conversionmonth.(Forexample,ifyourconversionmonthisJuly 2011,enter01/07/11.)Yourunclearedtransactionsappear. Whenyourecordedunclearedtransactions,thesameaccountwas debitedandcredited.Therefore,anunclearedtransactionappears asbothadepositandawithdrawal.

ClickReconcile.Aconfirmationwindowappears.Ifyouwant,do oneofthefollowing: Toprintareport,click PrintReport.Whenthereportisprinted, clickReconcile. Toreconcilewithoutprintingareport,clickReconcile. TochangeanydetailsyouenteredintheReconcileAccounts window,clickCancelandmaketherequiredchanges.

DOANINITIALBANKRECONCILIATION

4 1

Create item records

Youcanuseitemrecordstostoreinformationaboutaproductandto trackthequantitiesyoubuyandsell.Youcanalsocreaterecordsfor eachtypeofserviceyouprovide.
NOTE : Doyouneedtocompletethis task? Ifyoubuyandsellitems, suchasfinishedgoods,componentsusedinproductionandrawmaterials, youneedtocreaterecordsforthem.

Optional inventory setup tasks

Youmaywanttodothefollowingtasksiftheyarerelevanttoyour business.
Task
Import items Importiteminformationfrom: anothercompanyfile anotheraccountingsystem aspreadsheet atextfile. Customiseitempricingaccordingto customerstatusandsalesquantities. Groupandsortitemsbyassigning attributestoyouritemsfromcustom listsyoudefine. Setupfieldstorecordadditional informationaboutyourinventory items.

See
page 268

Itemrecordsenableyoutoviewthesalesandpurchasehistoryofthe productsyouselloruseinproduction.Youcandeterminewhichitems areyourbestsellersandwhatyouhaveinstock.Thiscanhelpyou identifysalestrendsandreorderitemsbeforeyourunoutofthem. Youcanalsocreateitemrecordsfortheservicesyouprovide.This enablesyoutolisttheitemsandservicesyoubuyandsellonthesame purchaseorderorinvoice. For example,ifyouareaplumber,youcouldsetupitemsforthe materialsyoubuyinordertocarryoutyourwork.Youcouldalsosetup itemrecordsfortheservicesyouprovide,suchasinstallationand repairs.Youcanthenrecordthelabourandmaterialchargesonthe sameinvoice. For informationaboutcreatingitemrecords,seeCreatingitems,on page 149.
Setuppricing levels Groupitems usingcustomlists Createcustom fields

page 159 page 160

page 161

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Enter your inventory opening balances

Ifyouhaditemsonhandasatthefirstdayofyourconversionmonth, andyouwanttotracktheonhandquantitiesandvaluesofthese items,youneedtoenteryourinventoryopeningbalances. Beforeyouenteryouropeninginventorybalances,youneeda stocktakeoftheactualitemsinyourinventory.Tohelpyoudothis,you canprinttheInventoryCountSheetreport,whichlistsallyour inventorieditems,andmanuallyrecordquantitiesonit.

To print the inventory count sheet

1

GototheInventorycommandcentreandclickCountInventory. TheCountInventorywindowappears. ClickPrint.TheInventoryCountSheetreportisprinted,displaying alistofallyouritems. Enterallyouronhandquantitiesonthissheet.

To enter opening on-hand inventory items and values

1

GototheInventorycommandcentreandclickCountInventory. TheCountInventorywindowappears,displayingalistofyour inventoryitems. IntheCountedcolumn,typethequantitycountedforeachitem. TheDifferencecolumnwillchangetoshowthedifferencebetween theOnHandcolumnandCountedcolumn.

Whenyouhaveenteredallyouritemquantities,clickAdjust Inventory.TheAdjustmentInformationwindowappearsadvising youtoprovideadefaultadjustment(expense)account. Notethatwhenyouareenteringopeningonhandbalances,you dontneedtoenteradefaultexpenseaccount.

ClickContinue.Thewindowthatappearsdependsonwhetheryou haveenteredanopeningbalanceforyourstockassetaccount(see Enteraccountopeningbalancesonpage 26). Ifyouenteredastockopeningbalance, theAdjustInventory windowappears. Ifyoudidnotenteranopeningquantityforyourstockorastock accountbalance,theAdjustmentInformationwindowappears. Fromhereyoucansetupopeningquantitiesforyourstockand anopeningbalanceforyourstockaccount.

ENTERYOURINVENTORYOPENINGBALANCES

4 3

TheAdjustInventorywindowdisplaysalineforeachitemwhose openingquantityyouenteredintheCountInventorywindow.The lineitemsdisplayeachitem'snumber,name,quantityandthe accounttowhichtheopeningbalancewillbeposted.Thisaccount iseitheryourinventoryassetaccount,or,ifyouhavenotentered anopeningbalanceforyourinventoryassetaccount,your historicalbalancingaccount.

EnteranychangestothedefaultentriesintheInventoryJournal Number,DateandMemofields. Typetheunitcostofeachitem(thatis,howmuchaunitofeach itemcostsyou,nothowmuchyouaresellingitfor).

NOTE : DonotchangetheaccountnumberintheAccount column. Theselectionyoumadeatstep 4onpage 43determines thedefaultaccountusedtorecordyouropeningbalances.

ClickRecord.Thevalueofeachiteminthelistisupdated. YoucanprinttheItemsListSummaryreporttocheckyour inventorystatus.

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4 Banking
Thischaptershowsyouhowtorecordthechequesyouhavewritten,thechequesandcreditcardpaymentsyouhavereceived,yourcreditcardpurchases, yourcreditcardpaymentsandyourATMandinternetwithdrawalsandtransfers. 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 52. IfyouwanttorecordapaymentforaninvoiceenteredusingtheSales commandcentre,usetheReceivePaymentswindoworselectthe ReceivePaymenttransactiontypeintheBankRegisterwindow.See Receivingpaymentsonpage 72formoreinformation.

45

Printingpaymentreceipts Youcanprintpaymentreceiptsfor paymentsenteredintheReceiveMoneyandBankRegisterwindows. For moreinformation,seePrintingpaymentreceiptsonpage 74.

10

Allocatetheamounttotheappropriateaccount.
A B C D E

To record money you receive

1

GototheBankingcommandcentreandclickReceiveMoney.The ReceiveMoney windowappears. Choosetheaccountthatwillbeusedtorecordthemoney. DeposittoAccount.Selectthisoptionifthemoneywas depositeddirectlytoyourbankaccount. Group withUndepositedFunds.Selectthisoptionifthemoney willbedepositedatalatertime.Forinformationabout undepositedfundsandpreparingbankdeposits,seePreparing abankdepositonpage 47. Ifthedepositamountincludedtax,selecttheTaxInclusiveoption. InthePayorfield,enterthepayorscard. IntheAmountReceivedfield,typetheamountreceived. [Optional]InthePaymentMethodfield,selectthepayment method. [Optional]Ifyouwanttorecordadditionaldetailsaboutthe transaction,suchasachequenumber,clickDetails andrecordthe detailsintheAppliedPaymentDetailswindowthatappears. Enterthedateofthetransaction. [Optional]TypeadetailedcommentintheMemofieldtohelpyou identifythetransactionlater.
11

A B

Enteranaccounttowhichyouwanttoassignthetransactionorpart ofthetransaction. Typetheamountyouwanttoassigntothisaccount.Thetotal amountinthiscolumnmustequaltheamountintheAmount Receivedfieldbeforeyoucanrecordthetransaction. [Optional]Assigntheamounttoajobbyenteringthejobcodehere. [Optional]Typeamemoforeachentry inthetransaction. Thetaxcodethatislinkedtotheallocationaccountappearshere automatically.Youcanchangeitifnecessary.

C D E

3 4 5 6

Ifthepaymentcoversmorethanoneaccount,repeatstep 10 aboveonanewtransactionline. Ifyouwanttovieworchangethetaxamountsassignedtothe transaction,clickthezoomarrow( )nexttotheTaxfield. [Optional]Ifyouusecategoriesandwanttoassignthetransaction toaparticularcategory,selectacategoryfromtheCategorylist.

TIP : Savethedepositasarecurringtransaction Tostorethe transactionasarecurringtransactionsothatyoucanuseitagain,click SaveasRecurring.IntheRecurringScheduleInformationwindow, enterthenecessaryinformationandclick OK.Formoreinformation, seeRecurringtransactionsonpage 179.

12

13

8 9

14

ClickRecord.

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Preparing a bank deposit

Whenyoudepositthepaymentsyoureceiveintoyourbank,youneed torecordthatdepositusingthePrepareBankDepositfeature. Beforeyoucanrecordabankdeposit,youneedtohavealreadyposted thepaymentsyoureceivedtoatemporaryholdingaccount(knownas anUndepositedFundsaccount)byhavingselectedtheGroupwith UndepositedFundsoptionintheReceiveMoneyorReceivePayments windowswhenyourecordedeachpayment.
4

Enteradatetodisplayundepositedfundsuptoandincludingthat date. [Optional]TypeadescriptionofthebankdepositintheMemofield tohelpyouidentifythepaymentlater.

NOTE : Dontgrouppaymentsmadedirectlytoyourbankaccount Paymentsdepositeddirectly intoyourbankaccount (forexamplea customerpaymentmadebydirectcredit),needtobepostedtothebank accountthatreceivedthepayment.Youdonotneedtogroupthese payments.

To prepare a bank deposit

1

GototheBankingcommandcentreandclickPrepareBank Deposit.ThePrepareBankDeposit windowappears. IntheDeposittoAccountfield,entertheaccountyouwantto depositfundsinto. Ifyouwanttogroupreceiptsbypaymentmethod: a IntheSelectReceiptsbyfield,selectPaymentMethod. b Intheadjacentfieldthatappears,enter oneormorepayment types.(Forcreditcards,selectoneormorecreditcardtypes.) Onlypaymentsmadeusingthatmethodarelisted.

Selectthereceiptsyouwanttoincludeinthebankdepositby clickingintheDepositcolumnnexttothem.Ifyouwanttoselector deselectallreceipts,clicktheselecticon( )atthetopofthe Depositcolumn.

PREPARINGABANKDEPOSIT

4 7

[Optional]Ifyouneedtoenteranadjustmenttransactionfor example,torecordcreditcardtransactionfeesortokeeppartof thedepositascashclickDepositAdjustment.TheBankand DepositAdjustments windowappears.

IntheFeesandCashBackand/ortheAdjustmentforExcessFunds sections: a Typetheadjustmentamount. b TypethedateandanIDnumber. c Selectanexpenseorincomeaccountasappropriateforthe adjustmentamounts. d TypeadescriptionintheMemofieldandcompleteotherfields asnecessary. e ClickRecord.Ifyouneedtorecordadditionaladjustmentsor fees,click DepositAdjustmentagain.
8

ClickRecordtorecordthebankdeposit.

Spending money
InAccountRight,thetermspendingmoneyrefersspecificallyto recordingpaymentsfortransactionsforwhichpurchaseshavenot beencreated.Theseincludeequitydrawings,bankcharges,telephone billsandsoon.Thesetypesofpaymentscanbeenteredusingthe SpendMoneywindoworbyselectingtheSpendMoney transaction typeintheBankRegisterwindow. TheSpendMoneywindowletsyourecordmoredetailsaboutthe paymentandallocatethepaymenttomorethanoneaccount.Thisis theprocedurecoveredinthissection.IfyouwanttousetheBank Registerwindowwhichletsyourecordapaymentwithminimum detailsseeEnteringtransactionsintheBankRegisterwindowon page 52. Ifyouwanttomakeapaymenttoasupplierforapurchaseentered usingthePurchasescommandcentre,usethePayBillswindowor selectthePayBilltransactiontypeintheBankRegisterwindow.For moreinformation,seePayingbillsonpage 95. Ifyouwanttopaysuppliersoremployeeselectronically,youfirstneed tosetupyouraccountsandcardsinaparticularway.Formore information,seeSetupelectronicpaymentsonpage 36.

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Theoptionsforrecordingpaymentsaresummarisedinthefollowing diagram.

To record money you spend

1

GototheBankingcommandcentreandclickSpendMoney.The SpendMoneywindowappears.

Selecthowthepaymentistobemade. Ifyouarepayingelectronicallythatis,ifyouwillbegenerating anelectronicpaymentfile(ABAfile)forthispaymentclick GroupwithElectronicPayments .

Ifyouarepayingbysomeothermeanssuchasbycash, cheque,creditcardorinternetbankingenter theaccountyou arepayingfrominthePayfromAccountfield.

Ifthepaymentamountsyouareenteringaretaxinclusive,select theTaxInclusiveoption.

SPENDINGMONEY

4 9

Makeyourselectionnow DontselectordeselecttheTax InclusiveoptionafteryouenteranamountintheAmountfield.

NOTE :

Fillintheinformationinthechequeareaofthewindow.Enterthe payeecard,chequenumber(orotheridentificationnumber), amount,memo,etc. Ifyouarepayingelectronically,enteryourownuniquereferencein theStatementTextfieldoracceptthedefault.Thetextenteredin thisfieldwillappearonthepayeesbankstatement.

10

Recaptransaction Beforeyourecordthistransaction,youcan usetheRecapTransactionfeaturetoviewthejournalentriesthatwill becreatedwhenthetransactionisrecorded.Thisisusefulfor confirmingthatthejournalentriesarepostedtothecorrectaccounts. Torecap,chooseRecapTransactionfromtheEditmenu.

TIP :

Complete the payment Ifyouarepayingbychequeandhavealreadywrittenacheque, selecttheChequeAlreadyPrintedoption. Ifyouwanttosendremittanceadviceinabatch,selectanoption fromtheRemittanceAdviceDeliveryStatuslist. Afteryouhaverecordedanumberofpayments,say,thedays payments,youcanprintoremailremittanceadvicesinabatch.For moreinformation,seeSendingformsonpage 196.
12

Ifyouwanttochangethedefaultpayeeaddress,enterthepayees addressinthePayeefield. Allocatethepaymenttotheappropriateaccount.

A B C D E

11

A B C D E

Entertheaccountyouwanttoassignthepaymentto. Typetheallocationamount. [Optional]Assignthepaymenttoajobbyenteringthejobcode here. [Optional]Typeamemotodescribethepayment. Thetaxcodethatislinkedtotheallocationaccountappearshere automatically.Youchangeordeleteitifnecessary.

13

Ifyouwanttopreviewtheremittanceadviceorchequeforthis transaction,clickPrintandthenchoosePreviewChequeor PreviewRemittanceAdvice.Notethatthetransactionisrecorded beforeitisdisplayed. Ifyouwanttoprintachequeorremittanceadvicenow,clickPrint andselecttheformtypeyouwanttoprint.Notethatthepayment isrecordedbeforeitisprinted.

Savethepaymentasarecurringtransaction Ifyouwantto storethepaymentasarecurringtransactionclick SaveasRecurring. IntheRecurringScheduleInformationwindow,enterthenecessary informationandclickOK.Formoreinformation,seeRecurring transactionsonpage 179.
TIP :

Ifyourpaymentcoversmorethanoneaccount,repeatstep 6.You woulddothis,forexample,whenpayingforapurchasewitha numberofdifferenttypesofpurchasesonit:postage,magazines, stationery,etc. Ifyouwanttovieworchangethetaxamountsassignedtothe payment,clickthezoomarrow( )nexttotheTaxfield. Ifyouwanttoassignthepaymenttoaparticularcategory,selecta categoryfromtheCategorylist.Formoreinformationabout categories,seeCategoriesonpage 226.

14

ClickRecord.

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Electronic payments
Youcanmakeelectronicpaymentsbypreparinganelectronicpayment file(ABAfile)foryourbanktoprocess. Electronicpaymentfilescontainthepaymentinformationforyour banktoprocess,includingyourbankdetails,yourpayeesbankdetails andtheamountsyouwanttopay.Electronicpaymentfilesare preparedusingtheAustralianBankersAssociation(ABA)fileformat. Whenyouhavepreparedanelectronicpaymentfile,youcansenditto yourbankforprocessing(forexample,byusingonlinebanking softwareprovidedbyyourbank).Contactyourbankformore informationonhowtosendelectronicpaymentfilesforprocessing. Settingupelectronicpayments Beforeyoucanpreparean electronicpaymentfile,youneedtocompletetheelectronicpayment setuptasks.Formoreinformation,seeSetupelectronicpaymentson page 36. Payingsupplierselectronically Whenyourecordasupplierpayment intheSpendMoneywindow,selecttheGroupwith Electronic Paymentsoptiontoindicatethatyouwanttopaythesupplier electronically.
2

To prepare an electronic payment file

1

GototheBankingcommandcentreandclickPrepareElectronic Payments.ThePrepareElectronicPayments windowappears.

InthePayFromAccount field,selectthebankaccountfromwhich youarepaying.Thebankingdetailsoftheaccountyouselectare includedinthefilethatyousendtothebankforprocessing. Ifyouwanttogrouptheelectronicpaymentbypaymenttypefor example,topayliabilitiesonlyselectatypeintheSelect Paymentbyfield. IntheYourBankStatementTextfield,typethetextyouwantto appearonyourbankstatement. IntheBankProcessingDatefield,enterthedateyouwantthe paymenttobeprocessed. Clickintheselectcolumn( process. )nexttothosepaymentsyouwantto

Onceyouhaverecordedallthesupplierpaymentsyouwanttopay electronically,youcanprepareanelectronicpaymentfile.

ClickBankFile .Awindowappears,informingyouthatthepayment willberecordedbeforethebankfileiscreated. ClickOK.TheSaveAs windowappears.

ELECTRONICPAYMENTS

5 1

Selectthedestinationfolderandnamefortheelectronicpayment file(thefileextensionmustbeABA)andclickSave.Thepayment informationissavedasanABAfilewhichyoucansendtoyourbank forprocessing.

10

NOTE : Multiplepaymentfiles Ifyouarepreparingmultiple electronicpaymentfiles,makesurethatyoudonotoverwritean unprocessedABAfilewhensaving.

Ifyouwanttoprepareanotherelectronicpaymentfile,repeatfrom step 2onpage 51. ClickCanceltoexitthePrepareElectronicPaymentswindow.

11

Entering transactions in the Bank Register window

YoucanenterthefollowingtransactionsintheBankRegisterwindow: cheques,deposits,paymentstosuppliers,paymentsfromcustomers, salesandpurchases. ThemainadvantagesofusingtheBankRegisterwindowtoenter transactionsinsteadofusingtransactionwindowssuchasSpend Money,arespeedandconvenience.Forexample,youcanrecorda customerpaymentandthenwriteachequewithouthavingtoopen multiplewindowsandswitchbetweenthem.Astransactionscanbe recordedwithminimumdetail,yousavetimewhenenteringabatchof transactions.NotethatyoucannotusetheBankRegisterwindowto recordelectronicpayments. Importingyouronlinebankandcreditcardstatements Youcan alsousetheBankRegisterwindowtoimportyourbankandcreditcard statements.Ifastatementcontainsanytransactionsthatyouhavenot entered,youcanaddthemquicklyintheBankRegisterwindow.For moreinformation,seeImportingstatementsonpage 58.
2

To enter a transaction in the Bank Register window

1

GototheBankingcommandcentreandclickBankRegister.The BankRegisterwindowappears.

IntheAccountfield,selectthebankorcreditcardaccountthatwill beusedforthistransaction. Inthelowerpartofthewindow,selectthetransactiontypefrom theTypelist.

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Enteratransactionreference: IfyouselectPayBill,SpendMoneyorEnterPurchasefromthe Typelist,enterachequenumber(orothertransaction reference)intheChequeNo.field. IfyouselectReceivePayment,ReceiveMoneyor EnterSale fromtheTypelist,typeatransactionreferenceintheadjacent IDNo.field. IntheDatefield,enterthedateofthetransaction. IntheCardfield,enterthecardforthistransaction. IntheAmountfield,typethetotalamountofthetransaction, includingtax. Ifyouwanttoallocatetheamounttoonlyoneaccount,enterthe accountthatwillbeusedforthistransactionintheAccountfield [notapplicableforPayBillandReceivePayment]. Ifyouwanttoallocatetheamounttomorethanoneallocation account,clickSplit.Thecorrespondingtransactionwindowwill appear,andyoucanthenallocatetheamounttomultipleaccounts ofyourchoice. NotethatyoucanalsoclickSplitto: applypaymentstoaparticularinvoiceor bill enterthepaymentmethod printthetransaction.
NOTE : WhentheSplitbuttonisnotavailable Ifthetransaction typeisEnterSaleorEnterPurchase,Splitisnotavailable.Toopenthe transactionwindow,youwillneedtorecordthetransaction,thenclick thezoomarrow( )nexttothetransactionintheBankRegister window.

10

SelecttheappropriatetaxcodeintheTaxfield(notapplicablefor ReceivePaymentandPayBill). [Optional]Assignthepaymenttoajobbyenteringthejobcodein theJob field(notapplicableforReceivePaymentandPayBill). [Optional]Ifyouwanttorecordthepurposeofthetransaction, typeadescriptionintheMemofield. [Optional]Ifyouusecategoriesandwanttoassignthetransaction toacategory,selectacategoryfromtheCategorylist.[Not applicableforPayBillandReceivePayment]For moreinformation aboutcategories,seeCategoriesonpage 226.
TIP : Savethetransactionas recurring Ifyouwanttostorethe transactionasarecurringtransaction,clickSaveasRecurring.Inthe RecurringScheduleInformationwindow,enterthenecessary informationandclickOK.(NotethatintheBankRegisterthisoptionis availableonlyforSpendMoneyandReceiveMoneytransaction types.)Formoreinformation,seeRecurringtransactionson page 179.

11

12

5 6 7

13

14

ClickRecord.

ENTERINGTRANSACTIONSINTHEBANKREGISTERWINDOW

5 3

Transferring money between accounts

Youcantransfermoneybetweenbankaccounts,includingbank and creditcardaccounts,usingtheTransferMoneywindow.
5 6

IntheAmountfield,typetheamounttobetransferred. Ifyouwanttorecordthepurposeofthetransaction,typea descriptionintheMemofield. Ifyouwanttoassignthetransactiontoaparticularcategory,select thecategoryfromtheCategorylist.

TIP : Savingas arecurringtransaction Ifyouwanttostorethe transactionasarecurringtransaction,clickSaveasRecurring.Enter detailsoftherecurringtransactionintheRecurringSchedule InformationwindowandclickOK.Formoreinformationabout recurringtransactions,seeRecurringtransactionsonpage 179.

To transfer money between accounts

1

GototheAccounts commandcentreandclickTransferMoney.The TransferMoneywindowappears.

ClickRecord.

2 3

Enterorselectadateforthetransfer. IntheTransferMoneyFromfield,entertheaccountfromwhich thefundswillbepaid. IntheTransferMoneyTofield,entertheaccounttowhichthe fundswillbepaid.

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Tracking petty cash expenses

Mostbusinesseskeepasmallamountofcashhandyattheofficefor miscellaneousexpensespostage,staffamenities,andsoon.Youcan trackthispettycashamountseparatelybyusingapettycashaccount andallocatinganymiscellaneousexpensestothataccount. CheckyouraccountslistforanaccountnamedPettyCash.Ifitdoesnt exist,youneedtocreateitasabankaccount.Forinformationon creatinganaccount,seeSetupaccountsonpage 23.

To allocate expenses to the petty cash account

Letsassumeyouspent$90onstationeryand$10onpostagefrom yourpettycashfloat.Youwouldrecordthistransactioninthefollowing way.
1

GototheBankingcommandcentreandclickSpendMoney.The SpendMoneywindowappears. InthePayfromAccountfield,selectthePettyCashaccount. Enteradescriptionofthetransactioninthememofield. Enterorselectthedateandamountofthetransaction. Enterthetransactionsaslineitemsandallocatethemtothe relevantexpenseaccount(inthisexample,theOfficeSupplies accountandthePostageaccount). Sinceyoudonotneedtoprintachequeforthistransaction,select theChequeAlreadyPrinted option.

To transfer money to your petty cash account

1

3 4 5

GototheAccounts commandcentreandclickTransferMoney.The TransferMoneywindowappears. IntheTransferMoneyFromfield,entertheaccountfromwhich thefundswillbepaid. IntheTransferMoneyTofield,enterthepettycashaccount.

EntertheamountyouaretransferringintheAmount fieldandclick Record.

7

ClickRecord.

TRACKINGPETTYCASHEXPENSES

5 5

Reconciling your bank accounts

Toensuretheaccuracyofyourbusinessrecords,youshouldmakesure thebankaccountbalancesinyourcompanyfilematchyourbanks records. Ifyouarereconcilingyourbankaccountforthefirsttimesinceyou startedusingAccountRight,seeDoaninitialbankreconciliationon page 39.
4

IntheBankStatementDatefield,entertheclosingdatethat appearsonyourbankstatementandthenpressTAB.Only unreconciledtransactionsdatedonorbeforethatdatewillappear.

To reconcile your bank accounts

NOTE : ReconcilingbankingaccountsusingtheCompanyDataAuditor IfyouareusingtheCompanyDataAuditortoreconcilebankingaccounts, selecttheaccountyouwanttoreconcileintheAccountReconciliation Reviewwindowandcontinuethisprocedurefromstep 3below.

GototheBankingcommandcentreandclickReconcileAccounts. TheReconcileAccountswindowappears. IntheAccountfield,entertheaccountyouwanttoreconcile. IntheClosingStatementBalancefield,typetheclosingbalance thatappearsonthestatementyourbanksentyou.

2 3

Ifyouwanttoimportbankstatementdataelectronically,clickGet Statement.Formoreinformation,seeImportingstatementson page 58. Foreachentryonyourbankstatement,selectthecorresponding transactionbyclickingintheselectcolumn ( ).Theselectedline ishighlightedandtheamountsintheCalculatedStatement BalanceandOutofBalancefieldsareupdated. Ifthereareentriesonthestatementrelatingtobank chargesor bankinterestthatdonotappearamongthetransactionsonthe ReconcileAccountswindow,youneedtomanuallyenterthese transactions. a ClickBankEntry.TheBankand DepositAdjustments window appears. b FillintheappropriatetransactiondetailsandclickRecord.The ReconcileAccountswindowreappears.

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ClickReconcile.Awindowappearsindicatingwhetheryour accountisreconciledorout of balance. Ifyouraccountisreconciled,youhavetheoptionofprintingthe ReconciliationreportbyclickingPrintReport(recommended). Oncethereportisprinted,theReconcileAccountswindow reappears.ClickReconcileagaintocompletethereconciliation process.Ifyoudontwanttoprintthereport,clickReconcile. Thetransactionsyouselectedareconsideredclearedandwont appearintheReconcileAccountswindowthenexttimeyou displayit. Ifyouraccountisoutofbalance,thewindowwillindicatethe amountbywhichyouraccountisoutofbalance.Tocorrectthe unreconciledamount,completetheprocedureTocorrectan unreconciledamountbelow.

Ifyouraccountisstilloutofbalance,thenyoumayhavedeleteda transactionthathasbeenreconciledpreviously. Ifyouhavedeletedareconciledtransaction,reenteritandthen selectitintheReconcileAccountswindowwhenperformingthe reconciliation.

Undoing an account reconciliation

Ifyouhavereconciledatransactioninerrorordeletedapreviously reconciledtransaction,youcanundothepreviousaccount reconciliation.Whenyouundoareconciliation,alltransactionsforthat periodreturntoanunreconciledstatus. Iftheerrorwasmadeinareconciliationearlierthanyourlast reconciliation,youcanundoseveralreconciliationperiodsin successioninyourcurrentfinancialyear. Note,whenyouundoanaccountreconciliation,youwillneedto reconcileeachtransactionagainandreprintyourreconciliation reports.

To correct an unreconciled amount

1

Checkthefollowing: didyoutypethecorrectfigureintheClosingStatementBalance field?Youneedtotypetheclosingbalancefromyourbank statement,nottheopeningbalance. didyouenterthecorrectdate(thatoftheclosingbalancefrom yourbankstatement)intheBankStatementDatefield?An incorrectdatemaypreventsometransactionsfromappearingin thelist. didyouselectallthetransactionsthatappear onthebank statement?Ifnot,sometransactionsmightnothavebeen accountedforinthereconciledbalance. didyouselect,bymistake,atransactionthatdidntappearon yourbankstatement?Ifyes,youneedtodeselectthis transaction. didyourecordallbankchargesandbankinterestentriesthat appearonthebankstatement?Ifnot,youneedtorecordthem andselectthemforreconciliation.Seestep 7inToreconcile yourbankaccounts,onpage 56. Repeatthereconciliationprocedure.

To undo an account reconciliation

NOTE : Backupbeforeundoingreconciliation Werecommendthatyou backupyourcompanyfilebeforeyouundoareconciliation.Then,ifyou wanttoreversetheundoreconciliation,youcanrestorethebackupfile.

GototheBankingcommandcentreandclickReconcileAccounts. TheReconcileAccounts windowappears. IntheAccountfield,entertheaccountforwhichyouwanttoundo thereconciliation.

RECONCILINGYOURBANKACCOUNTS

5 7

ClickUndoReconciliation.TheUndoLastReconciliationwindow appears,confirmingtheaccountanddateofthereconciliationyou areundoing.

4 5

ClickUndoReconciliation.Aconfirmationwindowappears. 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 bank.Yourbankswebsiteshouldprovideinstructionsonhowtodownload thisfile.Thefollowingfileformatsaresupported:OFX,QFX,QIFandOFC.

GototheBankingcommandcentreandclickBankRegister.The BankRegisterwindowappears. IntheAccountfield,entertheaccountthatcorrespondstothe bankorcreditcardstatement. ClickGetStatement.TheSelectaBankStatementfilewindow appears. Locateandselectthedownloadedstatementfile. ClickOpen .TheGetStatementwindowappears.

4 5

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ClickOK.Thestatementtransactionsareautomaticallymatched withthetransactionsinyourcompanyfileusingthecheque number,dateandamountasthecriteriaformatchingwithdrawals anddeposits.If: thereareunmatchedtransactions,theUnmatchedStatement Transactionswindowappears.Gotostep 7below. allyourtransactionsmatch,thatsit.Thesetransactionswillbe markedasclearedintheReconcileAccounts window.Youcan ignoretherestofthisprocedure. Choosewhatyouwanttodowiththeunmatchedtransactions. Ifyouwanttomatchatransaction,selectthetransactionand clickMatchTransaction.TheMatchTransactionwindow appears,listingtheunclearedtransactionsinyourcompanyfile forthespecifiedaccount.Selectthetransactionthatyouwant tomatchwiththestatementtransactionandclickMatch.The transactionwillbemarkedascleared.

Ifyouwanttoaddatransactiontoyourcompanyfile,selectthe transactionandclickAddTransaction.TheSpendMoney windowortheReceiveMoneywindow(dependingonthetype oftransactionyouareadding)appears.Enterthedetailsofthe transactionandrecordit.Thetransactionisshownascleared.

Repeatstep 7aboveforeachunclearedtransactionyouwantto addormatch.

Matchoraddalltransactions Werecommendyou finishaddingormatchingeverytransactionintheunmatched transactionlistbeforeyouclickDone .Ifyoureopenthestatement file,theoriginallistofunmatchedtransactionsreappearsinthe UnmatchedStatementTransactionswindow.
CAUTION :

Whenyouhavefinishedmatchingandaddingtransactions,click Done.

Recording miscellaneous transactions

To void a cheque
Ifyoufindthatoneofyourchequeformsisdamagedandnotusablefor printingorthatyouhavemadeamistakewhenwritingthecheque manually,youmaywanttovoidacheque. Followthestepsbelowtovoidachequethatyouhavenotrecordedin yourAccountRightsoftware.Ifyouwanttomakechangestoacheque youhavealreadyrecorded,seeChangingatransactiononpage 177.
1

GototheBankingcommandcentreandclickSpendMoney.The SpendMoneywindowappears. Choosethechequeaccountfromwhichyouwanttovoidthe cheque. IntheChequeNo.field,typethenumberofthechequeyouwant tovoid. LeavetheAmountfieldandtheaccountallocationfieldsblank. ClickRecord,thenclickOKtoconfirmthatyouwanttovoidthe cheque.

4 5

RECORDINGMISCELLANEOUSTRANSACTIONS

5 9

To record ATM withdrawals

1

GototheBankingcommandcentreandclickSpendMoney.The SpendMoneywindowappears. Selecttheaccountfromwhichyouwithdrewmoney. IntheChequeNo.field,enteranonnumericwordorphraseto describethewithdrawal.Thatwayyouwillknowthetransaction

4 5

isntanactualchequewhenyouviewitinalistorinareport.This willalsoallowyoutoskipthetransactionwhenyouprintarangeof numberedcheques. Completetheotherfieldsinthewindow. ClickRecord.

2 3

Credit card transactions

Beforeyourecordcreditcardtransactions,youneedtocreatean account(aliabilityaccount)foreachcreditcardyouwilluse.Namethe accountsafteryourcreditcards,forexample,VISA,AmericanExpress, etc.Theseaccountswillkeeptrackoftheamountowedtothecredit cardprovider. For informationoncreatinganaccount,seeSetupaccountson page 23. Whenyourecordthepurchase,thepaymentamountisassignedto yourcreditcardliabilityaccount.

Formoreinformation,see:

Spendingmoneyonpage 48 EnteringtransactionsintheBankRegisterwindowonpage 52 Payingbillsonpage 95.

Recording credit card purchases

Yourecordaacreditcardpurchasebyspecifyingthecreditcard accountinthePayBills ,SpendMoneyorBankRegisterwindow. Thewindowyouusedependsonwhetheryouhaveenteredabillusing thePurchaseswindow:

Recording payments to credit card providers

YoucanrecordpaymentstocreditcardprovidersusingtheTransfer Moneywindow.Forinformationabouttransferringmoneybetween accounts,seeTransferringmoneybetweenaccountsonpage 54.

Ifyouhaverecordedabill,thenrecordthepaymentinthePayBills window. Ifyoudonotneedtoenterabill,recordthecreditcardpurchasein theSpendMoneyorBankRegisterwindow.

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5 Sales
Thischapterexplainshowtoenterinformationaboutsalestoyourcustomers.Yourecordasalebyspecifyingthecustomersdetails,theinvoicelayout(item, service,professional,timebillingormiscellaneous),thetypeofthesale(quote,orderorinvoice)andthedetailsoftheitemsorservicessold.Thechapteralso explainsthevariouswaysofsendinganinvoice,howtorecordcustomerpayments,howtoissueacustomercredit,andhowtoanalysesalesactivitieswitha varietyofreportsandotheranalyticaltools.

Creating a customer card

Beforeyoucanrecordasale,youneedtocreateacardforyour customer.

To create a customer card

1

GototheCardFilecommandcentreandclickCardsList.TheCards Listwindowappears. ClickNew.TheCardInformationwindowappears.

3 4 5

SelectCustomerfromtheCardTypelist. Selectthedesignationofthecard:companyorindividual. Typethecustomer name.

61

Ifyouusecodestoidentifycustomers,typethecodeforthe customerintheCardIDfield.Formoreinformation,seeCard identificationcodesonpage 223. Entercontactdetailsforthecustomer. Ifyouwanttoentermorecontactinformation,selectAddress2 fromtheLocationslistandentertheadditionaldetails.Youcan entercontactdetailsforfivelocations.

B Tax information

Thecustomerstaxinformationisenteredhere.If thecustomerstaxstatustakesprecedenceoverthat oftheitemorservicebeingsold,selecttheUse CustomersTaxCodeoption.SeeToassigntax codestocardsonpage 166. Thecredittermsenteredhereareusedasthe defaulttermsforallsalestothecustomer,butcanbe changedatanytime.

C Creditterms

ClicktheCardDetailstab.Youcanenternotesaboutthecustomer, insertapictureandassignattributes.
Ifyouwantto...
insertapicture assign identifierstothecard assign anattributefromacustomlist enter additionalinformationinacustomfield

10

See
page 223 page 214 page 215 page 222
13 12 11

ClickthePaymentDetails tabandselectthemethodofpayment yourcustomerwillusetopayyou. [Optional]ClicktheJobstabandenterthedetailsofeachjobyou havestartedorareabouttostartforthecustomer.Formore informationaboutjobs,seeJobsonpage 227. [Optional]ClicktheHistorytabandtypethedollarvalueofthe salesmadepriortoyourconversionmonth.Youcanalsoenterthe datethatthecontactbecameacustomer. ClickOKtosavethecard.

ClicktheSellingDetailstabandenteryoursellingdetails.

A Selling information

Theselectionsyoumakeherewillbeused,by default,onquotes,ordersandinvoicesthatyou createforthiscustomer.Youcanoverridethese selectionswhenrecordingasale.

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Entering sales
Youenterasaleasaquote,orderorinvoice.

Entering a sales transaction

Completethefollowingstepstoenterasalestransaction:
Task
1 2 3 4 5 Enterinformationaboutthecustomer Choosethetypeofsale Entertheitemsorservicesyouareselling Enteradditionalinformationaboutthesale Completethesale

Aquoterecordsanestimatedpriceyouhavequotedtoacustomer. Aquotehasnoimpactonyourinventorylevelsandcanbechanged toanorderoraninvoicewhenyourcustomerisreadytobuy. Anorderisasalewherenoservicesorgoodshavebeendelivered. Ordersdontcreatetransactionsunlessthecustomerhaspaidyou adeposit.Anordercanbechangedtoaninvoice. Aninvoiceisusuallycreatedwhenyoudelivertheitemsorservices thecustomerordered.Invoicescanbeopen(unpaid),closed(paid) orcredit(negativesale).Aninvoicecantbechangedtoaquoteor anorder. theSales window theBankRegisterwindow.

See
below page 64 page 64 page 65 page 66

Youcanenterasalein:

Theproceduredescribedinthischapterisforenteringsalesinthe Saleswindow,whichallowsyoutorecordfulldetailsabouta transaction. BankRegisterwindow EnteringasaleintheBankRegisterwindow isafastwaytoenterasalestransaction.However,youcanenterless detailaboutthesalethanifyouentereditintheSaleswindow.For moreinformation,seeEnteringtransactionsintheBankRegister windowonpage 52.

Task 1: Enter information about the customer

1

GototheSalescommandcentreandclickEnterSales.TheSales windowappears. IntheCustomerfield,enterthecustomersnameandpressTAB. ThetermsandshiptoaddressshownintheSaleswindowarethe detailsrecordedinthecustomerscard.

NOTE : Customercreditlimitsandaccountsonhold Youmaynot beabletorecordsalesforcustomerswhohaveexceededtheircredit limitorwhoseaccounthasbeenplacedonhold.Formore information,seeCreditcontrolonpage 75.

ENTERINGSALES

6 3

Completethefieldsasdescribedinthefollowingtable.
A B C

SelectthetypefromtheSalesTypelistinthetopleftcorner: Quote,OrderorInvoice.

Task 3: Enter the items or services you are selling

D A Clickthezoomarrow ( )toalterthecredittermsforthissaleonly. Notethatifyouwanttochangethecredittermsforallfuturesalesto thiscustomer,youmustmakethatchangeontheSellingDetailstab ofthecustomerscard. Typetheinvoicenumberhereoracceptthedefaultnumber. Ifyouareenteringpricesthatincludetax,selecttheTaxInclusive option.Donotchangethissettingafteryouenteranamountinthe Amountcolumn. Ifthecustomergaveyouapurchaseorderforthistransaction,enter thatpurchaseordernumberhere.

ThescrollinglistinthemiddleoftheSaleswindowiswhereyouenter detailsofwhatyouareselling.Inthisareayouwillenteritemnumbers, activityIDnumbers(notavailableinAccountRightStandard), descriptions,accountnumbers(oraccountnames)andother informationtodescribeyourtransaction. Onerowinthescrollinglistisonelineitemofthetransaction.Youcan enterasmanylineitemsforasaleasyouwant.Thefieldsthatappear inthescrollinglistwilldependonthesaleslayoutyouchose. ThefollowingillustrationshowsthefieldsforasalewithanItemlayout andanInvoicetype.

B C

Task 2: Choose the type of sale

Choosethetypeandlayoutforthesale.Thedefaultlayoutdisplayedin theSales windowisdeterminedbytheselectionyoumadewhen settingupsalesdetails(usingtheSalesEasySetupAssistant)orwhen creatingthecustomerscard.
1

Item sale A A B Ship Backorder B C D E F G H I

Thequantitytobedelivered. Thequantityoftheitemtobeplacedonbackorder.Anorder forthisamountwillbecreatedautomaticallywhenyouclick Record. Enteranitemfromyouritemlist. Adescriptionoftheitemappearsautomatically.Youcan changethisifyouwant.Ifyouwanttocheckspellinginthis field,clickSpell.Formoreinformation,seeSpellcheckon page 14. Thepriceoftheitemappearsautomatically.Youcanchange thisifyouwant. [Optional]Typeavolumediscountasapercentage.

Ifyouwantto,changethelayout. TherearefivelayoutsforAccountRightPlusandfourlayoutsfor AccountRightStandard:Service,Item,Professional,TimeBilling (notavailableinAccountRightStandard)andMiscellaneous.The layoutdetermineswhatfieldsappearontheSales window. a Click Layout .TheSelectLayoutwindowappears. b SelecttheappropriatelayoutandclickOK.
Miscellaneouslayout TheMiscellaneouslayoutisusedonly forsaleswhereaformdoesnotneedtobeprintedoremailed.
NOTE :

C D

Item Number Description

E F

Price Disc%

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G H I

Total Job Tax

Thetotalpriceoftheitemsiscalculatedautomatically. [Optional]Selectajobnumberheretoassignalineitemtoa specificjob. Thedefaulttaxforanitemappearshere.Ifyouwantto changethetaxcode,entertherequiredtaxcode.

Task 4: Enter additional information about the sale

ThefieldsthatappearatthebottomoftheSaleswindowdependon thetypeofsaleyouarecreating.
A D E H

ThefollowingillustrationshowsthefieldsforasalewithaService layoutandanInvoicetype.ThesefieldsalsoapplytotheProfessional andMiscellaneous layouts.

Service sale
A B C D E

Description

Adescriptionofthegoodsorservicesbeingsold.Ifyou wanttocheckspellinginthisfield,clickSpell.Formore information,seeSpellcheckonpage 14. Entertheaccounttowhichtoallocatethesale.Thisis usuallyanincomeaccount.Youshouldnotselectyour tradedebtorsaccountforordinarysales. Theamountofthesale. [Optional]Selectajobnumberheretoassignalineitemto aspecificjob. Selectataxcodeforthesale.

Optionalfields

Enteroptionalinformation,suchasthenameofthe salesperson,acomment,shippingmethodandthe promiseddateofgoodsorservices. Ifyouwanttoprintoremailtheinvoiceinabatch,select therequireddeliverymethodfromthelist.Formore information,seeSendingformsonpage 196. Thejournal memoisgeneratedautomatically.Youcan changeitifyouwant. Enteranychargesforfreight. Enterthetaxcodeforthefreightcharges. Clickthezoomarrow( )ifyouwanttovieworchange thetaxamountsassignedtothesale. Enteranamountheretorecordtheamountthe customerpaidyouatthetimeofthesaleor,ifyouare creatinganorder,theamountthecustomergaveyouas adeposit. Enterthepaymentmethod.ClickDetailsifyouwantto enterdetailsaboutthepayment.Forexample,ifyouare beingpaidbycreditcard,youcanrecordthelastfour digitsofthecreditcardnumber.

AcctNo.or Account Name Amount Job Tax

InvoiceDelivery Status JournalMemo Freight Freighttax Tax PaidToday

C D E

C D E F

NOTE : Addlines,subtotalsandheaders tosalestransactions Youcan addlines,headersandsubtotalstoinvoicestomakeiteasy toseparateand subtotaldifferentgroupsoflineitemsononeinvoice.Formore information,seeAddinganddeletinglines,headersandsubtotalson page 66.

PaymentMethod

ENTERINGSALES

6 5

Task 5: Complete the sale

Thereareseveralwaystocompletethetransaction.
Savethesaleasarecurringsale. Youcansavethesaleasa recurringtransactionsoyoucanuseitagain.Click SaveasRecurring.In theRecurringScheduleInformationwindow,enterthenecessary informationandclickOK.Formoreinformation,seeRecurring transactionsonpage 179.
TIP :

Adding and deleting lines, headers and subtotals

Youcanaddblanklines,transactionlines,headersandsubtotalsto salestransactions.

To insert a blank line

1

Ifyouwanttorecordthesalewithoutprintingorsendingit,click Record(forasalesquote,clickSaveQuote). Ifyouwanttorecordthesaleandcreateapurchaseorder,click CreatePO.ThequoteororderisrecordedandthePurchases windowappears.Formoreinformation,seeCreatingapurchase orderfromasaleonpage 91. Ifyouwanttorecordthesaleandprint,sendorsaveitasaPDF, completetherelevantprocedurebelow.

To
Print

IntheSaleswindow,clickinthelinebelowwherethelineisto appear. GototheEditmenuandchooseInsertBlankLine.

To insert a transaction line

1

IntheSaleswindow,clickinthelinebelowwherethetransaction lineistoappear. GototheEditmenuandchooseInsertTransactionLine.

To insert a header
Dothis...
ClickPrint andchoose: aformfromthelist.Forexample,ifaspecificsales formisselectedasadefaultforminthecustomer card,thisformwillbelisted. SelectAnotherFormtochooseadifferentsalesform. ClickPrint andchoosePreviewtopreviewthesales formforthistransaction. Notethatthetransactionwillberecordedbeforethe formisdisplayed. ClickSendToandchooseEmail.Reviewandmake entriesintheEmailwindowandclickSend.Theemail, whichwillincludeaPDF(PortableDocumentFormat) attachment,willbesenttotheoutboxofyourdefault emailsoftware.Sendtheemailfromyouremail software. ClickSendToandchooseDisk.Inthewindowthat appears,enteranameandlocationforthePDFfileand clickSave.

Youcangroupseverallineitemsbyinsertingaheader.
1

IntheSaleswindow,clickinthelinebelowwheretheheaderisto appear. GototheEditmenuandchooseInsertHeader.Ablanklinewill appearinthescrollinglist. TypethetextfortheheaderintheDescriptioncolumn. PressTABtocompletetheheaderentry.Thetextappearsingrey.

Printpreview

3 4

Email

SaveasPDF

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To insert a subtotal
1

IntheSaleswindow,clickinthefirstlinebelowtheitemstobe subtotalled. GototheEditmenuandchooseInsertSubtotal.Alineappears displayingthesubtotaloftheamountsthatappearabovethe subtotallineandbelowthelastsubtotal,ifthereisone.

To delete a blank line, transaction line, header or subtotal

1

IntheSales window,clickanywhereintheblank line,transaction line,headerorsubtotalyouwanttodelete. GototheEditmenuandchooseDeleteLine.

Recording sales with insufficient on-hand item quantities

Ifyoutrackitemquantitiesandvalues,andyouwanttorecordasales invoiceforanitemwithinsufficientonhandquantities,youcanbuild, buyorbackordertheitem. Beforeyoucan buildanitem Beforeyoucanautobuildanitem,you needtosetupyouritemdetails.Formoreinformation,see Autobuildingitemsonpage 154. Beforeyoucan orderanitem Beforeyoucanrecordapurchase order,youneedtoenteraprimarysupplierforreordersintheBuying Detailstaboftheitemrecord.Formoreinformation,seeCreating itemsonpage 149.

Build, buy or backorder items

Whenyouattempttorecordasalesinvoiceforanitemyoudonthave enoughof,theBackorderListwindowappears.Inthiswindow,youcan buildandordertherequiredquantity,orjustchoosetoplacethe unavailablequantityonbackorder.

RECORDINGSALESWITHINSUFFICIENTONHANDITEMQUANTITIES

6 7

To build, buy or backorder items in the Backorder List window

Thiswindowlistsitemsthatareeitheroutofstockorwouldbeasa resultofrecordingthesale.

To...
Recorda purchase orderanda salesorder

Dothis...
1

ClickintheBuycolumnnexttotheitemyouwantto orderandthenclickBuy.ThePurchaseswindow appears. Completeandrecordthepurchaseorder.For information,seeEnteringpurchasesonpage 85. ClickintheBackordercolumnnexttotheitemyouwant toplaceonbackorder. ClickBackorder.TheSaleswindowreappearswiththe ShipandBackordercolumnsadjusted. Recordthesale.Asalesorderisautomaticallyrecorded forthebackordereditems.

Recorda salesorder

1 2 3

NOTE : Multipleitems withinsufficientquantities Youcanusethe BackorderListwindowtobackordermultipleitemswithinsufficient quantities.However,youcanperformthebackorderingtaskonlyafterthe othertwotasks(buildandbuy)arecompleted.Forexample,ifyouwantto backordersomeitemsandbuyothers,youneedtobuytherequireditems firstandthenreturntothiswindow(byclickingRecordintheSales windowagain)tocompletethebackorder.

Decidewhatyouwanttodo:
To...
Autobuild items

Dothis...
1

ClickintheBuildcolumnnexttotheitemyouwantto autobuildandthenclickBuild.TheAutoBuildItems windowappears. ClickBuildItems.TheBuildItemswindowappears. Changethequantitytobuildifyouwantto. ClickRecordtobuildthefinisheditem. Recordthesale.

2 3 4 5

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Changing a sales type

Thefollowingsaletypescanbechanged:
Saletype
Quote Order Invoice

To change an order to an invoice

See
below below
1

Canchangeto
order invoice invoice Aninvoicecannotbechanged.

GototheSales commandcentreandclickSalesRegister.TheSales Registerwindowappears. ClicktheOrders tab. Selecttherequiredorder. ClickChangetoInvoicetochangetheordertoaninvoice. ReviewandupdatetheinformationintheSaleswindowas necessary.Forexample,youmightwanttochangethetransaction datetotodaysdate. ClickRecord.Thenewinvoiceiscreatedandtheoriginalorderis removed.

2 3 4 5

Ifyouwanttochangeseveralorderssimultaneously,seeTochange severalorderstoinvoicesbelow. YoucanchangeasalestypefromtheSaleswindoworfromtheSales Registerwindow.

6

To change a quote to an order or invoice

1

To change several orders to invoices

1

GototheSalescommandcentreandclickSalesRegister.TheSales Registerwindowappears. ClicktheQuotestabandselecttherequiredquote. Ifyouwanttochangethequoteto: anorder,clickChangetoOrder aninvoice,clickChangetoInvoice. TheSaleswindowappears. Makeanynecessarychangestotheseandotherfields.For example,changethetransactiondatetotodaysdate. ClickRecord.Theneworderorinvoiceiscreated.Theoriginal quotewillremainintheSalesRegisterwindowunlessyou indicatedintheSalesviewofthePreferenceswindowthatyou wantquotestobedeletedwhentheyarechangedtoordersor invoices.

ClickToDoListfromanycommandcentre.TheToDoListwindow appears. ClicktheSalesOrderstabtodisplayalistofallyourorders.Ifyou wanttoviewthedetailsofaspecificorder,clickthezoomarrow ( )totheleftofthecustomersname. Selecttheordersyouwanttochangetoinvoicesbyclickinginthe selectcolumn( )nexttoeachorder. ClickRecord asActual.Awindowappears,requiringyoutoentera datefortheselectedtransactions.Thisisthedatethatthe transactionswillberecordedinyourcompanyfile. EnteratransactiondateandclickOK.

2 3

CHANGINGASALESTYPE

6 9

Reviewing your sales information

Thereareseveraltoolsthatyoucanusetoreviewyoursales information.
Tool
Business Insights ToDoList UseBusinessInsightstoanalysesalesand customerinformation. TheToDoListdisplaysallopensales, recurringsalesandorderssortedby overduedates. Salesreportshelpyoukeeptrackofyour salesactivities. Historyletsyouviewsevenyearsofsales historyforanitem,acustomeroran employee. TheSalesRegister windowgivesyoua completepictureofyoursales activityopenandclosedinvoices, orders,quotes,returns,creditsetc. FindTransactionshelpsyoufind individual salestransactions. TheTransactionJournallistsjournal entriesofyoursalesandother transactions.

To analyse sales and customer information using Business Insights

BusinessInsightspresentsasummaryofyoursalesandcustomer information,includingwhichcustomersoweyoumoneyandhow muchmoneyisoverdue.Youcanalsoseehowmuchyourcustomers oweyouforeachageingperiod,aswellasthesaleshistoryofyour customers. Tofindinformationspecifictoyourneeds,sortthetablecolumnsby clickingacolumnheading.Forexample,youcansortthelistof outstandinginvoicestofindthemostoverdueinvoiceorthelargest overdueamount.

See
below page 71

Salesreports Saleshistory

page 71 page 71

To analyse customers
page 174
1

SalesRegister

ClickBusinessInsightsinanycommandcentre.TheBusiness Insightswindowappears. ClicktheCustomerAnalysistab.Thistabshowsyou: thetotalyouareowedanddetailsofeachoverduecustomer payment(basedontheirinvoicedcreditterms),includingthe numberofdaysoverdue yourtoptencustomersbyyeartodatesalesvalue theamountsowingforeachageingperiod asummaryofyourcustomersalesandpaymenthistory. Youcanusethisinformationto: Contactcustomersforoverduepayments Identifywhich customerpaymentsarethemostoverdueorwhichcustomers oweyouthemostmoney. Renegotiateacustomerscreditterms Viewthecustomers outstandingbalancesandpaymenthistory,suchastheaverage numberofdaysittakesforthemtopayyou.

Find Transactions Transaction Journal

page 174 page 175

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Ifyouwanttouseoneofthegraphsortablesinanotherdocument, rightclick itandchoose: CopytoClipboard.Thiscopiesthegraphortabletothe clipboard,readytopasteintoadocument. [Graphsonly] SaveAs.Choosewhereyouwanttosavethe imageandclickSave.Thissavesthegraphasanimagefile,so youcanuseitlater. IfyouwanttocustomisethelookofBusinessInsights,click Customise.TheCustomise windowappears,enablingyoutoshow orhideinformationinBusinessInsights.

To view sales reports

Thereareseveralsalesreportsthatcanhelpyoutrackyoursales activities.Forexample,youcanrunanAgedReceivablesSummary reporttoviewyourcustomerscurrentbalancessortedbyageing periods.TheSalesItemSummaryreportshowsyouwhichinventory itemsaresellingbest.TheReferralSourcereportisusefulforfinding outwhichreferralsourceisbringingyourbusinessthemostmoney.
1

GototheReportsmenuandchooseIndextoReports.TheIndexto Reportswindowappears. ClicktheSales tab.Alistofavailablesalesreportgroupsappears. Clickagroupcategorytoviewtheavailablereports.

To view a list of all unpaid sales sorted by days overdue

1

ClickToDoListinanycommandcentre.TheToDoListwindow appears. ClicktheAccountsReceivabletab.Alistofallunpaidsalesappears. TheOverduecolumnshowsthenumberofdaysaninvoiceis overdue.(A negativenumberintheOverduecolumnindicatesthat thepaymentisnotyetdue.)Thenumberofdaysaninvoiceis overdueiscalculatedbycheckingtheoriginaldateoftheinvoice, comparingittotodaysdateandlookingatthecustomerscredit terms.

Forinformationondisplaying,customisingandprintingyourreports, seeReportsonpage 185.

To view sales history

Youcanviewsaleshistoryforanitem,customeroremployee.
1

DisplaytheItemInformationwindowforanitemortheCard Informationwindowforacustomeroranemployee. ClicktheHistorytab.TheHistorytabdisplayssevenyearsofsales historyfortheitemorcard:thefiveyearsprecedingthecurrent financialyear(asdisplayedintheCompanyInformationwindow), thecurrentfinancialyearandthenextyear.

NOTE : Employeesaleshistory Torecordemployeesaleshistory, youneedtoselecttheemployeeasthesalespersonwhenyourecord asaleintheSaleswindow.

Ifyouwanttosendacollectionlettertocustomerswithoverdue payments: a Selectthosecustomersbyclickingintheselectcolumn ( ). b Click MailMergetocreatetheletterdirectlyinMicrosoftWord. Otherwise,clickDisktosaveamailmergefilethatyoucanusein anotherwordprocessor.

REVIEWINGYOURSALESINFORMATION

7 1

Receiving payments
Whencustomersmakepaymentsagainstinvoices,recordtheminthe ReceivePayments window.Youcanrecordthepaymentsagainstone ormoreofthecustomersoutstandinginvoices. YoucanalsorecordpaymentsintheBankRegisterwindow.Recording customerpaymentsthroughtheBankRegisterwindowcansaveyou timeifthereareseveralinvoicesthathavebeenpaidandyoudonot needtorecorddetailedinformation(suchasdiscountsandfinance charges)foreachpayment.WhenyouusetheBankRegisterwindowto recordacustomerpayment,theentirepaymentisautomatically allocatedtothecustomersoldestinvoicesfirst.Formoreinformation, seeEnteringtransactionsintheBankRegisterwindowonpage 52. Ifapaymentyoureceiveisnotinresponsetoaninvoiceyouhave issued,usetheReceiveMoneywindow.SeeReceivingmoneyon page 45.
NOTE : Customerpaymentsatpointofsale Ifcustomersmake paymentswhenpurchasingmerchandiseorservicesandyouareissuing themaninvoice,youcantypethepaymentamountinthePaidTodayfield oftheinvoice.SeeEnteradditionalinformationaboutthesaleon page 65.

Theoptionsforrecordingreceiptsandinvoicepaymentsare summarisedinthefollowingdiagram.

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To record payments against invoices

1

GototheSalescommandcentreandclickReceivePayments .The ReceivePayments windowappears. Choosetheaccountthatwillbeusedtorecordthecustomer payment. DeposittoAccount.Selectthisoptionifthecustomerhasmade adirectpaymenttoyourbankaccount. Group withUndepositedFunds.Selectthisoptionifthe paymentwillbedepositedatalatertime.Forinformationabout undepositedfundsandpreparingbankdeposits,seePreparing abankdepositonpage 47. IntheCustomerfield,enterthecustomersname. Typetheamountreceived. Ifyouwanttorecordthepaymentmethod,selectthemethodin thePaymentMethodfield.ClickDetails ifyouwanttoenter furtherdetailsaboutthepayment.Forexample,ifyouarebeing paidbycreditcard,youcanrecordthelastfourdigitsofthecredit cardnumber. Ifyouwant,adjustthememoandpaymentdate.Youcanchange theIDnumberthatisautomaticallygenerated.However,we recommendthatyouusethedefaultnumbertomakesureyou dontuseduplicateIDs.
A Discount

A B

3 4 5

Ifyouintendtoofferanearlypaymentdiscountfora sale,assignthediscounttotheappropriateinvoicein thiscolumn.Notethatyouwontbeabletoassigna discounttoaninvoicethatisnotbeingsettledinfull.If thisisthecase,youcangivethemacustomercredit note.SeeCustomercreditsonpage 78. Enterhowmuchofthepaymentyouwanttoapplyto eachsaleinthiscolumn. Ifpartofthepaymentistopayfinancecharges,typethe financechargeamounthere.Formoreinformation,see Financechargespaidbycustomersonpage 77. TheamountyouapplyintheAmountAppliedcolumn accumulatesintheTotalAppliedfield.TheTotal Receivedamount(whichincludesanyfinancecharges) mustequaltheamountthatappearsintheAmount Receivedfieldinthetophalfofthewindowbeforeyou canrecordthetransaction.TheOutofBalanceamount mustbezerobeforeyoucanrecordthetransaction.

B C

Amount Applied Finance Charge Outof Balance

Inthescrollinglistinthebottomhalfofthewindow,indicatewhich salesarecoveredbythepaymentbyenteringamountsinthe AmountAppliedcolumn.Ifthecustomerispayingadepositforan order,lookforOrderintheStatus column.

Ifacustomeroverpays,youshouldstillentertheamountreceived. ThefullpaymentshouldbeenteredintheAmountReceived field andintheAmountAppliedcolumninthescrollinglist.Whenyou recordthepayment,acreditinvoicefortheoverpaidamountis createdautomatically.Thiscaneitherberefundedtothecustomer orappliedtoafutureinvoice,seeSettlingcreditsonpage 79.

8

ClickRecord.

RECEIVINGPAYMENTS

7 3

Printing payment receipts

For eachreceipttransactionyourecord,acorrespondingreceiptcanbe printed.Receipttransactionscanberecordedusingthefollowing windows:

To print payment receipts

1

BankRegister ReceiveMoney ReceivePayments Sales(NewInvoiceandNewOrderusingPaidToday) SettleReturns&Debits(ReceiveRefundview).

GotoeithertheSalesorBankingcommandcentreandclickPrint Receipts.TheReviewReceiptsBeforePrintingwindowappears. Ifyouprintreceiptsonpreprintedstationery,typethenumberof thefirstreceiptintheNumberofFirstReceiptinPrinterfield.The IDsoftherecordedreceiptswillberenumberedtomatchthe printedreceipts. Typethenumberofcopiesyouwanttoprintofeachreceiptinthe Printfield. Ifyouwanttofilterthelistofreceipts,clickAdvancedFilters.For moreinformation,seeCustomisinghowyousendformbatches onpage 198. Clickintheselectcolumn ( print. ClickPrint . )nexttoeachreceiptyouwantto

Receipttransactionsforwhichreceiptscannotbeprintedarereversed receipttransactionsandvoidedreceipts. Paymentreceiptscorresponddirectlytoreceipttransactions.Thatis, whenyourecordareceipttransaction,theinformationyouenteredon thetransactioncanbeprintedonapaymentreceipt.Becauseofthis relationship,ifyouchange,reverseorremoveareceipttransaction, thepaymentreceiptsthathavebeenprintedmaynolongerbevalid.

Forinformationaboutcustomisingyourforms,seeFormson page 195.

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Credit control
Youcancontrolcreditby:

ClickCreditLimit&Hold.TheCreditLimit&Holdwindowappears.

settingandenforcingcustomercreditlimits,seeCreditlimits below placingcustomeraccountsonhold,seeCreditholdsonpage 76 addingfinancechargestocustomerstatements,seeFinance chargespaidbycustomersonpage 77.

Credit limits
Acreditlimitisthemaximumamountofcredityouallowacustomerto chargetotheiraccount.Youcansetadefaultcreditlimitforallnew customers(seeSetupsalesonpage 33)orsetaspecificcreditlimitfor asinglecustomer. Ifyouwanttoenforcecreditlimits,youcanchooseto:

beinformedbeforerecordingasalethatwillexceedacustomers creditlimit preventcertainusersfromrecordingasalethatwillexceeda customerscreditlimit.Youneedtosetanoverridepasswordto allowapproveduserstorecordthesale.

4 5 6

TypethecustomerscreditlimitintheCreditLimitfield. ClickOK.TheCardInformationwindowappears. ClickOKtoreturntotheCardsListwindow.

To receive a warning when a credit limit is exceeded

1

To set or change the credit limit for a single customer

1 2

Openthecustomercardyouaresettingacreditlimitfor. ClicktheSellingDetailstab.

GototheSetupmenuandchoosePreferences.ThePreferences windowappears. ClicktheSales tab. SelecttheIfCreditLimitisExceededonSale preferenceand chooseWarnandContinuefromthelist.

2 3

ClickOK.

CREDITCONTROL

7 5

To prevent the recording of a sale when a customer exceeds the credit limit
1 2

Credit holds
Youcanplaceacreditholdonacustomersaccounttopreventfurther salesbeingmadetothecustomer.For example,youmaywanttoplace acustomeroncreditholdwhenthecustomersaccountisoverdue.

LogintoyourcompanyfileastheAdministrator. GototheSetupmenuandchoosePreferences.ThePreferences windowappears. ClicktheSalestab. SelecttheIfCreditLimitisExceededonSalepreferenceandselect PreventUnlessOverriddenfromthelist.TheCreditLimitOverride Passwordwindowappears.

3 4

To place a customer on credit hold

1 2 3 4

Openthecustomercardyouareplacingoncredithold. ClicktheSellingDetailstab. ClickCreditLimit&Hold.TheCreditLimit&Holdwindowappears. SelectthePlacethiscustomeronCreditHoldoption.

5 6

Typetheoverridepasswordandpasswordconfirmation. ClickOK.ThePreferenceswindowreappears.
NOTE : Changingthecreditlimitoverridepassword Youcan changethecreditlimitoverridepasswordintheCreditLimitOverride Passwordwindow(choosePreferencesfromtheSetup menu,click theSalestabandthenclick SetOverride).

5 6

ClickOK.TheCardInformationwindowappears. ClickOKtoreturntotheCardsListwindow.

ClickOKtoclosethePreferenceswindow.

NOTE : Recordingsalestocustomers oncredithold Torecordasaleto acustomeroncredithold,youneedtoremovethecredithold.Todothis, deselectthePlacethiscustomeronCreditHoldoptionintheCreditLimit &Holdwindowonthecustomerscard.

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Finance charges paid by customers

Financechargesareamountsaddedtoanoutstandingbalanceasa penaltyforlatepayment.Theyareusuallyaddedtoacustomers statement.Whenthechargeispaidbythecustomer,thepaymentis recordedintheReceivePaymentswindow. Howfinancechargesarecalculated Eachopeninvoicesduedateis calculatedusingthetermsspecifiedontheSellingDetailstabofthe CardInformationwindow.Theoverduebalanceisthenincreasedby 1/30thofthemonthlychargeforlatepaymentforeverydayitis overdue,wherethemonthlychargeiscalculatedbymultiplyingthe amountoverduebythe% MonthlyChargeforLatePayment valueyou specifiedonthecustomerscard. Ifthecustomermakesapartialpaymentduringtheoverdueperiod, thefinancechargeisadjustedaccordingly. Settingupfinancecharges Beforeyoucanapplyfinancecharges, youneedtoselectanaccountfortrackinglatepaymentcharges.Goto theSetupmenu,chooseLinkedAccountsandthenSalesAccounts. SelecttheIassesschargesforlatepaymentoptionandselectan incomeaccounttorecordthelatepaymentcharges. Setthepercentageyouwillbechargingforlatepaymentsinthe % MonthlyChargeforLatePayment fieldoftheSellingDetailstabof eachcustomercard.

Thefinancechargespayablebyyourcustomersonlyappearontheir statements,soyoumaywanttokeepcopiesofthestatementssentto customers.

Recording finance charges

Whenyourcustomerpaysthelatepaymentcharge,entertheamount intheFinanceChargefieldoftheReceivePaymentswindow.Formore information,seeReceivingpaymentsonpage 72. Althoughthehistoryoffinancechargesisnottracked,youcanperform anaccountenquiry(usingFindTransactions)ontheincomeaccount youhavesetuptorecordlatecharges.

Deleting finance charges

WhenyouenterafinancechargeintheReceivePaymentswindow, twotransactionsarerecordedforthefinancechargeaninvoiceinthe salesjournalandapaymentinthereceiptsjournal. Todeleteafinancecharge,youmustfirstdeletethefinancecharge paymentandthendeletethefinancechargeinvoice.

Adding finance charges to customer statements

Toshowthefinancechargeowedbycustomersontheirstatements, youneedtoselectanoptionwhenprintingoremailingthestatements.
1

GototheSalescommandcentreandclickPrint/EmailStatements . TheReviewStatementsBeforeDeliverywindowappears. ClickAdvancedFilters andselecttheAddFinanceChargesto AmountDueoption. ClickOK.

For moreinformationaboutcustomerstatements,seeSendcustomer statementsonpage 245.

CREDITCONTROL

7 7

Customer credits
Acustomercreditismoneythatyouowetoacustomer. Toprocessacustomercredit,youfirstneedtorecordacredit transactionandthenrecordthesettlementofthecredit(forexample, byprintingarefundchequeforyourcustomer).

To manually create a credit for a non-item sale

Usethismethodtocreditthecustomerforpartofanonitemsale.
TIP : Createanaccountfortrackingsalesreturns Beforeyoumanually createacreditofthistypeforthefirsttime,youmay wanttocreatean account fortrackingsalesreturnsandallowances.Makesurethisaccount isanincomeaccount.

Recording credits
Youcancreateacustomercreditnoteinthefollowingways:

Reverseanexistingsale.Usethismethodifthecustomerhaspaid fortheentiresale. Manuallycreateacredit .Usethismethodifyouarecreditingthe customerforpartofasale.

GototheSalescommandcentreandclickEnterSales.TheSales windowappears. Enterthecustomerdetails. SelectInvoicefromthelistinthetopleftcornerofthewindow. ClickLayout,chooseServiceandclickOK. IntheDescriptioncolumn,enteradescriptionofthecreditforyour records. IntheAccount column,selecttheaccounttobecredited.Thisis theincomeaccountyouusetotracksalesreturnsandallowances.

2 3 4

To reverse a sale
Beforeyoucanreverseaninvoice,thetransactionmustbe unchangeable,thatis,theTransactionsCANTbeChanged;TheyMust BeReversedoptionmustbeselectedintheSecuritytabofthe Preferences window.
1 2

Findandopentheinvoice.SeeFindingatransactiononpage 173. GototheEditmenuandchooseReverseSale.Acreditnote transactioniscreatedintheSaleswindow.Notethattheinvoice amountisanegativeamount. Ifyouwant,youcanmakesomechangestothecreditnote(suchas changingthedateandmemo),butyoucantchangetheaccounts, amountsandquantitiesthatareassociatedwiththecredit.

ClickRecordReversal.AcustomercreditappearsintheSales Registerwindow.

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IntheAmountfield,typetheamountofthecreditasanegative amount.

IntheItemNumberfield,entertheitemnumber.Thecostsofthe itemsappearasnegativeamounts.

ClickRecord.AcreditappearsintheSalesRegisterwindow.

ClickRecord.AcustomercreditappearsintheSalesRegister window.

To manually create a credit for an item sale

Usethismethodtocreditthecustomerforpartofanitemsale.
1

Settling credits
Youcanchoosetosettleacustomercreditinthefollowingways:

GototheSalescommandcentreandclickEnterSales .TheSales windowappears. Enterthecustomerdetails. SelectInvoicefromthelistinthetopleftcornerofthewindow. ClickLayoutandchooseItem,thenclickOK. IntheShipcolumn,typethenumberofitemsbeingreturnedasa negativenumber.

2 3 4 5

Applythecredittoanopeninvoice.Applyingthecredittooneor moreofthecustomersopeninvoicesreducestheamountthe customerowesyou. Recordarefund.Ifthecustomerdoesnothaveanyopeninvoices, youcanrecordarefundpaymentfortheamountofthecustomer credit.

To apply a customer credit to an open invoice

1

GototheSales commandcentreandclickSalesRegister.TheSales Registerwindowappears. ClicktheReturns&Creditstab.Alistofcustomercreditsappears.

CUSTOMERCREDITS

7 9

LocateandselectthecredityouwanttoapplyandclickApplyto Sale.TheSettleReturns&Creditswindowappears,listingallopen invoicesassignedtothecustomer. Entertheamountsyouwanttoapplytooneormoreopeninvoices intheAmountAppliedcolumn.

To pay a refund cheque

1

GototheSales commandcentreandclickSalesRegister.TheSales Registerwindowappears. ClicktheReturns&Creditstab.Alistofcustomercreditsappears. LocateandselectthecredityouwanttorefundandclickPay Refund.Arefundchequefortheamountofthecreditappearsin theSettleReturns&Creditswindow.

2 3

IftheApplyCustomerPaymentsAutomaticallytoOldestInvoice Firstpreferenceisset,amountswillappearnexttotheoldest invoicesintheAmountAppliedcolumn.However,youcanapply thecreditamounttoanyonetransactionoryoucandivideit amongmanytransactionsinthelist.Notethatthetotalamount youapplyintheAmountAppliedcolumnmustequaltheamount thatappearsintheCreditAmountfield.

5

IntheAccount field,enterthebankaccountyouaremakingthe paymentfrom. Ifrequired,changeotherinformationinthewindow,suchasthe transactiondate. Ifyouarepayingbychequeandyouhavealreadywrittenit,select theChequeAlreadyPrinted option. Specifyhowyouwanttosendaremittanceadvicebyselectinga deliveryoptionfromtheRemittanceAdviceDeliveryStatus list. ClickRecord.

Ifyouwanttoapplypartofacustomercredittoanyunpaidfinance charge,enteranamountintheFinanceChargefield. ClickRecordtoapplythecredit.

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Dealing with a supplier who is also a customer

Ifyourbusinesssellsgoodsandservicestoabusinessfromwhichyou alsomakepurchases,youneedtorecordthetransactionsusinga separatecustomerandsuppliercard.Youcanthenrecordacontra paymenttooffsetthereceivableandpayableamounts. Beforeyoucanrecordcontrapayments,createabankaccountcalled ContraSuspense.
b IntheCustomerfield,enterthecustomersname. c Entertheamountthatyouneedtooffsetagainstaninvoice.
2

To record contra payments

1

Recordapaymentmadetothesupplier. a InthePayBillswindow,entertheContraSuspenseaccountin thePayfromAccount field. b IntheSupplierfield,enterthesupplierscard. c Entertheamountthatyouneedtooffsetagainstapurchase.

Recordapaymentfromthecustomer. a IntheReceivePaymentswindow,entertheContraSuspense accountintheDeposittoAccountfield.

Aftertheseentriesaremade,yourbankaccountswillnothavebeen affected;yetthereceivableandpayableaccountshavebeenreduced. TheContraSuspenseaccountbalanceshouldbezero.

Accounting for bad debts

Whenyouknowthatadebtwillnotberecovered,youneedtowriteit off.Beforeyoucanwriteoffabaddebt,createaBadDebtexpense accountinyouraccountslistor,ifyouaccountforbaddebtsbyposting aprovisiontoanassetaccount,createaProvisionforBadDebtsasset account.
5

IntheAcctNo.field,entertheexpenseaccountforBadDebtsor theProvisionforBadDebtsassetaccount. IntheAmountfield,typethebaddebtamountasanegative number. IntheTaxfield,entertherequiredtaxcode. ClickRecord. IntheSettleReturns&Creditswindow,applythecreditagainstthe originalopeninvoice.Formoreinformation,seeSettlingcredits onpage 79.

To write off a bad debt

1

8 9

GototheSalescommandcentreandclickEnterSales .TheSales windowappears. Enterthecustomersdetails. ClickLayout,chooseMiscellaneous ,andthenclickOK. IntheDescriptionfield,typeadescriptionofthetransaction.

2 3 4

DEALINGWITHASUPPLIERWHOISALSOACUSTOMER

8 1

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6 Purchases
Thischapterexplainshowtoenterinformationaboutyourpurchases.Yourecordapurchasebyspecifyingthesupplierdetails,thepurchaseformlayout(item, service,professionalormiscellaneous),typeofthepurchase(quoted,orderedorbilled)anddetailsofthepurchaseditemsorservices.Thischapteralso explainshowtopayyoursuppliersforthesepurchases,howtodealwithsupplierswhooweyoumoney(settlingasupplierdebit)andhowtoreviewand analyseyourpurchasingactivitywithavarietyofreportsandanalyticaltools.

Creating a supplier card

Beforeyoucanrecordapurchase,youneedtocreateacardforyour supplier.

To create a card
1

GototheCardFilecommandcentreandclickCardsList.TheCards Listwindowappears. ClickNew.TheCardInformationwindowappears.

3 4 5

SelectSupplierfromtheCard Typelist. Selectthedesignationofthecard:companyorindividual. Typethenameofthesupplier.

83

Ifyouusecodestoidentifysuppliers,typethecodeforthesupplier intheCardIDfield.Formoreinformation,seeCardidentification codesonpage 223. Entercontactdetailsforthesupplier. Ifyouwanttoentermorecontactinformation,selectAddress2 fromtheLocationslistandentertheadditionaldetails.Youcan entercontactdetailsforfivelocations.

A Buying information

Theselectionsyoumakeherewillbeused,bydefault,on quotes,ordersandbills thatyoucreateforthissupplier. Youcanoverridetheseselectionswhenrecordinga purchase. Thesupplierstaxinformationisenteredhere.Ifthe supplierstaxstatustakesprecedenceoverthatofthe itemorservicebeingsold,clicktheUseSuppliersTax Codeoption.SeeSettinguptaxcodesonpage 164. Thecredittermsenteredhereareusedasthedefault termsforallpurchasesfromthesupplier,butcanbe changedatanytime.

B Taxinformation

ClicktheCard Detailstab.Youcanenternotesaboutthesupplier, insertapictureandassignattributes.

Ifyouwantto...
insertapicture assign identifierstothecard assign anattributefromacustomlist enter additionalinformationinacustomfield

C Creditterms

See
page 223 page 214 page 215 page 222
12 11 10

Ifyouwillpaythissupplierelectronically,clickthePaymentDetails tabandenteryoursuppliersbankaccountdetails. [Optional]ClicktheHistorytabandtypethedollarvalueofthe purchasesmadepriortoyourconversionmonth.Youcanalsoenter thedatethatthecontactbecameasupplier. ClickOKtosavethecard.

ClicktheBuyingDetailstabandenteryourbuyingdetails.

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Entering purchases
Youcanenterapurchaseasaquote,order,receiveitemorbill.

Youcanenteraquotetostoreanestimateorquoteyoureceived fromoneofyoursuppliers.Aquotehasnoimpactonyour inventorylevelsandcanbechangedtoanorderorabillwhenyou arereadytopurchase. Anorderisapurchasewherenoserviceoritemhasbeenreceived. Whileordersdonotaffectyourfinancialfigures,theydoaffect yourinventorylevels.Ordersdontcreatetransactionsunlessyou havepaidadeposittothesupplier.Anordercanbechangedtoa billbutnotaquote. Youcanuseareceiveitempurchasetorecordthereceiptofitems youhaveorderedbuthavenotyetbeenbilledfor.Whenyou recorditemsreceived,theitemisaddedtoyourinventoryandthe costoftheitemisaddedtoanaccrualaccountforinventoryitems untilyourecordapurchaseforit. Anaccountspayabletransactionisnotrecordedatthistime.You canonlyrecordareceiveditemstransactionintheitemlayout,and onlyagainstanorder.

BankRegisterwindow EnteringapurchaseintheBankRegister windowisafastwaytoenterapurchasetransaction.However,youcan enterlessdetailaboutthepurchasethanifyouentereditinthe Purchaseswindow.Formoreinformation,seeEnteringtransactionsin theBankRegisterwindowonpage 52.

Entering a purchase transaction

Dothefollowingtaskstoenterapurchasetransaction:
Task
1 2 3 4 5 Enterinformationaboutthesupplier Choosethelayoutandpurchasetype Entertheitemsorservicesyouarepurchasing Enteradditional informationaboutthepurchase Completethepurchase

See
below page 86 page 86 page 87 page 88

Abillisusuallycreatedwhenyoureceivetheitemsorservicesyou orderedandarerequiredtopaythesupplier(thatis,youhavebeen chargedforthepurchase).Recordingabillwillupdatethe appropriateaccounts,includingtheaccountfortrackingpayables. Billscanbeopen(unpaid),closed(paid)ordebit(negative purchase).Abillcannotbechangedtoaquoteoranorder. thePurchaseswindow theBankRegisterwindow.

Task 1: Enter information about the supplier

1

Youcanenterapurchasein:

GotothePurchasescommandcentreandclickEnterPurchases. ThePurchaseswindowappears. IntheSupplierfield,enterthesuppliersnameandpressTAB.The termsshowninthePurchaseswindowarethetermsrecordedin thesupplierscard.

Thepurchasesproceduredescribedinthissectionisforentering purchasesinthePurchaseswindow,whichallowsyoutorecordfull detailsaboutatransaction.

ENTERINGPURCHASES

8 5

Completethefieldsasdescribedinthefollowingtable:
A B C

SelectthetypeofpurchasefromthePurchaseTypelistinthe topleftcorner.Youcanchoosefrom:Quote,Order,ReceiveItems orBill. NotethattheReceiveItemsoptiononlyappearsfortheitem purchaselayout.

Clickthezoomarrow( )toalterthetermsforthispurchase only.Ifyouwanttochangethecredittermsforallfuture purchasesforthissupplier,youmustmakethatchangeonthe BuyingDetailstabofthesupplierscard. Ifyouareenteringpricesthatincludetax,selecttheTaxInclusive option.Donotchangethissettingafteryouenteranamountin theAmountcolumn. Typethepurchasenumberhereoracceptthedefaultnumber. Ifthesuppliergaveyouaninvoicenumberforthistransaction, enterithere.

Task 3: Enter the items or services you are purchasing

ThescrollinglistinthemiddleofthePurchaseswindowiswhereyou enterdetailsofwhatyouarebuying.Inthisarea,youwillenteritem numbers,descriptions,accountnumbers(oraccountnames)andother informationaboutyourtransaction. Onerowinthescrollinglistisonelineitemofthetransaction.Youcan enterasmanylineitemsforapurchaseasyouwant. Thefieldsthatappearinthescrollinglistdifferaccordingtothe purchaselayoutyouchose. ThefollowingillustrationshowsthefieldsforapurchasewithanItem layoutandaBilltype.
Item layout
A B C D E F G H I J

C D

Task 2: Choose the layout and purchase type

Whenyouenterapurchase,youneedtochoosetheappropriate purchasesettingsforrecordingit.Thismeanschoosingapurchase type,aswellasapurchaselayout.

To choose the layout and purchase type

1

A B

Bill Received

Thequantityyouhavebeeninvoicedfor. Thisfieldisreadonly.Itdisplaysthequantityofitems receivedagainstanorder.Formoreinformation,see Recordingitemsreceivedwithoutasupplierbillon page 90. Thequantityoftheitemtobeplacedonbackorder. Anorderforthisamountwillbecreatedautomatically whenyouclickRecord. Entertheitembeingpurchased.

ClickLayout.TheSelectLayoutwindowappears.Youcanchoose from: Service,Item,ProfessionalorMiscellaneous. Notethatthedefaultlayoutisdeterminedbytheselectionsmade whenyousetuppurchasedetails(usingthePurchasesEasySetup Assistant)orwhenyoucreatedthesupplierscard.

Backorder

ChoosethelayoutyouwanttouseandclickOK.
D ItemNumber

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Description

Adescriptionoftheitemappearsautomatically.You canchangethisifyouwant.Ifyouwanttocheck spellinginthisfield,clickSpell.Formoreinformation, seeSpellcheckonpage 14. Thepriceoftheitemappearsautomatically.Youcan changethisifyouwant. [Optional]Typeavolumediscountasapercentage. Thetotalpriceiscalculatedautomatically.Ifyou changetheprice,theDisc%fieldisupdatedtoshow thediscountapplicable. [Optional]Selectajobnumberheretoassigntheline itemtoaspecificjob. Selectataxcodeforthelineitem.

NOTE : Addlines,subtotalsandheaderstopurchases Youcanadd lines,headersandsubtotalstopurchasestomakeiteasytoseparateand subtotaldifferentgroupsoflineitemsononebill.Formoreinformation, seeAddinganddeletinglines,subtotalsandheadersonpage 88.

F G H

Price Disc% Total

Task 4: Enter additional information about the purchase

ThefieldsthatappearatthebottomofthePurchaseswindowdepend uponthetypeofpurchaseyouarecreating.
A D E G

I J

Job Tax

ThefollowingillustrationshowsthefieldsforapurchasewithaService layoutandaBilltype.ThesefieldsalsoapplytotheProfessionaland Miscellaneouslayouts.

Service layout
A B C D E B C F

A B

Optional fields Bill Delivery Status Journal Memo Tax Freight Paid Today Freighttax

Enteroptionaldetails,suchasacomment,shippingmethod andthedatethegoodsorserviceswerepromised. Ifyouwanttoprintoremailthepurchaseinabatch,select therequiredbilldeliverymethodfromthelist.Formore information,seeSendingformsonpage 196. Thejournalmemoisgeneratedautomatically.Youcanchange itifyouwant. Clickthezoomarrow( )ifyouwanttochangethetax amountofthepurchase. Enteranychargesforfreight. Enteranamountheretoindicatehowmuchmoneyyoupaid atthetimeofthepurchaseor,ifyouarecreatinganorder, howmuchmoney yougaveasadeposit. Selectthetaxcodeforthefreightcharges.

Description

Adescriptionoftheservicebeingpurchased.Ifyou wanttocheckspellinginthisfield,clickSpell.For moreinformation,seeSpellcheckonpage 14. Entertheaccounttoassigntothepurchase.This shouldbeanexpenseorcostofsalesaccount.You shouldnotselectyouraccountspayableaccountfor supplierpurchases. Theamountyouhavebeeninvoiced. [Optional]Selectajobnumberheretoassigntheline itemtoaspecificjob.Formoreinformationabout jobs,seeTrackingfinancial informationonpage 225. Selectataxcodeforthelineitem.

C D E F

AcctNo.or AccountName

C D

Amount Job

Tax

ENTERINGPURCHASES

8 7

Task 5: Complete the purchase

Thereareseveralwaysyoucancompletethepurchase.
Savethepurchaseasarecurringpurchase Youcansavethe purchaseasarecurringtransactionsothatyoucanuseitagaininthe future.ClickSaveasRecurring.IntheRecurringScheduleInformation window,enterthenecessaryinformationandclickOK.(Formore information,seeRecurringtransactionsonpage 179.)
TIP :

Adding and deleting lines, subtotals and headers

Youcanaddlines,headersandsubtotalstopurchasetransactions.

To insert a blank line

1

InthePurchaseswindow,clickinthelinebelowwhereyouwant thelinetoappear. GototheEditmenuandchooseInsertBlankLine.

Ifyouwanttorecordthepurchasewithoutprintingorsendingit, clickRecord . Ifyouwanttorecordthepurchaseandprint,sendorsaveitasa PDF,completetherelevantprocedurebelow.Thetransactionwill berecordedfirst.

Purchaseswiththemiscellaneouslayout Purchasesthat usethemiscellaneouslayoutcannotbeprinted,savedoremailed.
NOTE :

To insert a transaction line

1

InthePurchaseswindow,clickinthelinebelowwhereyouwant thetransactionlinetoappear. GototheEditmenuandchooseInsertTransactionLine.

To insert a header
To
Print

Dothis
ClickPrint andchoose: aformfromthelist.Forexample,ifyouselecteda defaultpurchaseforminthesuppliercard,thisformwill appearinthelist. SelectAnotherFormtochooseadifferentpurchases form. ClickPrint andchoosePreviewtopreviewthepurchases formforthistransaction. ClickSendToandchooseEmail.Reviewandmakeentriesin theEmailwindowandclickSend.Theemail,whichwill includeaPDF(PortableDocumentFormat)attachment,will besenttotheoutboxofyourdefaultemailsoftware.Send theemailfromyouremailsoftware. ClickSendToandchooseDisk .Inthewindowthatappears, enterafilenameandlocationforthePDFfileandclickSave.

Youcangroupseverallineitemsbyinsertingaheader.
1

InthePurchaseswindow,clickinthelinebelowwhereyouwant theheadertoappear. GototheEditmenuandchooseInsertHeader.Ablanklinewill appearinthescrollinglist. TypethetextfortheheaderintheDescriptioncolumn.

Print preview Email

PressTABtocompletetheentry.Thetextappearsingrey.

Saveas PDF

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To insert a subtotal
1

InthePurchaseswindow,clickinthefirstlinebelowtheitemstobe subtotalled. GototheEditmenuandchooseInsertSubtotal.Alineappears, displayingthesubtotaloftheindividualamountsthatappear abovethesubtotalline.Notethatifthereareamountsthathave alreadybeensubtotalledabovethisline,theywillbedisregarded.

To delete a blank line, transaction line, header or subtotal

1

InthePurchaseswindow,clickanywhereontheblankline, transactionline,headerorsubtotalyouwanttodelete. GototheEditmenuandchooseDeleteLine.

Receiving items without a supplier bill

Ifyoureceiveitemsfromasupplierandhavenotbeenbilledforthem, youmaynotknowtheactualamountpayabletothesupplier.However, ifyouinventorytheseitems,youwillneedtoaddthemtoyouronhand inventorybeforeyoucansellthem.But,asyoudontknowtheamount payable,youshouldntrecordanamountowedtothesupplieratthis time. Instead,youcanrecordthereceiptoftheseitemsusingapurchase transactionwithaReceiveItemtype.Whenyourecordapurchase withaReceiveItemtype,youenteranestimatedpurchaseamount, whichisthenallocatedtotheaccountspayableaccrualaccount.Your accountspayableisnotaffectedatthistime. Later,whenyoursupplier billsyoufortheitems,youcanrecorda purchasewiththeactualpurchaseamount.Whenyourecordthe purchase,theactualpurchaseamountisallocatedtoyouraccounts payableandtheestimatedamountisremovedfromtheaccrual account. Beforeyoucanrecorditemsreceivedwithoutasupplierbill,youneed tosetuptheaccrualaccountforthem.

Set up an accrual account for items received without a supplier bill

Whenyourecorditemsreceivedwithoutasupplierbill,youneedto allocatetheanticipatedpurchaseamounttoanaccountspayableor inventoryaccrualaccount. Iftheaccountdoesnotexist,youneedtocreateit.Theaccountshould bealiabilityaccountnamed,forexample,AP Accrual Inventory.For informationoncreatinganaccount,seeSettingupaccountson page 24. Beforeyoucanallocatetransactionstothisaccount,youneedtomake itthelinkedaccountforitemsreceivedwithoutasupplierbill.

To link an account for items received

1

GototheSetupmenu,chooseLinkedAccountsandthen PurchasesAccounts.ThePurchasesLinkedAccountswindow appears.

RECEIVINGITEMSWITHOUTASUPPLIERBILL

8 9

2 3

SelecttheIcanreceiveitemswithoutaSupplierbilloption. IntheLiabilityAccountforItemReceiptfield,entertheinventory accrualaccount. ClickOK.

5 6

IntheReceivefield,typetheitemquantityreceived. ClickRecord.Theitemsarerecordedinyourinventoryandthe originalorderisupdatedwiththenumberofitemsreceived. IfthetotalnumberofitemsintheReceiveandToDatecolumnsof anitemreceiptisgreaterthanthequantityintheOrdered column, amessageappears.Youcan: Updateorder:Ifyouchoosetoupdatetheorder,youroriginal orderwillbeupdatedbythedifferencebetweenthequantityof theoriginalorderandthetotalreceived(thequantitiesinthe ReceivecolumnplusthequantityintheToDatecolumn). Neworder:Ifyouchoosetocreateaneworder, thequantityof itemslistedintheneworderwillequalthedifferencebetween theamountoftheoriginalorderandthetotalreceived(the quantitiesintheReceivecolumnplusthequantityintheToDate column). Cancel:Ifyouchoosetocancel,youwillreturntotheReceive Itemwindowwithoutupdatingorcreatinganyorders. Whenyoureceivethesuppliersbill,converttheordertoabill.For moreinformation,seeChangingapurchasestypeonpage 92.

Recording items received without a supplier bill

Youneedtorecorditemsreceivedagainstasupplier purchaseorder.If theorderalreadyexists,youcanrecordtheitemsreceivedagainstthe order.Ifnoorderexists,youcancreateonewhenyourecordtheitems received.

To record items received against an order

1

GotothePurchasescommandcentreandclickPurchasesRegister. ThePurchasesRegisterwindowappears. ClicktheOrderstab. Findtherequiredorderandselectit. ClickReceiveItems .ThePurchaseswindowappearswiththe ReceiveItemstype.

8

2 3 4

To create an order when you record items received

Ifthereisnopurchaseorderfortheitemsreceived,youcancreateone whenyoureceivetheitems.
1

GotothePurchasescommandcentreandclickEnterPurchases. ThePurchaseswindowappears.
NOTE : RecordingitemsreceivedfromtheInventorycommand centre Youcanalsorecorditemsreceivedby clickingReceiveItems fromtheInventorycommandcentre.ThePurchaseswindowappears withtheReceiveItem purchasetype.

2 3

IntheSupplierfield,enterthesuppliersname. Iftheitemlayoutdoesnotappear: a ClickLayout.TheSelectLayoutwindowappears. b SelectItemandthenclickOK.

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SelectReceiveItemsfromthePurchasesTypelistinthetopleftof thewindow.

5 6

Enterthepurchasedateandyourordernumber. IntheOrderedfield,typethequantityyouordered.Thiscanbe morethanthequantityreceived. IntheReceivefield,typethequantityreceived. IntheItemNumberfield,entertheitem. InthePricefield,typetheestimatedpricefortheitems. ClickRecord.Theitemsarerecordedinyourinventoryanda purchaseorderiscreatedwiththenumberofitemsreceived. Whenyoureceivethesuppliersbill,converttheordertoabill.For moreinformation,seeChangingapurchasestypeonpage 92.

7 8 9 10

11

Creating a purchase order from a sale

Ifyouwanttoorderitemstofulfilasale,youcancreateapurchase orderusingsalesquoteorsalesorderdetailsthatyouhaverecorded.

To create a purchase order from a sale

1

GototheSalescommandcentreandclickSalesRegister.TheSales Registerwindowappears. Locateandselect: aquoteclicktheQuotestabandselecttherequiredquote anorderclicktheOrderstabandselecttherequiredorder.

CREATINGAPURCHASEORDERFROMASALE

9 1

ClickCreatePO.ThePurchaseswindowappearswiththenew purchaseorderdisplayed.Theitemsyouenteredforthesale automaticallyappearaslineitemsonthepurchaseorder. SelectasupplierintheSupplierfield.Note,ifyouhavenominated asupplierfortheseitemsintheitemsetup,thissupplierwill appearbydefault.

5 6

EnterthecostoftheitemsinthePricecolumn. Completethepurchaseorderasyounormallywould.Forexample, youmaywanttochangethetransactiondatetotodaysdate,or additemstotheorder. ClickRecord.Thenewpurchaseorderiscreatedandtheoriginal salesquoteororderremainsintheSalesRegisterwindow.

Changing a purchases type

Thefollowingpurchasetypescanbechanged.
Purchasetype
Quote Order Bill

Canbechangedto
order bill bill

See
below below

TheoriginalquotewillremaininthePurchasesRegisterwindow unlessyouhaveindicatedinyourpreferencesthatyouwantquotes tobedeletedoncetheyarerecordedasordersorbills.

To change an order to a bill

YoucanchangeanordertoabillinthePurchaseswindoworfromthe PurchasesRegisterwindow.Ifyouwanttochangeseveralordersto billssimultaneously,seeTochangeseveralorderstobillsbelow.
1

Abillcannotbechanged.

Quotesandordersmustbechangedtoabilltoshowaspayable.

GotothePurchasescommandcentreandclickPurchasesRegister. ThePurchasesRegisterwindowappears. ClicktheOrders tab. Findtherequiredorderandselectit. ClickChangetoBill.ThePurchaseswindowappears,displayingthe bill. Ifyouwantto,youcanupdatetheinformationinthiswindow,such asthetransactiondate. ClickRecord.Anewbilliscreatedandtheoriginalorderis removed.

To change a quote to an order or a bill

1

2 3 4

GotothePurchasescommandcentreandclickPurchasesRegister. ThePurchasesRegisterwindowappears. ClicktheQuotestab. Findtherequiredquoteandselectit. Ifyouwanttochangethequoteto: anorder, clickChangetoOrder.ThePurchaseswindowappears. abill,clickChangeto Bill .ThePurchaseswindowappears. Ifyouwantto,youcanupdatetheinformationinthePurchases window,suchasthetransactiondate. ClickRecord.Thebillororderisrecorded.

2 3 4

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To change several orders to bills

YoucanchangeseveralorderstobillsintheToDoListwindow.
1

Selecttheordersyouwanttoconverttopurchasesbyclickingin theselectcolumn( ). ClickRecordasActual. Inthewindowthatappears,enteradatefortheselected transactions.Thisisthedatethatthetransactionswillberecorded inyouraccounts. ClickOK.

ClickToDoListfromanycommandcentre.TheToDoListwindow appears. ClickthePurchaseOrderstabtodisplayalistofallyourorders. Ifyouwanttoviewdetailsaboutaspecificorder,clickthezoom arrow( )totherightofthesuppliersname.

5 6

2 3

Reviewing your purchases information

Thereareseveraltoolsthatyoucanusetoreviewyourpurchases information.
Tool
Business Insights ToDoList

To analyse purchases information using Business Insights

BusinessInsightspresentsasummaryofyourpurchasesinformation, includingwhichsuppliersyouowemoneytoandhowmuchisoverdue. Youcanalsoseehowmuchyouowesuppliersforeachageingperiod, aswellasviewyourpurchaseshistorywithyoursuppliers. Tofindinformationspecifictoyourneeds,sortthetablecolumnsby clickingacolumnheading.Forexample,youcanfindthemostoverdue supplierpaymentsorthelargestoverdueamounts.
1

Description
UseBusinessInsightstoanalysepurchases andsupplierinformation. TheToDoListwindowdisplaysallopen purchases,recurringpurchasesandorders, sortedbyduedate. Purchasereportshelpyoukeeptrackofyour purchaseactivities. Historyletsyouviewsevenyearsof purchasehistoryforanitemorasupplier. ThePurchasesRegisterwindowgivesyoua completepictureofyourpurchase activityopenandclosedpurchases, orders,quotes,returns,etc. FindTransactionshelpsyoufindpurchase transactions. TheTransactionJournallistsjournal entries ofyourpurchasesandothertransactions.

See
below page 93

Purchase Reports Purchase History Purchases Register

page 94 page 94 page 173

ClickBusinessInsightsinanycommandcentre.TheBusiness Insightswindowappears. ClicktheSupplierAnalysistab.Thistabshowsyou: thetotalpaymentsyouowesuppliersanddetailsofeach overduesupplierpayment(basedontheircreditterms), includingthenumberofdaysoverdue yourtoptensuppliersbypurchasevalue theamountsowingforeachageingperiod asummaryofyourpurchaseandsupplierpaymenthistory.

Find Transactions Transaction Journal

page 173 page 173

REVIEWINGYOURPURCHASESINFORMATION

9 3

Youcanusethisinformationto: Keepontopofyour supplierpayments Identifywhich supplierpaymentsaredueorwhichsuppliersyouowethemost moneyto. Negotiateapaymentordiscountwith asupplier Viewyour paymenthistorywiththesupplier,suchastheaveragenumber ofdaysittakesyoutopaythem.
3

To view purchase reports

Thereareseveralpurchasereportsthatcanhelpyoutrackyour purchaseactivity.Forexample,youcanrunaPayablesReconciliation Summaryreportifyouwanttoanalyseyourpayablesasofapastdate. TheAnalysePurchasesItemsSpreadsheetreportshowsyouthe inventoryitemsonwhichyouarespendingthemostmoney.
1

Ifyouwanttouseoneofthegraphsortablesinanotherdocument, rightclick itandchoose: CopytoClipboard.Thiscopiesthegraphortabletothe clipboard,readytopasteintoadocument. [Graphsonly] SaveAs.Choosewhereyouwanttosavethe imageandclickSave.Thissavesthegraphasanimagefile,so youcanuseitlater.

GototheReportsmenuandchooseIndextoReports.TheIndexto Reportswindowappears. ClickthePurchasestab.Alistofpurchasereportgroupsappears. Selectagrouptoviewtheavailablereports. Forinformationondisplaying,customisingandprintingyour reports,seeReportsonpage 185.

2 3

To view a list of all unpaid purchases sorted by days overdue

YoucanviewalistofallunpaidpurchasesintheToDoListandenter supplierpaymentsforthosepurchases.
1

To view purchase history

Youcanviewthepurchasehistoryforanitemorasupplier.
1

DisplaytheItemInformationwindowforanitemortheCard Informationwindowforasupplier. ClicktheHistorytab. TheHistorytabdisplaysatotalofsevenyearsofpurchasehistory fortheitemorcard:thefiveyearsprecedingyourcurrentfinancial year(asdisplayedintheCompanyInformationwindow),the currentfinancialyearandthenextfinancialyear.

ClickToDoListinanycommandcentre.TheToDoListwindow appears. ClicktheAccountsPayabletab.Alistofallunpaidpurchases appears. TheOverduecolumnshowsthenumberofdaysapayableis overdue(anegativenumberintheOverduecolumnindicatesthat thepaymentisnotyetdue).Thenumberofdaysapurchaseis overdueiscalculatedbycheckingtheoriginaldateofpurchase, comparingittotodaysdateandlookingatyourcredittermswith thesupplier.

Ifyouwanttopayabill,selectapurchaseinthelistandclickPay Bills .

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Paying bills
Ifyouhaverecordedapurchase,youcanpaythesupplierinthePay Bills window.Inthiswindowyoucanrecordthepaymentstooneor moreofyouroutstandingbills. YoucanalsomakepaymentstosuppliersintheBankRegisterwindow. PayingbillsthroughtheBankRegisterwindowcansaveyoutimeifyou haveseveralpurchasestopayanddonotneedtorecorddetailed information(suchasdiscountsandfinancecharges)foreachpayment. WhenyouusetheBankRegisterwindowtomakeasupplierpayment, theentirepaymentisautomaticallyallocatedtothesuppliersoldest purchasesfirst.SeeEnteringtransactionsintheBankRegister windowonpage 52. YoucanalsopayseveraloutstandingbillsatonceintheAccounts PayableviewoftheToDoListwindow.Formoreinformation,seeTo payseveralbillsatonceonpage 97.
NOTE : ElectronicPaymentssetup If youpayyoursuppliers electronicallythatis,bysendinganelectronicpaymentfile(ABAfile) to yourbankforprocessingyouneedtocompletetheelectronicpayment setuptasks.Formoreinformation,seeSetupelectronicpaymentson page 36.

Theoptionsforrecordingpaymentsaresummarisedinthefollowing diagram.

PAYINGBILLS

9 5

To pay bills
1

GotothePurchasescommandcentreandclickPayBills.ThePay Bills windowappears. Selecthowthepaymentistobemade. Ifyouarepayingthesupplierelectronicallythatis, ifyouwill begeneratinganelectronicpaymentfile(ABAfile)forthis paymentselecttheGroupwithElectronicPaymentsoption.

Inthescrollinglistinthebottomhalfofthewindow,indicatewhich purchasesarecoveredbythepaymentbyenteringamountsinthe AmountAppliedcolumn.

B C

D E

Ifyouarepayingthesupplierbysomeothermeanssuchasby cash,cheque,creditcardorinternetbanking,selectthePay fromAccountoptionandenteranaccountintheadjacentfield.

PayAll

Ifyouaresettlingyouraccountinfull,clickPayAll.The totalpaymentamountappearsintheAmount fieldand theindividualpaymentamountsareappliedtoeachopen purchase. Ifyouaretakinganearlypaymentdiscountforapurchase, assignthediscounttotheappropriatepurchaseinthis column.Notethatyoucannotassignadiscounttoa purchasethatyouarenotsettlinginfull.Ifthisisthecase andyouwanttorecordadiscountthatthesupplierhas givenyou,createasupplierdebit.SeeSettlingsupplier debitsonpage 98. Enterhowmuchofthepaymentyouwanttoapply toeach purchaseinthiscolumn. Ifpartofthepaymentwasusedtopayfinancecharges, typethefinancechargeamounthere. TheOutofBalanceamountmustbezerobeforeyoucan recordthetransaction.Thisfieldwillshowanoutof balanceamountifthereisanyvariancebetweenvaluesin theTotalPaidandAmountfields.Ifyouhaveoutof balanceamounts,correcttheamountsintheAmount AppliedandFinanceChargefields.

B
3

Discount

IntheSupplierfield,enterthesuppliersname.
NOTE : Ifyoureceiveanalertmessage Ifyouhaveanoutstanding debitwiththissupplier,amessagemayappear.Youwillhavethe opportunitytosettlethedebitnow,oratalaterdate.(SeeSettling supplierdebitsonpage 98).

C D E

Amount Applied Finance Charge Out of Balance

4 5

IntheAmountfield,typethetotalamountpaid. Changethememoandpaymentdateifnecessary.

Ifyouwanttoprintoremailaremittanceadvicelater,selectan optionfromtheRemittanceAdviceDeliveryStatuslist.

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Ifyouarerecordingachequepaymentandthechequehasalready beenwritten,orifyouarerecordingatransactionthatdoesnt requireaprintedcheque(suchasapettycashpaymentorinternet payment),selecttheChequeAlreadyPrintedoption. Ifyouwanttoprintachequeorremittanceadvicenow,clickPrint andselecttheformtypeyouwanttoprint,orselecttopreviewthe formbeforeprintingit.Notethatthepaymentisrecordedbeforeit isprintedorpreviewed. ClickRecord.

To pay several bills at once

YoucanpayseveraloutstandingbillsatonceintheToDoListwindow. Thelinkedaccountforpayingbillswillbeusedforallsupplierpayments madefromthiswindow.
1

ClickToDoListinanycommandcentre.TheToDoListwindow appears. ClicktheAccountsPayabletab.Alistofallunpaidpurchases appears. Ifyouwanttoviewdetailsaboutaspecificbill,clickthezoom arrow( )nexttothebill.

10

Paying bills electronically

Whenyouhaverecordedthebillpaymentsyouwanttopay electronically,youcanpreparetheelectronicpaymentfileforyour banktoprocess.SeePayingsupplierselectronicallyonpage 51.
3 4 5

Clickintheselectcolumn( ClickPayBills.

)nexttoeachbillyouwanttopay.

Inthewindowthatappears,enteradatefortheselected transactions.Thisisthedatethatthetransactionswillberecorded inyouraccounts. ClickOKandthenclickClose.

Recording and settling supplier debits

Asupplierdebitismoneythatasupplierowesyou.Forexample,ifyou receivegoodsthataredamaged,thesuppliermayrefundyouthe purchasevalueorapplytheamounttootherunpaidpurchasesyou havewiththem. Toprocessasupplierdebit,youfirstneedtorecordadebittransaction andthenrecordthesettlementofthedebit(forexample,byrecording arefundchequefromyoursupplier).

Recording supplier debits

Youcancreateasupplierdebitinoneoftwoways:

Reverseapurchase.Usethismethodifyouhavepaidfortheentire purchase. Manuallycreateadebit.Usethismethodifyouhavebeendebited forpartofapurchase.

RECORDINGANDSETTLINGSUPPLIERDEBITS

9 7

To reverse an existing purchase

Yourcompanyfiletransactionsmustbesettounchangeablebefore youcanreverseapurchase;thatis,theTransactionsCANTbe Changed;TheyMustbeReversedoptionmustbeselectedinthe SecuritytabofthePreferenceswindow.
1

ClickRecord.ThesupplierdebitappearsinthePurchasesRegister window.

To manually create a debit for an item purchase

1

Findanddisplaythepurchase.SeeFindingatransactionon page 173. GototheEditmenuandchooseReversePurchase .Asupplier debitappearsinthePurchaseswindow. Ifyouwant,youcanmakesomechangestothesupplierdebit(such aschangestothedateandmemo),butyoucantchangethe accounts,amountsandquantitiesthatareassociatedwiththe debit. ClickRecordReversal.ThesupplierdebitappearsinthePurchases Registe rwindow.

GotothePurchasescommandcentreandclickEnterPurchases. ThePurchaseswindowappears. IntheSupplierfield,enterthesuppliersname. SelectBillfromthePurchasesTypelistinthetopleftcornerofthe window. ClickLayout,selectItemandclickOK. IntheBillfield,typethequantityoftheitemyouarereturningasa negativenumber. IntheItemNumberfield,entertheitem.Thecostoftheitemis displayedasnegativeamountintheTotalfield. ClickRecord.ThesupplierdebitappearsinthePurchasesRegister window.

2 3

4 5

To manually create a debit for a non-item purchase

TIP : Trackingpurchasereturns andallowances Beforeyoucreatea supplierdebitforthefirsttime,youmaywanttocreateanexpense accountfortrackingpurchasereturnsandallowances.

Settling supplier debits

Youcansettleasupplierdebitinoneoftwoways:

GotothePurchasescommandcentreandclickEnterPurchases. ThePurchaseswindowappears. IntheSupplierfield,enterthesuppliersname. SelectBillfromthePurchasesTypelistinthetopleftcornerofthe window. ClickLayoutandselectMiscellaneous. IntheDescriptionfield,typethereasonforthesupplier debit. IntheAcctNo.field,entertheaccountnumbertobedebited.This isnormallyanexpenseaccountcalledPurchasesReturns. IntheAmountfield,typetheamountofthedebitasanegative amount.

Applythedebittoanunpaidpurchase.Usethismethodtoapply thesupplierdebittooneormoreofyourunpaidpurchasesfrom thesupplier,or Receivearefund.Usethismethodtorecordthereceiptofarefund chequefromthesupplier.

2 3

4 5 6

To apply a supplier debit to an unpaid purchase

1

GotothePurchasescommandcentreandclickPurchasesRegister. ThePurchasesRegisterwindowappears. ClicktheReturns&Debitstab. LocateandselectthedebityouwanttoapplyandclickApplyto Purchase.TheSettleReturns&Debits windowappears,listingall openpurchasesthatyouhavemadefromthesupplier.

2 3

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TypetheamountyouwanttoapplytoapurchaseintheAmount Appliedcolumn. IftheApplySupplierPaymentsAutomaticallytoOldestPurchase FirstpreferenceisselectedinthePreferences window(Purchases view),amountswillappearnexttotheoldestpurchaseinthe AmountAppliedcolumn.However,youcanapplythedebit amounttoonetransactionoryoucansplititoveranyofthe transactionsinthelist. RememberthatthetotalamountyouapplyintheAmountApplied columnmustequaltheamountthatappearsintheDebitAmount field.

To record a refund cheque

1

GotothePurchasescommandcentreandclickPurchasesRegister. ThePurchasesRegisterwindowappears. ClicktheReturns&Debitstab. LocateandselectthedebitthatisbeingrefundedandclickReceive Refund.Arefundchequefortheamountofthesupplierdebit appearsintheSettleReturns&Debits window. SelectapaymentmethodinthePaymentMethodfieldandclick Details.TheAppliedPaymentDetails windowappears. EnterthedetailsandclickOK.

2 3

ClickRecordtorecordtherefundcheque.

Ifyouwanttoapplypartofthesupplierdebittounpaidfinance chargesyoumayhaveaccrued,enteranamountintheFinance Chargefield. ClickRecordtoapplythesupplierdebit. Ifthetransactionisunbalanced,thatis,ifthetotalamountentered intheAmountAppliedcolumndoesntequaltheamount displayedintheDebitAmount fieldatthetopofthewindow,a messageappears.ClickOKtoclosethemessageandthencheck thattheamountsyouhaveappliedtothevarioustransactionsare correct.

RECORDINGANDSETTLINGSUPPLIERDEBITS

9 9

Adding finance charges paid to suppliers

Financechargesareamountsaddedtoanoutstandingbalanceasa penaltyforlatepayment.Ifyoursupplierhasaddedafinancechargeto youraccount,youcanrecordthechargeinthePayBillswindow. Settingupfinancecharges Beforeyoucanrecordfinancecharges, youneedtoselectanaccountfortrackinglatepaymentcharges.Goto theSetupmenu,chooseLinkedAccounts,andthenPurchases Accounts.SelecttheIpaychargesforlatepaymentoptionandselect anexpenseaccounttorecordthelatepaymentcharges. Recordingfinancecharges Whenyoupaythefinancecharge,type theamountintheFinanceChargefieldofthePayBillswindow. Althoughthehistoryoffinancechargesisnottracked,youcanperform anaccountinquiry(usingFindTransactions)onthefinancecharge linkedaccounttoviewtheamountspaid. Deletingfinancecharges IfyouenterafinancechargeinthePayBills window,twotransactionsarerecordedforthefinancechargeabillin thepurchasesjournalandapaymentinthedisbursementsjournal. Todeleteafinancecharge,youmustfirstdeletethefinancecharge paymentandthendeletethefinancechargebill.

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7 Paying your employees

PayrollisonlyavailableinAccountRightPlus YoucanusethePayrollfeaturetoprocesspaysforwagesandsalary.Youcanalsocalculateovertimerates,allowances,unionfeesandotherdeductions, employerexpenses,superannuationandentitlementssuchasannualleaveandpersonalleave,alongwithtaxdeductions. Thecomponentsofanemployeespay,suchaswages,entitlementsandtaxes,arecalledpayrollcategories.Theseareassignedtoanemployeescardto calculatetheirstandardpay. Somepayrollcategories(deductions,expensesandtaxes)determinewhatareknownaspayrollliabilities.Theseareamountswithheldforlaterpaymenttothe appropriateauthorityoragency. Whenyouprocesspays,youcanvaryanemployeespaybyoverridingthestandardpayvalues,suchastheactualnumberofhoursworkedandthenumberof hoursofannualleavetaken.Atyearend,youcanprintpaymentsummariesforyouremployeestouseattaxtime.Formoreinformation,seeClosingapayroll yearonpage 252. Beforeyoucanpayyouremployees,youneedsetupyourpayroll.SeeSetuppayroll,onpage 35.
Securing employee information Ifyouareconcernedaboutemployeeprivacy,youcanusethesecurityfeaturestorestrictaccesstothisandother areasof AccountRight.SeeManaginguseraccountsonpage 259.

101

Creating payroll categories

Anemployeespayismadeupofseparatecomponents,suchasnormal time,overtime,superannuationguarantee,salarysacrifice,PAYG withholding,andsoon.InAccountRight,thesecomponentsarecalled payrollcategories,andtheyaregroupedintosixtypes:wages, superannuation,entitlements,deductions,expensesandtaxes.
Payrollcategory
Wages Superannuation

Adefaultlistofpayrollcategoriesisgeneratedwhenyoucreateyour companyfile.Youmaywanttoreviewthesecategoriesandtailorthem tosuityourbusinessneeds. Ifyouwanttocreateanewpayrollcategory,seetherelevant procedurebelow. Ifyouwanttoeditanexistingcategory,seeEditingpayrollcategories onpage 109.

Description
Allmoniespaidtoanemployeeforlabourorservices renderedonanhourly,salaryorotherbasis. Superannuationbenefitssuchassuperannuation guaranteeandsalarysacrifice. Notethatanyreportablesuperannuation contributions needbesetupasseparate superannuationpayrollcategories.Formore information,seeReportableEmployerSuper Contributions(RESC),onpage 127. Itemssuchasannualandpersonalleave,which employeesaccrueunderthetermsoftheirwork agreement. Amountswithheldbytheemployerandpaidtoother organisationsonbehalfoftheemployee,forexample, unionfees. Employerpaidbenefitsotherthansuperannuation, forexample,WorkCover. Amountswithheldbytheemployerfromthe employeespaychequeandpaidtoastatutory authority,forexample,PAYGWithholdingpaidtothe ATO.

To create a wage category

1

GotothePayrollcommandcentreandclickPayrollCategories.The PayrollCategoryListwindowappears.

Entitlements

Deductions

Expenses Taxes

ClicktheWages tab.

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3 4

ClickNew.TheWagesInformationwindowappears. Typeanameforthewagecategoryandmaketherequired selectionsinthewindow.

5 6

ClickEmployee.TheLinkedEmployeeswindowappears. Selecttheemployeeswhosepaywillincludethiscategory,then clickOK. ClickExempt.TheExemptions windowappearsforthepayroll categoryyouarecreating. Selectthetaxesanddeductionsthatdonotapplytothenew category. ClickOK. ClickOKtoreturntothePayrollCategoryListwindow.

8 A B 9 10 C

To create a superannuation category

1

GotothePayrollcommandcentreandclickPayrollCategories.The PayrollCategoryListwindowappears.

A ChooseeitherSalary orHourlytospecifywhetherthecalculationwillbe baseduponthehoursworkedorasetamountperpayperiod. Linkedwagecategoriesforentitlements(suchasAnnualLeave)mustbe hourlyforallemployees(eventhosepaidasalary)fortheentitlementstobe processedcorrectly. B IfyouselectHourlyasthetypeofwages,thePayRatefieldsappear.Select RegularRateMultipliedbyandenter,forexample,2fordoubletimeor1.5 fortimeandahalf.ThiswillmultiplytheemployeesHourlyBasePay(entered inthePayrollDetailstaboftheircard)bythisamount.Alternatively,youcan enterafixedhourlyrate.Thisdollaramountperhourwillbethesameforeach employeeregardlessoftheirhourlybasepay. C Ifyouwanttooverridetheemployeeswageexpenseaccount(enteredinthe PayrollDetailstaboftheircard)forthisparticularwage,selecttheOptional Account optionandentertheoverrideaccountinthefieldthatappears. D [Hourlywagesonly]Ifyouwanttousethiswagecategorytopayleave entitlements(suchasPersonalLeaveorAnnualLeave),selectthe AutomaticallyAdjustBaseHourlyorBaseSalaryDetailsoption.Whenyou

2 3

ClicktheSuperannuationtab. ClickNew.TheSuperannuationInformationwindowappears.

recordleave,basepayamountswillbeadjustedfortheamountofleave paid.

CREATINGPAYROLLCATEGORIES

1 0 3

Typeanameforthesuperannuationcategoryandmakethe requiredselectionsinthewindow.

A B C

D E F G H

TheContributionTypemaybeEmployeeAdditional,EmployerAdditional, Productivity,Redundancy,SalarySacrifice,SpouseorSuperannuation Guarantee.Selecttheappropriatetypefromthelist. TheSalarySacrifice(deduction)contributiontypeisdeductedfroman employeesgrosspay,thatis,beforePAYGwithholdingtaxiscalculated.It reducestheemployeesgrosstaxableincome. TheEmployeeAdditional(deduction)andSpouse(deduction)contribution typesaredeductedfromtheemployeesnetpay,thatis,afterPAYG withholdingtaxiscalculated. TheEmployerAdditional(expense),Productivity(expense),Redundancy (expense)andSuperannuationGuarantee(expense)contributiontypes arepaidinadditiontotheemployeesgrosspay.

D Ifyouwantthesuperannuationamountaccruedtoappearonemployeespay advice,selectthePrintonPayAdviceoption. E CalculationBasiscanbe: UserEnteredAmountperPayPeriod allowsyoutoenteranamountatthe timethepayisprocessedeachpayperiod.Choosethisoptioniftheamount variesregularlyorifyouwanttousetheamountyouhaveenteredinan employeesstandardpaydetails. EqualsxPercentofallowsyoutoenterapercentageofapayrollcategory (suchaswage,deductionorsuperannuation)orapercentageofallwage categories(bychoosingGrossWagesorFederalWages). Thesuperannuationwillbecalculateduntilthelimitisreached. EqualsxDollarsperallowsyoutoenteraspecifiedamountperpay period, perhour,permonthorperyearuntil thespecifiedlimitisreached. IntheExclusionsfieldtypetheamountbywhichtheeligiblewageisreduced beforethesuperannuationiscalculated.Forexample,anemployeewithagross wageof$1000permonthandanexclusionof$100willhavethe superannuationcalculatedonlyon$900.

LinkedExpenseAccountistheaccounttowhichyouchargeemployerexpense superannuationpayrollcategories(EmployerAdditional,Productivity Superannuation,RedundancySuperannuationorSuperannuation Guarantee).TheDefaultEmployerExpenseAccountyouspecifiedwhen settinguppayrollappearsasthedefault. WerecommendyoucreateanexpenseaccountcalledSuperannuationExpense andselectitasthelinkedexpenseaccount. LinkedPayableAccountistheliability accounttowhichthesuperannuation amountsaccrue.TheDefaultTax/DeductionsPayableAccountyouspecified whensettinguppayrollappearsasthedefault. WerecommendyoucreatealiabilityaccountcalledSuperannuationLiability andselectitasthelinkedpayableaccount. F

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G Superannuationlimitscanbeusedtoplaceaceilingonthesuperannuation calculation.Forexample,foranEmployeeAdditionalsuperannuation deductionof$30perpayperiodandalimitof2%ofgrosswages,apaywith grosswagesof$1000yieldssuperannuationofonly $20(i.e.2%).Limitcanbe oneofthefollowingthreechoices: NoLimit signifiesnolimittothesuperannuationcalculatedforthiscategory. EqualsxPercentofresultsinthemaximumsuperannuationcalculated beingapercentageofwage,deductionorsuperannuationpayroll categories.Forexample,anEmployerAdditionalsuperannuation contributionmightbe$20perpayperiod,butthisshouldnotexceeda maximumof20%oftheemployeesbasesalary. EqualsxDollarsperresultsinthemaximumsuperannuationcalculated beingafixedamountperpayperiod,perhour,permonthorperyear.For example,aSalarySacrificesuperannuationmightbe5%oftheemployees grosswagesupto$1000peryear. H Ifthissuperannuationcalculationisonlypayableifwagesexceedaspecified amountpermonth(suchasforsuperannuationguaranteecontributions),enter thisamountintheThresholdfield.Forexample,ifthesuperannuation guaranteecontributionis9%oftheemployeesgrosswagesandthethresholdis $450permonth,thensuperannuationisnotpayableuntil theemployeesgross wageexceeds$450permonth.Whendeterminingwhetherthegrosswageson apayexceedsthethresholdpermonth,otherpaysissuedthatmonthare included.(SeeTroubleshootingsuperannuationcalculationsonpage 127.)
5 6

To create an entitlement category

1

GotothePayrollcommandcentreandclickPayrollCategories.The PayrollCategoryListwindowappears.

2 3 4

ClicktheEntitlementstab. ClickNew.TheEntitlementsInformationwindowappears. Typeanamefortheentitlementandmaketherequiredselections inthewindow.

ClickEmployee.TheLinked Employeeswindowappears. Selecttheemployeeswhosepaywillincludethiscategory,then clickOK. ClickExempt.TheExemptionswindowappearsforthepayroll categoryyouarecreating. Selectthetaxesanddeductionsthatdonotapplytothenew category. ClickOK. ClickOKtoreturntothePayrollCategoryListwindow.
A B C D

9 10

CREATINGPAYROLLCATEGORIES

1 0 5

A CalculationBasiscanbe: UserEnteredAmountperPayPeriodshouldbeselectedifyouwantto manuallyenteraspecificamountforeachemployee,eachpayperiod. Choosethisoptioniftheamountvariesregularly orifyouwanttousethe amountyouhaveenteredinanemployeesstandardpay details. EqualsxPercentofallowsyoutosettheentitlementasapercentageofthe numberofhoursofanywagecategory.Itcanonlybeusedwithemployees whohaveanHourlyBasePay(enteredinthePayrollDetailstabviewof theircard).Forinformationaboutthewayinwhichyoushoulddetermine thepercentagerateforcalculatingannualleaveandpersonalleaveaccruals, seeCalculatingannualandpersonalleaveaccrualsonpage 106. Typetherequiredpercentagefortheentitlementinthefirstfieldandthen selectthewagecategoryfromtheselectionlist,whichshowsallyourhourly wagecategories,inadditiontoGrossHoursandFederalHours,whichtotals allthehourlywagecategoriesyoupayanemployee. Forexample,anannual leaveentitlementmaybefor20daysperyear,being 152hoursperyearbasedona38hourweek.Everyhourworked accumulates0.076923hoursofleave,or7.6923%.Ifaworkerispaidan hourly payof38hoursplus2hoursovertime,andbothareincludedingross hours,theGrossHoursoptions willcalculateanentitlementonaweeklypay of7.6923%of40hours,or3.076hours. EqualsxHoursperallowsyoutoenterafixednumberofhourstobe accruedeachPayPeriod,Month orYear,regardlessofthehoursworkedby theemployee.Ifyouhavesetyouremployeestobepaidonasalarybasis ratherthanonanhourlybasis,thisistheonlyoptionthatwillautomatically accrueentitlements.Usingthismethod,anannualleaveentitlementmaybe for20daysperyear,being152hoursperyearbasedona38hourweek.If theemployeeisbeingpaidfortnightly,thereare26payperiodsperyear.The amountyouenterherewouldbe15226=5.846hoursperpayperiod.If youpaymorethanastandardpayperiodinonecheque,youwillneedto manuallyadjustthisfigure.Forexample,for2weekspay ononepay(1week inadvance),youwoulddoubleitto11.692hours. B Ifyouwanttheentitlementamounttoappearonthepayadvice,selectthePrint onPayAdviceoption. C Ifyouwanttocarryoverany entitlementleavebalancefromthepreviousyear, selecttheCarryRemainingEntitlementOvertoNextYearoption.

D EachentitlementcategorymusthaveaLinkedWagesCategory.Forexample, theAnnualLeaveAccrualentitlementcouldbelinkedtotheAnnualLeavePay wagecategoryandthePersonalLeaveAccrualentitlementcouldbelinkedto thePersonalLeavewagecategory.Ifyoucreateanewentitlement,youmust linkittoawagecategory. Whenemployeesusetheirentitlement,forexample,bytakingaholiday,you allocatethehourstakenagainstthelinkedwagecategory(inthisexample,the AnnualLeavePaywagecategory).Theemployeesaccruedleavebalanceis reducedbythehourstaken. Notethatyoucanlinkmultiplewagecategoriestoanentitlement.Thisenables youtoprovideandtrackdifferenttypesofthesameentitlement.Forexample, youcanlink aPersonalLeavewagecategoryandPersonalLeaveWithout CertificatewagecategorytothePersonalLeaveAccrualentitlement.Whenan employeetakeseithertypeofleave,PersonalLeaveAccrualentitlementis reducedbythehourstaken.
5 6

ClickEmployee.TheLinkedEmployeeswindowappears. Selecttheemployeeswhosepaywillincludethiscategory,then clickOK. ClickExempt.TheExemptions windowappearsforthepayroll categoryyouarecreating. Selectthetaxesanddeductionsthatdonotapplytothenew category. ClickOK. ClickOKtoreturntothePayrollCategoryListwindow.

9 10

Calculatingannualandpersonalleaveaccruals Thefollowing examplesmayhelpyoucalculatethepercentagerateforyourhourly employees. Annualleaveentitlements

Anemployeehas20daysannualleaveperyearandworksa 7.6hourday(38hourweek). 7.6hours20days=152hoursofannualleave 152hours(38hours52weeks)=7.6923%

Personalleaveentitlements

Anemployeehas10dayspersonalleaveperyearandworksa 7.6hourday(38hourweek).

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7.6hours 10days=76hoursofpersonalleave 76hours(38hoursx52weeks)=3.846%

To create a deduction category

1

GotothePayrollcommandcentreandclickPayrollCategories.The PayrollCategoryListwindowappears.
B

LinkedPayableAccountistheaccount(usuallyaliabilityaccount)inwhichall thedeductedmoneywillbeaccrued.TheDefaultTax/DeductionsPayable Accountyouspecifiedwhensettinguppayrollappearsasthedefault.Youcan changethisdefaultifyouwanttotrackthedeductionseparately.Forexample, ifyouaredeductingunionfees,createaUnionFeesPayableliabilityaccount. Thisway,thebalancesheetwilldisplaythedeductionsseparatelyfromyour PAYGWithholdingandotherdeductions. CalculationBasiscanbeoneofthefollowingchoices: UserEnteredAmountperPayPeriodshouldbeselectedifyouwantto manuallyenteraspecificamountforeachemployee,eachpayperiodorif youwanttousetheamountyouhaveenteredinanemployeesstandard pay details.Notethatmanuallyentereddeductionsshouldbeenteredas negativevalues. EqualsxPercentofallowsyoutoenterapercentageofany ofthewage categories.Thisamountwillbededucteduntilthedeductionlimit(see below)isreached. Typeorselectawagecategoryuponwhichthecalculationistobebased. Alternatively,youcanselectGrossWagesor FederalWages,whichtotals allwagecategories(hourlyandsalary)youpayanemployee. EqualsxDollarsperallowsyoutodeductthespecifiedamountperpay period,permonth,peryearorperhour.Thisamountwillbededucteduntil thelimit(seebelow)isreached. Limitmaybeoneofthefollowingchoices: NoLimitsignifiesnolimitontheamountofmoneythatcanbededucted fromtheemployeespay forthiscategory. EqualsxPercentof resultsinthemaximumdeductionamountbeinga percentageofawagecategory.Forexample,adeductionmightbe$50per pay perioduptoamaximumof50%oftheemployeesbasesalary.The specialcategoriesofGrossWagesandFederalWagesisalsoavailablehere (refertodiscussioninEqualsxPercentof,above). EqualsxDollarsperresultsinthemaximumdeductionbeingafixeddollar amountperpayperiod,permonthorperyear.Forexample,adeduction mightbe10%oftheemployeesgrosswagesupto$1,500peryear.

C
2 3 4

ClicktheDeductionstab. ClickNew.TheDeductionInformationwindowappears. Typeanameforthedeductionandmaketherequiredselectionsin thewindow.

A B C 5 6

ClickEmployee.TheLinkedEmployeeswindowappears. Selecttheemployeeswhosepaywillincludethiscategory,then clickOK. ClickExempt.TheExemptions windowappearsforthepayroll categoryyouarecreating.

CREATINGPAYROLLCATEGORIES

1 0 7

Selectthetaxesanddeductionsthatdonotapplytothenew category. ClickOK. ClickOKtoreturntothePayrollCategoryListwindow.

Maketherequiredselectionsforthepayrollcategory.

9 10

A B

To create an employer expense category

1

GotothePayrollcommandcentreandclickPayrollCategories.The PayrollCategoryListwindowappears.

D E F

LinkedExpenseAccountistheaccounttowhichyouarechargingthisexpense. TheDefaultEmployerExpenseAccountyouspecifiedwhensettinguppayroll appearsasthedefault. LinkedPayableAccountistheliabilityaccounttowhichyourexpensewill accrue.TheDefaultTax/DeductionsPayableAccountyouspecifiedwhen settinguppayrollappearsasthedefault. Ifyouwantemployerexpenseamountstoappearonemployeespayadvice, selectthePrintonPayAdviceoption. CalculationBasiscanbeoneofthefollowingchoices: EqualsxPercentofallowsyoutoenterapercentageofanyofthewageor deductioncategories,orapercentageofallthewagecategories(by choosingGrossWages).Thisexpensewillbechargeduntiltheexpenselimit isreached. EqualsxDollarsperallowsyoutoenterthespecifiedamountperpay period,permonthorperyearuntilthelimitisreached.

C
2 3 4

ClicktheExpensestab. ClickNew.TheEmployerExpenseInformationwindowappears. Typeanameforthededuction.

D

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Limitscanbeusedtoplaceaceilingontheexpense.Forexample,foran expenseof$30perpayperiodandalimitof2%ofgrosswages,apaywithgross wagesof$1,000yieldsanexpenseofonly $20(i.e.2%).Limitmaybeoneofthe followingchoices: NoLimitsignifiesnolimittotheexpenseforthiscategory. EqualsxPercentofresultsinthemaximumexpensebeingapercentageofa wageordeductioncategoryorofallwagecategories.Forexample,an expensemaybe$20perpay perioduptoamaximumof20%ofthe employeessalary. EqualsxDollarsperresultsinthemaximumexpensebeingafixeddollar amountperpayperiod,permonthorperyear.Forexample,anexpense mightbe5%oftheemployeesgrosswagesupto$1,000peryear. Employerexpenses,suchasWorkCover,areonlypayableifwagesexceeda specifiedamountpermonth.EnterthisamountintheThresholdfield. Whendeterminingifthegrosswagesonapayexceedtheminimumwage thresholdpermonth,otherpaysprocessedinthatmonthareincluded.

Editing payroll categories

To edit a payroll category
Payrollcategorychangesaffectalllinkedemployees Ifyouedit apayrollcategory,anychangesyoumakewillapplytoallemployeecards linkedtothatcategory.
NOTE :

GotothePayrollcommandcentreandclickPayrollCategories.The PayrollCategoryListwindowappears. Clickthetabcorrespondingtothetypeofpayrollcategoryyou wanttoeditWages ,Superannuation,Entitlements,Deductions orExpenses.

NOTE : Youcannotcreateoredittaxcategories Youcannotedit thePAYGWithholdingtaxcategory,youcanonly viewit.Toviewthe taxtableinformation,clicktheTaxestabandthenclickthezoom arrow( )nexttoPAYGWithholding.Taxtableinformationissetby theATO.Therefore,anyqueriesshouldbereferredtotheATO.

6 7

ClickEmployee.TheLinked Employeeswindowappears. Selecttheemployeeswhosepaywillincludethiscategory,then clickOK. ClickExempt.TheExemptionswindowappearsforthepayroll categoryyouarecreating. Selectthetaxesanddeductionsthatdonotapplytothenew category. ClickOK. ClickOKtoreturntothePayrollCategoryListwindow.
5 3

Clickthezoomarrow( )nexttothepayrollcategoryyouwantto edit.Theinformationwindowforthatcategoryappears. Maketherequiredchangestothepayrollcategory. Formoreinformationabouteachpayrollcategorytype,seethe relevantprocedureinCreatingpayrollcategoriesonpage 102. ClickOK.

10 11

You cannot create tax categories

Youcannotcreatetaxcategories,youcanonlyviewtheexistingPAYG Withholdingcategory.Toviewthetaxtableinformation,clicktheTaxes tabandthenclickthezoomarrow( )nexttoPAYGWithholding. TaxtableinformationissetbytheATO.Therefore,anyqueriesshould bereferredtotheATO.

CREATINGPAYROLLCATEGORIES

1 0 9

Creating employee cards

To create an employee card
1 4 5

Entertheemployeesnameandtheircontactdetails. Ifyouwanttoassignacodetoidentifytheemployee,enteronein theCardIDfield. Ifyouwanttoenterpayrollinformation,continuewithEntering employeepayrollinformationbelow. ClickOK.

GototheCardFilecommandcentreandclickCardsList.TheCards Listwindowappears. ClickNew.TheCardInformationwindowappears. SelectEmployeeintheCardTypefield.

2 3

Entering employee payroll information

Onceyouhavecreatedpayrollcategories(seeCreatingpayroll categoriesonpage 102)andanemployeecard(seeCreating employeecardsabove),youcanentertheemployeespayroll information. Restrictuseraccesstoemployeeinformation Youcansetupuser accountstorestrictaccesstoemployeepayrollinformation.Formore information,seeManaginguseraccountsonpage 259.
4

Clickatabontheleftofthewindowtoenterpayrolldetails.

To enter payroll information

1

GototheCardFilecommandcentreandclickCardsList.TheCards Listwindowappears. ClicktheEmployeetabandthenclickthezoomarrownexttothe employeecardyouwanttoenterdetailsfor.TheCardInformation windowappears. ClickthePayrollDetailstab.Thiswindowisdividedintoanumber ofsubsections.

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To enter personal information

To enter wage information

A B C D E

A B

Enterpersonaldetails,suchasstartdate,employmentcategory, employmentstatusandemploymentclassification. Selecthowyouwilldelivertheemployeespayslip.Ifyouselectemail, entertheemployeesemailaddressinthePaySlipEmailfield.

Selecttheemployeespaybasis. Whenyouselectapaybasis,thecorrespondingpayrollcategoryfor payingwageamountsisautomaticallyselectedintheWagelist.Ifyou selectHourly,theBaseHourlywagecategory(orthenameyouassigned tothiscategory)isselected.IfyouselectSalary,theBaseSalarywage category(orthenameyouassignedtothiscategory)isselected. Entertheemployeesannualsalaryorhourlywagerate. Selecttheemployeespayfrequency. IntheHoursin[...]PayPeriodfield,typethenumberofhoursinthe employeespayperiod. Iftheemployeeswageexpenseaccountisdifferentfromthedefault account,intheWagesExpenseAccountfield,typeorselecttherequired account. Clickintheselectcolumn ( theemployee. )nexttoeachwagecategorythatappliesto

Addingemploymentclassifications Iftheemployment classificationyourequiredoesnotappearinthelistofclassifications, youneedtoaddittothelist.YoucandothisintheEmployment ClassificationListwindow(gototheListsmenuandchoose EmploymentClassifications).

NOTE :

C D E

ENTERINGEMPLOYEEPAYROLLINFORMATION

1 1 1

To enter superannuation information

To enter entitlement, deduction and expense information

1 A B C

ClickEntitlementsandclickintheselectcolumn ( entitlementthatappliestotheemployee. ClickDeductions andclickintheselectcolumn ( deductionthatappliestotheemployee.

)nexttoeach )nexttoeach )nextto

ClickEmployerExpensesandclickintheselectcolumn ( eachexpensethatappliestotheemployee.

To enter tax information

A B

IntheSuperannuationFundfield,enteryouremployeesnominated fund.Ifyouremployeessuperannuationfunddoesnotappearonthe list,youneedtocreateit.Formoreinformation,seeSuperannuation reportingonpage 126. TypetheemployeesfundmembershipnumberintheEmployee MembershipNo.field. IfyouneedtoprovideaStandardChoiceFormtothisemployee:

1 2 3 4

C D

B C

ClickCreateSuperannuationChoiceForm.TheReviewEmployees BeforeExportingwindowappears. ClickMailMerge.AStandardChoiceFormappearsforthe employeeasaWorddocument. Saveorprinttheform. ClickCancel.TheCardInformationwindowreappears. A B TypetheemployeestaxfilenumberintheTaxFileNumber field. SelecttheemployeestaxtablefromtheTaxTablelist. IfyouselectWithholdingVariationfromtheTaxTablelist,typethe variationrateintheWithholdingVariationRatefield. Iftheemployeeisclaimingataxrebate,typethetotalamountintheTotal Rebatesfield. Amountsenteredinthisfieldreducethetaxpayableovertheyearin instalmentsbasedontheemployeespayfrequency.Forexample,ifthe employeeispaidmonthly,1/12thoftherebateisappliedtoeachpay. Iftheemployeerequestsadditionaltaxtobewithheldfromtheirpay,type theamounttobewithheldeachpay periodintheExtraTaxfield.

Clickintheselectcolumn ( )nexttoeachsuperannuationcategory thatappliestotheemployee.

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To enter standard pay information

Thedefaultvaluesinthiswindowaredeterminedbythepayroll categoriesselectedandwageinformationentered.

To enter pay history and time billing information

1

Ifyoustartedprocessingpayrollpartwaythroughthepayrollyear, clickPayHistoryandtypetheamountspaidpriortothefirst recordedpayintheActivitycolumn.Youcanenterpayhistoryfor specificmonths,quartersorfortheyeartodate. AmountsenteredinthePayHistorywindowappearonpayment summariesandreportsnotderivedfrompayrollactivity(suchas registerreports).Theyarenotrecordedastransactionsinyour accounts.

A B C 2

IfyouusetheTimeBillingfunctiontotracktimetheemployee spendstocompleteworkforclientsandcustomers,clickTime Billingandentertheemployeestimebillingrateandcostperhour. Formoreinformation,seeChapter 8,Billingfortime,startingon page 137.

To enter payment details information

1

A B C

[Optional]Ifyoutrackfinancialinformationusingcategories,selecta categoryfromthelist. [Optional]Ifyouwanttoassignajobnumbertoapayrollcategoryforthis employee,clickintheJobcolumnandenterorselectajobnumber. Ifnecessary,changetheemployeesdefaultpaydetailsbyoverridingthe valuesthatappearintheHoursorAmountcolumnnexttoapayroll category. Ifyouusetimesheetstorecordallhoursworkedbyanemployee,enter zeroasthedefaulthoursfortheBaseHourlypayrollcategory.

NOTE : Payrollcategorieswithacalculatedvalue Thevalue ofapayrollcategorywithCalculateddisplayedintheHoursor Amountcolumniscalculatedwhenyouprocessapay.For example,taxamountsandentitlementhourswherehoursare calculatedasapercentageofthegrosshourspaid.

ClickthePaymentDetailstabandselectthemethodyouusetopay theemployeeinthePaymentMethodfield. IfyouselectedElectronic: a Selectthenumberofbankaccounts(uptothree)theemployee wantstheirpaytobedistributedto. b Entertheemployeesbankdetailsforeachaccount. c Enterthestatementtext(Account1only)youwanttoappearon theemployeesbankstatements. d Ifyouaredistributingtomorethanoneaccount,intheValue field,typetheamountorpercentageofthepaytobedeposited intotheaccountandselectthedistributionmethod(Percentor Dollars)fromthelist.Notethatthefinalaccountwillreceivethe remainingamountofyouremployeesnetpay. ClickOK.TheCardsList windowreappears. ClickClosetoreturntotheCardFilecommandcentre.

3 4

ENTERINGEMPLOYEEPAYROLLINFORMATION

1 1 3

Timesheets
Timesheetsareusedtorecordallthehoursworkedbyhourly employeesortorecordextrahoursworkedbyemployeesthatarepaid basedonastandardpay.Ifyoupayemployeesfortimebilling activities,youcanalsoenteractivitydetailsontimesheetsanduse thesedetailstocreateactivityslips. Thetimesheetfeatureisoptional.Ifyourhourlyemployeesworka fixednumberofhoursperpayandyoudontpayemployeesfor timebillingactivities,theresnoneedforyoutousethisfeature. However,ifyoupayemployeesforadditionalhoursworked,suchas overtime,youcanrecordthesehoursusingtimesheets. Whenyourecordtimesheetinformationforapayperiod,youcanthen includethetimesheetdetailswhenyouprocessemployeepays.
NOTE : Creatingatimesheetentrywhenrecordinganactivityslip You cancreateatimesheetentryfromtheEnterActivitySlipwindowby selectingtheIncludeHoursonTimesheetoption.Thisallowsyoutoenter greaterdetailabouttheactivity.SeeCreatingactivity slipsonpage 142.

SelectthefirstdayofyourtimesheetperiodfromtheMyWeek Startson[...]list,enterthefirstdayofyourtimesheetperiod.Note thatifyoujustusetimesheetsforpayrollandyourpayperiodstarts onadifferentdayeachperiod,forexample,youpaymonthly,you canselectanyday. ClickOK.

To enter a timesheet
1

GotothePayrollcommandcentreandclickEnterTimesheet.The EnterTimesheetwindowappears.

Beforeusingtimesheets,youneedtosetapreference.

To set up timesheets
1

GototheSetupmenuandchoosePreferences.ThePreferences windowappears. IntheSystemtab,selecttheIUseTimesheetsfor[...]andMy WeekStartson [...]preference. Ifyouusetimesheetstorecord: timebillingandpayrollinformation, selectTimeBillingand PayrollfromtheIUseTimesheetsfor[...]list. payrollinformationonly, selectPayrollfromtheIUse Timesheetsfor [...]list.
2

IntheEmployeefield,typeorselecttheemployeesname.The employeestimesheet,withanypreviouslyentereddetailsforthe periodshown,appears.

Greyvaluesinthehourscolumn columnindicateshourspaid.
NOTE :

Agreyvalueinanhours

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Ifyouarerecordingdetailsforaweekotherthanthecurrentweek, selecttherequiredweek: clickthebackarrow( )toselectapreviousweek clicktheforwardarrow( )toselectafutureweek clickthecalendar icon( )toselectaweekfromthecalendar thatappears. Entertimesheetdetailsinoneofthefollowingways:
Ifyouwantto...
Enterthedailyhours foreachpayroll categoryworked

Ifyouwanttorecordthestartandstoptimesforapayrollcategory: a SelecttheDisplayStart/Stop TimeColumnoption.The Start/Stopcolumnappears. b Enterthestartandstoptimefortherequiredcategories. Ifyouwanttoenteratimesheetforanotherweek,repeatfrom step 3above. ClickOK. Ifyourecordedtimebillingactivitydetailsonthistimesheet,an activityslipiscreated.Youcanreviewormodifytheactivityslip informationintheEnterActivitySlipwindowortheEnter Timesheetwindow.

Dothis
Foreachpayrollcategory,enteranhourly payrollcategoryinthePayrollCategoryfield andenterthedailyhoursworkedinthedate fields. Youcanalso: recordtimebillingdetails(dependingon yourselectioninthePreferences window) typeadescriptionintheNotesfield assignajobnumber. ClickCopyFromPrevious.Theemployees timesheetdetailsforthepreviousweek appear.

Delete timesheet entries

Youcandeleteunpaidtimesheetentriesatanytimebyclearingall timesheetdetailsforaweekorbydeletingatimesheetlineentry. Whenyoudeletetimesheetentrieswithactivitydetails,thelinked activityslipisalsodeleted.

Usethesamedetailsas thepreviousweek

To clear a timesheet for a week

1

IntheEnterTimesheet window,selecttheemployeeandthe requiredweek. ClickClearTimesheet .Allunpaiddetailsfortheselectedweekare cleared.

To delete a timesheet line entry

1

IntheEnterTimesheet window,selecttheemployeeandthe requiredweek. Clickinthelineentryyouwanttodelete. ChooseDeleteLinefromtheEditmenu.

2 3

TIMESHEETS

1 1 5

View timesheet reports

1

GototheReportsmenuandselectIndextoReports .TheIndexto Reportswindowappears. ClickthePayrolltab.Alistofreportheadingsappears.

ClickEmployees.Alistofreportsappears. Timesheetstoviewalltimesheetsenteredforaspecificweek. UnprocessedTimesheetstoviewallunprocessedtimesheets.

Forinformationaboutreports,seeProducingreportsonpage 185.

Processing your payroll

TheProcessPayrollAssistantguidesyouthroughtheprocessof recordingyouremployeespays. InsomewindowsoftheProcessPayrollAssistantyoucanclickBackto returntoapreviouswindowtoreviewandchangetheentriesyouhave made.YoucanquittheassistantbyclickingtheClosebutton.Ifyouquit beforerecordingemployeepays,youcanchoosetosavethepayrun. YoucanthenreturntotheProcessPayrollAssistantlatertofinish recordingpaysforthatperiod. Payfrequency Youcanprocesspaysforallemployeesassignedapay frequency,suchas,weeklyormonthly,orprocesspayforanindividual employee. Ifyouwanttorecordpaysformorethanonepayfrequencyonthe samedayforexample,whenyourweeklyandmonthlypaydates coincideyouneedtoprocessaseparatepayrunforeachfrequency. Excludingemployeesfrompayprocessing Youcanfilterthelistof employeesusingtheAdvancedFiltersfunction.Thisenablesyouto includeorexcludeemployeesfromthepayrunbasedonemployment basis,status,classification,customlistsoridentifiers.Forexample,if youemployseasonalworkersandfulltimeemployees,selectonly fulltimeemployeesintheAdvancedEmployeeFilterwindow. Tomakeanemployeecardinactive,opentheemployeescardand selecttheInactiveCardoptionintheProfiletab. Beforeyoubegin information:

Beforeyouprocesspays,youneedthefollowing

hoursworkedbyhourlyemployees annualleaveandpersonalleavehourstaken detailsofanyotherwageamounts,suchassalescommissionsand bonuses.

Task
1 2 3 4 5 6 Selectthepayperiod [Optional]Includeemployeetimesheets Selectandeditemployeepays Recordemployeepays Processpayments Printoremailpayslips

See
page 117 page 118 page 118 page 121 page 122 page 123

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Task 1: Select the pay period

1

GotothePayrollcommandcentreandclickProcessPayroll.The ProcessPayrollwindowappears.

Ifyouarepayingleaveinadvance: a SelectthePayleavein advanceoption.TheLeaveIn Advance windowappears. b Ifyouarepayingleaveinadditiontoyour employeesstandard pay,type1inthe[...]ofstandardpayfield.Ifyouarepaying leaveinadvanceonly,type0. c Inthe[...]ofleaveinadvancefield,typethenumber ofpay periodsyouareprocessinginadvance. d ClickOK.ThePayPeriodwindowreappears. Whenyouincludemultiplepayperiodsintheonepayrun, employeepaydetailsareadjustedaccordingly.Thisincludesthe calculationofentitlements,superannuationandPAYG withholdingamounts.
NOTE : Payingleaveinadvanceformorethanoneemployee Youcanprocessaseparatepayrunforeachemployeebeingpaid leaveinadvance,orprocessapayrunforallemployeesand,inthe EmployeePayswindow,excludefromthepayrunthose employeesnotbeingpaidinadvance.

Selecttheemployeestobeincludedinthepayrun. Ifyouareprocessingpaysforallemployees,clickProcessall employeespaidandselectthepayfrequencyintheadjacent field. Ifyouwanttofilterthelistofemployeespaidatthisfrequency, clickAdvancedFilters.Inthewindowthatappears,select additionalfiltersbasedonemploymentbasis,status, classification,customlistsoridentifiers,thenclickOK.

Payingbonusesandcommissions Ifyouareprocessing paysforbonusesorcommissionsoutsideyournormalpay period, selecttheBonus/Commissionpayfrequency.Whenyouselectthis frequency,standardpaydetailswillnotbeincludedinprocessing. Alsonotethatyouneedtomanuallycalculateandentertaxfor theseamounts.
NOTE :

InthePaymentdatefield,enterthedateonwhichyouare processingthepays. InthePayperiodstartfield,enterthestartdateofthepayperiod. InthePayperiodend field,enterthelastdateofthepayperiod. Ifyouusetimesheets,continuewithTask 2: [Optional]Include employeetimesheetsonpage 118. Ifyoudonotusetimesheets,clickNextandcontinuewith Task 3: Selectandeditemployeepaysonpage 118.

5 6 7

Ifyouareprocessingapayforanindividualemployee,click Processindividualemployeeandselecttheemployeeinthe adjacentfield.Thepayfrequencyassignedtotheemployees cardisusedinthepayrun.

PROCESSINGYOURPAYROLL

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Task 2: [Optional] Include employee timesheets

Ifyourecordemployeehoursontimesheets,thePayPeriod window listsemployeetimesheetsforthespecifiedpayperiod.Initially,all timesheetsareselectedtobeincludedinthepayperiod. Notethatthisoptionisonlyavailableifyouhaveselectedthe timesheetspreference.SeeTimesheetsonpage 114.

Task 3: Select and edit employee pays

TheEmployeePayswindowdisplaysthestandardpaydetailsand timesheetamounts(ifapplicable)foremployeeswhoarepaid accordingtotheselectedpayfrequency.

Tochange,vieworexcludeatimesheet:
Ifyouwantto...
Excludeatimesheet Changethetimesheet detailsofanemployee Viewthedetailsof unprocessedtimesheets

Youneedto....
1

clickintheselectcolumn ( inthelist.

)todeselectit
2

Ifyouwanttoexcludeanemployeefromthepayrun,clickinthe selectcolumn ( )todeselecttheminthelist. Ifyouwanttoviewthepaydetailsforallemployeesbeforeyou recordtheirpays,clickPreviewPayDetails.ThePayroll Verificationreportappears. Ifyouneedtochangethepaydetailsforanemployee,clickthe zoomarrow ( )nexttotheemployeesname.InthePay Employeewindowthatappears,youcan: changethehoursworked(seepage 119) recordannualleaveandpersonalleavepay(seepage 119) recordanyothertypesofpay(seepage 120) assignjobnumberstopayrollcategoryamounts(seepage 120) changetheemployeesbankaccountdetails(seepage 121).

clickthezoomarrow( )nexttothe employeesnameandmaketherequired changesintheEnterTimesheetswindow. clickDisplayUnprocessedTimesheets.

Whenyouhavefinished,clickNexttocontinue.TheEmployee Payswindowappears.

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To change hours worked for an hourly employee

Youmayneedtochangethestandardhoursworkedbyanemployeeif theyarenotbeingpaidforafullstandardpayperiod,forinstance,if theyhaveonlyworkedaportionoftheirusualhours.
NOTE : Editinghours Ifyouedit anemployeeshoursinthePay Employeewindow,anyadjustmentsyoumakewillnotupdatehours enteredontimesheets,timesheetreportsor,ifyourecordtimebilling activities,activityslips.

To record annual leave and personal leave pay

NOTE : Annualleaveandpersonalleavepayhoursrecordedona timesheet Ifyouveenteredannualleaveandpersonalleavehoursona timesheet,youdontneedtofollowthisprocedure.

IntheEmployeePayswindow,clickthezoomarrow ( )nextto theemployeesname.ThePayEmployeewindowappears.

IntheEmployeePayswindow,clickthezoomarrow ( )nextto theemployeesname.ThePayEmployeewindowappears.

Changethehoursworkedfortheapplicablewagecategoriesand pressTAB.Thepayrollcategoryamountsarecalculated automaticallyanddisplayedintheAmountcolumn. ClickOK.TheEmployeePayswindowreappears. Repeatfromstep 1aboveforeachemployeewhosehoursyou wanttochange.

Typethenumberofpersonalleaveorannualleavehoursinthe HourscolumnfortheappropriatewagecategoryandpressTAB. Ifyouhavesetupthiswagecategorytoautomaticallyadjustthe employeesbasepaydetails,theamountforthiswagecategory iscalculatedandtheBaseHourly(orBaseSalary)wagecategory amountsareadjusted.

NOTE : AutomaticallyadjustingBaseHourlyorBaseSalary amounts Beforebasepaydetailscanbeautomaticallyadjusted, youneedtoselecttheAutomaticallyAdjustBaseHourlyorBase SalaryDetailsoptionintheWagesInformationwindowforthe annualleaveorpersonalleavepayrollcategory youareentering. Formoreinformation,seeTocreateawagecategoryon page 102.

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Ifyouhavenotsetupthiswagecategorytoautomaticallyadjust theemployeesbasepaydetails,reducethenumberofhours allocatedtotheBaseHourlywagecategoryortheamount allocatedtotheBaseSalarywagecategorybytheamount enteredfortheannualleaveorpersonalleavepayrollcategory.

To assign jobs to payroll category amounts

Jobnumberscanbeassignedtopayrollcategoryamountstotrackthe wageexpenseofworkperformed.Youcanassignoneormorejobsto eachpayrollcategory.
1

Ifyouwanttorecordthedetailsoftheleavetaken,clickthezoom arrownexttotheleavecategoryandenterthedetailsintheLeave TrackingInformationwindowthatappears. ClickOK.TheEmployeePayswindowreappears.

NOTE : Automaticadjustmenttoentitlementhoursbalance Whenyourecordthetransaction,thehoursyouenteredwillbe subtractedfromthenumberofentitlementhourstheemployeehas accrued.

IntheEmployeePayswindow,clickthezoomarrow ( )nextto theemployeesname.ThePayEmployeewindowappears.

To record other types of pay

NOTE : Othertypes ofpayrecordedonatimesheet Ifyouveentered othertypesofpaysuchassalescommissionandbonusesona timesheet,youdontneedtousethisprocedure.

Beforeyouenterthesedetails,thewagecategoriesyouintendtouse shouldalreadybeassignedtotheemployee.Forinformationon assigningawagecategorytoanemployee,seeEnteringemployee payrollinformationonpage 110.

1

TypeorselectthejobnumberintheJob columncorrespondingto thepayrollcategory. Ifyouwanttoassignmultiplejobstoapayrollcategory: a ClickintheJobcolumncorrespondingtotheappropriatepayroll categoryandthenclick thesearchicon ( ).TheAllocateJobs windowappears.

IntheEmployeePayswindow,clickthezoomarrow ( )nextto theemployeesname.ThePayEmployeewindowappears. IntheHoursorAmountfieldsnexttoeachappropriatewage category,typethehoursoramountsyouwanttorecord.

ClickOK.TheEmployeePayswindowreappears.

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b Click intheselectcolumn (

)nexttoeachapplicablejoband typetheamountintheAmountcolumn.

Task 4: Record employee pays

1

IntheEmployeePayswindow,clickRecord torecordthepays.
NOTE : Changingthedetails ofarecordedpay Ifyouneedto changearecordedpay,continueprocessingyourpayroll.Whenyou havefinishedprocessing,reverseordeletetheincorrecttransaction andthenprocess anewpayfortheindividualemployee.Formore informationonreversingordeletingatransaction,seeChangingor deletingatransactiononpage 177.

2 3

Intheconfirmationwindowthatappears,clickOK. Whenthepaysarerecorded,theProcessPaymentswindow appears.

c Click OK.ThePayEmployeewindowreappears.
4

ClickOK.TheEmployeePayswindowreappears.

YoucanalsoassignadefaultjobtoanemployeeintheStandardPay sectionoftheemployeescard.Formoreinformation,seeEntering employeepayrollinformationonpage 110.

To change an employees bank account details

Ifyoupayyouremployeeselectronically,youcanchangean employeesbankaccountdetailsforthispayrun.
1

IntheEmployeePayswindow,clickthezoomarrow ( )nextto theemployeesname.ThePayEmployeewindowappears. ClickBankingDetailsandentertherequiredbankdetailsinthe BankingDetailswindowthatappears. ClickOK.Aconfirmationmessageappears: a Ifyouwanttoupdatetheemployeesbankdetailsforall subsequentpayruns,clickYes . b Ifthechangetobankdetailsisforthispayonly,clickNo . ClickOK.TheEmployeePayswindowreappears.

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Task 5: Process payments

IntheProcessPaymentswindow,youcan:

information,seeCustomisinghowyousendformbatcheson page 198.

5

printemployeepaycheques(seebelow) processelectronicpayments(seebelow) recordabankwithdrawalforthecashpays(seepage 123).

7 6

Clickintheselectcolumn ( printed.

)nexttothepaychequestobe )toviewmoreinformation

Ifyouwant,clickthezoomarrow( aboutaparticularpay. ClickPrint .

Ifyouwant,youcanperformthesetaskslaterusingtherelevant commandcentrefunction.Forexample,ifyouwanttoincludeweekly andmonthlypaymentsinoneelectronicpaymentfile,processboth payfrequenciesandthenclickPrepareElectronicPaymentsinthe Payrollcommandcentretopreparethecombinedpaymentfile.

To process an electronic payment

1

ClickPrepareElectronicPayments .ThePrepareElectronic Paymentswindowappears.

To print paycheques
1

ClickPrintPaycheques.TheReviewChequesBeforePrinting windowappears.

InthePayFromAccount field,selectthebankaccountfromwhich youmakeelectronicpayments. SelectPayEmployeesfromtheSelectPaymentBy list,ifitisnot alreadyselected. IntheBankProcessingDatefield,typethedateyouwantthebank toprocessthepays.Unprocessedpaysuptoandincludingthisdate appear. [Optional]RecordthepurposeofthetransactionintheJournal Memofield. Clickintheselectcolumn ( )nexttothepaymentsyouwantto includeintheelectronicpayment.

3 2

Ifyouusecustomisedformsthathavepreprintedcheque numbers,typethefirstchequeintheNumberofFirstChequein Printerfield. TypehowmanycopiesyouwanttoprintinthePrint[...]Copiesof EachSelectedChequefield. Ifyouwanttofiltertheemployeelistorchangethecustomised formitwillbeprintedon,clickAdvancedFilters .Formore

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ClickBankFile.Amessageappearsstatingthatthetransactionwill berecordedbeforethebankfileiscreated. ClickOK.TheSaveAswindowappears.

NOTE : Preparingmultipleelectronicpaymentfiles Whenyousave theelectronicpaymentfile,itisgivenadefaultnameandisformatted asan.ABAfile.Ifyoupreparemultipleelectronicpaymentfiles,you shouldrenameeachfile(keepingthe.ABAfileextension),sothatyou donotoverwriteanunprocessedfile.

Task 6: Print or email pay slips

Youcanprovideemployeeswithdetailsoftheirpaybyprintingor emailingpayslips.YoucanprintoremailpayslipsfromthePaySlips window. Toaccessthiswindow,clickNextintheProcessPaymentswindow.
NOTE : Ifyoupayemployeesbycheque Ifyoupayemployeesby cheque,andyouprintedapaychequeinTask 5: Processpaymentson page 122,thepaydetailsfortheseemployeesarealreadyincludedon theirpaycheque.Youdonotneedtodothisstep.

Choosewhereyouwanttosavetheelectronicpaymentfileand clickSave.ThePrepareElectronicPaymentswindowreappears. ClickCancel.TheProcessPaymentswindowreappears.

10

To print pay slips

1

To create a Spend Money transaction to record cash wages

1

ClickPrintorEmailPaySlips.TheReviewPaySlipsBeforeDelivery windowappears.

ClickSpendMoney.TheSpendMoneywindowappearswiththe detailsoftotalcashwagespaidandthedefaultclearingaccount youuseforcashwages.

2 3

ClicktheToBePrinted tab. Typethenumberofpayslipsyouwanttoprintperemployeeinthe Printfield. Ifyouwanttofilterthelistofemployeesorchangethetypeofform itwillbeprintedon,clickAdvanced Filters.Formoreinformation, seeCustomisinghowyousendformbatchesonpage 198.

4 2

InthePayfromAccountfield,selectthebankaccountfromwhich youwithdrewthecashwageamount. ClickRecord.TheProcessPaymentswindowreappears.

PROCESSINGYOURPAYROLL

1 2 3

Clickintheselectcolumn ( printingpayslipsfor. ClickPrint.

)nexttotheemployeesyouare

Clickintheselectcolumn ( )nexttotheemployeesyoutowhom youwanttoemailpayslips. Ifyouwanttochangeanemployeesemailaddress,selectthe employeesnameandtypeadifferentaddressintheEmailAddress field. Typethesubjecttitleandmessageoftheemailoracceptthe defaultsubjectandmessage.Ifyouwanttochangethedefault message,clickEmailDefaultsandmakethechangesas appropriate. ClickSendEmail. Ifyouhavefinishedprocessingthepays,clickFinishtoclosethe ProcessPayrollAssistant.

6 7

Ifyouhavefinishedprocessingthepays,clickFinishtoclosethe ProcessPayrollAssistant.
6

To email pay slips

1

ClickPrintorEmailPaySlips .TheReviewPaySlipsBeforeDelivery windowappears. ClicktheToBeEmailedtab. Ifyouwanttofilterthelistofemployeesorchangethetypeofform thatwillbesent,clickAdvancedFilters.Formoreinformation,see Customisinghowyousendformbatchesonpage 198.

7 8

2 3

Payroll liabilities
Apayrollliabilityisanamountwithheldfromanemployeespaythat mustbepaidtoanappropriateauthorityoragency,forexample, deductions,expenses,superannuationpaymentsandtaxes. Yourpayrollliabilitiesarerecordedwhenyouprocessyourpayroll. Whenyouneedtopaytheseamounts,youcanusethePayLiabilities window. BASlinkandPAYGwithholding IfyouuseBASlinktorecordPAYG withholdingpayments,youmaynotneedtousethePayLiabilities window.PressF1inthePayLiabilitieswindowformoreinformation aboutwhetheryoushouldusethismethodtopayPAYGwithholding amounts.FormoreinformationaboutsettingupBASlink,seeLodge youractivitystatement(BASorIAS)onpage 247.

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To pay your payroll liabilities

1

GotothePayrollcommandcentreandclickPayLiabilities.ThePay Liabilitieswindowappears.

SelectthetypeofliabilityyouarepayingfromtheLiabilityType list.

Bydefault,allpayrollcategoriesfortheselectedliabilitytypeare includedinthepayment.
5

Ifyoudonotwanttoincludeallpayrollcategories: a Clickthesearchicon ( )inthePayrollCategoriesfield.The Selectfromlist windowappears. b Deselectcategoriesbyclickingintheselectcolumnnexttoeach payrollcategoryyouwanttoexclude. c ClickOK.ThePayLiabilitieswindowreappears. IntheDatedFromandtheDatedTofields,entertheperiodin whichthepayrollliabilitieswerewithheld. Thepayrollliabilitieswithheldduringthespecifiedperiodappear inthePayrollCategorysection.

InthePayfromAccountfield,typeorselecttheaccountyouare makingthepaymentfrom. IntheSupplierfield,selectthecardfortheauthorityoragencyto whomthewithheldamountisbeingpaid.

Clickintheselectcolumnnexttothepayrollliabilityamountsyou wanttoincludewiththispayment. ThetotaloftheselectedpayrollliabilitiesappearsintheTotal Paymentfields.

ClickRecord.

PAYROLLLIABILITIES

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Superannuation reporting
Beforeyoucancalculate,reportandpaysuperannuationamountsfor employees,youneedto:

createthesuperannuationpayrollcategoriesyouneed(see Creatingpayrollcategoriesonpage 102) createsuperannuationfundsforyouremployees(seebelow) recordemployeesuperannuationinformation(seeEntering employeepayrollinformationonpage 110).

NOTE : Choiceofsuperannuationfund Tomeetyourchoiceof superannuationfundobligations,youneedtoprovideeligibleemployees withaStandardChoiceFormandthenmakecontributionstotheir nominatedcomplyingfund.YoucanprinttheStandardChoiceFormfrom anemployeescard(seeEnteringemployeepayrollinformationon page 110).Formoreinformationaboutyourobligations,contacttheATO.

ClickNew.TheEditSuperannuationFundwindowappears. TypethenameofthesuperannuationfundintheSuperannuation FundNamefieldandpressTAB.

Whenyouhaveprocessedpaysforyouremployees,youcanmanage yoursuperannuationobligationsbyviewingsuperannuationreports andbyrecordingsuperannuationpaymentsinthePayLiabilities window.Forinformationonrecordingsuperannuationpayments,see Reviewingpayrollliabilitiesonpage 135.

To create a superannuation fund

1

GototheLists menuandchooseSuperannuationFunds.The SuperannuationFundListwindowappears.

Ifyouhavethesuperannuationfundsmembershipnumber,type thisnumberintheEmployerMembershipNo.field.Thisisa uniqueemployeridentificationnumberprovidedbysome superannuationfundswhenyouregisteranemployeeorgroupof employees.

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TypethecontactdetailsforthefundintheContactPhoneNumber andFundWebsitefields. ClickOK.Thesuperannuationfundnowappearsinthe SuperannuationFundListwindow. Repeatfromstep 2foreachadditionalsuperannuationfundyou needtocreate. ClickClose.

Troubleshooting superannuation calculations

Thecalculationofsuperannuationcanbeaffectedbythefollowing:

exclusionsandthresholdamountsenteredinthesuperannuation payrollcategorysetup.SeeTocheckthesuperannuation exclusionsandthresholdamountsbelow manualchangestotheemployeessuperannuationorgrosswages amountsinthePayHistorysectionoftheemployeescard.For moreinformationonthePayHistorysection,seeViewingpay historyforthecurrentyearonpage 133.

Reportable Employer Super Contributions (RESC)

TheATOrequiresthatsomesuperannuationcontributionsthatexceed thesuperannuationguaranteeamountof9%(forexample,salary sacrificeandsomesalarypackagedamounts),bereportedonpayment summaries.Thesereportablecontributionsneedbesetupasseparate superannuationpayrollcategories,sothattheyareeasilyreported whenpreparingpaymentsummariesandtheelectronicEMPDUPEfile yousendtotheATO. For moreinformationabouthowtocreateandeditpayrollcategories, see:

To check the superannuation exclusions and threshold amounts

1

GotothePayrollcommandcentreandclickPayrollCategories.The PayrollCategoryListwindowappears. ClicktheSuperannuationtab. Selectthesuperannuationpayrollcategorythathasbeenassigned theSuperannuationGuarantee(expense)contributiontype. ClickEdit.TheSuperannuationInformationwindowappears. Check theamountenteredintheExclusionsfield.

2 3

4 5

Creatingpayrollcategoriesonpage 102 Editingpayrollcategoriesonpage 109.

Whenyoupreparepaymentsummaries,youneedtoselectthe superannuationpayrollcategoriesthatarereportable.Formore informationaboutpreparingpaymentsummaries,seePrepare paymentsummariesonpage 252. For detailedinformationaboutReportableEmployerSuper Contributions,contacttheATOoryouraccountant.

Theexclusionsamountistheamountbywhichtheeligiblewageis reducedbeforethesuperannuationiscalculated. Forexample,anemployeewithagrosswageof$1000permonth andanexclusionof$100willhavethesuperannuationcalculated onlyontheamountof$900. Changetheexclusionsamountiftheincorrectamounthasbeen entered.

SUPERANNUATIONREPORTING

1 2 7

ChecktheamountenteredintheThresholdfieldatthebottomof thewindow.

superannuationwillbecalculatedbecausetheemployeehas earnedlessthantheminimumthresholdforthemonth. Forthesecondpayofthemonthsuperannuationiscalculated becausetheemployeeispaid$400,whichbringsthetotalgross amountpaidforthatmonthto$800(thatis,$350morethanthe threshold).Superannuationiscalculatedon$800. Changethethresholdamountiftheincorrectamounthasbeen entered.

7

Thethresholdamountdetermineswhethersuperannuationshould becalculatedforaparticular pay. For example,ifthethresholdis$450.00andtheemployeeispaid $400.00grossperweek.Forthefirstpayofthemonthno

ClickOK,thenclickClosetoreturntothePayrollcommandcentre.

Payroll tax reporting

Ifyouareliabletopaystateorterritorypayrolltax,youcancalculate yourpayrolltaxamountsusingthepayrollinformationinyour companyfile.Ifyouareunsureaboutwhetheryouareliabletopay stateorterritorypayrolltax,contactyourstateorterritoryrevenue office. Beforeyoucanreportpayrolltax,youneedtosetupyourpayrolltax details.Afteryouprocesspaysforyouremployees,youcanruna reporttodisplaythepayrolltaxdueforaperiod.Notethatyoucanonly setuppayrolltaxforonestateorterritory. For moreinformationaboutcalculatingyourpayrolltaxliability,see Reportandpaypayrolltaxonpage 244.
2

ClickSetUp PayrollTax.ThePayrollTaxInformationwindow appears.

To set up state or territory payroll tax details

1

GototheSetupmenuandchooseGeneralPayrollInformation. TheGeneralPayrollInformationwindowappears.
3 4

Selectyourstateorterritory. EnteryourPayrollTaxRegistrationNumberandPayrollTaxGroup Number.

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EnterthethresholddetailsandPayrollTaxrateforyourselected stateorterritory. Inthelistatthebottomofthewindow,selectthePayroll Categoriestobeincludedastaxablewages.Amountsrecorded againstthesecategorieswillbeincludedinpayrolltaxcalculations.

NOTE : Ifyouareunsureabouttaxablewagecalculations Ifyou areunsurewhichpayrollcategoriesshouldbeincludedastaxable wages,contactyourstateorterritoryrevenueoffice.

Afteryouhaveenteredyourpayrolldetails,clickOK.

Processing termination payments

Beforeyouprocessaterminationpayment(ETP)foranemployee,you needtocalculateanyterminationamountsyouowethe employeeforexample,accruedannualleaveamountsinaddition toprocessingtheirfinalstandardpay.
NOTE : Beforeyoubegin Checktherelevantawardoremployment contractforexactdetailsofwhatneedstobepaidtotheemployeeon termination.

Task 1: Process the final standard pay

Processtheemployeesstandardpayforthecurrentpayperiod.Note, thismaynotbeforacompletepayperiod,soyoumayneedtoadjust theirhoursorsalaryandthetaxwithheld.Formoreinformationon processingpays,seeProcessingyourpayrollonpage 116.

Dothefollowingtaskstoprocessaterminationpayment.
Task
1 2 3 4 5 6 7 Processthefinal standardpay Determineanyoutstandingentitlements Createpayrollcategoriesforterminationpayments Excludeterminationpayrollcategoriesfrom superannuationcalculation Recordthefinalterminationpay Enterterminationdetails PrepareETPsummary

Task 2: Determine any outstanding entitlements

See
below below page 130 page 131
4 2 1

GototheReportsmenuandselectIndextoReports.TheIndexto Reportswindowappears. ClickthePayrolltab,clicktheEntitlementscategoryandselectthe BalanceDetailreport. IntheDatefields,enteradaterangethatincludesthefinalpay datefortheemployee. ClickDisplay.Thereportappears. IntheFilterstab,typeorselecttheemployeesnameinthe Employeesfield.Thereportdisplaychangestoshowonlythe selectedemployeeentitlements. TheAvailableHourscolumnshowsthetotalentitlementhours outstandingforeachentitlementcategory.Thetotalrecordedin thecardisdisplayed,aswellasthepayrunbalance.Theseamounts shouldmatch,andtheDifferencefieldshouldshow0.00.

page 132 page 132 page 132

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CreatingpayrollcategoriesforLumpSumPaymentApayments
Ifthedifferencefielddoesnotshow0.00 Ifanamount appearsintheDifferencefield,thismeansanamounthasbeen enteredinthepayhistoryoftheemployeecardfortheentitlement. Youwillneedtoworkoutiftheamountwasenteredinerror,orifthe amountshouldhavebeenincludedinapreviouspayrun.Youwillthen needtocorrecttheerrorbeforeprocessingtheterminationpay.
NOTE :

Printorsavethereportforyourrecords.

WhenreportingLumpSumPaymentAamountsonpayment summaries,youalsoneedtoreportthereasonfortheemployee's terminationaspartofreportingthisamount.Terminationscanbeone oftwotypes,redundancyortermination.Aredundancytypeincludes bonafideredundancy,approvedearlyretirementorinvalidity payments.Aterminationtypeincludesallotherterminationreasons (suchasresignation). Toreporttheterminationpaymenttype,youneedtocreatea terminationpayrollcategoryforeachamountthatwillbeincludedas partofaLumpSumPaymentAamount.Whencreatingacategory,give itanamethatidentifiesthepaymenttype.Forexample,ifyouneedto createawagecategoryforunusedannualleavepayforabonafide redundancypayment,useanamesuchasUnusedAnnualLeavePay (R),where(R)indicatesaredundancytype. Later,whenyoupreparethepaymentsummary,youneedtolinkeach LumpSumPaymentApayrollcategorytoarelevantLumpSum PaymentAfield(redundancyortermination)inthePayment SummaryFieldsstepofthePaymentSummaryAssistant.

Task 3: Create payroll categories for termination payments

Terminationpaymentsarenormallytaxedatdifferentratesandmay notaccruesuperannuation.Also,differenttypesofpaymentsare reportedseparatelyonETPpaymentsummaries.Youmayneedto createseveralnewpayrollcategoriesaspartofyourETPpreparations inordertoreportpaymentscorrectly.
NOTE : Calculationsrequiredtomakeemploymenttermination payments ConsultyouraccountantorvisittheATO at ato.gov.au/businesses foradviceonhowtocalculateETPandbonafide redundancypayments.

To create a termination payroll category

1

Iftheemployeewhoseservicesyouareterminatingisentitledtoa redundancypayment,youmayneedtopayanemployment terminationpayment(ETP)andabonafideredundancypayment. Youwillneedtosetuppayrollcategoriesforthesepayments,such asETPandETPtax. Iftheemployeewhoseservicesyouareterminatinghasunused annualleave,youwillneedtocreateawagecategoryforunused annualleavepayifonedoesnotalreadyexist.

GotothePayrollcommandcentreandclickPayrollCategories.The PayrollCategoryListwindowappears. ClicktheWages tab. ClickNew.TheWagesInformationwindowappears. TypethenameofthewagecategoryintheWagesNamefield.

TIP : LumpSumPaymentamounts If youarecreatingapayroll categorytorecordaLumpSumPaymentamount,givethepayroll categoryanamethatclearlyidentifiesthepaymenttype,suchas LumpSumPaymentA.Formoreinformation,seeCreatingpayroll categoriesforLumpSumPaymentApaymentsabove.

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ChoosethetypeofwagesSalary orHourlyaccordingtothe typeofpayment:Hourlyforunusedannualleaveamounts,Salary forETPamounts,etc.

e ClickOKandthenOKagain.ThePayrollCategoryListwindow
6 7

ClickEmployee.TheLinked Employeeswindowappears. Intheselectcolumn( leaving. ),clicknexttotheemployeewhois

10

reappears. Repeatfromstep 2aboveforeachrequiredterminationpayroll category.

ClickOKandthenOKagain.ThePayrollCategoryListwindow reappearswiththenewpayrollcategoryinthelist. Ifyouarecreatingapayrollcategorytopayanentitlementbalance (suchasunusedannualleave),andthepayrollcategoryusedto accruetheentitlementissetuptocalculateleavebasedona percentageofgrosshours,youneedtoexcludethenewpayroll categoryfromtheentitlementaccrualcalculation. a Click theEntitlementstab.Thelistofentitlementpayroll categoriesappears. b Selectthepayrollcategoryusedtocalculatetheaccrual,for example,AnnualLeaveEntitlement,andclickEdit.The EntitlementsInformationwindowappears. c Click Exempt.TheEntitlementsExemptionswindowappears. d Intheselectcolumn( ),deselectthepayrollcategoryto excludethispayrollcategoryfrombeingincludedinthe entitlementaccrualcalculation.

Task 4: Exclude termination payroll categories from superannuation calculation

1

GotothePayrollcommandcentreandclickPayrollCategories.The PayrollCategoryListwindowappears. ClicktheSuperannuationtabandselectasuperannuationpayroll categorythatislinkedtotheemployeespay. ClickEdit.TheSuperannuationInformationwindowappears. ClickExempt.TheSuperannuationExemptionswindowappears. Clickintheselectcolumn( )nexttotheterminationpayroll categoriesyouwanttoexcludefromthesuperannuation calculation. Repeatfromstep 2aboveforeachrequiredterminationpayroll category. ClickOKtoreturntotheSuperannuationInformationwindow.

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Task 5: Record the final termination pay

1

2 3

ClickthePayrollDetailstab. TypethedateofterminationintheTerminationDatefieldand pressTAB. Amessageappearswarningyouthatallentitlementbalanceswill beclearedfortheemployee.ClickOK.Azoomarrowappearsnext totheTerminationDatefield. Clickthezoomarrow.TheTerminationDetailswindowappears.

GotothePayrollcommandcentreandclickProcessPayroll.The ProcessPayrollAssistantopens. InthePayPeriodsection,clickProcessindividualemployeeand typeorselecttheemployeeyouwanttoprocessintheadjacent field. ClickNext.TheEmployeePayswindowappears. Clickthezoomarrow ( )nexttotheemployeesname.ThePay Employeewindowappears. Ifyouareincludingunusedentitlements(ascalculatedin Determineanyoutstandingentitlementsonpage 129),typethe totaloutstandingentitlementhoursintheHourscolumnforeach requiredwagecategory. Ifyouareincludingaredundancypayment,includetheETP,ETPtax orbonafideredundancypaymentsintheAmountcolumnforeach requiredpayrollcategory.Consultyouraccountantforadviceon howtocalculatethesepayments.Youraccountantwillalsotellyou howmuchextrataxshouldbewithheld.Youwillneedtomanually includethisextratax.
CAUTION : Tax ongrosswages Grosswagesaretaxedasifthey wereallearnedinthatpayperiod.Ifthepayincludestermination items,thetaxcalculatedmaybeincorrectandmay needadjusting.

3 4

6 7

CompletetheterminationdetailsandclickOK. ClickOKtoclosetheemployeecard.

Task 7: Prepare ETP summary

Attheendofthepayrollyear,youwillneedtoprocesspayment summariesforanyETPsthatoccurredthatpayrollyear.Formore information,seePreparepaymentsummariesonpage 252. AfteryouhavepreparedtheETPPaymentSummary,youmightalso wanttomaketheemployeecardinactive,sothatitnolongerappears inselectionlists.Todothis,selecttheInactiveCardoptioninthe Profiletabofthecard.

7 8 9

ClickOK.TheEmployeePayswindowreappears. ClickRecordtorecordtheterminationpay. CompletetheremainingtasksintheProcessPayrollAssistant.

Task 6: Enter termination details

Onceyouhavefinalisedtheemployeesterminationpay,including leaveentitlementsandredundancypayments,youneedtoenter detailsoftheirterminationintheiremployeecard.
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Openthecardfortheemployeewhoisbeingterminatedandclick Edit.TheCardInformationwindowappears.

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Reviewing payroll information

Thefollowingtoolscanhelpyoumanageyourpayroll.
Tool
Payhistory Payrollreports forprevious financialyears Entitlement balance Reviewpayroll liabilities Find Transactions window Viewanemployeespayhistoryintheir employeecard. Runreportscontainingprioryearpayroll details. Viewanemployeesentitlementbalance intheiremployeecard. Usepayrollliabilityreportstoview payrolldetails. UsetheFindTransactionswindowto searchforanaccount,cardorpayroll category.

To view an employees pay history

See
below page 134
1

GototheCardFilecommandcentreandclickCardsList.TheCards Listwindowappears. ClicktheEmployeetabandselecttheemployeewhosepayhistory youwanttoview. ClickEdit.TheCard Informationwindowappears. ClickthePayrollDetailstab. ClickPayHistory.ThePayHistorysectiondisplaysthetotalsof eachpayrollcategoryforthespecifiedmonth,quarter,oryearto date.

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page 134 page 135 page 174

Viewing pay history for the current year

Everytimeyouprocessanemployeespay,theamountsfromthat paymentarerecordedintheemployeespayhistory. ThePayHistorysectionofanemployeescardisusedtoenterthe employeespayhistorywhenyouaresettinguppayrolland,later,to reviewtheirpayhistory. Ifyouvepaidanemployeethewrongamount,dontattempttocorrect itbyadjustingtheirpayhistory.Alteringanemployeespayhistory doesnotaffecttheoriginalpayrecordortheamountspostedtothe accounts.Instead,makeadjustingentriesontheemployeesnextpay. Changinganemployeespayhistoryontheiremployeecardcanalso affectthecalculationofpayrollliabilities,suchassuperannuation.
6

SelectapayhistoryperiodfromtheShowPayHistoryforlist.

REVIEWINGPAYROLLINFORMATION

1 3 3

Viewing pay history for previous years

Thefollowingreportscanbeusedtoviewprioryearpayrolldetails.You canfindthesereportsinthePayrolltaboftheIndextoReports window.

To view an employees entitlement balances

NOTE : Onlycarryoverbalancescanbeedited Youcanonlyeditthe employeescarryoverentitlementbalancesinthiswindow.Ifyouneedto edittheemployeesentitlementbalanceforthecurrentpayrollyear, adjusttheentitlementaccrualwhenprocessingtheemployeespayinthe ProcessPayrollAssistant.

EmployeesRegisterSummary EmployeesRegisterDetail SuperannuationAccrualbyCategory SuperannuationAccrualbyFundSummary SuperannuationAccrualbyFundDetail SuperannuationEmployeeAdviceSummary SuperannuationEmployeeAdviceDetail PayrollCategoriesPayrollSummary EntitlementsBalanceSummary EntitlementsBalanceDetail

GototheCardFilecommandcentreandclickCardsList.TheCards Listwindowappears. ClicktheEmployeetabandselecttheemployee.ClickEdit.The CardInformationwindowappears. ClickthePayrollDetailstab. ClickEntitlements.TheEntitlementssectiondisplaysthetotal numberofhoursanemployeeisentitledtotakeaspersonalleave andannualleave.

3 4

Notethatyoucanonlyviewhistoricaldetailsinthesereportsforthe financialyearsyouhaveselectedtokeeppaychequesfrom.

Viewing an employees entitlement balances

TheEntitlementsectioninthePayrollDetailstabofanemployees carddisplaystheentitlementamountsthathavebeencarriedover fromthepreviouspayrollyear,theentitlementamountsfortheyearto date,andthetotalentitlementamountsowingtotheemployee. For example,anemployeemayhave40hoursofaccruedannualleave carriedoverfromthelastpayrollyear.Inthecurrentfinancialyear,the employeehasaccruedanother10hours,buthastaken8hoursof annualleave.Therefore,2hourswillbedisplayedintheYeartoDate columnandtheTotalcolumnwilldisplay42hours.

Ifyouwantto,typetheentitlementhourscarriedoverfroma previousperiodintheCarryOvercolumnnexttotheentitlement category. ClickOK,thenclickClosetoreturntotheCardFilecommand centre.

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Reviewing payroll liabilities

Payrollliabilityreportsshowwhichpayrollliabilityamountshavebeen withheldfromemployeepayments,andwhichamountshavebeen paid,foranygivenperiod.Youcanviewthesepayrollreportcategories:

PayrollLiabilitiesreportslistsamountsthathavebeenwithheld forallorselectedliabilitytypes. Superannuationreportsdetailssuperannuationcontributions thathavebeenwithheldforallorselectedpayrollcategories. SuperannuationPaymentsreportsdisplayscontribution amountsthathavebeenpaidtosuperfunds.

To view these reports

1

GototheReports menuandchooseIndextoReports.TheIndexto Reportswindowappears. ClickthePayrolltabandselectanyoftheabovereportcategories.

For informationaboutdisplaying,customisingandprintingreports,see Customisingreportsonpage 187.

REVIEWINGPAYROLLINFORMATION

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8 Billing for time

TimebillingisonlyavailableinAccountRightPlus Thetimebillingfeatureallowsyoutotrackthetimespentbyemployeesandsuppliersincompletingworkforclientsandcustomers.Youcanalsotrack incidentals(suchasitemsused)tocompletethework.

Overview
Timebillingissuitableforbusinessesthatpredominantlyselltime (suchasaccountantsandlawyers)andbusinessesthatsellbothtime anditems(suchasinteriordesignersandmechanics). Youcanspecifybillingratesbasedontheactivity,suchasconsultingat $40perhourandphotocopyingat10centspercopy.Youcanalso specifybillingratesbasedonanhourlychargeoutrateforaparticular employeeorcustomer.Forexample,theemployeeJohnSmithshourly consultingratemaybe$60perhourandsubcontractorAcme Industrieschargeoutratemaybe$80perhour.Similarly,the customerMyTownRealtymaybechargedatarateof$50perhour becausetheyareregularcustomers. Anactivitycanbechargeableornonchargeable.Theabilitytotrack nonchargeableactivitiescanbeusefulifyouwanttorecordcostssuch asentertainment,whichgenerallycannotbechargedtothecustomer. Activitiescanbeenteredindividually,orgroupedtogetheronactivity slips.Youcanthengeneratetimebillinginvoices,readytosendtoyour customers.Anyitemsthatyouhavesoldtoyourcustomerscanalsobe includedwiththeactivitiesinasingletimebillinginvoice.Youcanalso recordthehoursanemployeeworksonanactivitywhenyoucreatean activityslip,andthenincludethesehoursintheemployeespay. Timebillingreportscanbefilteredtogiveyoujusttheinformationyou want.Thesereportsmonitorhowyouandyourstaffspendyourtime andwhetheritisspentprofitably.

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Setting time billing preferences

Therearefourpreferencesthatshouldbesetbeforeyoustart.
Preference
Timebillingunits

Preference
Includeitemson timebilling invoices

Description
IfyouselectedtheIIncludeItemsonTimeBilling Invoicespreference,youcanincludebothactivitiesand itemsonyourtimebillinginvoice. Notethatyoucanonlyincludeitemsforwhichyouhave selectedtheISellThisItemoptionintheItem Informationwindow.SeeCreatingitemsonpage 149. Thispreferenceallowsyoutoincludetimebillingand activity slipinformationinanemployeespay,andto createactivityslipswhenyourecordemployeehours usingatimesheet.

Description
Setthispreferenceifyouwanttobillunitsoftimeof lessthananhour. Specialtimebillingunitsallowyoutotracktimeinunits of1,6,10,12,15or30minutes. Theunitoftimeyouspecifyherewillbethedefault billingunitwhenyoucreatehourlyactivityslips.For example,youcanspecifysixminutetimebillingunits, whereanhourwouldbe10billingunitsoftime. Thispreferencedetermineshowyouwantelapsedtime toberounded.Ifyouwanttousetheactivitysliptimer tocalculatebillablehours,sethowunitsoftimewillbe rounded. Youcanroundtheuptonext,downtopreviousorto nearest .Forexample,ifyouhavechosenuptonext and areusing30minutebillingunits,10minuteswouldbe roundedupto30minutesonanactivityslip.Asanother example,ifyouhavechosentonearestandareusing30 minutebillingunits,15minuteswouldberoundedup to30minutesonanactivityslip. Ifyouarenotusingaspecialbillingunitoftimethatis, youarebillinginhoursyoucanspecifytherounding increment.Forexample,ifyouwanttoroundtheactual timeyouclockusingthetimeruptothenextminute, chooseuptonextandtype1intheMinuteIncrement field.Thatway,ifyouclock21minutesand32seconds ofanactivity,22minuteswillbeenteredautomatically intheUnitsfield. Notethatifyouspecifybothaspecialtimebillingunit andaroundingrule,theMinuteIncrementfieldhereis redundantand,assuch,isnotdisplayed.

Timesheets

Round timercalculated time

To set time billing preferences

1

GototheSetupmenuandchoosePreferences.ThePreferences windowappears. ClicktheSystemtab.Thepreferencesthatapplytotimebillingare thelastfour showninthewindow.

Setthefourpreferencesaccordingtohowyouwanttoconduct timebilling.

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Setting billing rates

Youcansetbillingratesthatwillautomaticallyappearwhenyoucreate anactivityslip.Thebillingratecanalsobesetforacustomer, employee,supplierorfortheactivityitself.Youcanstilloverridethese rateswhenyoucreatetheactivityslip. For example,foranactivitysuchasthetimespentphotocopying,you mightuseaflatrateforallcustomers,inwhichcaseyouwouldusethe activitysbillingrate.Forotheractivities,youmightchargethe customeraccordingtotheemployeewhoperformedtheactivity,the billingratedependingonfactorssuchastheexpertiseandexperience oftheemployee.

To set a billing rate for an activity

Youcansetupabillingrateforeachactivity.Thiswillapplyregardless ofthecustomer youarebilling,ortheemployeeorsupplier who performedtheactivity. ThebillingrateforanactivityissetintheActivityInformation window. SeeCreatingactivitiesonpage 140.

ClickOK.

To set a billing rate for a supplier or employee

Youcansetabillingrateforasupplieroranemployee.Thisoption allowsyoutobillanactivityatdifferentrates,accordingtothe employeeorsupplierperformingtheactivity.Youcanalsotrackthe costsassociatedwithhavingtheactivityperformed.Thisisparticularly usefulifyouaresubcontractingworktoasupplier.
1

To set a billing rate for a customer

Youcansetupbillingratesforcustomersontheircards.Thisoptionis usefulifyouperformthesameactivitiesformultiplecustomersand wanttochargeeachcustomeradifferentrate.
1

DisplaytheCardInformationwindowfortherelevantcustomer andclicktheSellingDetailstab. IntheCustomerBillingRatefield,typethehourlybillingrate, excludingtax,forthecustomer.

DisplaytheCardInformationwindowofthesupplieroremployee. Thendothefollowing: SuppliercardsclicktheBuyingDetailstab. EmployeecardsclickthePayroll Detailstabandthenclick TimeBilling.

SETTINGBILLINGRATES

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IntheSupplierBillingRatefieldortheEmployeeBillingRate field, typethehourlybillingrate,excludingtax,forthesupplieror employee.

IntheCostperHourfield,typethehourlycosttoyouofhavingthe supplieroremployeeperformtheactivity. ClickOK.

Creating activities
Thetermactivityisusedtodescribeataskorserviceprovidedbyyour businessforwhichyoucantrackcostsandbillcustomersusingtime billinginvoices.Activitiesareprimarilydefinedbytheirtypehourlyor nonhourlyandwhethertheyarechargeableornonchargeable.

To create an activity
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GototheTimeBillingcommandcentreandclickActivitiesList. TheActivitiesListwindowappears. ClickNew.TheActivityInformationwindowappears.

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IntheProfileview,enteranIDfortheactivityintheActivity ID fieldandpressTAB. IntheActivityNamefield,typeanamefortheactivity. IntheDescriptionfield,typeadescriptionoftheactivity. Ifyouwantthedescriptionoftheactivity(ratherthantheactivity name)toappearontimebillinginvoices,selecttheUse Description onSalesoption. Selectthetypeofactivity(HourlyorNonhourly),thestatus (ChargeableorNonChargeable),andthebillingrate(employee, customeroractivity).
Forthistype
Hourly

IntheIncomeAccountfield,entertheaccountyouwanttouseto tracktheincomeyoureceiveforthisactivity. IntheTaxCodeWhenSoldfield,enterthetaxcodethatyouwant toappearasthedefaultwhenyoucreateasalesinvoiceforthis activity. ThedefaultunitofmeasurementforhourlyactivitiesisHour.Ifyou specifiedaspecialbillingunitoftimeintheSystemviewofthe Preferenceswindow,thisfieldwillstillbedisplayedasHour,but timewillbebilledaccordingtothespecialbillingunit.

4 5 6

10

ClickOK.ThenewactivitywillnowbelistedintheActivitiesList window.

Andthisstatus
Chargeable

Dothis...
Choosethebillingrateyouwantto use.Therateisthepriceyoucharge foroneunitoftheactivity.Youcan: usetherateyousetuponthe employeeorsuppliercard usetherateyousetuponthe customercard typearatetoapply tothis activityonlybyenteringaratein theActivityRatefield. Gotostep 10. Enteraunitofmeasurementinthe UnitofMeasurement fieldandan activityrateintheActivityRate field. Typetheunitofmeasurementinthe UnitofMeasurementfieldandthen gotostep 10.

To change, inactivate or delete an activity

Tochangedetailsofanactivity,seeChangingarecordon page 168. Toinactivateanactivity,seeInactivatingorreactivatingarecord onpage 168. Toremoveanactivityfromyourrecords,seeDeletingarecordon page 169.

Hourly Nonhourly

NonChargeable Chargeable

Nonhourly

NonChargeable

CREATINGACTIVITIES

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Creating activity slips

Activityslipsareusedtorecordtimebasedactivitiesperformedfora customerandformthebasisfortheinvoicesthatyousendthat customer. Youcaninvoicethefullamountfortheactivityorinvoicejustpartof theamount,leavingthebalanceforalaterdate. Youcancreateanactivityslipinthreeways.

Createasingleactivityslip.Thisallowsyoutoenterthemostdetail abouttheactivityslip. Createmultipleactivityslips.Youcanentermultipleactivityslipsat once,whilenotenteringasmuchdetailforeach. Createatimesheet.Youcanenterthehoursperdayanemployee spendstocompleteworkforclientsandcustomers,while automaticallycreatinganactivityslip.Formoreinformation,see Timesheetsonpage 114. Youcanalsocreateatimesheetentrybyassigninganhourlypayroll categorytoanactivityslip.

IntheAdjustmentfields,youcanenteranyadjustmentstothe billablehoursortheamountoftheactivityyouwanttobill,or both.Youneedtoenteradjustmentunitsoramountsasnegative numbersifyouwanttoreducehoursoranamount. IntheAlreadyBilledfield,typeanyhoursoramountsalready billed. Forexample,ifyouhavepartiallybilledthecustomeronaninvoice forthisactivity,eithertypethenumberofhoursalreadybilled(and theamountfieldwillautomaticallyupdate),ortypetheamount theyhavealreadybeenbilledfor.Yourentryissubtractedfromthe hoursandamountsintheBillablefield.Theunitsandamountsthat youhaventbilledappearintheLefttoBillfields.
NOTE : Billinganactivityslip Billing anactivityslipmeans recordingatimebillinginvoicefortheactivityslip.Ifyouenterunitsor anamountintheAlreadyBilledfieldsoftheEnterActivitySlip window,theamountwontappearinthesalesjournalorinthe activityshistory.Itwillonly berecordedfortheactivityslip.

To create an activity slip

1

GototheTimeBillingcommandcentreandclickEnterActivity Slip.TheEnterActivitySlipwindowappears. Enterdetailsabouttheactivity,suchasemployeename,customer name,activityslipIDnumberandthenumberofunitstobe charged.

NOTE : Unitsreferstotimebillingunits TheUnitsfieldshowstime billingunitsasyouhavesetthemupintheSystemtabofthe Preferenceswindow.Therefore,onebillableunitof15minuteswill needtobeenteredasfourbillableunitstomakeonehour.

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[Hourlyactivitiesonly]Ifyoupaytheemployeebasedonthe activityperformed: a SelecttheIncludeHoursonTimesheetoption. b Then,enteranhourlywagepayrollcategoryinthePayroll Categoryfield. Theactivityhours(units)recordedforthisactivityareassignedto thiswagecategoryontheemployeestimesheet.

NOTE : Activityhoursareassignedtotimesheets ontheactivityslip date Whenyourecordtheactivityslip,theactivityhoursare assignedtotheemployeestimesheetonthedateenteredonthe activityslip.Ifyouwanttorecordactivityhoursoveranumberofdays orpayperiods,youneedtorecordthehoursintheEnterTimesheets window(seeTimesheetsonpage 114).

NOTE : Enteringastarttimethatisbeforethecurrentsystem time Ifyouenterastarttimethatisbeforethecurrentsystemtime, thedifferencewillbeaddedtotheelapsedtimemeasuredbythe timer.Forexample,ifyouentered8:00a.m.intheStartTimefieldand thenclickedStartat9:00a.m.,1:00:00willappearintheElapsed Timefieldandthetimecalculatedbythetimerwillbeaddedtothat amount.

LeavetheEnterActivitySlipwindowopenasyouperformthe activity.
5

ClickRecord.Theactivityslipisnowrecorded. Ifyouenteredachargeableactivityontheactivityslip,theactivity becomesavailableforbillinginthePrepareTimeBillingInvoice window.

Whenyouhavecompletedtheactivityorifyouwanttopausethe timer,click Stop.ThecurrentsystemtimeappearsintheStopTime field.Thenumberofbillingunitscorrespondingtotheelapsedtime appearsautomaticallyintheUnitsfield. Youcaneditthestartandstoptimesifyouwant.Theentriesinthe ActualUnitsandElapsedTimefieldswillbeupdated automatically. YoucanroundyourtimerentriesintheUnitsfieldautomatically. SeeSettingtimebillingpreferencesonpage 138.

To create an activity slip using the timer

TheEnterActivitySlipwindowhasatimerthatallowsyoutorecord thetimeyouspendperforminganactivity.Thetimerappearsonlyon activityslipsforhourlyactivities. Tousethetimer,youmustkeeptheEnterActivitySlipwindowopen untiltheactivityiscomplete.Youcanstilluseothersoftwareoraccess otherwindowsduringthistime.
1

Ifyouwanttoresumetiminganactivity,clickStart again.Theentry intheStopTime fieldwillbecleared.Thetimerwillcontinue incrementing,startingfromyourcurrentelapsedtime. [Hourlyactivitiesonly]Ifyoupaytheemployeebasedonthe activityperformed: a SelecttheIncludeHoursonTimesheetoption. b EnteranhourlywagepayrollcategoryinthePayrollCategory field. Theactivityhours(units)recordedforthisactivityareassignedto thiswagecategoryontheemployeestimesheet.
NOTE : Activityhoursareassignedtotimesheetsontheactivityslip date Whenyourecordtheactivityslip,theactivity hoursare assignedtotheemployeestimesheetonthedateenteredonthe activityslip.Ifyouwanttorecordactivityhoursoveranumberofdays

GototheTimeBillingcommandcentreandclickEnterActivity Slip.TheEnterActivitySlipwindowappears. Entertheemployeeorsuppliername,dateandcustomername. IntheActivityfield,typeorselectanhourlyactivityIDnumber.The timerfieldsappearatthebottomofthewindow. ClickStarttostartthetimer.Ifyoudontenterastarttimeinthe StartTimefield,yourcomputerscurrentsystemtimeappears,and thetimerstartsincrementingthetimeintheElapsedTimefield.

2 3

CREATINGACTIVITYSLIPS

1 4 3

orpayperiods,youneedtorecordthehoursintheEnterTimesheets window(seeTimesheetsonpage 114).

8

Whenyouhavecompletedtheactivity,click Record. Ifyouenteredachargeableactivityontheactivityslip,theactivity becomesavailableforbillinginthePrepareTimeBillingInvoice window.

NOTE : Addingactivityhours toatimesheet IntheEnterMultiple ActivitySlipswindow,youcantchoosetoincludeanactivityshoursona timesheet.

To create multiple activity slips

1

To reset the timer

ClickClearatanytimetocleartheElapsedTime,StartTime,Stop TimeandUnitsfields.

GototheTimeBillingcommandcentreandclickEnterActivity Slip.TheEnterActivitySlipwindowappears. ClickEnterMultipleSlips .TheEnterMultipleActivitySlips windowappears. IntheEmployeeorSupplierfield,typeorselectthenameofthe employee(orsupplier)performingtheactivity.Anyactivityslips youhavealreadycreatedfortheemployeeorsupplierarelisted, witheachlinerepresentingasingleactivityslip. Onthefirstblankline,enterdetailsofanactivity. PressTABorclickinthenextlinetomovetheinsertionpointtothe nextlinewhereyoucanenteranotheractivityslip. Repeatfromstep 4tostep 5foreachactivityslipyouwantto create.Whenyouhaveenteredthedetailsofalltherequired activityslips,clickRecordtorecordtheactivityslips.

Creating multiple activity slips

Inadditiontobeingabletocreatesingleactivityslips,youcanalso createmultipleactivityslipsatonce.IntheEnterMultipleActivity Slipswindow,eachlineinthelistrepresentsoneactivityslip.Although thisviewlimitstheamountofdetailyoucanenterontheactivityslip, youcanviewanyactivityslipintheActivitySlipwindowandenter moredetailatalaterstage.
4 5

Changing and reviewing activity slips

Ifyouwanttoreview,editordeleteanactivityslip,followtherelevant proceduresbelow.
2

Enterthenameoftheemployeeorsupplierwhoperformedthe activityand,ifyouknowit,thedaterangewithinwhichtheactivity wasrecorded.Allactivitiesthatmatchthecriteriaarelisted. ClicktheDiaryViewtabandtheDetailViewtabtoviewdifferent informationabouttheactivityslip. SelecttheactivityslipyouwanttoviewandclickEdit.TheEnter ActivitySlipwindowappearswithdetailsoftheactivityslip. MakeanyrequiredchangesandthenclickOK.

To review or edit an activity slip

1

GototheTimeBillingcommandcentreandclickActivityLog.The ViewActivityLogwindowappears.

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To delete an activity slip

Billedactivityslips beenbilled.
NOTE :

Youcannotdeleteanactivityslipthathas
3 4

Enterthenameoftheemployeeorsupplierwhoperformedthe activityand,ifyouknowit,thedaterangewithinwhichtheactivity wasrecorded.Allactivitiesthatmatchthecriteriaarelisted. Selecttheactivityslipyouwanttodelete. GototheEditmenuandchooseDeleteActivitySlip.

NOTE : Deletingactivityslipdetailsintimesheets Whenyou removetimesheetentrieswithactivityslipdetails,thelinkedactivity slipisalsoremoved.

GototheTimeBillingcommandcentreandclickActivityLog.The ViewActivityLogwindowappears.

Creating time billing invoices

Therearetwowaysyoucancreateatimebillinginvoice:

InthePrepareTimeBillingInvoicewindow.Thisisthe recommendedmethodbecausethefulldetailsofactivitiesand activityslipsarerecorded.Seebelow. IntheSaleswindow.Usethismethodifyoudontneedtorecord detailsofactivitiesandactivityslipsortrackworkinprogress.See page 147.

To create a time billing invoice using the Prepare Time Billing Invoice window
ThePrepareTimeBillingInvoicewindowallowsyoutoenterand adjustthebillinginformationforactivityslips.Asyoumakechangesin thePrepareTimeBillingInvoicewindow,youractivitysliprecordsare updatedautomatically.
NOTE : Includingitems ontimebillinginvoices Ifyouchargeyour customersforbothactivitiesanditemsonasingleinvoice,youneed toselecttheI IncludeItemsonTimeBillingInvoicesoptioninthe Preferenceswindow.SeeSettingtimebillingpreferenceson page 138.

GototheTimeBillingcommandcentreandclickPrepareTime BillingInvoice.TheTimeBillingCustomerswindowappears. Findandselectthecustomerforwhomyouwanttocreateatime billinginvoiceandthenclick OK.ThePrepareTimeBillingInvoice windowappears,listingalltheopenactivityslipsfortheselected customer.

CREATINGTIMEBILLINGINVOICES

1 4 5

[optional]thejobnumberintheJob field theappropriatetaxcodeintheTaxfield.

Youcaneditanyinformationyourequire.
B C
NOTE : Enteringitemsonthisinvoice If youhaveselectedthe I IncludeItemsonTimeBillingInvoicesoptioninthePreferences window,youcanalsoenteritemsonthisinvoice.SeeSettingtime billingpreferencesonpage 138.

A Filters B Bill

Usethesefilterstofindtherequiredactivity slips. Ifnecessary,overridetheamountornumberof hoursyouwanttobillforeachactivitysliphere. Anyactivityslipwith0.00unitsor$0.00intheLeft toBillcolumnisconsideredbilledinfull. Enteranyadjustmentsyouwanttomakeinthis column. Selecttherelevantoptionifyouwantto: sortactivityslipsaccordingtojobnumber. consolidateallactivityslipswiththesame activityandjobnumberontheinvoice. printtheactivityslipnotesontheinvoice.
5

C Adjustment D Print&sort options

Ifyouwanttogroupandsubtotaltheitemsandactivities separatelyontheinvoice,youcandosobyinsertingheaders,blank linesandsubtotals.Formoreinformation,seeAddinganddeleting lines,headersandsubtotalsonpage 66.

ClickPrepareInvoice.TheSalesNewTimeBillingwindow appearsdisplayingthedetailsofthetimebillinginvoice. Ifyouinvoiceforitems,informationisalreadyenteredforthe followingfields: thedateintheDatefield thequantitybeingsoldintheHrs/Unitsfield theitemnumberintheActivityfield thepriceoftheitemintheRatefield

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Enteradditionalinformationaboutthesale,suchasthe salesperson,referralsourceandinvoicedeliverystatus. Completetheinvoiceinanyofthefollowingways. Recordtheinvoice.Click Recordtorecordtheinvoicewithout printing. Printandrecordtheinvoice.ClickPrintandthenchoosethe formyouwanttouseforthisinvoice.For moreinformation aboutprintinginvoices,seeSendingformsonpage 196. Savetheinvoiceasarecurringsale.ClickSaveasRecurring.The RecurringScheduleInformationwindowappears.Enterthe necessaryinformationaboutthesaleandclickOK.Formore informationaboutrecurringtransactions,seeRecurring transactionsonpage 179. Notethatnoactivityslipsarecreatedwhenyouusethe recurringsaleinthefuture.Also,recordingtherecurringsale willnotupdatetheactivityslipsyouusedtocreatetheinvoicein thePrepareTimeBillingInvoicewindow.

Foreachbillableactivity,enter: thedatetheactivitywasperformedintheDatefield thenumberofunitsorhoursbeingbilledintheHrs/Unitsfield theactivityname(pressTABtoselectitfromtheActivitylist) theratechargedforasingleunitorhouroftheactivityinthe Rate field [Optional]thejobnumberintheJob field theappropriatetaxcodeintheTaxfield. Ifyoualsoinvoiceitems,enterthefollowingdetailsforeachitem: thedateintheDatefield thequantitybeingsoldintheHrs/Unitsfield theitemnumberintheActivityfield thepriceoftheitemintheRatefield [optional]thejobnumberintheJob field theappropriatetaxcodeintheTaxfield. Ifyouwanttogroupandsubtotaltheitemsandactivities separatelyontheinvoice,youcandosobyinsertingheaders,blank linesandsubtotals. Formoreinformation,seeAddinganddeletinglines,headersand subtotalsonpage 66.

To create a time billing invoice using the Sales window

Activitiesbilledusingthisprocedurewillnotappearinmosttime billingreports Noactivitysliprecordswillbecreatedifyouusethis methodtocreateatimebillinginvoice.Mosttimebillingreportsarebased onactivitysliprecords,therefore,ifyouwanttoprinttimebillingreports, youshouldcreateactivity slips(seepage 142) andthenusethePrepare TimeBillingInvoicewindowtocreatetheinvoice(seeTocreateatime billinginvoiceusingthePrepareTimeBillingInvoicewindowon page 145).
NOTE :

Enteradditionalinformationaboutthesale,suchasthe salesperson,referralsourceandinvoicedeliverystatus. Completetheinvoiceinanyofthefollowingways:

TIP : Savetheinvoiceasarecurringsale. ClickSaveasRecurring. TheRecurringScheduleInformationwindowappears.Enterthe necessary informationaboutthesaleandclickOK.Formore informationaboutrecurringtransactions,seeRecurringtransactions onpage 179.Notethatnoactivityslipswillbecreatedwhenyouuse therecurringsaleinthefuture.

GototheSalescommandcentreandclickEnterSales.TheSales windowappears. IntheCustomerfield,typeorselectthecustomeryouwantto invoice. ClickLayout.TheSelectLayoutwindowappears. ClickTimeBillingtoselecttheTimeBillinglayoutandthenclick OK.

3 4

Recordtheinvoice.ClickRecordtorecordtheinvoicewithout printing. Printandrecordtheinvoice.ClickPrintandselecttheform layoutyouwanttouseforthisinvoice.Formoreinformation aboutprintinginvoices,seeSendingformsonpage 196.

CREATINGTIMEBILLINGINVOICES

1 4 7

Work in progress
Workinprogressisworkthatyouhavedoneforyourclientsbut haventbilledyet.Workinprogressisindicatedonactivityslipsbya valueotherthanzerointheLefttoBillfield. Youraccountingrecordswillonlyreflectasalestransactionwhenyou billtheactivities.However,someaccountantsconsiderthat,froman accountingperspective,yourclientsoweyouforyourworkinprogress evenifyouhaventyetbilledyourclientsforit. Ifyourworkinprogressroutinelyrepresentsasignificantamountof money,youshouldconsideradjustingyouraccountingrecordsto reflectthis.Consultyouraccountantforadviceonhowtodothis.

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9 Inventory
Theinventoryfeatureenablesyoutotrackthequantityandvalueoftheitemsyoubuy,sellandbuild.Youcanalso:

compensateforinventoryvariations.Forexample,youmayfindthat,fromtimetotime,yourrecordedinventorylevelsdifferfromwhatisontheshelves. Thesevariationscanbecausedbydataentryerrors,spoilageandtheft,etc. revalueyourinventory.Sometimesthequantityofitemsrecordedmaybecorrect,buttheirvaluesareincorrect.Forexample,arangeofitemsmay becomeoutdated. tracktheassemblyofindividualitemsintofinisheditems.Manyretailingandmanufacturingbusinessescombineanumberofinventoryitemstocreate finisheditems.Forexample,aretailermaycombineabottleofperfume,lotionandbathsaltstomakeupagiftpack.

Creating items
Beforeyoubegintotrack yourinventory,youneedtocreatearecord foreachitemofinventory.Anitemcanbe:

willappear.Thisisusefulforservicetypeitems(suchaslabour) for whichyoudontwanttoprintanitemnumberontheinvoice.

aphysicalunitthatyourcompanymaybuy,sellorinventory aservicethatyourcompanywantstoincludeoniteminvoices,for example,Onsiteservicefee,Handling,1hourconsultationand soon.

4

IntheNamefield,typethenameofthenewitem.
TIP : CopyFrom Tocopy anotheritemsinformationtothis item record,clickCopyFromandchoosetheitemwhoseinformationyou wanttocopy.Allinformationforthatitemwillbecopiedtothe currentitemexcepttheitemnumber,name,suppliernumber, autobuildinformationandhistoryinformation.

To create an item
1

GototheInventorycommandcentreandclickItemsList.The ItemsListwindowappears. ClickNew.TheItemInformationwindowappears. IntheItemNumberfield,typeauniqueidentifierandpressTAB.

TIP : Usethebackslashcharacterforserviceitems Thebackslash character(\)servesaspecialpurpose:anyitemnumberthatbegins withabackslashwontappearonprintedformsonlytheitemname

2 3

Specifywhetheryoubuy,sellorinventorythisitembyselectingthe relevantoptions.

149

Asyouselecttheoptions,accountfieldsappearnexttothem. Thesefieldschangeaccordingtothecombinationofselectionsyou make.

Select...
IBuyThisItem

ClicktheItemDetails tabandenteradditionalinformationabout theitem. Ifyoubuythisitem,clicktheBuyingDetailstabandenteryour buyingdetails.

E

For...
Itemsorservicesyouwanttoincludeonan itempurchaseorder. Thisincludesitemsthatarenotforresale, suchasitemsforofficeuseonly.Itcanalso includerawmaterialsyouuseascomponents tobuildotherinventoryitems. Itemsorservicesyouwanttoincludeonan iteminvoice. Itemsyoubuy orsellandwhosequantityand valuesyouwanttotrack.Itcanalsoinclude intermediategoodsusedintheproductions process,suchaspartsusedtomanufacture finishedgoods. Maintaininganaccuraterecordofonhand levelsoftheseitemsrequiresyoutodo regularmaintenancetasks.Forexample,you needtorecordinventoryadjustmentsto writeoffdamageditemsortorecorda stocktake.

ISellThisItem IInventoryThisItem

A B C D

Entertheappropriateaccountsinthefieldsthatappearedduring thepreviousstep.
Account
CostofSales Account IncomeAccountfor TrackingSales Asset Accountfor ItemInventory ExpenseAccountfor TrackingCosts

Description
Entertheaccounttousefortrackingthecostsof producingorpurchasingthisitem. Entertheaccounttouseforrecordingincome fromthesaleofthisitem. Entertheaccounttouseforrecordingthe onhandvalueofthisitem. Entertheaccounttousefortrackingthecostsof purchasingthisitem. B

[Optional]Typethestandardcostoftheitem.Youcansetthiscostas thedefaultpriceforpurchases,insteadofthelastpurchaseprice.You canchangethiscostoneachpurchase. Tousethestandardcost,gotothePreferenceswindow,clickthe Inventorytab,andselecttheUseStandardCostastheDefaultPrice onPurchaseOrdersandBillsoption. Typetheunitofmeasure(suchaseachorunit)inwhichyou purchasetheitem.Thebuyingunitisprintedonthepurchaseorder. Forexample,ifyoubuyeggsbythecartonunit,whenyouorderfive unitsinapurchase,youareorderingfivecartons. Ifyoutrackonhandquantitiesandvaluesforthisitem,typethe numberofitemsthatcompriseasinglebuyingunit.Thisisthenumber thatisaddedtoyouronhandinventoryforeverybuyingunit.For example,ifyoubuyeggsbythecartonandtracktheirpurchase individually,enter12asthenumberofitemsperbuyingunit.When youbuyonecarton,youriteminventoryisupdatedbytwelveitems.If youleavethisfieldblank,thevaluedefaultstoone.

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[Optional]Entertherestockinginformation: Typetheminimumlevelofthisitemyouwanttokeepinyour inventory.Whenthequantitydropsbelowthislevel,areorder reminderappearsintheToDoList. Enterthesupplierfromwhomyouusuallyreorderthisitem. Typethesuppliersnumberfortheitem. Enterareorderquantityfortheitem. Choosethetaxcodeyouwanttousewhenyoupurchasethisitem.You canoverridethetaxcodewhenyourecordthepurchase.

10

D E F

Youcansetpricinglevelsfordifferentkindsofcustomers.See Custompricelevelsonpage 159. Selectthetaxcodeyouwanttousewhenyousellthisitem.Youcan overridethetaxcodeoninvoices. IfthepricesontheSellingDetailstabaretaxinclusive,selectthe PricesareTaxInclusiveoption.Ifthepricesareexclusiveoftax, deselectthisoption.

Ifyousellthisitem,clicktheSellingDetailstabandenteryour sellingdetails.
11

Ifthisisanitemthatyoubuildusingothercomponentsinyour inventory,clicktheAutoBuildtabandentertherequireddetails. Formoreinformation,seeAutobuildingitemsonpage 154. ClickOK.

A B C

E F

Inventoryopeningbalances Ifyouhaveexistingonhandquantities ofinventoryitems,youneedtorecordtheopeninginventorylevelfor eachitem.For moreinformation,seeEnter yourinventoryopening balancesonpage 43.

A B

Typetheretailpriceofonesellingunit. Typethesellingunitoftheitem(suchaseachorunit).Youcantype uptofivecharacters.Thesellingunitcanbeprintedontheitem invoice.If,forexample,yousellbythesixpack,whenyousellfive units,youwillbesellingfivesixpacks. Ifyoutrackonhandquantitiesandvaluesforthisitem,typethe numberofitemsthatcompriseasingleunitinthisfield.Thisisthe numberthatissubtractedfromyouronhandinventoryforevery sellingunit.Forexample,ifyousellby thesixpack,enter6asthe numberofitemspersellingunit.Whenyousellonesixpack,your iteminventoryisreducedbysixitems.

CREATINGITEMS

1 5 1

Making inventory adjustments

Fromtimetotimeyoumayneedtoadjustitemquantitiesandvalues. For example,ifyourinventorygetsdamaged,youmayhavetowriteoff someofyourinventoryorrevalueit. Thissectionexplainshowtomakeanadjustmenttoasingleitemora fewitems.Ifyouneedtoupdatethequantitiesofseveralitems,see Recordingstocktakesonpage 155. For examplesofcommoninventoryadjustments,seeExamplesof inventoryadjustmentsbelow.
NOTE : PrinttheItemsListSummaryreport Whenmakinginventory adjustments,youmayfinditusefultoprinttheItemsListSummary report.Thisreportdisplaysonhandquantitiesandvaluesofyouritems.

Typethequantitybywhichyouwanttoincreaseordecreasethe quantityheld.Only enterthequantityvariation. Typethequantityininventoryunits,notbuyingorsellingunits. Ifyouenterapositivenumber,thatnumberisaddedtoyouronhand inventory.Ifyouenteranegativenumber,thatnumberissubtracted fromyouronhandinventory. Theunitcostoftheitemappearsbydefault.Theunitcostiscalculated asthetotalcostoftheitemdividedbythenumberofunitsonhand.If thesearenewitems,entertheirpurchasecost. TheAmountfielddisplaysthequantitymultipliedbytheunitcost.If youchangeit,theunitcostisrecalculatedautomatically. Entertheaccountyouwanttoassigntheadjustmentamountto.If yourereducingtheinventoryvalue,thisaccountisusuallyacostof salesorexpenseaccount. Selectwhetheryouwantthisadjustmenttobeallocatedasan endofyearadjustment.Endofyearadjustmentscanbeexcluded fromyourfinancial reports.

D E

To make an inventory adjustment

1

GototheInventorycommandcentreandclickAdjustInventory. TheAdjustInventorywindowappears. Enterdetailsoftheadjustment.

3 F

ClickRecordtosavetheinventoryadjustment.

Examples of inventory adjustments

Thefollowingaresomeexamplesofinventoryadjustments. Example1a Thisinventoryadjustmentincreasesthenumberof itemsonhandbytwoandthetotalvalueoftheitemsonhandby$700.

Selecttheitemyouwanttoadjust.

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Example1b Thisinventoryadjustmentincreasesthenumberof itemsonhandbytwobutdoesnotchangethetotalvalueoftheitems. Theaveragecostoftheitemswilldecreaseasresultofthisadjustment.

Example2 Thisinventoryadjustmentincreasesthetotalvalueofthe itemsonhandby$120butdoesnotchangethenumberofitemson hand.Theaveragecostoftheitemswillincreaseasaresultofthis adjustment.

Building items
Buildingitemsistheprocessofmakingafinisheditembytransferring quantitiesandvaluesfromthecomponentitems(suchasraw materials)tothefinisheditem. For example,youcouldbuildanitemoffurniture(thefinisheditem)by transferringtherequiredquantitiesandvalueoftimberandfabric (componentitems)tothatfurnitureitem. Youcanbuilditemsintwoways:

Typethenumberoffinisheditemsyouwanttomakeinthe Quantityfield. IntheItemNumberfieldofthenextrow,selectacomponentyou areusingtomakethefinisheditem. Typethenumberofunitsusedasanegativenumberinthe Quantitycolumn.

manually,foraoneoffbuild.Seebelow. automatically,foranitemyoubuildrepeatedly.SeeAutobuilding itemsonpage 154.

Beforeyoucanbuildafinisheditem,youneedtohavecreatedanitem recordforeachcomponentandthefinisheditem.SeeCreatingitems, onpage 149.

To build items manually

1

GototheInventorycommandcentreandclickBuildItems.The BuildItemswindowappears. IntheItemNumberfieldofthefirstrow,selectthefinisheditem youwanttomake.

Repeatstep 4andstep 5aboveforallothercomponentsused.

BUILDINGITEMS

1 5 3

Ifrequired,edittheunitcostofthefinisheditemandofeach componentincludedinthebuild. ThevalueintheOutofBalancefieldmustbezerobeforeyoucan recordthetransaction.Thatis,thevalueofthefinisheditemsin theAmountcolumnmustbeequaltothesumofthecomponent values.

c Repeatfromstep aforeachcomponentrequiredtobuildthe

newfinisheditem.

ClickRecordtosavetheinventorytransfer. Thebuiltitemisaddedtoyouronhandinventoryandthe componentitemsaresubtractedfromyouronhandinventory.

Auto-building items
For itemsthatyoubuildoften,youcanusetheAutoBuildfunctionto automaticallybuildthefinisheditems. BeforeyoucanbuildafinisheditemusingtheAutoBuildfunction,you needtodefinewhatitemsareneededtobuildtheitem.
7

Whenyouhaveenteredallthecomponents,clickOK.

To define an Auto-Build item

1

To auto-build an item
TIP : Auto buildfromtheToDoList Youcanalsoautobuilditemsusing theToDoList.IntheStockAlertviewoftheToDoList,selecttheitems youwanttobuildandclickOrder/Build.

GototheInventorycommandcentreandclickItemsList.The ItemsListwindowappears. Clickthezoomarrow( )nexttotheitemyouwanttobuild.The ItemInformationwindowappears. ClicktheAutoBuildtab. IntheMinimumLevelforRestockingAlertfield,enterthe minimumleveloftheitemyouwanttohaveininventory. IntheListwhatittakestobuildfield,typethenumberoffinished itemunitsyoucanmakewiththecomponentquantitiesyouwill specifyinthelist. Enterthedetailsofeachofthecomponentsrequiredtobuildthe item. a IntheItemNumbercolumn,selectacomponentthatsrequired tobuildthenewfinisheditem. b IntheQuantitycolumn,typethenumberofcomponentitems requiredtobuildthespecifiedquantityofthefinisheditem.

3 4

GototheInventorycommandcentreandclick AutoBuildItems. TheAutoBuildItemswindowdisplaysallitemsthatyouhave designatedasfinisheditems. IntheQuantitytoBuildcolumn,typethequantityoffinisheditems youwanttobuild.(ClickNoneifyouwanttochangeallnumbersin thiscolumntozero.)

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ClickBuildItems.TheBuildItemswindowdisplaysthedetailsof thetransferthatwilloccurwhenthefinisheditemisbuilt.

Reviewtheentriesinthiswindowtomakesurethatthequantities, unitcostsandtotalinventoryvaluesarecorrect.Notethatthe quantitiesofthecomponentsinthelistappearasnegative numbers,whilethequantitiesofthefinisheditemsinthelistare shownaspositivenumbers. ClickRecordtosavethebuilditemtransactionandupdateyour inventoryquantitiesandvalues.

Recording stocktakes
YoucanusetheCountInventorywindowtoadjustitemquantitiesand torecordtheresultsofyourregularinventorycounts. Thevalueofanyinventoryadjustmentmustbeallocatedtoanaccount sothatyourrecordsaccuratelyreflectthereasonsfortheadjustment. For example,youcanuseanexpenseaccountcalledShrinkageand Spoilagetotracklossortheftofitems.
2

GototheInventorycommandcentreandclick CountInventory. TheCountInventorywindowappears. IntheCountedcolumn,typetheactualquantitiesoftheitems.Any discrepancybetweenthecountedquantityandtheonhand quantityappearsintheDifferencecolumn. ClickAdjustInventory.Iftherearedifferencesbetweenonhand andcountedvalues,theAdjustmentInformationwindowappears. Inthiswindowyoucanselectanexpenseaccount,(forexample, ShrinkageandSpoilage)towhichallnecessaryinventory adjustmentswillbeallocated.Itshouldnotbeyourinventoryasset account. Selectingadefaultaccountsavesyouhavingtoenteranaccounton everylineoftheinventoryadjustment.Ifyouneedtousedifferent accounts,dontenteradefaultaccount.

To record a stocktake
1

Counttheactualitemsinyourinventory.
NOTE : InventoryCountSheetreport YoucanusetheInventory CountSheetreport,whichlistsallyourinventoryitems,tomanually recordyouractualquantities.Toprintthereport,clickPrintinthe CountInventory windowor,ifyouwanttosetfilters,accessitfrom theIndextoReportswindow.

RECORDINGSTOCKTAKES

1 5 5

ClickContinue.TheAdjustInventorywindowappears,displayinga lineitemforeachrequiredadjustment. Ifyouenteredadefaultadjustmentaccountinstep 4,thataccount appearsintheAccountcolumnforeachlineitem. Ifyoudidntenteradefaultadjustmentaccount,enterthe accountsyouwanttousetotracktheadjustmentintheAccount columnforeachlineitem.

[Optional]EnterareasonfortheadjustmentintheMemocolumn (forexample,Endofyearstocktake). Ifthecountisanendoffinancialyearstocktake,selectthe YearEndAdjustmentoption. ClickRecordtoupdateyourinventory.

Reviewing your inventory information

Thefollowingtoolshelpyoureviewyourinventoryinformation.
Tool
ToDoList Inventory reports Viewhistory Find Transactions ItemsRegister Transaction Journal

Description
Displaysanalertforitemsthatneedtobe purchasedorbuilt. Inventoryreportshelpyoukeeptrackofyour itemquantitiesandvalue. Youcanviewthesalesandpurchasetransaction historiesofanitemorsupplierforsevenyears. FindTransactionshelpsyoufindinventory transactions. Givesyoualistofyourinventorytransfers, adjustments,salesandpurchasesforallitems. Listsjournal entriesofyourinventory transactions.

See
below page 157 page 157 page 174 page 175 page 175
3

itemactuallyonhand.TheOnOrdercolumnshowsthequantityof eachitemalreadyonorder.TheCommittedcolumnshowsthe quantityofanitemonbackorderforcustomers. Ifyouwanttochangethedetailsofanorderorautobuild transactionbeforerecordingit,clicktheOrderorBuildzoomarrow ( )nexttotheitem.Completethetransactioninthewindowthat appears. Ifyouwanttoautomaticallyorderorbuilditems: a Clickintheselectcolumn( )nexttoeachitemyouwantto buildororderandthenclickOrder/Build.Awindowappears, displayingthecurrentdate. b Ifyouwantto,enter adifferentdate. c Choosewhether youwanttoOrderorBuildandclickOK. Anorderwillautomaticallybecreatedfortheitemsthatneedtobe purchased.TherestockinginformationenteredintheBuying DetailstabviewoftheItemInformationwindowisusedto determinethesupplierandquantitytoorderortheitemstobuild.

To view a list of all items that need to be built or purchased

1

ClickToDoListfromanycommandcentre.TheToDoListwindow appears. ClicktheStockAlerttab.Alistofallitemsthatneedtobeordered orbuiltappears.TheOnHandcolumnshowsthequantityofeach

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To view inventory reports

Thefollowingaresomereportstohelpyoutrackyourinventory.

PriceListSummaryreport.Thisreportlistsyouritemprices,andis usefulforsendingtoyourcustomers.

AnalyseInventorySummaryreport.Thesummaryanddetailed versionsofthisreportcanserveasyourorderbook.Youcanviewa listofallyoursalesordersandpurchaseordersforallorselected items. ItemListSummaryreport.Thisreportshowsinformationabout youritems,includingtheironhandquantitiesandtotalvalue.The ItemListSummaryreportalsoshowsanitemscurrentaverage costprice,whichisimportanttoknowwhenmakinginventory adjustments.Youcanusethisreporttocompareyourtotal inventoryvaluetothetotalofyourinventoryassetaccounts.

Forinformationonreports,seeChapter 12,Reports,startingon page 185

To view sales and purchases history for an item

1

GototheInventorycommandcentreandclick ItemsList.The ItemsListwindowappears. Clickthezoomarrow( )nexttotheitemyouwanttoview.The ItemInformationwindowappears. ClicktheHistorytab.TheHistoryviewdisplaysthepurchaseand saleshistoryfortheitemforsevenyears:fivepastyears,the currentyearandthenextyear.

Setting item prices

YoucansetthedefaultsellingpricesoftheitemsyousellusingtheSet ItemPriceswindow.Then,ifrequired,youcanchangethepriceatthe pointofsale,whichoverridesthedefaultpriceforthatsaleonly.

To change the price of an item

1

GototheInventorycommandcentreandclickSetItemPrices .The SetItemPriceswindowappears.

Ifanitemisnotlisted,itmeansthatyouhaventselectedtheISell ThisItemoptionontheProfiletaboftheItemInformation window.

SETTINGITEMPRICES

1 5 7

FromtheBasisforCalculationlist,selectwhetheryouwantto showtheaveragecostorlastcostofeachitem.Thiswillhelpyou comparethesellingpricesofyouritemstotheircost.

Select...
AverageCost Last Cost

Indicatehowyouwanttocalculatethenewpricesandapply rounding. Forexample,ifyouwantamarkupof30%overtheaveragecostof youritems,selectthePercentMarkupoption,type30inthe adjacentfieldandselectAverageCostasthebasisofcalculation.

Ifyouwanttoview...
thetotalonhandcostofeachitemdividedbythe numberofunitsyouhaveonhand. themostrecentpurchasepricefortheitem.
5

Ifyouwantto: updateonlytheitemsyouselectedinstep 2,clickUpdate SelectedItems . updatethepriceofallitems,clickUpdateAll Items.

ClickintheCurrentPricecolumnofanitemandenteranewprice. Dothisforeachitempriceyouwanttochange. Youcanenterunitpriceswithuptofourdecimalplaces.Onyour invoices,theunitpriceismultipliedbythequantitysoldandthe resultisroundedtotwodecimalplaces.

ClickOK.

To update the prices of multiple items at once

1

GototheInventorycommandcentreandclickSetItemPrices .The SetItemPriceswindowappears. Clickintheselectcolumn( update. )nexttotheitemsthatrequireaprice

ClickShortcuts.ThePricingShortcutswindowappears.

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Customising inventory
Youcancustomiseinventoryusingthefollowingoptions:

Custompricelevels Youcansetuptosixpricelevelsforanitem andthenassignoneoftheselevelstoaparticularcustomer.You could,forexample,haveonepricelevelforcasualcustomers, anotherforirregularcustomers,anotherforregularsmallspend customers,anotherforregularhighspendcustomersandsoon. Youcanalsospecifyuptofivepricebreaksforeachpricelevel.You canthencharge,say,allyourregularcustomersincreasinglylower pricesiftheypurchaselargerandlargerquantitiesoftheitem. Customfields Usecustomfieldstorecordadditionalitem information,suchasWarranty,SerialNumberandVoltage.Use thesefieldsforinformationthatyoudontneedtouseasreport filters. Customlists Createcustomlistsofattributesthatyoucanapply toyouritemsandthenfilterandgroupyourinventoryitemsby.For example,ifyouarerunningatrailerrentalbusiness,youmight havecustomlistsofColourandType.Byassigningthecustomlist entriestoyouritems,youcouldthenrunareporttoincludeonly trailersofacertaincolourortype.

Tosetcustompricinglevels,youcangiveeachlevelanameandthen specifyapriceforeachlevelforeachquantitybreak.

To name your price levels

[Optional]Ifyoudontgivenamestopricelevels,defaultnameswillbe used(LevelA,LevelBandsoon).
1

GototheListsmenu,chooseCustomLists&FieldNames andthen PriceLevels.TheCustomListandFieldNameswindowappears. Enternamesforthepricelevels.Thesenameswillappearinthe SellingDetailstaboftheItemInformationwindow.Notethatlong nameswillappearshortenedtothefirst11characters. ClickOK.

To specify price levels and quantity breaks for an item

1 2

GototheInventorycommandcentreandclick ItemsList. SelecttheitemandclickEdit.TheItemInformationwindowforthe itemappears. ClicktheSellingDetailstab. Thebasesellingpriceyouenteredforthisitemintheuppersection oftheSellingDetailsviewappearsatLevelA(orwhatevername youhavechosenforthisfield).

Custom price levels

Youcancustomiseyourpricingaccordingtocustomerstatusandsales quantities. For example,alevelAcustomermightpay$140forasinglequantityof theitem,butiftheypurchasefiveunitsoftheitem,theywillonlyhave topay$100foreachofthem.
Volumediscount ThevolumeintheVolumeDiscount%fieldin theSellingDetailsviewofacustomerscardwillapplyinadditiontothe quantitybreakpricelevelsyousetup.
NOTE :

Intheremainingfields(LevelsBtoF,orwhateveryouhavechosen tonamethem),typethesellingpriceofthisitem.Makeanentry foreachpricelevelyouwanttouse. Ifyouwanttospecifyquantitybreaksforapricelevel: a Enterthefirstquantitybreak inthefirstOverfieldandentera priceforordersthatareoverthequantitybreak. b InthenextOverfield,typeanewquantitybreak.Assignthe priceforthisquantitybreakforeachpricelevel.

CUSTOMISINGINVENTORY

1 5 9

c Continuetoenteruptofivequantitybreaksandassignuptosix

pricelevels.Notethateachquantitybreakmustbegreaterthan thepreviousquantitybreakandlessthanthenext.

Custom item lists

Youcancreatethreecustomliststhatyoucanusetofilterandgroup yourinventoryitems. AnexampleofacustomlistisColour,inwhichyoucancreatelist entriesofyellow,red,greenandblue.Whenyoucreateoreditanitem, youcanassignoneofthesecolourstoit.Whenyourunaninventory report,suchastheAnalyseInventorySummaryreport,youcan choosetoincludeonlyreditemsinthereport.

To name a custom item list

1

GototheListsmenu,chooseCustomLists&FieldNames,and thenclickItems.TheCustomListandFieldNameswindow appears. Enternamesforeachofthethreecustomlistsintheappropriate fieldsandclickOK.

2 6

ClickOK.

To assign a price level to a customer

1

GototheCardFilecommandcentreandclickCardsList.TheCards Listwindowappears. Locatethecustomercardyouwanttoassignapriceleveltoand clickthezoomarrow( )nexttoit. ClicktheSellingDetailstab. IntheItemPriceLevelfield,selectthepricelevelyouwantto assigntothecustomer. Youcanassigntheitemsbasesellingpriceoroneofthesixprice levels.Ifyoudontassignoneofthesixpricelevels,theitemsbase priceisusedinstead. Theselectedpricelevel,andanyassociatedquantitybreaks,will nowdeterminethepricethiscustomerischargedfortheitem. TheselistnameswillnowappearontheItemsDetailsviewofthe ItemInformationwindow.

3 4

To create a custom list entry

1

GototheListsmenu,chooseCustomListsandthenItems.The CustomListswindowappears. Selectthecustomlisttowhichyouwanttoaddentriesinthe CustomListfield.

ClickOK.

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ClickNewandtypethenameofthelistentry.Forexample,ifyou haveacolourlist,youwouldenteracolour,suchasPurple .

Custom item fields

Customfieldscanbeusedtorecordadditionalinformationaboutyour items.ExamplesofcustomfieldsareWarranty,IDNo.and Manufacturer.However,unlikecustomlists,customfieldscannotbe usedtofilterinventoryreports. Youcancreateuptothreecustomfields.

To name a custom item field

1

GototheListsmenuandchooseCustomLists&FieldNamesand thenItems.TheCustomListandField Nameswindowappears. IntheNameofCustomFieldfields,typethefieldnamesandclick OK.

2 4 5 6

ClickOK. Repeatfromstep 3untilyouhavecreatedallyourlistentries. ClickClosetoclosetheCustomListswindow. ThesefieldnameswillappearontheItemDetailsviewoftheItem Informationwindowforallitems,andyoucanentertherelevant detailsinthesefields.

To assign a custom list entry to an item

1 2

GototheInventorycommandcentreandclickItemsList. Clickthezoomarrow( )totheleftoftheitem.TheItem Informationwindowappears. ClicktheItemDetailstab. Selectthelistentryyourequirefromtheappropriatecustomlist. ClickOK.

3 4 5

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10 Lists
Yourcompanyfilehaslistsfordifferenttypesofrecordscustomers,accounts,taxcodes,recurringtransactionsandsoon.Thischapterexplainshowtoadd recordstolists,andhowtoinactivateordeletethem.

Adding a record
Listsaremadeupofindividualrecords.Forexample,eachiteminyour ItemsListisarecord,asiseachjobinyourJobsList.Youcanaddas manyrecordsasyouwanttoalist.
Toaddthistypeofrecord...
Account Card Customer Supplier Employee Personal page 61 page 83 page 110 page 209 page 140 Job page 227

Toaddthistypeofrecord...
Item Taxcode Recurringtransaction

See
page 149 page 164 page 179 page 226

See
page 23

Category

Timebillingactivity [AccountRightPlusonly]

Adding records when entering transactions

Youcancreatenewrecordseasilyfromanytransactionwindow.For example,youcanaddaccounts,cards,categories,employment classifications(notinAccountRightStandard),comments,customlist items,jobs,referralsources,shippingmethodsandmoretoyourlists whenenteringtransactions.

163

To create a record in a transaction window

Letsassumeyouwanttoaddacustomercardwhileenteringasale.
1

IntheSalescommandcentre,clickEnterSales.TheSaleswindow appears. IntheCustomerfield,typethecustomersnameandpressTAB.If thereisnocardforthiscustomer,adropdownlistappears.

Dooneofthefollowing: Tocreateadetailednewrecord,clickNew.TheCard Informationwindowappears,whereyoucanenterthedetails ofthenewcustomer. Tocreateaquickrecordtocompletelater,click EasyAdd.Anew cardisaddedtoyourcardslist,usingjustthecustomername youenteredintheCustomerfield.Youcangobackandadd detailstothecardlater.

NOTE : Easy Addisnotavailablefromsometransaction windows InwindowssuchasSpendMoney,thetypeofcardyou wanttocreateisnotimmediatelyobvious,sotheEasyAddbutton isnotavailable.

Setting up tax codes

Taxcodesareusedtotracktaxpaidtoandbyyourbusiness.Eachtax coderepresentsaparticulartypeoftax. AccountRighthasanextensivelistoftaxcodesthatcanbeusedina varietyofsituationsforexample,whendoingbusinesswithoverseas customers,whentrackingcapitalacquisitions,andsoon.

Summary of tax types

Whenyoucreateataxcode,youneedtoselectwhichtypeoftaxitis. Thetablebelowdescribeswhateachtaxtypeisfor.
TaxType
Consolidated

Description
Thistaxtypeisusedfortaxesthataremadeupoftwoor moretaxcodesorsubtaxes.Formoreinformation,see Consolidatedtaxcodesonpage 166.

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TaxType
ImportDuty

Description
Importers,whoarebringinggoodsintoAustraliafrom othercountries,shouldusethistaxtype.Taxcodeswith thistaxtypeareusedtorecordtheimportdutypayableon apurchaseorderwithoutchangingthetotalamountof thepurchaseorder.(Theimportdutyistreatedasa separatetransactionsincethedutyispayabletotheATO, nottothecompanysupplyingthegoods.) ThistaxtypeisassociatedwiththeWineEqualisationTax. ThistaxtypeisassociatedwiththeGoods&ServicesTax assignedtosalesandpurchases.Thistaxtypealsoisused forGSTfreegoodsandGSTonWineEqualisationTax. Thistaxtypeshouldbeusedbyorganisations,suchas suppliersoffinancial services,thatmustpayGSTonthe purchasestheymakebutdon'tcollectGSTfromtheir clientsorcustomers.TheInputTaxedtaxtypealsoshould beusedbybusinessesthathaven'tregisteredforGST. ThistaxtypeisusedbytheAutomotiveindustrytohandle theluxurycartax. ThistaxtypeshouldbeusedforthePAYGvoluntary withholdingsscheme. Thistaxtypeshouldbeusedforsuppliersthathavenot quotedABNsontheirinvoices,orforamountsthatare withheldfrominvestmentincomebecausenotaxfile numberwasquoted.Thistypeindicatesthatthetaxcode isaPAYGWithholdingtaxtypeandwillalwaysberounded downtothenearestdollar. YoushoulduseaNoABN/TFNtaxcodeof48.5%for supplierswhodonotquoteanABNoninvoicesformore than$75taxexclusive,orwhereamountsarewithheld frominvestmentincomebecausenotaxfilenumberwas quoted.Ifbothofthesesituationsapplytoyourcompany, youwillneedtocreatetwotaxcodestohandlethem separately.

To create a tax code

1

GototheListsmenuandchooseTaxCodes.TheTaxCodeList windowappears. ClickNew.TheTaxCodeInformationwindowappears. IntheTaxCodefield,typeacode(uptothreecharacters)forthe newtaxandpressTAB. Completetheotherfieldsinthiswindow.

2 3

SalesTax Goods& ServicesTax Input Taxed

LuxuryCarTax Voluntary withholdings NoABN/TFN

A B

Enteradescription,typeandrate.IfyouselectedConsolidatedas theTaxType,seeConsolidatedtaxcodesonpage 166. Selectthelinkedaccountfortaxcollectedandfortaxpaid.These fieldsareonlyavailableforsometaxtypes.

SETTINGUPTAXCODES

1 6 5

Consolidated tax codes

Youcancreateconsolidatedtaxcodesbycombiningtwoormoretax codes.Forexample,youcouldcreateaGWtaxcode(witha41.9%tax rate)thatiscomposedofWET(WineEqualisationTax)at29%andWEG (GSTonWineEqualisationTax)at12.9%.

To assign tax codes to items

Whenyousetupyouritems,youmustassignataxcodetoeachof them. Youneedtoassignataxcodetobeusedwhenyousellanitemandatax codetobeusedwhenyoubuyanitem.Thattaxcodewillappearasthe defaultinsalesandpurchasesofthatitemunlessyouhavespecified thatthecustomersorsupplierstaxcodeistobeusedinstead(see below). TaxcodesareassignedtoitemsintheBuyingandSellingtabsofthe ItemInformationwindow.Formoreinformation,seeCreatingitems onpage 149.

To assign tax codes to cards

Youcandefineadefaulttaxcodeforacustomerorsupplier.Youwould onlyneedtoselectadefaulttaxcodeifthecustomersorsupplierstax statustakesprecedenceoverthatoftheitemorservicebeingsoldor purchased.
NOTE : Youcanonlyconsolidatetaxcodes thatareinyourtaxcode list Makesureyoufirstcreatethetaxcodesyouwanttoconsolidate.The restofthefieldsarefilledinforyouandtheconsolidatedtaxrateis calculatedautomatically.

Forexample,ifacustomerisonetowhomyouonlyevermakeexport sales,youshouldassigntheEXP(ExportSales)taxcodetothat customerscard. Whenyoucreateaquote,orderorinvoice,thetaxcodeassignedtothe customerwillbeusedasthedefault.Thistaxcodewilloverridethe itemstaxcodeinanitemsale,andtheallocationaccountstaxcodein anonitemsale. TaxcodesareassignedtocustomersintheSellingDetails taboftheir Card Informationwindow. MakesureyouselecttheUseCustomersTaxCodeoption.(Ifthisisnot selected,thecustomerstaxcodewillnotbeused,evenifonehasbeen assigned.)

To assign tax codes to accounts

Youcanassignataxcodetoanydetailaccountinyouraccountslist.The taxcodeyouassignwillappearasthedefaulttaxcodeinatransaction whereyouallocateadeposit,cheque,nonitemsaleorpurchasetothis account. For example,youhaveassignedtheGSTtaxcodetoyourelectricity expenseaccount.WhenyousettleyourelectricitybillintheSpend Moneywindowandallocateittothisaccount,theGSTtaxcodewill appearinthiswindowbydefault. YoucanallocateataxcodetoanaccountintheAccountInformation window.Toopenthiswindow,gototheAccountscommandcentre, clickAccountsList ,doubleclicktherequiredaccount,andclickthe Details tab.

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Similarly,whenyoucreateaquote,orderorbill,thetaxcodeassigned tothesupplierwillbeusedasthedefault.Thistaxcodewilloverride theitemstaxcodeinanitempurchaseandtheallocationaccountstax codeinanonitempurchase.Taxcodesareassignedtosuppliersinthe BuyingDetailstaboftheirCardInformationwindow.

MakesureyouselecttheUseSuppliersTaxCodeoption.(Ifthisoption isnotselected,thesupplierstaxcodewillnotbeused,evenifonehas beenassigned.)

Finding a record
Recordsarestoredanddisplayedinlists.Forexample,theJobsList windowliststhejobsyouhavecreated,theAccountsList windowlists youraccounts,andsoon.Aslistsgetlong,itcantaketimetolocatea record.Usethefollowingtoolstofindarecordquickly. Tabs Somelistsaredividedintoseparateviewsusingtabs.For instance,theaccountslistisdividedbyaccounttypeintoninetabs, makingiteasierforyoutofindanaccount.Forexample,ifyouare lookingforanassetaccount,clicktheAssettab.Withinthetabyoucan usethescrollbartofindtherecord. Advancedsearchfilters Insomelistwindows,youcanuseadvanced searchfilterstonarrowdownyourrecordsearch.Todothis,click Advanced.EntertherelevantfiltersandclickOK.Thewindowwill displayonlythoserecordsthatmeetyoursearchcriteria. Searchfields Youcanfilter listsusingthesearchfield.Todothis,click thecolumnheadingbywhichyouwanttosearch(forexample,bycode orname),thentypeyoursearchtermsintheSearch field( ). Thelistisupdatedasyoutypetodisplayallrecordsthatcontainyour searchtermsfortheselectedcolumn. Toresetthelist,deletethetextyouenteredinthesearchfieldorclick theX( )icon.

FINDINGARECORD

1 6 7

Changing a record
Youcanmakechangesto:

accounts cards categories items jobs payrollcategories(AccountRightPlusonly) taxcodes timebillingactivities(AccountRightPlusonly).

Ifyoumakechangestoarecordthatdoaffectatransactionsbalance (suchasanitemssellingpriceortherateofataxcode)transactions youveenteredpreviouslyusingthatrecordarenotupdated. Forexample,ifyouchangeanitemssellingpricefrom$6to$8, transactionsyouverecordedwiththeoldpricewillretainthatprice. Thenewpriceappliestoanynewtransactionsyouenter.

To change a record
1

Displaythelisttowhichtherecordbelongs.Forexample,ifyouare makingchangestoanaccount,displaytheAccountsList window;if youarechanginganitem,displaytheItemsListwindow,andsoon. Locatetherecordyouwanttochangeinthelist.Useasearch methoddescribedinFindingarecordonpage 167,ifnecessary. Onceyoulocatetherecord,clickthezoomarrow ( )nexttoit. Detailsoftherecordaredisplayed. MaketherequiredchangesandclickOK.

Changingarecordthathasbeenusedinatransaction Ifyou changethedetailsofarecordthatdoesnotaffectatransactions balance(forexample,changingacustomername),thenallthe transactionsyouveenteredusingthatrecordareupdated.

Inactivating or reactivating a record

Ifyouhaveaccounts,cards,items,activities(AccountRightPlusonly), orjobsthatyourarelyuseforexample,acardyoucreatedfora oneoffsaleorpurchaseinactivatingthemafterusewillremove themfromselectionlists.Yourlistofrecordswillbeshorterand, consequently,selectingtherecordyouneedwillbeeasier.Youcanstill useaninactiverecordintransactionsbymanuallyenteringtherecord name.

To inactivate (or reactivate) a record

1

Displaythelisttowhichtherecordbelongs.Forexample,ifyouare makingchangestoanaccount,displaytheAccountsList window;if youarechanginganitem,displaytheItemsListwindow,andsoon. Locatetherecordyouwanttoinactivate(orreactivate)andclick thezoomarrow ( )nexttoit.Therecordsdetailsappear. Ifyouareinactivatingorreactivatingacard,account,activityor item,clicktheProfiletab. Select(ordeselect)theInactive[...]option.

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Deleting a record
Youcandeletearecordthatyounolongerneed.However,arecord cannotbedeletedifitisusedinatransaction,hasbeenselectedin anotherrecord,orifithasabalance.
NOTE : Deletingaccountsandjobs Youcanonlydeleteanaccountora jobifithasneverbeenusedinatransaction.Iftheaccountorjobhasbeen used,youwillnotbeabletodeleteit,evenafterdeletingthetransaction. Asanalternative,youcanchoosetomaketheaccountorjobinactive.See Inactivatingorreactivatingarecordonpage 168formoreinformation. Foraccounts,youcanchoosetocombinetheaccountyounolonger requirewithanotheraccounttoremoveitfromtheAccountsList.See Combiningrecordsbelowformoreinformation.

To delete a record
1

GototheListsmenuandchoosethelisttowhichtherecord belongs.Forexample,ifyouaredeletinganitem,chooseItems;if youaredeletingacard,chooseCards,andsoon. Locatetherecordyouwanttodeleteandclickthezoomarrow ( ) nexttoit.TherecorddetailsappearintheInformationwindow. GototheEditmenuandchooseDelete[...].Forexample,ifyou wanttodeleteacustomercard,chooseDeleteCard.

Combining records
Insomesituationsyoumaywanttocombinetworecords.Forexample, youmayhaverecordsinyourcardslistfortwosupplierswhohave mergedtheiroperations.Oryoumayhaveseparateaccountsfortwo departmentswhosesalesfiguresyounowwanttocombine. Whenyoucombinetworecords,youidentifyoneastheprimaryrecord andtheotherasthesecondaryrecord.Theprimaryrecordbecomes theownerofallthetransactiondetails(transactions,jobs,history,and soon)currentlylinkedtothesecondaryrecordandthesecondary recordisdeleted.
Historicalreports Whenyouviewhistoricalreportsfromthe previousfinancialyear(forinstance,thepreviousfinancialyearsbalance sheet),theprimaryaccount islistedshowingthecombinedaccount balance.
NOTE :

Combining cards
Youcancombine:

customercards suppliercards personalcards. employeecards cardswithadifferenttype cardswheretheprimarycardisinactive.

Youcannotcombine:

Whencardsarecombined,thenontransactioncardinformationfor theprimarycardsuchascardname,addressandbuyingandselling detailsisretainedasthedefaultinformationforthecombinedcard.

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Thetransactiondetailsforthesecondarycardareaddedtotheprimary card.Nontransactioninformationforthesecondarycardisdeleted.

Combining accounts
Youcanonlycombineaccountsthatare:

To combine two cards

1

GototheCardFilecommandcentreandclickCardsList.TheCards Listwindowappears. Selecttheprimarycard. ClickCombineCards .TheCombineCardswindowappears.

accountsofthesameaccounttype(forexample,assetandexpense accountscannotbecombined)and detailaccounts. headeraccounts accountsthatarelinkedtootheraccounts.

2 3

Youcannotcombine:

Whenaccountsarecombined,thenontransactionaccount informationfortheprimaryaccountsuchasaccountname, descriptionandbankdetails(forbankingaccounts)isretainedasthe defaultinformationforthecombinedaccount.Thetransactiondetails andopeningbalanceofthesecondaryaccountareaddedtothe primaryaccount.Nontransactioninformationforthesecondary accountisdeleted.

NOTE : Budgetsandjobbudgetsnotcombined Budgetsandjob budgetsforthesecondaryaccountarenotaddedtothebudgetsandjob budgetsoftheprimaryaccount.Youwillhavetorevisethebudgetsand jobbudgetsoftheprimaryaccountaftercombiningthem.

Theprimarycardappearsunder thePrimaryMoveall transactionstolist.Ifnecessary,youcanchooseanotherprimary cardfromthelist.

4

To combine two accounts

1

SelectthesecondarycardfromtheSecondaryRemoveall transactionsfromlist.
Thenextactioncannotbeundone Beforecontinuing, checkthatyouveselectedthecorrectcardstobecombined.Ifyou combinethewrongcards,youwillhavetorestorethemfroma backupandreentertransactionspostedtothosecardssincethe backup.
CAUTION :

GototheAccountscommandcentreandclickAccountsList.The AccountsListwindowappears. Selecttheprimaryaccount.Thisistheaccountthatthesecondary accountstransactionhistoryandopeningbalancewillbe transferredto.

5 6

ClickCombineCards .Aconfirmationwindowappears. ClickOKtoconfirmyouwanttocombinethetwocards.

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ClickCombineAccounts.TheCombineAccountswindowappears.

TheprimaryaccountappearsunderthePrimaryMoveall transactionstolist.Ifnecessary,youcanchooseanotherprimary accountfromthelist.

4

SelectthesecondaryaccountfromtheSecondaryRemoveall transactionsfromlist.
Thenextactioncannotbeundone Beforecontinuing, checkthatyouveselectedthecorrectaccountstobecombined.Ifyou combinethewrongaccounts,youwillhavetorestorefromabackup andreentertransactionspostedtotheaccountssincethebackup.
CAUTION :

5 6

ClickCombineAccounts.Aconfirmationwindowappears. ClickOKtoconfirmyouwanttocombinethetwoaccounts.

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11 Transactions
Youcreateatransactionwhenyourecordentriessuchassalesinvoices,purchaseordersandinventoryadjustments. Youcanchange,deleteorreversetransactionsdependingonhowyourpreferencesaresetup. Ifyouhavetransactionsthatneedtobeenteredperiodically,youcansetuprecurringtransactions.Youcanusetheserecurringtransactionstostoredetailsof transactionsyourecordregularlyandtosetupreminderstorecordthem.Youcanalsochoosetorecordrecurringtransactionsautomaticallyontheirdue date.

Finding a transaction
Thereareseveralwaystofindatransaction.Themethodyouuse dependsontheinformationyouhaveathand.
Usethe...
FindTransactions window SalesRegister

Usethe...
BankRegister

Tofind...
SpendMoney,PayBills,Receive PaymentsandReceiveMoney transactionsandemployeepays. inventoryitemtransactionsfora particulardaterange.Thisincludes adjustments,autobuildandother inventorytransactions. anytransactionbysourcejournal. recurringtransactions.Youcansort transactionsbyname,type,orfrequency, orsearchforatransactionbyname, amount,ornextdue.

See
page 175

Tofind...
journalentries,sales,purchases, cheques,deposits,supplierandcustomer payments. transactionsrelatingtosales(suchas openandclosedinvoices),quotes, orders,creditsandreturns.Thismethod ismostusefulifyouknowthetransaction dateorthecustomersname. transactionsrelatingtopurchases(such asopenandclosedbills)quotes,orders, debitsandreturns.Thismethodismost usefulifyouknowthetransactiondateor thesuppliersname.

See
page 174 ItemsRegister

page 175

page 174 Transaction Journalwindow Recurring TransactionsList window

page 175 page 176

Purchases Register

page 174

173

To find a transaction using the Find Transactions window

1 2

Clickthetabofthesalescategoryyouwouldliketoviewfor example,Orders.

Fromanycommandcentre,clickFindTransactions. IntheFindTransactionswindow,clicktheappropriatetabfor example,theCard tabtosearchbycard. FilteryoursearchusingtheSearchByanddaterangefields.

[Optional]FilteryoursearchusingtheSearchByanddaterange fields. ThetransactionsthatmatchyoursearchcriteriaappearintheSales Registerwindow.Youcanviewatransactionindetailbyclicking thezoomarrow( )nexttoit.

Ifyouwanttonarrowyoursearchfurther: a Click Advanced.TheAdvancedFilterswindowappears. b Typeorselectadditionalsearchfilters,andclickOK. Thetransactionsthatmatchyoursearchcriteriaappearinthe FindTransactionswindow.Youcanviewatransactionindetailby clickingthezoomarrow( )nexttoit.

Quotesandorderswithoutappliedpaymentsdontappear intheFindTransactionswindow Tofindthesetypes of transactions,gototheQuotesandOrdersviewsoftheSalesRegister orPurchasesRegister.
NOTE :

To find a transaction using the Purchases Register window

ThePurchasesRegisterwindowlistsallopenandclosedpurchases, returnsanddebits,quotesandorders.Youcanalsoviewalistofall purchases.
1

GotothePurchases commandcentreandclickPurchasesRegister. ThePurchasesRegisterwindowappears. Clickthetabofthetypeofpurchaseyouwouldliketoviewfor example,AllPurchases.

To find a transaction using the Sales Register window

TheSalesRegisterwindowlistsallopenandclosedinvoices,quotes, orders,returnsandcredits.Youcanalsoviewalistofallsales,ifyou choose.
1

GototheSalescommandcentreandclickSalesRegister.TheSales Registerwindowappears.
3

[Optional]FilteryoursearchusingtheSearchByanddaterange fields.

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Thetransactionsthatmatchyoursearchcriteriaappearinthe PurchasesRegisterwindow.Youcanviewatransactionindetailby clickingthezoomarrow( )nexttoit.

GototheInventorycommandcentreandclick ItemsRegister.The ItemsRegisterwindowappears.

To find a transaction using the Bank Register window

YoucanusetheBankRegisterwindowtofindSpendMoney,PayBills, ReceivePaymentsandReceiveMoneytransactionsandemployeepays (AccountRightPlusonly).
1

GototheBankingcommandcentreandclickBankRegister.The BankRegisterwindowappears. Typeorselectthebank,creditcardorpettycashaccountyouused forthetransactionintheAccountfield.

IntheSearchByfield,selectwhetheryouwanttoview transactionsforallitemsorasingleitem. IfyouselectedItematstep 2,typeorselecttheitemnumberinthe fieldthatappearstotherightoftheSearchByfield. IntheDatedFromandTofields,enterthedaterangeduringwhich thetransactionwasrecorded.Thetransactionsthatmatchyour searchcriteriaappearintheItemsRegisterwindow. Ifyouwanttoviewatransactionindetail,clickthezoomarrow ( )nexttothetransaction.

IntheDatedFromandTofields,enterthedaterangeduringwhich thetransactionwasrecorded.Thetransactionsthatmatchyour searchcriteriaappearintheBankRegisterwindow. Ifyouwanttoviewatransactionindetail,clickthezoomarrow ( )nexttothetransaction.

To find a transaction using the Transaction Journal window

TheTransactionJournalwindowgroupsallyouraccountingentries intojournals:general,disbursements,payroll(AccountRightPlusonly), receipts,sales,purchasesandinventory.Italsoenablesyoutodisplay alltransactions.
1

To find a transaction using the Items Register window

TheItemsRegisterwindowgivesyouquickaccesstotransactions relatingtoitems.Whentheregisterisfilteredtoshowasingleitem,a runningbalanceoftheitemsquantitiesandvaluesappears.

ClickTransactionJournalfromanycommandcentre(exceptCard File).TheTransactionJournalwindowappears.

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Clicktheappropriatetabforexample,theSalestabtofindasales invoice.

To find a recurring transaction

1

GototheListsmenuandchooseRecurringTransactions.The RecurringTransactionsListwindowappears.

IntheDatedFromandTofields,enterthedaterangewithinwhich thetransactionwasrecorded.Alltransactionsbetween(and occurringon)thesedateswillbelisted. IfyouwanttosearchforarangeofjournalID numbers,enterthe rangeintheIDFromandTofields.AlltransactionswithIDs between(andmatching)thesenumberswillbelisted. Toopenthetransactioninitsoriginalwindow,clickthezoom arrow ( )totheleftofthejournalentry.

Locatetherecurringtransaction.Youcan: sortthetransactionsbyname,typeorfrequency searchforatransactionbyname,amountorduedate. Formoreinformationonchangingthedetailsofarecurring transaction,seeRecurringtransactionsonpage 179.

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Changing or deleting a transaction

Ifyouarepartwaythroughenteringatransaction,youcaneraseitand startagainbychoosingErasefromtheEditmenu. Sometimes,however,youmayneedtomakechangestoordeletea transactionyouhavealreadyrecorded.Atransactioncanonlybe changedordeleted:

Changing a transaction
Beforechangingatransaction,notethefollowing: Sometransactionscannotbechanged Youcannotchangearefund chequeorabankdepositonceithasbeenrecorded.Youcanonly deleteorreversethesetransactions.Formoreinformation,see Reversingatransactiononpage 178. Somefieldscannotbeedited IfyouarechangingaPayBillsor ReceivePaymentstransaction,oranemployeepay,onlytheAccount, Date,MemoandtransactionIDfieldscanbeedited.Youcannot changethetransactionamount.

ifitischangeable.Achangeabletransactionisidentifiedbyablue zoomarrow( )nexttoit. Tocheckifyourtransactionischangeable,makesurethe TransactionsCANTbeChanged;TheyMustbeReversedoptionis deselectedintheSecurityviewofthePreferences window.Note thatwhenyoucreateyourcompanyfile,thispreferenceisnot selected. Ifyouwanttomaintainastrictaudittrail,youshouldconsider makingyourtransactionsunchangeablebysettingthispreference. Anunchangeabletransactionisidentifiedbyagreyzoomarrow ( )nexttoit.

To change a transaction
1

Findanddisplaythetransactioninitsoriginaltransactionwindow. Formoreinformation,seeFindingatransactiononpage 173. MakethenecessarychangestothetransactionandthenclickOK.

ifitisnotdatedwithinalockedperiod. Lockperiodspreventyoufrominadvertentlymakinganentryina periodinwhichyoudontwantnewentries.Forexample,afteryou havecompletedendofmonthreportsforJanuary,youmightlock theperiodsothatthebalancesforthatmonthcannotbechanged. Ifyouwanttochangeatransactioninalockedperiod,youneedto unlocktheperiodfirst.

Deleting a transaction
Whenyoudeleteatransaction,itispermanentlyremovedfromyour records.Notethefollowingwhendeletingatransaction: Salesandpurchases Youcanonlydeleteasaleorpurchasethatdoes nothaveapaymentappliedtoit.Ifyouhaverecordedapaymentfora saleorpurchase,youmustfirstdeletethepaymentandthendelete thetransaction.Anydiscountsthathavebeengivenmustalsobe deletedbeforethetransactioncanbedeleted. Ifyouappliedasupplier debittowardsapurchase,youmustdeletethe debitbeforeyoucandeletethepurchase.Acreditnoteappliedtoa salemustalsobedeletedbeforethesalecanbedeleted.

Ifyoumakeyourtransactionsunchangeable,youneedtoreversea transactiontocancelitseffectonyouraccounts(seeReversinga transactiononpage 178).

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Grouped receiptsthathavebeendeposited Ifyouwanttodeletean individualreceiptthatwasrecordedaspartofabankdepositof receiptsgroupedintheundepositedfundsaccount,youmustfirst deletethebankdeposit.Whenyoudeleteabankdeposit,allofthe cashreceiptsincludedinthatbankdepositarereturnedtothePrepare BankDepositwindow.Youcanthendeletetherequiredreceiptfrom thiswindow. Reconciledtransactions Ifyoudeleteareconciledtransaction,your bankreconciliationwillbeoutofbalance.Ifyouwanttoreversea reconciledtransaction,youneedtoundothebankreconciliationfirst, thenreversetheentryandrereconciletheaccount.SeeUndoingan accountreconciliationonpage 57. GSTandactivitystatementreporting Ifyoudeleteatransaction thatmustbereportedonanactivitystatement,thetransactiondetails

willnotbeincludedinyourGSTreportsorinanactivitystatement preparedusingBASlink.Also,ifyoudeleteatransactionfromaprior GSTreportingperiod,yourGSTreportedforthatperiodmaybe affected. Insufficienton handitemquantities Youcannotdeleteapurchase thatwillresultinnegativeinventoryonhand.

To delete a transaction
1

Findanddisplaythetransactioninitsoriginaltransactionwindow. Formoreinformation,seeFindingatransactiononpage 173. GototheEditmenuandchooseDelete[...].Forexample,ifyou wanttodeleteasale,chooseDeleteSale .Thetransactionwillbe removedpermanentlyfromyourrecords.

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 prior month,themonthendfinancialsforthepriormonthwillnot reflectthereversaltransaction. Ifyouusetheoriginaldateforthereversaltransaction,yourprior monthsfinancialsshouldbereprintedbecausetheywillhave changed. Iftheoriginaltransactiondatefallsinaprior GSTperiod,recording thetransactionontheoriginaldatemayaffecttheGSTreportable inthatperiod.

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Negativeinventory Youcannotreverseapurchaseifitwillresultina negativeonhandinventorycount. Customerandsupplierpayments Ifanearlypaymentdiscountwas appliedtoasaleorpurchase,youalsoneedtoreversethediscount.For informationabouthowtofindatransaction,seeFindingatransaction onpage 173.

3

containingcorrespondingnegativeamountstothatoftheoriginal transactionappears. Ifyouwant,alterthedateandmemo.Notethatyoucantchange theaccountsandamounts.

Recaptransaction Beforeyourecordthistransaction,youcan usetherecaptransactionfeaturetoviewthejournalentriesthatwill becreatedwhenthetransactionisrecorded.Torecap,chooseRecap TransactionfromtheEditmenu.
TIP :

To reverse a transaction
1

Findthetransactionyouwanttoreverse.SeeFindinga transactiononpage 173forinstructions. GototheEditmenuandchooseReverse[...].Forexample,ifyou wanttoreverseasale,chooseReverseSale.Anewtransaction

ClickRecordReversaltorecordthereversaltransaction.The transactionisreversedandallaccountbalancesarereturnedto theirpreviouslevels.

Recurring transactions
Ifyouhavetransactionsthatyourecordregularlyforexample,arent chequeorpurchasesyoucansetthemupasrecurringtransactions andsavethemforfutureuse. Whenyousavearecurringtransaction,youcanspecifyhowoftenyou wantthetransactiontoberecorded,andforhowlongyouwantto scheduleit.For example,youcanscheduleyourcarpaymentsmonthly, forthenext22months. Ifthetransactiondetailsarethesameeachtimesuchasarent payment,youcansetuparecurringtransactiontorecord automatically.Oryoucanopenthetransactionasrequired,alterthe details(forexample,ifyoumakeregularsalestoacustomerandvary theitems),andthenrecordthetransaction. Youcanmakethefollowingtransactionsrecurring:sales,purchases, SpendMoney,ReceiveMoneyandgeneraljournalentries.

Setting up recurring transactions

Youcancreatearecurringtransactioninatransactionwindow,orcopy anexistingrecurringtransactiontocreateanewone.Lateron,youcan changedetailsofarecurringtransaction,ordeleteoneifitisnolonger used.
Ifyouwantto...
Createarecurringtransaction Createarecurringtransactionfromanexistingentry Editarecurringtransaction Deletearecurringtransaction Recordarecurringtransactionfromatransactionwindow Recordmultiplerecurringtransactions

See
page 180 page 181 page 182 page 182 page 183 page 183

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1 7 9

To create a recurring transaction

Whenyoucreatearecurringtransaction,youcanselecthowoftenyou wantthetransactiontoberecorded,andforhowlongyouwantto scheduleit.For example,youcanscheduleyourcarpaymentsmonthly, forthenext22months.
1

IntheStartingonfieldtypethedateonwhichthetransactionis firstdue.
NOTE : Predatedrecurringtransactions Youcansavearecurring transactionwithastartdatepriortothesystemdate,providedthe dateenterediswithinthecurrentfinancialyearandisnotinalocked period.

Enterthetransactiondetailsinatransactionwindowsuchasthe Saleswindowifyoumakeregularsalestoacustomer. ClickSaveasRecurring(insteadofclickingRecord).TheRecurring ScheduleInformationwindowappears.

6

Indicatehowlongyouwanttherecurringtransactiontocontinue.
Ifyouwantto...
schedulethetransaction foranunlimitedperiod schedulethetransaction untilasetdate schedulethetransaction forasetnumberoftimes

then...
SelectContinueindefinitely. SelectContinueuntilthisdateandtype thedateintheadjacentfield. SelectPerformthis#oftimesandtypethe numberoftimesintheadjacentfield.

Specify an alert option IntheAlerts sectionofthewindow,youcansetareminderto recordthetransaction,orsetforanautomaticrecordingofthe transactionandreceivinganotificationwhenthetransactionis recorded.

3

IntheRecurringTransactionNamefield,typeanametoidentify thetransaction. Schedule the transaction

FromtheFrequencylistselectthetransactionfrequency.
TIP : Recurringtransactionreports Ifyouspecifythefrequency andareminderdateforthetransaction,youcanusetheRecurring Transactionsreports tokeeptrackofthetransactionsyouneedto enter.

NOTE : Predatedrecurringtransactionscannotberecorded automatically Ifyouenteredapredatedrecurringtransactionand yousetareminderdate,thetransactionwilldisplayasoverdueonthe ToDoList.Predatedrecurringtransactionscannotbesettobe recordedautomatically.

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Ifyouwantto...
setareminder

then...
1 2 3 4 5

To create a recurring transaction from an existing entry

Youcancreatearecurringtransactionbycopyinganexistingrecurring transactionentry,thencustomisingthedetailsforthenewone.
1

ClickRemind. Selectareminderoptionfromthetorecord thistransaction list. IfyouselectedNo.daysinadvance,typethe numberofdaysintheadjacentfield. Selecttheuserwhoneedstobereminded fromthelistadjacenttotheoption. Continuewithstep 7below. ClickAutomaticallyrecordthistransaction whendueandnotify. Selecttheuserwhoneedstobenotified fromthelistadjacenttotheoption.

GototheListsmenuandchooseRecurringTransactions.The RecurringTransactionsListwindowappears. SelecttherecurringtransactionyouwanttocopyandclickCreate Copy.TheCreateCopywindowappears.

automatically recordthe transaction

1 2

Select the transaction ID

7

IntheCardfield,clickthesearchbutton( ). TheSelectfromListwindowappearslistingonlycardtypes relevanttothetypeofrecurringtransactionyouarecopying.For example,asalestransactioncanonlybeappliedtoyourcustomer cards.

IntheTransactionsection,selecthowyouwantthetransactionID numbertobecreated: ifyouwantthetransactionIDnumbertobeonegreaterthanthe previoustransactionID,clickUsethenextsequentialnumber asthe[...]No.. ifyouwanttouseaspecifictransactionID,clickUsethe followingasthe[...]No.,thentypethetransactionIDinthe adjacentfield. Ifyouwanttosaveyourchangestotherecurringtransactioneach timeitisrecorded,selecttheSavemychangeswhenIrecordthis recurringtransactionoption. ClickOK.Thetransactionwindowappears. ClickRecordtorecordthetransactionshowingorclickCancelto closethetransactionwindow.Thenewrecurringtransactionnow appearsintheRecurringTransactionsList window.SeeTofinda recurringtransactiononpage 176.

Selectthecardsyouwantcreateacopyfor: ifyouwanttoselectallthecards,clicktheiconabovetheselect column ( ) ifyouonlywanttoselectsomecards,clickintheselectcolumn nexttoeachrequiredcard. ClickOKwhenyouvefinishedselectingfromthelist.TheCreate Copywindowappears.

9 10

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1 8 1

ClickSave.
Ifyouselected...
Onecard

Then...
Thetransactionwindowforthenewrecurring transactionappears.Youcaneditthetransaction detailsifrequired. ClickSave.TheRecurringTransactionsList windowappears. TheRecurringTransactionsListwindowlistsall yourrecurringtransactions.Eachnew transactionhasauniquenametheoriginal namesuffixedby thenameoftherelevantcard.

Ifyouwanttochangethescheduleoftherecurringtransaction: a Selecttherecurringtransactionandclick EditSchedule.The RecurringScheduleInformationwindowappears. b Changetheschedulingdetailsofthetransactionasrequired. c ClickOK. ClickClose.

Morethan onecard

To delete a recurring transaction

Deletingarecurringtransactiononlyremovesitfromyourlistof recurringtransactions.Transactionsrecordedpreviously,usingthis recurringtransactionasatemplate,arenotaffected.
1

Ifyouneedtochangethescheduledetailsorthenameofanew recurringtransaction: a Selecttherecurringtransaction. b Click EditSchedule.TheRecurringScheduleInformation windowappears. c MakeyourchangesandclickOK. ClickClose.

GototheListsmenuandchooseRecurringTransactions.The RecurringTransactionsListwindowappears. Selecttherecurringtransactionyouwanttodeleteandclick Delete.Aninformationmessageappearsexplainingthatthisaction willnotdeleteanyrecordedtransactionsbasedonthistransaction template. ClickOKtodeletetherecurringtransaction.

To edit a recurring transaction

Afteryouvecreatedarecurringtransaction,youcaneditthedetails (suchasthechequedetailsofaSpendMoneytransaction)oreditthe schedule.
1

Recording recurring transactions

Forrecurringtransactionsthatarenotsetuptorecordautomatically, youneedtodecidewhentorecordthem.Youcan:

GototheLists menuandchooseRecurringTransactions.The RecurringTransactionsListwindowappears. Ifyouwanttochangetherecurringtransactiondetails: a SelecttherecurringtransactionandclickEdit.Thetransaction windowappearsfortheselectedtypeofrecurringtransaction. b Makethenecessarychanges. c Click Save.

recordasinglerecurringtransactionfromatransaction windowseepage 183 recordseveraltransactionsatthesametimeseepage 183. intheReminderswindow(ifyouusetheremindersoption)see Remindersonpage 184 intheRecurringTransactionsListwindowbygoingtotheLists menuandchoosingRecurringTransactions.

Youcanalsorecordarecurringtransaction:

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To record a recurring transaction from a transaction window

1

To record multiple recurring transactions

1

Openthetransactionwindowfortherecurringtransactionyou wanttouse.Forexample,opentheSaleswindowifyouare recordingarecurringsalestransaction. ClickUseRecurring.TheSelectaRecurringTransactionwindow appearslistingonlyrecurringtransactionsforthistypeof transaction.

Fromanycommandcentre,clickToDoList.TheToDoListwindow appears. ClicktheappropriatetabRecurringPurchases,RecurringSales orRecurringTransactions(forallotherrecurringtransactions).

Inthelistofrecurringtransactionsthatappears,youcanclickthe zoomarrow ( )totheleftofatransactiontoviewitindetail.

3

Clickintheselectcolumn( )nexttotherecurringtransactions youwanttorecord. ClickRecord.Awindowappearsrequiringyoutoenteradatefor theselectedtransactions.Thisisthedatethatthetransactionswill berecordedinyourjournals. EnteradateandclickOK.

4 3

ChoosetherecurringtransactionfromthelistandthenclickSelect. Thetransactionappears. Ifnecessary,changethedate,amount,accountandotherdetails. ClickRecord.

5

4 5

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1 8 3

Reminders
Youcanchoosetoberemindedon,orbefore,thescheduleddateofa recurringtransactionseeSpecifyanalertoptiononpage 180.Ifyou usethisoption,theRemindersListwindowappearswhenyouopen yourcompanyfile,whenarecurringtransactionisdue(oroverdue).

Theoptionsavailableinthiswindowdependonthestatusofthe selectedrecurringtransaction(ifmorethanoneisshowing).For example,iftheselectedtransactionhasaduedateoftodayoris overdue,theRemindTomorrowandRemind WhenDuebuttonsare notavailable. Thereminderoptionsareoutlinedbelow.

Click...
SkipThisPeriod

If...
Youdontwanttorecordthetransactionthisperiod. Thereminderisremovedfromthelist. Youdontwanttorecordthetransactiontoday,but wanttoberemindedtomorrow. Youdontwanttorecordthetransactiontoday,but wanttoberemindedwhenthetransactionisnextdue. Youwanttorecordthetransactionnow.

RemindTomorrow RemindWhenDue Record

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12 Reports
Therearemanyreportsthatcanhelpyoumonitoryourbusiness.Ifthedefaultsetofreportsdonotmeetyourneeds,youcandesigncustomreportswiththe informationandappearanceyouwant,thensavethesecustomreportstoreusewhenrequired.

Producing reports
Whenyoupreparereports,youcaneasilymodifytheformat,content andappearanceofareport,andexportittoadifferentformat.Youcan alsocreatecustomisedreportsthatsuitthespecificneedsofyour businessandsavethemforfutureuse.
Ifyouwantto...
viewareport print,sendorsaveareport saveareportinanotherfileformat
5

ClickDisplay.TheReportwindowappears.
TIP : ClickAdvancedtoselectmorefilters If youwanttoselect morereportfiltersbeforegeneratingthereport,clickAdvancedinthe IndextoReportswindow.

See
6

below page 186 page 186

Ifyouwanttofilterormodifythereport,clicktheappropriatetab ofthewindow.Eachtabshowscustomisationoptions.
A

Displaying a report
1

GototheReports menuandchooseIndextoReports.TheIndexto Reportswindowappears. Clickthetabcorrespondingtothetypeofreportyouwantto display.Alistofreportheadingsappears. Clicktherequiredreportgroupandthenclickthereportyouwant todisplay. Enterorselectthedaterangeorperiodforwhichyouwanttoview thereport.Notethatthisoptionisnotavailableforsomereports.

A ClicktheFilterstabtosortandfiltertheinformationthatappearson thereport.Afterselectingyourfilters,clickRunReporttoapply the changes.SeeFilteringandsortingdatainareportonpage 187. ClicktheInsert/Modifytabtoaddorremovereportfields,inserta pictureorincludeadditional text.SeeCustomisingreportson page 187.

185

For detailedinformationaboutmodifyingreports,see Customisingreportsonpage 187.

7

B C

ClickSaveAstosavethereportasacustomreport.Formore information,seeSavingcustomreportsonpage 193. ClickPrinttoprintthereport.

Gotobelow.

Printing, saving and sending a report

1

Withthereportdisplayed,clickthePrintPreviewtabandselect optionsforhowthereportwillappearwhenprinted.

Printingandsendingshortcuts Inthetoolbaratthetopofthemain Reportwindow,clickthePrinticon( )toprintthereport,orclickthe saveicon( )tosavethereportasacustomreport.

Saving reports in other formats

Youcansavereportsinvariousfileformatssothattheycanbeviewed andeditedinotherprograms.
1 A B C

Displaythereportyouwanttosave.Formoreinformation,see Displayingareportonpage 185. GototheFilemenuandclickExportandSend .Alistoffileformat optionsappearsintherightsideofthewindow. Clickafileformatoption:

Fileformat
PDF(Portable DocumentFormat) MicrosoftExcel document

A B C
2

Selectthemargins,pageorientationandpagesize.
3

Toscalethesizeofthereport,enterapercentagevalueintheScale field.Tofitthereporttothepagewidth,clickShrinkOnePage. Selecthowthereportappearsonscreenwhileyouarepreviewingit.

Description
IfyousaveareportasaPDFfile,thepersonwho receivesthereportmusthaveaPDFviewer, suchasAdobeReader,toviewthereport. IfyousavethereportasanExceldocument,the personwhoreceivesthedocumentmusthavea programthatcanopenMicrosoftExcel spreadsheets,toviewthedocument. Also,MicrosoftExcelmustaslobeinstalledon yourcomputertosavefilesinthisformat. Whenyousaveareportusingtabseparated values,fieldsinthereportareseparatedbytab characters.Thefileisthensavedasa.txtfile, whichcanbeopenedbymostwordprocessor andspreadsheetprograms.

GototheFilemenuandchooseaprinting,savingorsending option.

A B C

TSV(tabseparated values).txtfile

ClickExportandSendtoexportthereporttoadifferentformat(such asExcel),orsendthereportviaemail.Fordetailedinformationabout theseoptions,seeSavingreportsinotherformatsbelow.

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Fileformat
CSV (commaseparated values).txtfile

Description
Whenyousaveareportusingcommaseparated values,fieldsinthereportareseparatedby commas.Thefileisthensavedasa.txtfile, whichcanbeopenedbymostwordprocessors andspreadsheetprograms. YoucanviewXPSfilesinWindows7orusing InternetExplorer7or8.

Dependingonthereportformatyouchose: theExportReportAswindowappears.Specifythefilename andlocation,andthenclickSave. thereportisdisplayedintheselectedprogram(suchas Excel).Savethereportintheprogramasyounormallywould.

XPS(XMLPaper Specification)

Customising reports
Youcaneasilychangethelookandcontentofreports.Forexample, youcanfilterthetypeofinformationthatappears,addadditional columnsandchangetheappearance. Youcancustomiseareportforonceoffuseandprintitimmediately,or ifyouwanttoretainareportsmodifications,youcansaveitasa customreport. Whenyousaveacustomreport,itappearsintheMyCustomReports taboftheIndextoReportswindow.SeeSavingcustomreportson page 193. Thereareanumberofcustomisationtasksyoucanperform.
Task
Filteringandsortingdatainareport Addingtextandgraphicstoareport Changingthereportbackground Savingcustomreports

Filtering and sorting data in a report

Youcancustomisetheinformationthatappearsinyourreportsby specifyingtherangeofdatathatyouwanttoinclude,andbyapplying reportfilters.For example,ifyouwanttoprintaCustomerPayments (Closed Invoices)reportforasinglecustomerforthemonthsMayto July,youcanusefilterstoselectjustthatcustomerandjustthose months. Onceyoufilterthedata,youcanthenselectandsortthecontentofthe report.Forexample,ifyouwantthereporttoshowtheoriginal purchaseordernumberusedbythecustomer,youcanchoosetoshow thisdataaswell.

See
below page 190 page 191 page 193

To set report filters

1

Openthereportyouwanttoview.SeeDisplayingareporton page 185. ClicktheFilterstab.Theoptionsthatappeardependonthereport beingcustomised.

CUSTOMISINGREPORTS

1 8 7

Ifyouwanttochangethedaterange,enterorselectanewdate rangeorperiodintheDatessection.

Notethattheoptionsavailableinthiswindowdependonthe reportyouareviewing.

Notethatdatefiltersareunavailableforsomereports.
4

IntheRefinementssection,selectvaluesforthevariousfilters.The examplebelowshowstheoptionsavailablefortheItemList [Summary]report.

A B C

ClickRunReporttoapply filterchanges. ClickSorttosorttheorderofinformationinthereport.Formore information,seeTosortreportdataonpage 189. Selectvaluesforfilterstolimitthedatathatwillbeincludedinthe report.Dependingonthereportyouareproducing,youmaybeable tofilterbycardtype,customlists,taxcodes,amounts,etc. ClickAdditionalFilterstosetfilteringoptionsthatarenotvisiblein thetab.Seestep 5below. Clicktoreturnallfilterstotheirdefaultvalues.
7

Foreachfilteryouwanttoapplytothereport: a Clickthetabforthetypeofrecordyouwanttofilterthereport by. b Selectthevaluesforanyfiltersyouwanttoapply. c ClickOK.TheReportswindowreappears. d ClickRefreshReporttoapplythenewfiltersettings. Ifyouwanttoincludethelistofreportfiltersusedonthereport: a ClickFields intheInsert/Modifytab.TheInsert/RemoveFields windowappears. b SelecttheFilters/RefinementsoptionandclickOK.Thereport filtersappearinthereportfooter.

D E
5

Ifyouwanttoapplymorefilteringoptions,clickAdditionalFilters. TheAdditionalFilterswindowappears.

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To add report data

1 2

To sort report data

1

ClicktheInsert/Modifytab. ClickShow/Hide.TheShow/HideColumnswindowappears.

ClicktheFilterstab,thenclickSort.TheSort windowappears.

a IntheSortbyfield,selectthecolumnyouwanttosortthe

Ifyouwantto: addacolumntoyourreport,selectitintheAvailablecolumns listandclickShow. removeacolumnfromyourreport,selectitintheColumnsin yourreportlistandclickHide. ClickOK.Your selectionsaredisplayedonthereport.

To change the column order

Ifyouwanttochangethecolumnorder,dooneofthefollowing: Click onacolumnheading,holdthemousebuttondownand dragthecolumntoanewposition. Click Order intheInsert/Modifytabandinthewindowthat appears,selectthecolumnheadingyouwanttoreorderand thenclick theupanddownarrowstochangethecolumnorder.
2

reportby,thenselectwhichorderyouwanttosortthat informationin. Forexample,tosortareportalphabetically,bycustomername, selectCustomer,thenselectAscending intheadjacentfield. b Ifyouwanttoaddadditionalsortinglevels,click Add SortLevel, thenselectthetypeofinformationyouwanttosortbyandthe orderyouwanttosortitin. Forexample,ifthereportwassortedalphabeticallybycustomer, andyouwantedtosorteachcustomerbyamountdue,youwould selectCustomerintheSortbyfield,thenAmountDueinthe Thenbyfield. ClickOK.Thereportissortedinthespecifiedorder.

CUSTOMISINGREPORTS

1 8 9

Adding text and graphics to a report

Youcanrefinetheappearanceofyourreportsbyaddingelementssuch astextboxes,graphicsanddatafields.

To format text in text boxes and data fields

1 2 3

IntheReport window,clicktheInsert/Modify tab. Clicktoselectthefieldcontainingthetextyouwanttoformat. UsetheoptionsintheField Propertiessectiontoselectthe requiredfont,size,alignment,styleandcolourforthetextinthe field.

To add a data field

Datafieldscontainprespecifieddata,suchasyourcompanynameor yourABN.
1 2

IntheReportwindow,clicktheInsert/Modifytab. ClickFields.TheInsert/RemoveFieldswindowappears.

To add a shape or line

1 2

IntheReport window,clicktheInsert/Modify tab. ClicktheShapes/Linesbuttonandselectthetypeofshapeorline youwanttoaddtoyourreport.

Selectthefieldsyouwanttoappearinyourreport,thenclickOK.

To add a text box

Textboxesarefieldsthatcontaintextyouenteryourself.
1 2 3

IntheReportwindow,clicktheInsert/Modifytab. ClickTextBox. Clickanddragthemousecursorintheareaofthereportyouwant thetextboxtoappear. Doubleclickinthetextboxandtypethetextyouwanttoappear onyourreport. Ifyouneedtorepositionorresizetheelement,seeTomove,resize orrotateanelementonpage 192.

3

Clickanddragthemousecursorovertheareaofthereportwhere youwanttheselectedshapetoappear. Ifyouneedtorepositionorresizetheelement,seeTomove,resize orrotateanelementonpage 192.

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To add a picture or logo

1 2

IntheReportwindow,clicktheInsert/Modifytab. ClickPicture.

Ifyouareaddingacustomwatermark,chooseapictureorenter thewatermarktextandselecttherequiredformattingoptions.

Locateandselectthepicturefile(bmp,jpg,gif,pngortif)andclick Open .Thepictureappearsinthereport. Ifyouneedtorepositionorresizetheelement,seeTomove,resize orrotateanelementonpage 192.

Changing the report background

Youcanchangethecolourofareportbackgroundandinsert watermarks.
1 2 3

ClickOK.

Displaythereport. IntheReportswindow,clicktheInsert/Modifytab. Ifyouwanttochangethepagecolour,clickPageColourandselect therequiredbackgroundcolour.

Common commands for editing report elements

Youcanmodifyelementsyouhaveaddedtoareport,suchasshapes, textboxesandimages,usingtheoptionsintheInsert/Modifytab.The followingproceduresdescribesomeoftheoptions.

To format an element
1 2

Selecttheelementyouwanttoformat. UsetheoptionsintheField Propertiessectiontoselectthe requiredbackgroundcolourandbordercolourfortheelement.

Ifyouwanttoaddawatermark,clickWatermark andchooseone ofthepredefinedwatermarks,orselectCustomWatermark. Dependingontheelementyouselect,differentoptionsmaybe available.

CUSTOMISINGREPORTS

1 9 1

To move, resize or rotate an element

1 2

To arrange elements
1 2

Clicktoselecttheelementyouwanttoedit. Movetheelementbyclickinganddraggingittoanewpositionon yourreport.

Clicktheelementoncetoselectit. ClickArrange andthenchooseanoption.

Youcanalsosettheelementspositionmanuallybyentering coordinatesinthePlacement fieldsintheInsert/Modifytab.

3

To align elements
1

Changetheelementssizebyclickinganddraggingtheanchor pointsonthecornersoftheelement.

Selecttheelementsyouwanttoalign.Todothis,holddownthe CTRLkeyonyourkeyboardandclickeachelement. ClickAlignandthenchooseanalignmentoption.

Rotatetheshapebyclickingthetopanchor pointanddraggingthe cursor.Theelementisrotatedaroundoneofitscorners.

To undo changes
Toundothelastchangeyoumadetothecurrentreport,clickthe undobutton( ).

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To cut, copy or paste elements

1

Saving custom reports

Ifyouplantouseareportsfilteringoptionsandformatagain,youcan customisethereportonce,savethechangesandthenreusethe reportwheneveryouwant.Oncesaved,youcanaccessyourcustom reportfromtheMyCustomReportstabintheIndextoReports window.
1

Selecttheelementanddooneofthefollowingtocopyorcut: UsetheclipboardbuttonsintheInsert/Modifytabtocut,copy andpaste.

Withthereportdisplayed,clickthesaveicon( )atthetopofthe window.TheSavereportaswindowappears. Enteranameandabriefdescriptionofthecustomreport. ClickSave. NotethatthereportyouhavejustsavedisnowlistedintheMy CustomReportstaboftheIndextoReportswindow.Youcanrun thereportagainbyselectingitfromtheMyCustomReportstab.

Rightmouseclick andchooseCutorCopy.

2 3

Clickontheareaofthereportwhereyouwanttopastethe element,theneither: UsetheclipboardbuttonsintheInsert/Modifytabtopaste. Rightmouseclick andchoosePaste.

To delete an element
Selecttheelementanddooneofthefollowing:

Deletingacustomreport Ifyouwanttoremoveacustomreport, selectthereportintheMyCustomReportstaboftheIndextoReports windowandclickthedeleteicon( ).

pressDELETEonyourkeyboard. rightmouseclickandchooseDelete .

CUSTOMISINGREPORTS

1 9 3

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13 Forms
Youcanprintallthestandardbusinessformsyousendtocustomers,employeesandsuppliers:quotations,orderconfirmations,invoices,packingslips, shippinglabels,statements,bills,cheques,remittanceadvices,receipts,payslips(AccountRightPlusonly)andmailinglabels.Youcancustomiseallofthese formstosuittheneedsofyourbusiness. Formscanbeprintedoremailedindividuallyasyoucompleteatransaction(forexample,aninvoiceforacashsale),orsentlater,inbatches.

Finding forms
Formsareaccessedfromthecommandcentreoftheassociated transaction.Forexample,salesformscanbeaccessedfromtheSales commandcentre.
Command Centre TypeofForm
Statements

Function
Print/EmailStatements PrintReceipts Print/EmailPurchase Orders PrintCheques Print/EmailRemittance Advices PrintPaycheques

To find forms
1

Receipts Purchases Purchaseforms Cheques(payable) RemittanceAdvices Payroll [AccountRight Plusonly] Paymentsummaries Payslips CardFile Mailinglabels Personalisedletters Cheques

Gototheappropriatecommandcentre,forexample,Salesfor invoiceforms. Findthetypeofformyouwantandclicktherelevantcommand centrefunction.Seethefollowingtable.

Command Centre
Banking

TypeofForm
Cheques Receipts RemittanceAdvices

Function
PrintCheques PrintReceipts Print/EmailRemittance Advices Print/EmailInvoices Print/EmailInvoices Print/EmailInvoices

PrintPaymentSummaries Print/EmailPaySlips PrintMailingLabels CreatePersonalised Letters

Sales

Invoiceforms Packing slips ShippingLabels

195

Sending forms
Youcansendformswhenyourecordatransaction,orlater,inabatch.

To email or save a form

1

Sending forms when you record a transaction

Youcanprint,email,orsaveformsasyouenteratransaction.

Inthetransactionwindow(forexample,theSales window),click SendTo.Alistofsendingoptionsappears.

To print a form
1

Inthetransactionwindow(forexample,theSaleswindow),click Print .Alistofprintoptionsappears.

Chooseasendingoption: EmailSendtheformasaPDFattachmentbyemail. Disk Savetheformtoyourcomputerorremovablemediaasa PDF. Notethatthetransactionwillberecordedbeforetheformissent.

Chooseaprintoption: DefaultformIfyouhavespecifiedadefaultforminthe customerorsuppliercard,thisformappearsasanoption. Otherwise,thePrePrinted[]optionappears. SelectAnotherFormClicktochooseadifferentformora customisedformfromalist. PreviewPreviewtheforminanewwindow. Notethatthetransactionwillberecordedbeforetheformis printed.

TIP : Automaticallyprint,email,orsave Youcansetupyour preferencessothatyoucanautomaticallyprint,email,orsavesalesand purchaseswhenyourecordthem.Todothis,selecttherequiredoptionin theSalesorthePurchasestabofthePreferenceswindow.

Sending forms in a batch

Insteadofprintingeachforminthetransactionwindowwhenyou recordit,youcanselecttoprintoremailtheformslater,inabatch. Todothis,selectTobeEmailed,TobePrintedorTobePrintedand Emailedinthe[]DeliveryStatusfieldinatransactionwindow.

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For example:

Saleswindow

Purchaseswindow

SpendMoneywindow

Ifthefieldisavailablefortheformyouaresending,makea selectioninthe[...]Typefield.Forexample,ifyouwanttosend iteminvoices,selectItem. Ifyouwanttoviewthedetailsofatransaction,clickthezoom arrow( )nexttoit. Ifyouwanttochangetheformstationeryorfilterthelistofforms, clickAdvanced Filters.Formoreinformation,seeCustomising howyousendformbatchesonpage 198. Clickintheselectcolumn( )nexttoatransactionyouwantto send.Ifyouwanttosendallthetransactions,clicktheiconinthe headingoftheselectcolumn. Ifyouareprintingforms: a TypethenumberofcopiesyouwanttoprintinthePrint[...] Copiesfield. b (Salesandpurchasesonly)Ifyoualsowanttoprintpackingslips ormailinglabels,typethenumberofcopiesinthePackingSlips andLabelsfields. c ClickPrint.Theformswillbesenttoyourprinter. Ifyouareemailingforms: a Ifyouwanttochangearecipientsemailaddress,selecttheir nameandclickthedownarrownexttotheEmailAddressfield andselectanotheraddressfromthecard.Alternatively,typethe addressintheEmailAddressfield.

Afteryouhavecompletedanumberoftransactions,say,theinvoices fortheday,youcanprintoremailatransactionbatch.Youalsocan choosewhichformstoprintbyapplyingselectioncriteria.Forexample, youcanchoosetoprintcustomerstatementsonlyifthebalanceofthe customersaccountisnotzero.

To send forms in a batch

1

Clickthecommandcentrefunctionfortheformsyouwanttosend. For example,ifyouwanttosendsalesinvoices,gototheSales commandcentreandclickPrint/EmailInvoices . Dependingonthetypeofformyouaresending,youhavethe optiontoprintoremail.Clicktherelevanttabforhowyouwantto sendtheforms: ToBePrinted ToBeEmailed

SENDINGFORMS

1 9 7

b Enterasubjecttitleandmessageoracceptthedefaulttitleand

message.
NOTE : Youcanupdatethedefaultemail titleandmessageforall emailedforms Todothis,clickEmailDefaults.TheEmail Defaultswindowappears.Clickthetabcorrespondingtotheform youarepreparing.Maketherequiredchangesinthewindowand clickOK.

Ifyouwanttofilterthetransactionsusingothercriteria,select fromtheoptionsinthemiddlesectionofthewindow.Forexample, enteradaterangeorreferencenumberrange. Select the stationery

IntheSelectedFormfor[...]field,selectthestationeryyouwantto usewhenyouprintoremailyourforms. Severalstationerychoicesareavailable,dependingonthetypeof formyouaresending.

Stationery
Preprinted

c Click SendEmail.TheformswillbeemailedasPDF attachments.

Customising how you send form batches

Youcanfilterthelistoftransactionformsyouaresendingandchange thestationeryyouusebeforeyousendforms.Youcandothisinthe AdvancedFilterswindow.
1

Selectthisfor...
Selectthepreprintedstationerytoprintonpaperthat alreadycontainslines,columnsandheadings. Thepreprintedstationeryisdesignedtomatchmost commonlyusedformsprovidedbythirdpartyforms suppliers. Notethatthistypeofstationery isnotsuitablefor emailingforms. Selectplainpaperstationeryifyouwanttoprinton blankpaper.Lines,columnsandheadingsare automatically printedwiththeformsinformation. Selectacustomisedstationeryformifyouwanttoprint oremailaformyouhavealready customised.See Customisingformsonpage 199.

IntheToBePrinted orToBeEmailedtaboftheReview[...]Before Deliverywindow,clickAdvancedFilters.TheAdvancedFilters windowappears.

Plainpaper

Select the transactions

2

Selectthecriteriabywhichyouwanttofilterthelistof transactions.Youcanspecifyatransactiontype,andselectallcards oraspecificcard.

Customised

TIP : Testtheprintingalignment Ifyouareusingcontinuousfeed paperorpreprintedstationeryandyouwanttotestthealignmentof theinformationthatwillbeprintedusingsampledata,clickPrint AlignmentForm.

WhenyouhavefinishedmakingyourselectionsintheAdvanced Filterswindow,clickOK.TheReview[...]BeforeDeliverywindow reappears,displayingrecordsaccordingtoyourfiltercriteria. ClickPrint orEmailtosendtheforms.

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Customising forms
YoucancustomisethelookandcontentofmostformsinAccountRight (exceptpaymentsummaries[AccountRightPlusonly]andBASforms). Youcanalsochangetheformsize,addtextlabels,drawlinesandboxes, insertgraphics,movefields,andmore.Thenyoucansaveyour customisedstationerysothatyoucanselectitwhenyousendaform. Thefollowingdescribesthetasksinvolvedincustomisingaform:
Todothis
Displayingaform Settingformproperties Addingandeditingformelements Savingcustomisedforms Exportingandimportingcustomised forms
4

Clicktheform,thenclickCustomise .TheselectedFormwindow appears.

A B C D E

See
below page 200 page 201 page 206 page 206 A B C Filemenu Customise tab Print Preview Customise options Form body Viewprintingandsavingoptions. Thisisthemaintabforcustomisingyourform.Youcan addfields,formattextandselecttablelayouts. Viewyourformasitwillappearprinted.Yourformis instantlyupdatedinthistabasyoucustomise. Thisareaofthewindowiswhereyoumakeselections forcustomisingyourform. Selectandmodifyformelementsinthissectionofthe window.Selectanelement,thenviewthepropertiesin theCustomisetab.

Displaying a form
1

D E

GototheSetupmenuandchooseCustomiseForms.The CustomiseFormswindowappears. Clickthetabcorrespondingtothetypeofformyouwantto customise. Selectaformgroupfromthelisttodisplayalistofformsassociated withthatgroup.Forexample,selecttheItemgroupintheInvoices tab.

NOTE : Cheques havetwoparts Achequeformhastwoparts:the chequeitselfandthestub.Youcustomisethechequeandthestub separately.Formoreinformation,seeCustomisingchequesonpage 203.

CUSTOMISINGFORMS

1 9 9

Setting form properties

Youcansetpropertiesthatapplytothewholeform,suchas backgroundcolourandpagesize.

Ifyouwanttochangethepagecolour,clickPageColourandselect therequiredbackgroundcolour.

To set page margins, orientation and page size

1 2 3

Opentheformyouwanttocustomise. ClickthePrintPreviewtab. Setthepagemargins,orientationandpagesize.

3

Ifyouwanttoaddawatermark,clickWatermarkandchooseone ofthepredefinedwatermarks,orselectCustomWatermark. Ifyouareaddingacustomwatermark,chooseapictureorenter thewatermarktextandselecttherequiredformattingoptions.

To edit the page background

UsethePageBackgroundoptionsintheCustomisetabtochangethe backgroundofaform.

Opentheformyouwanttocustomise.
5

ClickOK.

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Adding and editing form elements

Thereareanumberofdifferentelementsyoucanaddtoyourforms, includingimages,datafields,linesandshapes. Tomakeworkingwithformelementseasier,youcanusetheform gridlinestohelpyoualignelementsonyourform.

Adding data and text fields to forms

Youcanadddatafieldstoaform,andthenchangetheirproperties (suchasfontandcolour)usingtheCustomisationtabintheForm window.

To use form gridlines

1 2

Opentheformyouwanttoaddoreditelementsin. IntheCustomisetab,clickGridOptions.TheGridOptionswindow appears.

To add a data field to a form

1 2

Opentheformyouwanttoadddatafieldsto. IntheCustomise tab,clickFields .TheInsertFieldswindow appears.

3 4

Selectthespacingyouwantbetweengridlines. Ifyouwanttoseethegridlinesasyouedittheform,clickthe Displaygridonscreenoption. Ifyouwantformelementstoalwaysaligntothegridlines,select theSnaptogrid option. ClickOK. Addingdataandtextfieldstoformsbelow Addingtablestoformsonpage 202 Addingshapesandimagestoformsonpage 203 Commoncommandsforeditingformelementsonpage 204.
3 4

For detailedinformationaboutworkingwithelements,see:

Selectthefieldsyourequirebyclickinginthecolumnnexttothem. Selectwhereyouwantthefieldtoappear,forexample,onevery page,orjustatthestartorendoftheform.

ADDINGANDEDITINGFORMELEMENTS

2 0 1

Whenyouhavefinishedmakingyourselections,clickOK.The selecteddatafieldsappearontheform. Movethefieldtotherequiredpositionbyclickinganddraggingit, orenteringplacementcoordinatesintheCustomise tab.

Adding tables to forms

Tablescontaintransactioninformationsuchaslineitemsortax summaryinformation.Differenttableoptionsareavailableforeach formtype.

To edit a data field

1 2

To add a table to a form

1 2

SelectthedatafieldintheFormwindow. Editthepropertiesofthedatafieldusingtheoptionsinthe Customisetab. Moveorresizethefieldasrequired.SeeTomove,resizeorrotate elementsonpage 204.

Opentheformyouwanttoaddatableto. IntheCustomise tab,clickInsertTableandchoosethetypeof tableyouwanttousefromthelist.Thetableappearsontheform.

To edit a table
1

To add a text field to a form

1 2 3

Opentheformyouwanttoaddtextto. IntheCustomisetab,clickTextBox. Clickanddragthemousecursorovertheareaoftheformwhere youwantthetextfieldtoappear. Doubleclickinthetextfieldandtypethetextyouwanttoappear.

2

Ifyouwanttomoveatable,selectit,thenclickonthehighlighted edgeanddragittoanewposition. Alternatively,youcanenterplacementcoordinatesinthe Customisetab. Ifyouwanttoaddorremovecolumnsfromatable: a Selectthetable. b IntheCustomisetab,clickTableLayout,thenchoose Show/HideColumns.TheShow/HideColumnswindow appears. c Ifyouwantto: addacolumntoyourform,selectitintheAvailablecolumns listandclickShow. removeacolumnfromyourform,selectitintheColumnsin yourtablelistandclickHide. d ClickOK.Thecolumnsappearinyourtable. Ifyouwanttochangethecolumnorder,clickandholdacolumn headinganddragittoanewposition. Ifyouwanttoshowalternaterowsasshadedinthetable,click TableLayout,thenchooseShowRowShading.

To edit a text field

1 2

SelectthetextfieldintheFormwindow. EditthepropertiesofthefieldusingtheoptionsintheCustomise tab. Editthetextbytypingintheactivetextfield. Moveorresizethefieldasrequired.SeeTomove,resizeorrotate elementsonpage 204.

3 4

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Adding shapes and images to forms

Youcanalsoaddgraphicelementstoaform:rectanglestovisually groupelements,linestoseparateelements,icons,logos,photos, locationmapsandothergraphicelements.Youdothisinthe Customisetab.

EditthepropertiesoftheshapeusingtheoptionsintheCustomise tab.
To
changethecolourofaline orshapeborder changethethicknessofa lineorshapeborder changethefill colour ofa shape

Dothis
Clicktheshapebordericon( )and choosefromathemecolourorstandard colour. Clicktheshapebordericon( ), chooseBorder Width,andthenchoosea width. Clicktheshapefillicon( )andchoose fromathemecolourorstandardcolour.

To add an image
1 2 3

Opentheformyouwanttocustomise. IntheCustomisetab,clickPicture.TheOpenwindowappears. Locateandselectthepicturefile(bmp,jpg,gif,pngortif)andclick Open .Thepictureappearsintheform. Move,resizeorrotatetheimageasrequired.Formore information,seeTomove,resizeorrotateelementsonpage 204.

Customising cheques
Chequesaremadeupoftwoformsthechequeandthestub.Thestub usuallydisplaysasummaryoftheinformationthatappearsonthe cheque. Youcancustomiseboththechequeandeachtypeofchequestubin onewindow,byselectingthestublayout.Stublayoutsinclude:

To add a shape or line

1 2

Opentheformyouwanttoaddalineto. IntheCustomisetab,clickShapes/Lineandchoosetherequired shapeorline. Clickandholdthemousecursoratthelocationontheformwhere youwanttheshapeorlinetoappear,thendragthecursortodraw it.

RegularThislayoutisassignedtochequesrecordedintheSpend Moneywindow. PayableThislayoutisassignedtochequesrecordedinthePay Billswindow. RefundThislayoutisassignedtochequesrecordedintheSettle Returns&Creditswindow. [AccountRightPlusonly]PaychequeThislayoutisassignedto chequesrecordedinthePayEmployeeswindow.

To edit a shape or line

1 2

Selecttheshapeorline. Move,resizeorrotatetheelementasrequired.Formore information,seeTomove,resizeorrotateelementsonpage 204.

TIP : Printtwochequestubs Ifyourbusinesspreferstoproducetwo stubsforeachcheque,youshouldselecttheLaserChequelayoutinthe SelectedFormforChequefieldintheAdvancedFilterswindowwhenyou printyourcheque.

ADDINGANDEDITINGFORMELEMENTS

2 0 3

To customise cheques
1

To move, resize or rotate elements

1 2

Displaythechequeformyouwanttocustomise.Formore information,seeDisplayingaformonpage 199. ClicktheCustomisetab. IntheLayoutfield,choosethelayouttypeyouwanttocustomise.

Clicktoselecttheelementyouwanttoedit. Movetheelementbyclickinganddraggingittoanewpositionon yourreport.

2 3

Youcanalsosettheelementspositionmanuallybyentering coordinatesinthePlacementfieldsintheCustomisetab. For example,ifyouwanttocustomisethepaymentsectionofthe cheque,chooseCheque.Otherwise,chooseanotherlayout (Regular,Payable,Refund)asdescribedabove.

4

Makeyourchangestoeachlayoutasrequired.Formore information,seeAddingandeditingformelementsonpage 201. Whenyouarefinished,savetheform.

3

Changetheelementssizebyclickinganddraggingtheanchor pointsonthecornersoftheelement.

TIP : Testyourcustomisedcheques Youshouldprintanalignment chequetomakesureyournewformprintscorrectly.GototheBanking commandcentreandclick PrintCheques.Click AdvancedFilters,select yourcustomisedchequeintheSelectedFormforChequefieldandthen clickPrintAlignmentForm.

Common commands for editing form elements

Youcanmodifyelementsyouhaveaddedtoaform,suchasshapes, textboxesandimages,usingtheoptionsintheCustomisetab.The followingproceduresdescribesomeoftheoptions.

Rotatetheshapebyclickingthetopanchorpointanddraggingthe cursor.Theelementisrotatedaroundoneofitscorners.

Notethatyoucannotrotatetables.

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To cut, copy or paste elements

1

To arrange elements
1 2

Selecttheelementanddooneofthefollowingtocopyorcut: UsetheclipboardbuttonsintheCustomisetabtocut,copyand paste.

Clicktheelementoncetoselectit. ClickArrange andthenchooseanoption.

Rightmouseclick andchooseCutorCopy.

Clickontheareaoftheformwhereyouwanttopastetheelement, theneither: UsetheclipboardbuttonsintheCustomisetabtopaste. Rightmouseclick andchoosePaste.

To align elements
1

Selecttheelementsyouwanttoalign.Todothis,holddownthe CTRLkeyonyourkeyboardandclickeachelement. ClickAlignandthenchooseanalignmentoption.

To delete elements
Selecttheelementanddooneofthefollowing:

pressDELETEonyourkeyboard. rightmouseclickandchooseDelete .

To undo changes
Toundothelastchangeyoumadetothecurrentform,clickthe undobutton( ).

ADDINGANDEDITINGFORMELEMENTS

2 0 5

Saving customised forms

b Ifyoumodifiedanexistingcustomform,donotchangethe

Previewtheformbeforesaving ClickthePrintPreview tabto viewtheformasitwillappearprinted.

TIP :

defaultinformationinthewindow.
2

ClickSave.TheFormwindowreappears. Theformwillappearunderthegroupofformsthattheformwas basedon.Forexample,ifyoucreatedanewformbasedonan existingitemsalesinvoice,yourformwillappearundertheItems groupoftheInvoicestab.

Whenyouhavefinishedcustomisingyourform,gototheFile menuandclickSaveAs .TheSaveFormAswindowappears: a Ifyoucreatedanewcustomisedform,enteranameanda descriptionfortheform.

Exporting and importing customised forms

Youcanincorporatecustomisedformscreatedinacompanyfileinto othercompanyfiles.Theprocessusedtosharecustomisedformsin thiswayiscalledexportingandimportingcustomisedforms. Thetypesofcustomisedformsyoucanexportandimportarecheques, paycheques,invoices,statements,purchaseorders,receipts, remittanceadvices,payslipsandmailinglabels.
5

Selectthetypeofcustomisedformsyouwanttoexport.Todothis, clickonthefirstformtypeyouwanttoexportintheAvailable ItemscolumnandthenclickAdd.Theformwillappearinthe SelectedItemscolumn.Ifyouwanttoexportallavailableform types,clickAddAll. ClickExport.Theexportprocessbegins. Whentheexportprocessfinishes,theConclusionstepofthe assistantappearsshowingtheresultsoftheexportprocess,suchas thenumberofformsexportedandthenumbernotexported. Youcanopenthefolderthatyouhaveexportedyourcustomised formstobyclickingalink tothatfolder.Youcanalsoviewmore informationabouttheexportresultsbyclickingthelinktothe exportlogfile.

6 7

To export customised forms

1

GototheSetupmenuandchooseExportCustomisedForms.The ExportCustomisedFormsassistantappears. ClickBrowseandselectthefolderyouwanttoexportcustomised formsto. Selecttheformtypesyouwanttoexport. ClickNext.TheSelectformstoexportstepoftheExport CustomisedFormsassistantappears.

8

3 4

ClickFinishtoclosetheExportCustomisedFormsassistant.

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To import customised forms

1

GototheSetupmenuandchooseImportCustomisedForms.The ImportCustomisedFormsassistantappears. ClickBrowsetolocateandselectthefoldercontainingthe customisedformsyouwanttoimport. Selectanoptiontohandleduplicatecustomisedforms.Ifyou: wanttoreplaceanyexistingcustomisedforms, selectreplace theexistingformwiththeimportedform. dontwanttoreplaceanyexistingcustomisedforms,select rejecttheformbeingimported. ClickNext .Ifyoudidntmakeabackupofyourcompanyfilepriorto startingtheimportprocess,clickBackuptomakeonenow. ClickImport.Theimportprocessstarts. Whentheimportprocessfinishes,theConclusionstepofthe assistantappearsshowingtheresultsoftheimportprocess,such asthenumberofformsimportedandthenumbernotimported. Youcanviewmoreinformationabouttheimportresultsbyclicking thelinktotheimportlogfile.

5 6

ClickFinishtoclosetheImportCustomisedFormsassistant.You canselectcustomisedformsthatweresuccessfullyimportedfrom therelevanttaboftheCustomiseFormswindow,fromtransaction windowsandfromtherelevantAdvancedFilters window.

EXPORTINGANDIMPORTINGCUSTOMISEDFORMS

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14 Contact management
TheCardFileisarepositoryofcontactrecords,knownascards,thatyoucancreateforyourcustomers,suppliers,employeesandpersonalcontacts.Acardlets youstorecontactinformationandenablesyoutotrackandanalysethetransactionhistoryforeachindividualandbusiness.

Creating a card
Youneedtocreateacardforanindividualorbusinessifyouwantto performanyofthefollowingtasks:

To add an employee or a personal card

1

recordsalesandtrack theamountsowedtoyou recordpurchasesandtracktheamountsowingtosuppliers printmailinglabels printpersonalisedletters recordcontactdetails.

GototheCardFilecommandcentreandclickCardsList.TheCards Listwindowappears. ClickNew.TheCardInformationwindowappears.

Whenyousetupyourcompanyfile,youmayhavecreatedcardsfor yourcustomersandsuppliers.Inadditiontothesecards,youcan createemployeecards,andpersonalcardsforyourfriendsand relatives.

Ifyouwanttocreateacardfor
a customer a supplier anemployeein: AccountRightPlus AccountRightStandard page 110 below below
3

See
page 61 page 83

a friendorrelative

SelecttherequiredcardtypefromtheCardTypelist.

209

4 5 6

TypethenameforthecardandpressTAB. Ifyouwantto,completetheotherfieldsintheProfiletab. ClicktheCard Detailstab.Inthistab,youcan: addapictureseeCardpicturesonpage 223. enteracardIDtheseareusefulforgroupingyourcards.See Cardidentificationcodesonpage 223. usecustom listsandfieldsyoucanrecordadditional informationaboutthecard.SeeCustomisingcardson page 222.

[AccountRightPlusonly]Ifyouarecreatinganemployeecardand youwanttoenterdetailsabouthowyoupaythisemployee: a ClickthePaymentDetailstab. b SelecteitherCash,ChequeorElectronicfromthePayment Method list. c IfyouselectedElectronicasthepaymentmethod,completethe detailsinthefieldsthatappear. Whenyouhavefinishedenteringthecarddetails,clickOKtosave thecardandclosetheCardInformationwindow.

Keeping in touch with your contacts

Thereareanumberoffeaturesyoucanusetohelpyoustayintouch withyourcustomers,suppliers,employeesandpersonalcontacts.You cancreatepersonalisedlettersfromtemplates,sendemails,enter contactlogentriesandcreatemailinglabels. PrintingpersonalisedlettersusingMicrosoftWordandOfficeLink OfficeLinkisafeaturethatautomatestheprocessofmergingcontact informationstoredinyourcompanyfilewithaMicrosoftWord template(a.dotfile). Thefollowingtablesummarisesthetemplatesprovidedwithyour software.
Usethis template...
Apology.dot

Personalised letters
Youcancreatepersonalisedletters(alsoknownasmailmergeletters) foranyofyourcontacts.Apersonalisedletterisadocumenttemplate thatcontainsstandardtextaswellasfieldsthatcanbeautomatically filledwithdatastoredinyourcompanyfile. Personalisedlettersareusefulwhenyouneedtosendthesameletter toseveralcontacts.Forexample,youmaywanttosendseveral slowpayingcustomersapaymentreminderletter.Insteadofentering eachcontactsinformationonthelettersyourself,youcansetupa lettertemplatethatcontainsthetextyouwanttoappear,andinsert datafieldsthatautomaticallyfillinthecontactsname,addressandthe amountowing.

Whenyouwantto...
apologiseforaproblemyourcompanyhascausedfora customer,andtoassurethecustomerthattheproblem willbeaddressed. letyourcustomersknowthatitemstheyveordered areonbackorderandwillbeshippedassoonas possible. writeyourownletter. notifycustomerswhosepaymentshavebounced. remindcustomerswhoseaccountshavebecome overduetomakeapayment.

Backordr.dot

Blank.dot BOUNCED.dot Coll_1st.dot

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Usethis template...
Coll_2nd.dot Coll_3rd.dot Coll_fin.dot

Whenyouwantto...
expressgreaterurgencythanColl_1st.dotandrequest thatyourcustomercontactyouimmediately. encouragecustomerswhohaveoverduepaymentsto makeapaymentbeforetheircredithistoryisdamaged. advisecustomersthatyouwillturntheiraccountover toacollectionagencyifpaymentisntmadewithina specifiednumberofdays. enableyourcustomerstoformallyapplyforcredit. createafaxcoverpage.Thispageincludesroomfora memo. replytocustomerswhohavequestionedanamounton theirmonthlystatement.Thisletterindicatesthatyou arelookingintothematterandthatyouwillcreditthe customersaccountfortheamountinquestionwhile thematterisinvestigated. printasuperannuationchoiceformtoprovidetoan employee. notifyanemployeethatyouarepassingonpersonal detailstotheirsuperannuationfund. thanknewcustomersfortheirbusiness.
4 5

Clickintheselectcolumnnexttoeachcontacttowhomyouwould liketosendapersonalisedletter. ClickMailMerge.TheSelectfromList windowappears. SelectthetemplateyouwouldliketouseandthenclickUse Template. YourletterappearsinMicrosoftWord,anddependingonthe templateyouhaveselected,youwillbepromptedtoenter additionalinformation,suchasyournameandtitle.

Credit Application.dot FaxCover.dot Resolved.dot

EditthelettersasrequiredandthenprintthemusingMicrosoft Word.
TIP : Ifyouwanttosendletterstocustomerswithunpaid invoices. DisplaytheAccountsReceivabletaboftheToDoList windowandclicktheSelectcolumnforeachcustomertowhomyou wanttosendaletter.ClickMailMergetoselectacollectionletter template,whichincludesinformationsuchasthecustomers outstandingbalance.

SuperChoice Form.dot Superemployee privacy.dot ThankYou.dot

To print a personalised letter using other word processors

Touseamailmergelettertemplatecreatedinawordprocessorother thanMicrosoftWord,youexportthecontactdataoutofyourcompany fileandthenmergethatdatawiththeletter.
1

Youcaneditthesetemplatesandcreatenewonesusingthe mailmergefeaturesofMicrosoftWord.Forinformationaboutworking withmailmergetemplates,seeMicrosoftWordHelp.

GototheCard FilecommandcentreandclickCreatePersonalised Letters.TheReviewCardsBeforeExportingwindowappears. Ifyouwantto,filteryourcontactlist,forexample,toonlyshow contactslocatedwithinspecificpostcodes.Todothis,click AdvancedFiltersandenteryourfilteringcriteria. Clickintheselectcolumnnexttoeachcontacttowhomyouwould liketosendapersonalisedletter. ClickDisk.Awindowwithalistoffileformatsappears. ChooseeithertheTabDelimitedTextFileorCommaSeparated TextFileoption.

To print a personalised letter using Microsoft Word

1

GototheCardFilecommandcentreandclickCreatePersonalised Letters .TheReviewCardsBeforeExportingwindowappears. Ifyouwantto,filterthecontactlist,forexample,toonlyshow contactslocatedwithinspecificpostcodes.Todothis,click AdvancedFiltersandenteryourfilteringcriteria.

4 5

KEEPINGINTOUCHWITHYOURCONTACTS

2 1 1

Checkwhatfileformatsyourwordprocessingsoftware requires Mostwordprocessingsoftwareallowsmailmergedatato betabdelimited(dataisseparatedbytabs)orcommaseparated.If yoursoftwarerequiresaspecificformat,choosethatformatatthis step.

NOTE :

FromtheSelectedFormforMailingLabellist,selecttheform templatethatbestmatchesthesizeandlayoutofyourlabelsand labelsheets. MakeanyotherselectionsintheAdvancedFilters windowas required(forexample,youmaywanttofilteryourcontactslistto onlythoselivingwithinaspecificpostcode)andthenclickOK. Clickintheselectcolumnnexttoeachcontactforwhomyouwould liketoprintamailinglabel. ClickPrint .

6 7

ClickSave.TheSaveAswindowappears. Ifnecessary,changethetextfilesnameandlocationandthenclick Save. Thetextfilecontainingyourcontactsdetailsissavedatthe locationyouspecified.

Useyourwordprocessingsoftwaretomergethedatacontained withinthetextfilewithalettertemplatethatyouhavecreated.

The contact log

Thecontactlogenablesyoutokeepadetailedlogofallthephonecalls youandyourcontactsmaketoeachother,andanyothertypeof correspondence. Forexample,letssaythatyoucallacustomerregardinganoverdue invoice.Youcouldcreatealogentrythatrecordsthedateofthephone call,asummaryoftheoutcome,andthedateyouwillwantto recontactthembyiftheirinvoiceisstilloutstanding. Whenacustomerorsuppliercalls,youcanusethecontactlogto retrieveacompletehistoryofyourbusinessrelationshipwiththat contact.

Mailing labels
Ifyouprintandsendcheques,quotes,orders,invoices,statementsor personalisedlettersyoumayalsowanttoprintmailinglabelsthatyou canstickontheenvelopes. ThePrintMailingLabelsfunctionintheCard Filecommandcentre printsyourcontactsnameandaddressonsheetsofadhesivemailing labels.Youcustomisethewaymailinglabelsareprinted,includingtheir size,thenumberoflabelspersheetandthemargins.For information aboutcustomisingmailinglabelforms,seeCustomisingformson page 199.

To create a contact log entry

1

To print mailing labels

2 1

GototheCard FilecommandcentreandclickContactLog.The ViewContactLogwindowappears. EnterthecontactyouarecreatingthelogentryforintheNamelist. ClickNew.TheContactLogEntrywindowappears.

GototheCardFilecommandcentreandclickPrintMailingLabels. TheReviewLabelsBeforePrintingwindowappears.
TIP : Printinvoicesandlabelssimultaneously Whenyouprinta batchofinvoicesusingthePrint/EmailInvoicesfunctionintheSales commandcentre,youcanchoosetoprintalabelforeachinvoice.

ClickAdvancedFilters .TheAdvancedFilterswindowappears.

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CompletetheContactLogEntrywindowasdescribedinthe followingtable.

To automatically create contact log entries

Youcanchoosetoautomaticallycreatelogentrieseachtimeyou recordasale,purchaseorbankingtransaction.Thelogentrycontains basicinformationaboutthetransaction,suchastheinvoicenumber, chequenumberandtheamount.
1

GototheSetupmenuandchoosePreferences.ThePreferences windowappears. ClicktheBankingtab. Ifyouwanttocreateanautomaticcontactlogentryforeach paymentyourecord,selecttheMakeContactLogEntryforEvery Chequeoption. Ifyouwanttocreateanautomaticcontactlogentryforeach receiptyourecord,selecttheMakeContactLogEntryforEvery Depositoption. ClicktheSales tab. Ifyouwanttocreateanautomaticcontactlogentryforeachsale yourecord(includingquotesandorders),selecttheMakeContact LogEntryforEverySaleoption. ClickthePurchasestab. Ifyouwanttocreateanautomaticcontactlogentryforeach purchaseyourecord(includingquotesandorders),selectthe MakeContactLogEntryforEveryPurchaseoption. ClickOK.

2 3

Name Contact

Thenameofthecontact.Toviewthecontactscard,click thezoomarrow. Typethenameofthepersonthatisassociatedwiththis entry.Forexample,youcanrecordthenameoftheperson youspoketoonthephone. Ifyouhavespecifiedacontactpersoninthecontactscard, youcanclickthedownarrowtochoosethatperson. Typethedateyouspoketoorwrotetothecontact.Ifyou aresimplyenteringanappointmentorreminder,youcan entertodaysdate. Enteranyinformationyouwanttosaveaboutthe conversationorfollowup. Ifyouwanttorecordthetimeyouspendspeakingtothe contact,orworkingonaparticulartaskrelatedtothe entry,typethetimeinhoursandminutes.Forexample,if youspend15minutes,enter15.Ifyouspend1hourand 15minutes,enter1:15. Ifyouwanttoberemindedtofollowupthecontact,type orselectthedateyouwanttoberemindedtorecontact them.ThereminderwillappearintheContactAlerttabof theToDoListonthisdate.Formoreinformation,see Reviewingyourcontactinformationonpage 224. Viewallcontactlogentriesfortheselectedcontact. OpenanotherContactLogentrywindowtocreateanew entryforthisoranothercontact.

5 6

Date

7 8

Notes Elapsed Time

To edit a contact log entry

1

Recontact Date

GototheCard FilecommandcentreandclickContactLog.The ViewContactLogwindowappears. IntheNamefield,enterthecontactforwhomyouwanttoviewthe contactlog. SelecttheentryandclickEdit,orclickthezoomarrownexttoit. MakeyourchangesandclickRecord.

3 4

Log New

KEEPINGINTOUCHWITHYOURCONTACTS

2 1 3

Other ways to keep in touch

To send an email message to a contact
1

To access a contacts website

1 2 3 4

Makesureyourcomputerisconnectedtotheinternet. Openthecardforthecontactwhosewebsiteyouwanttoview. IntheProfile tab,clickWebsite. Yourcontactswebsitewillappearinyourwebbrowser.

GototheCardFilecommandcentreandclickCardsList.TheCards Listwindowappears. Clickthezoomarrownexttothenameofthecontactyouwantto email.TheCardInformationwindowappears. IntheLocationfield,selecttheaddresstowhichyouwanttosend theemail.Forexample,youmayhaveadifferentemailaddress storedforthiscontactunderAddress2. ClickEmail.TheEmailwindowappears. TheEmailAddressfielddisplaysthenameandemailaddressfrom thecard.Youcanchangetheseifyouwish.

View a contact on a map

To view a contacts location on a map
1 2 3

Makesureyourcomputerisconnectedtotheinternet. Openthecardcontactwhoselocationyouwanttoview. RightmouseclickandchooseContactCard ,then: TM Viewin GoogleMaps .Yourwebbrowserwindowwillappear, showingthelocationofyourcontactonastreetmap. ViewDirections.Yourwebbrowserwindowwillappear, displayingastreetmapwithdirectionsfromyourprimary businesslocationtothecontactsaddress.

Enterasubjectandmessage,andthenclickSend.Theemailissent viayouremailprogramsoutbox.Sendthefilefromyouremail programasyounormallydo.

Grouping your contacts

Youcangroupandsortyourcontactsaccordingtocommonattributes byassigningidentifierstotheircardsandtheappropriateattributes fromcustomlistsyouhavedefined. Groupingcontactsusingthesefeaturesmakesiteasierforyouto:

filterlistssothatitseasierforyoutosendabatchofpersonalised letters,customerstatementsandotherformstoagroupof contacts.

filterreportstoshowonlyinformationspecifictoagroupof contacts identifywhichofyourcontactshaveaparticularattribute

Identifiers
Identifiersareoneletterlabelsyoucanassigntocards. Whenyoucreatereportsorviewcardlists,youcanlimitthe informationtoaparticulargroupofcardsbyspecifyingtheidentifiers thatyouveassignedtothosecards.

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For example,sayyouwanttobeabletoidentifyallclientswhoare notforprofitorganisations.YoucouldassignthemidentifierNand whenprintingsalesreportsyoucanchoosetofilterthereporttoshow onlycustomerswhohavethatidentifier. Youcanalsoassignmultipleidentifierstoacard.Forexample,sayyou assignOtoyouroverseascustomersandWtoyourwholesale customers.Ifyouhaveoverseaswholesalecustomersyoucanassign themtheOWidentifiers.Youcanthenfilterareporttoonlyshowyour overseaswholesalecustomersbyspecifyingtheOWidentifiersinthe FilterstaboftheReportwindow.

Custom lists
Youcansetuplistsofpredefinedattributesandassigntheappropriate attributestoyourcards. Byassigningattributesfromacustomlisttoyourcards,youareableto groupyourcontactstoagreaterdegreethanispossiblewith identifiers. Forexample,youcouldassignallyourwholesalecustomerstheW identifier.Ifyoualsosetupacustomlistcontainingeachofyoursales territories,andallocatethosecustomerstotheappropriateterritory, youcanthenfilterreportstoonlyshowinformationaboutwholesale customerswhoarewithinaparticularsalesterritory.

To define identifiers
1

GototheLists menuandchooseIdentifiers.TheIdentifiers windowappears.Itprovidesafieldforeachletterofthealphabet. EnteradescriptionforasmanyidentifiersasyouwantandclickOK.

To name a custom list

1

To assign identifiers to a card

1

GototheCardFilecommandcentreandclickCardsList.TheCards Listwindowappears. Clickthezoomarrownexttothecardyouwanttoedit.TheCard Informationwindowappears. ClicktheCard Detailstab. ClickIdentifiers .TheSelectIdentifierswindowappears. Clicknexttotheidentifiersyouwanttoassigntothecard. ClickOK.

GototheListsmenu,chooseCustomLists&FieldNames,and thenchoosethecardtypeforwhichyouwanttocreateacustom list,forexample,Customers.TheCustomListandFieldNames windowappears.

3 4 5 6

Enternamesforthelistsyouwanttocreateforthecardtypeyou selected.Forexample,enterSalesterritory. ClickOK.ThenamesyouhaveenteredwillnowappearintheCard DetailstaboftheCardInformationwindow.

GROUPINGYOURCONTACTS

2 1 5

To create a custom list entry

1

To assign a custom list entry to a card

1

GototheLists menu,chooseCustomListsandthenchoosethe cardtypeforwhichyouwanttocreateacustomlistentry,for example,Customers.TheCustomListswindowappears.

GototheCardFilecommandcentreandclickCardsList.TheCards Listwindowappears. Clickthezoomarrownexttothecardyouwanttoedit.TheCard Informationwindowappears. ClicktheCardDetailstab. Enterthelistentryyouwanttoassigntothecardnexttoeach customlistfield.Forexample,selectInnereastfromtheSales territoryfield.

3 4

Selectthecustomlistforwhichyouwanttocreateanentry.For example,Salesterritory. ClickNew.TheCustomListInformationwindowappears. Typethecustomlistentryname(forexample,enterCitycentre, Innereast,etc.)andthenclickOK. TheentryappearsintheCustomListswindow.

3 4

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Synchronising cards with Microsoft Outlook

YoucansynchroniseyourAccountRightcardsandyourMicrosoft Outlookcontacts.IfyourbusinessusesMicrosoftOutlookforemailand tomanagecontactinformation,thiswillmakeiteasierforyoutokeep bothyourAccountRightcardsandyourOutlookcontactsuptodate. YourAccountRightcardsareyourcustomer,supplier,employeeand personalcardsstoredinyourAccountRightcardfile.YourOutlook contactsareyourcontactsstoredinyourMicrosoftOutlookaddress book. WhenyousynchroniseyourAccountRightcardsandyourOutlook contacts,youcan:

Synchronisationupdaterules Aspartofthesynchronisation process,youchoosewhetherornotyouwanttoupdatethedetailsfor existingcontacts.Todothis,youselectfromoneofthefollowing updaterules.

Rule
Updateexistingcontacts

Description
Newcontactsareaddedandexistingcontactsare updated.Youwillnotbepromptedtoconfirm updates. Newcontactsareaddedbutexistingcontactsare notupdated.Youarenotpromptedtoconfirm any updates. Newcontactsareaddedandyouareprompted toconfirmupdates.Ifyouselectthisrule,you specifyhowyouwanttodealwiththe discrepanciesbetweenthedetailsinyour AccountRightcardsandthedetailsinyour Outlook contacts. Youcan: reviewandupdatethedetailsforeach contact selecttoupdateallcontacts(ifyouselectthis option,youwillnotbepromptedtoconfirm anyfurtherupdates)or skipanupdateforacontactandleavethe detailsforthecontactunchanged.

makethedetailsinyourOutlookcontactsmatchthedetailsinyour AccountRightcards(byexportingyourAccountRightcardstoyour Outlookcontacts)or makethedetailsinyourAccountRightcardsmatchthedetailsin yourOutlookcontacts(byimportingyourOutlookcontactstoyour AccountRightcards).

Donotupdateexisting contacts Askmetoconfirm updates

Whenyousynchronise,thefollowingdetailsareimportedorexported: companynameorcontactname,addressdetails,emailandweb addressesandtelephone,faxandmobilenumbers. IfyouareexportingyourAccountRightcardstoyourOutlookcontacts, youcanalsoincludeyourCardFilecustomfieldsintheexport.When youdothis,youspecifyhowyourcustomfieldsmatchtheCategories, Anniversary,BirthdayorSpousesnamefieldsinyourOutlookcontacts. For informationonsettingupCardFilecustomfieldsseeCustomcard fieldsonpage 222.

NOTE : MicrosoftVistarequiresadministratoraccessprivileges Before youcansynchronisecardsandOutlookcontactsonWindowsVista,you needtologonasanadministrator.

SYNCHRONISINGCARDSWITHMICROSOFTOUTLOOK

2 1 7

Exporting your AccountRight cards to your Outlook contacts

WhenyouexportyourAccountRightcardstoyourOutlookcontacts, yourcontactsaresavedbydefaulttogroupcontactfolders.For example,Customercontactsaresavedtoafolder called MYOB Customers.

ClickSynchroniseCards.TheSynchroniseCardswindowappears.

ClickNext.TheImportandExportOptionswindowappears.

IfyouwanttosynchroniseyourOutlookcontactsandyourPersonal DigitalAssistant(PDA)ormobiledevice,yourcontactsmustbesaved totheMicrosoftOutlookdefaultcontactsfolder.Whenyouexport yourAccountRightcardstoyourOutlookcontacts,youcanselectan optiontosaveyourcontactstothedefaultcontactsfolder(seestep 7 onpage 219).

CAUTION : BackupyourOutlookcontacts ExportingyourAccountRight cards toyourOutlookcontactswillchangethedetailsrecordedinyour Outlookcontacts.BackupyourOutlookcontactsbeforesynchronising.See yourMicrosoftOutlookdocumentationforinstructions.

To export your AccountRight cards to your Outlook contacts

1

Selectthecardtypesthatyouwanttosynchronise.
NOTE : Youcansynchronisecards fromanyoftheCardsListviews (Customer,Supplier,EmployeeandPersonal) Thedefaultcardtype selectedvariesaccordingtothetabyouareonwhenyouclick SynchroniseCards.

GototheCardFilecommandcentreandclickCardsList.TheCards Listwindowappears.

Ifyouwanttoincludeinactivecardsinyoursynchronisation,select theExportinactivecardsoption.Forinformationaboutinactive cards,seeInactivatingorreactivatingarecordonpage 168. SelectasynchronisationrulefromtheUpdateRuleslist.Formore information,seeSynchronisationupdaterulesonpage 217.

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IfyouwanttosaveyourAccountRightcardstoyourOutlook contactsdefaultfolder(youneedtodothistosynchroniseyour OutlookcontactsandyourPDAormobiledevice),orifyouwantto exportyourAccountRightcustomfieldstoyourOutlookcontacts, clickSettings.TheSettingswindowappears.

Whentheexportprocessiscomplete,theSynchronisationresults windowappears.

10

Reviewtheresults.
Summaryfield
xcontactsadded xcontacts updated

a IfyouwanttosynchroniseyourOutlookcontactsandyourPDA

ormobiledevice,selecttheSynchronisecardsusingthedefault Outlookcontactsfolderoption. b IfyouwanttoexportyourAccountRightcustomfieldstoyour Outlookcontacts,selectamatchingOutlookcontactfieldfor CustomField1,CustomField2andCustomField3. c Click OK.TheImportandExportOptionswindowreappears.

8

Description
ThenumberofnewcontactsaddedtoyourOutlook contacts. ThenumberofOutlookcontactsupdatedtomatch thedetailsinyourAccountRightcards.Notethatif youselectedtheDonotupdateexistingcontacts rule,updatedduplicatecontactswillalwaysbe0. Thenumberofcardsyouskipped(ifyouselected theAskmetoconfirmupdatesrule)orthenumber ofduplicatecontacts(ifyouselectedtheDonot updateexistingcontactsrule).Duplicatecontacts havenotbeenupdatedtomatchyourAccountRight cards. NotethatifyouselectedtheUpdateexisting contactsrule,rejectedcardswillalwaysbe0.

ClickExport.Theexportprocessstarts.Dependingontheversion ofMicrosoftOutlookyouuse,andthesynchronisationupdate rulesyouset,thefollowingmessagesandwindowsmayappear:

Ifthisappears...
Microsoftwarning message

xcontacts skipped,x contactsrejected

...dothis
SelectaperiodforyourAccountRightsoftware toaccessyourOutlookcontacts:
1 2 3

SelecttheAllowaccessforoption. Selectaperiodfrom1 minuteto 10 minutes. ClickYes.

11

Ifyouwanttoviewthelogfilethatdetailstheexportedrecords, clickthelinkintheSynchronisationresultswindow.

ConfirmUpdate ConfirmAdd

Selecthowyouwanttodealwitheachupdate. Selectwhetheryouwanttoaddthecardtoyour Outlookcontactsorskipit.

SYNCHRONISINGCARDSWITHMICROSOFTOUTLOOK

2 1 9

Importing your Outlook contacts to AccountRight

YoucanimportyourOutlookcontactstoyourAccountRightcardsfrom eitherthedefaultcontactsfolder,orfromgroupcontactfolders createdforeachAccountRightcardtype. However,beforeyouimportyourOutlook contacts,youneedto identifyeachcontactaseitheracustomer,supplier,employeeor personalcontact.
NOTE : BlankfieldsinyourOutlookcontactsarenotincludedinthe import IfafieldinyourOutlookcontactisblankbutthecorresponding fieldinyourAccountRightcardiscomplete,thisfieldwillbeskipped duringtheimportprocess.Thisensuresthatblankfieldsdontoverwrite contact detailsrecordedinyourAccountRightcards.

Importingfromgroup contactsfolders Youneedtosaveyour contactstogroupcontactfolderslabelledMYOBCustomer,MYOB Supplier,MYOBEmployeeandMYOBPersonal.Forinstructionsonhow tosetupgroupcontactfoldersinyourOutlookcontacts,refertoyour MicrosoftOutlookdocumentation.

BeforeimportingyourOutlookcontacts Checkthatthedetails recordedinyourOutlookcontactsareuptodateandenteredinthe correctfield.

Importingfromthedefaultcontactsfolder Ifyouwanttoimport yourcontactstoAccountRightcardsfromthedefaultOutlookcontacts folder,enterthecardtypeforeachcontactintheCategoriesfieldof theGeneraltab.

To import your Outlook contacts to AccountRight

1

GototheCardFilecommandcentreandclickCardsList.TheCards Listwindowappears. ClickSynchroniseCards.TheSynchroniseCardswindowappears.

CAUTION : Backupyourcompanyfile ImportingyourOutlook contactstoyourcardswillchangethedetailsrecordedinyour companyfile.Toavoidlosingcontactdetailsstoredinyourcompany file,backupyourcompanyfilebeforesynchronising.Formore informationonbackingupyourcompanyfile,seeBackingupand restoringcompanyfilesonpage 260.

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ClickNext.TheImportandExportOptions windowappears.

Ifyouareimportingyourcontactsfromgroupcontactfolders,goto step 7below. SelecttheoptionSynchronisecardsusingthedefaultOutlook contactsfolderandthenclickOK.

7

ClickImport.Theimportprocessstarts.Dependingontheversion ofMicrosoftOutlookyouuse,andthesynchronisationupdate rulesyouhavechosen,thefollowingmessagesandwindowsmay appear:

Ifthismessage appears...
Microsoftwarning message

...dothis
SelectaperiodforyourAccountRightsoftwareto accessyourOutlookcontacts:
1

Selectthecardtypesthatyouwanttosynchronise.
YoucansynchronisecardsfromanyoftheCardsListtabs (Customer,Supplier,EmployeeandPersonal). Thedefaultcard typeselectedwillvaryaccordingtothetabyouareonwhenyouclick SynchroniseCards.
NOTE :

SelecttheAllowaccessfor option. Selectaperiodfrom1 minuteto10 minutes. ClickYes.

2 3

SelectasynchronisationrulefromtheUpdateRuleslist.Formore information,seeSynchronisationupdaterulesonpage 217. IfyouwanttoimportyourOutlookcontactsfromthedefault Outlookcontactsfolder,clickSettings.TheSettingswindow appears.

Warning:Blank OutlookContact Fields

ThiswindowappearsifafieldinyourOutlook contactisblankandthecorrespondingfieldinthe cardcontainsdata.Themessageistonotifyyou thatthecardfieldswillnotbeupdated.ClickSkip tocontinuetheimportprocess. Selecthowyouwanttodealwitheachupdate. Selectwhetheryouwanttoaddthecontactto yourcardsorskipit.

ConfirmUpdate ConfirmAdd

SYNCHRONISINGCARDSWITHMICROSOFTOUTLOOK

2 2 1

Whentheimportprocesshasfinished,theSynchronisationresults windowappears.

Reviewtheresults.
Summaryfield
xcardsadded xcardsupdated xcardsskipped,x cardsrejected

Description
Thenumberofcardsaddedorupdatedin AccountRight. Thenumberofcardsupdatedbutthedetailsin yourAccountRightcardsmaybeincomplete. Thenumberofcontactsyouchosetoskip(ifyou selectedupdateruleAskmetoconfirmupdates) andthenumberofcontactsthatwerenotimported becausetheycontainedblankOutlookcontact fields.

10

Ifyouwanttoviewthelogdetailingtheimportedrecords,clickthe linkintheSynchronisationresultswindow.

Customising cards
Custom card fields
Ifyouneedtorecordcertaininformationaboutyourcontacts,butcant findasuitablecardfieldforit,youmaywanttosetupacustomfield. For example,youcouldsetupafieldtorecordyourcustomers birthdaysorafieldtorecordthedatesofyouremployeesmostrecent performancereview. Youcansetupthreecustomfieldsforeachcardtypeandlabelthem accordingtoyourneeds.Youcanthenenteranyinformationyoulikein thosefields. Ifyouneedto,youcancustomiseareporttoshowCustomField information.

To set up custom card fields

1

GototheListsmenu,chooseCustomListsandFieldNames and thenchoosethecardtypeforwhichyouwanttosetupacustom field,forexample,Customers.TheCustomListandFieldNames windowappears. Typethenamesofthecustomfieldsyouwanttosetupforthecard typeyouhaveselectedintheNameofCustomFieldfields.For example,youcouldenterBirthdaytorecordyourcontacts birthdays. ClickOK.Thecustomfieldnamesyouenteredwillnowappearin theCardDetailstaboftheCard Informationwindow.

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To enter custom field information in a card

1

To select contacts using Card IDs

1

GototheCardFilecommandcentreandclickCardsList.TheCards Listwindowappears. Clickthezoomarrownexttothecardyouwanttoedit.TheCard Informationwindowappears. ClicktheCard Detailstabandtypetheinformationyouwantto recordintheappropriatecustomfield.Forexample,type 01/10/1970intheBirthdayfield.

GototheSetupmenuandchoosePreferences.ThePreferences windowappears. ClicktheWindowstab. ChoosetheSelectCardsbyCardID,NotCardNameoption. YoucannowselectcardsbytheirIDsandyourcardlistswillbe sortedbyIDinsteadofbylastnameorcompanyname.

2 3

Card identification codes

Ifyouhaveassignedidentificationcodes(IDs)suchascustomer numbersoraccountnumberstoyourcustomers,youcanenterthose IDsintheircards. Youcanalsosetapreferencethatwillletyouselectcustomersbytheir ID insteadoftheirlastnameorcompanynamewhenenteringa transaction.CustomersearchlistswillalsobesortedbytheirIDwhen thispreferenceisset.Formoreinformation,seeToselectcontacts usingCardIDsbelow.
TheCardIDpreferenceaffectsallcardtypes Ifyouchoosethis preference,youwillhavetoselectallcardtypesbytheirIDs.
NOTE :

Card pictures
Youcandisplayapictureofyourcontactbyimportingapicturefileto theircard.ThepictureappearsintheCardDetails taboftheCard Informationwindow.
Supportedpictureformats Picturesneedtobesavedinoneof thefollowingformats:bmp,jpg,tif,gif,orpng.
NOTE :

To add a card picture

1

GototheCardFilecommandcentreandclickCardsList.TheCards Listwindowappears. Openthecardforwhichyouwanttolink apicture. ClicktheCardDetailstabandclickthepicturefilearea.TheOpen windowappears. Locatethepicturefileyouwanttodisplayforthiscardandthen clickOpen .ThepictureappearsintheCard Detailstab.

To enter an identification code

1

GototheCardFilecommandcentreandclickCardsList.TheCards Listwindowappears. Clickthezoomarrownexttothecardyouwanttoedit.TheCard Informationwindowappears. Enterauniquecodeofupto15alphanumericcharactersinthe CardIDfield. ClickOKtosaveyourchanges.

To remove or replace a picture

Ifyouwanttoremoveorreplacethepicturedisplayedinacard,click thedisplayedpicture.Amessageappears.ClickYes.Ifyouwanttoadd anewpicturetothecard,continuewithstep 3inToaddacardpicture above.

CUSTOMISINGCARDS

2 2 3

Reviewing your contact information

Thereareseveraltoolsyoucanusetoreviewyourcontactinformation.
Tool
ToDoList
2

ClicktheCardtabandclick areportgroup.Thelistofcardreports appears. Displayorprintthereportthatisappropriatetoyourneeds. Followingisalistofthedefaultinformationdisplayedineach report.Ifrequired,youcancustomisethereportstodisplaymore orlessdetail(forinformationonhowtocustomiseareport,see Customisingreportsonpage 187).

Report Description
Alistofyourcontactswiththeirphonenumbers,current balancesandidentifiers. Alistofsomeoftheinformationcontainedinyour contactscards,includingAddress1andAddress2. Thecontactname,addressandphonenumberentered forAddress1ineachcard. Alistofthetransactionsthathavebeenallocatedto yourcontactsforaselectedperiod. Alistofcontactlogentrydetails.Thetotaloftheelapsed timerecordedinthelogentriesisdisplayedforeach contact. Alistoftheidentifiercodesandtheirdescriptions. Alistofcontactinformationthatyoucanimportintoa geographicinformationsystem(GIS)toanalysethe locationofyourcontacts. Alistofcontactlogentrieswithrecontactdatesthatare datedonorbeforethedayyouspecifyinthereport filter.

Description
TheContactAlerttabintheToDoList displays contactlogentrieswithrecontact datesonorbeforethecurrentdate. Cardreportsgiveyoulistsofcontact informationinseveralformats. FindTransactionshelpsyouquicklyfindall transactionsforacontact.

See
below

Card reports Find Transactions

page 224 page 173

CardList Summary CardList Detail AddressList Card Transactions ContactLog

To view contact alerts

1

ClickToDoListinanycommandcentre.TheToDoListwindow appears. ClicktheContactAlerttab.Alistofallindividualsandbusinesses youneedtocontactappears.

Remindersthatfallonaclosedday Iftherecontactdate fallsonadaythatyouhaveindicatedasbeingclosedintheBusiness Calendar (accessiblefromtheSetupmenu),thereminderwillappear onthebusinessdaypriortotherecontactdate.
NOTE :

Identifiers GISCardFile

TheOverduecolumnshowshowmanydayshaveelapsedsincethe recontactdateyouspecifiedonthecontactlogentry. Toclearareminderfromthelist,clickintheselectcolumnnextto thecontactlogentryandthenclickRemove.

ToDoList Overdue Contacts

To print card reports

1

GototheReports menuandchooseIndextoReports.TheIndexto Reportswindowappears.

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15 Financial control
Youcancontrolyourfinancesbysettingbudgets,auditingyourrecordsandbyreviewingandanalysingyourfinancialactivities.

Tracking financial information

Youcantrackfinancialinformationatthreelevels:

40000Income 41000CarSales 41010NewCarSales 41020PreownedCarSales 42000ServiceandPartsIncome 42010ServiceIncome 42020PartsIncome 42030AccessoriesIncome

[Header] [Header] [Detail] [Detail] [Header] [Detail] [Detail] [Detail]

Accountslevelviewtheprofitabilityandfinancialdetailsofyour businessasawhole. Categorieslevelviewtheprofitabilityandfinancialdetailsof yourindividualbusinessdivisions,departments,properties,offices orlocations. Jobslevelviewtheprofitabilityandfinancialdetailsofthe individualjobsortaskscarriedoutforcustomersandclients.

Accounts
Theaccountslistcouldbesetuptoprovideabasicoverviewofyour businesssoverallperformance.Forexample,acardealershipmightset uptheiraccountstodistinguishnewandusedcarsales,fromservice andpartsincome.Thefollowingincomeaccountscouldbeused:

Whenenteringatransaction,thetransactionamountisallocatedtoan appropriateaccount.Astandardprofitandlossstatementcanthenbe printedforthebusinesstoshowincomeandexpensesgeneratedby thebusiness.However,atthislevel,itisdifficulttoseehowwell particularmodelsareselling.Categoriescanmanagethis. Settingupaccounts YoucansetupyouraccountsusingtheEasy SetupAssistantorintheAccountscommandcentre(seeSettingup accountsonpage 24).

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Categories
Categoriesenableyoutotrackprofitabilityofdepartments,offices, propertiesandotherbusinesssegments. Whenenteringatransaction,youneedtoallocatetheappropriate categorytoit.Youcanthenprepareaprofitandlossstatementforeach category. Categoriescanbeassignedtothefollowingtransactiontypes:

To enable category tracking

1 2 3 4

GototheSetupmenuandchoosePreferences. ClicktheSystemtab. SelecttheTurnonCategoryTrackingoption. Ifyouwanttomaketheselectionofacategorymandatoryforall transactions,chooseRequiredfromthelist.

spendmoney receivemoney transfermoney generaljournalentries sales purchases builditems inventorytransfers inventoryadjustments [AccountRightPlusonly]payrollprocessing preconversionsalesandpurchases.
NOTE : Youcannotallocatecategories tosometransactions You cannotallocateacategorytothesetransactions:PayBills,Receive Payments,PrepareBankDeposit,SettleReturnsandCredits/Debits andPay/ReceiveRefunds.Whenenteringthesetransactions,the categoriesassignedtotheoriginaltransactionswillbeused.For example,thecategoriesassignedtopurchasesappearinginthePay Billswindowwillalsobeassignedtothepayment.

To create a category
1

GototheListsmenuandchooseCategories.TheCategoriesList windowappears. ClickNew.TheCategoryInformationwindowappears. IntheCategoryIDfield,typeacodethatwillbeusedtoidentifythe categoryandpressTAB. IntheCategoryNamefield,typethenameofthecategory. IntheDescriptionfield,typeadescriptionofthecategoryornotes relatingtothecategory.

2 3

4 5

ClickOK.

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Jobs
Jobscanbesetuptotrackincomeandexpensesrelatedtoservicejobs. Thisisparticularlyusefulwhenmultiplejobsareperformedforasingle customer.Whenyouenteratransaction,theappropriatejobnumber canbeassignedtoeachindividualamount.Thisenablesyouto associateseveraljobswiththevariousamountsinasingletransaction. For example,ifapurchaseincludespartsforthreecustomers,you couldspecifyeachofthethreejobstowhichthatpurchaserelates.A profitandlossstatementcanthenbepreparedforeachjobandactual resultscanbecomparedwithbudgetedvaluestoproduceaJobs BudgetAnalysisreport. Specificjobtrackingtasksinclude:

Setupsubjobs Youcansetupjobstotrackindividualjobsthatform partofalargerjob.Notethatsubjobscanbeeitheradetailorheader typejob.

To create a header job

1

GototheListsmenuandchooseJobs.TheJobsListwindow appears. ClickNew.TheJobInformationwindowappears. SelectHeaderJobandenterajobnumber,nameanddescription. Ifyouwanttocreatethisjobasasubjob,typeormakeaselection fromtheSubJobOffield. ClickOK.TheheaderjobappearsintheJobsListwindow.

organisingjobsinahierarchy settingbudgetsforeachjob linkingjobstospecificcustomers assigningjobstoindividuallineitemsontransactions trackingreimbursableexpensesforyourjobs preparinginvoicestoreimbursejobexpenses analysingprofitandlossofajob. Therearetwotypesofjobs,headeranddetail.

2 3 4

To create a detail job

1

Jobtypes

GototheListsmenuandchooseJobs.TheJobsListwindow appears.

Headerjobstotalassociateddetailjobs.Youcannotassign transactionstoheaderjobs. Detailjobsareassignedtotransactionstotrackincome,costsand expenses.

TRACKINGFINANCIALINFORMATION

2 2 7

ClickNew.TheJobInformationwindowappears.

To enter opening balances for jobs

IfyoustartedusingyourAccountRightsoftwarewhileaparticularjob wasinprogress,youcancreatethejobandthenenteranyaccount activitygeneratedbythejobsofarintheJobOpeningBalances window. Youcanenteropeningbalancesonlyfordetailjobs.Headerjobstake theirbalancesfromthedetailjobsbelowthem.
1

GototheSetupmenu,chooseBalancesandthenJobOpening Balances.TheJob OpeningBalanceswindowappears. IntheJobNumberfield,enterthejobforwhichyouwanttoenter anopeningbalance.

3 4 5

SelectDetailJob. TypeacodeforthejobintheJobNumberfieldandpressTAB. Enteradditionalinformationaboutthejob,suchasajobname, descriptionandstartdate. Ifyouaresettingupasubjob,selecttheheaderjobintheSubJob Of field. Ifyouwanttolinkthejobtoacustomer,enteracustomerinthe LinkedCustomerfield.Thisisusefulifyouintendtoseek reimbursementforgoodsandservicespurchasedonthe customersbehalf. YoucanviewdetailsofalljobslinkedtoacustomerintheJobsview ofthecustomerscard.
3

IntheOpeningBalancescolumn,typetheopeningbalancesfor eachaccount. Repeatfromstep 2aboveforeachjobwithanopeningbalance. ClickOKwhenyouhavefinished.

8 9

ClickOK.TheJobsListwindowreappears. Reviewthehierarchyofjobsyouhavecreated.Ifyouneedto changethedetailsofajob,selectthejobandclickEdit.

4 5

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To enter budget amounts for jobs

Youcanenterbudgetsfordetailjobs.Thebudgetinformationyou enterforeachjobisusedtohelpyouassessyourprogressona particularjobandtodeterminethejobseffectonthestateofyour business.Theamountsyouenterwillberecordedagainstaccountsin youraccountslistforcomparisonpurposes. Onceyoubeginrecordingtransactionsforthejob,youwillbeableto printtheJobsBudgetAnalysisreporttoseeacomparisonbetweenthe actualamountsandtheamountsyouhavebudgetedforthejob.
1

Allyourcompanysincome,costofsales,expense,otherincome andotherexpenseaccountsappearinthescrollinglist.

GototheLists menuandchooseJobs.TheJobsList window appears. Selectthedetailjobforwhichyouwanttoenterbudgets. ClickBudget.TheJobBudgetsByAccountwindowappears,with thenumberofthejobyouselectedintheJobNumberfield. IntheBudgetcolumn,typetheamountsyouvebudgetedfor specificaccountsforthisjobandthenclickOK.

2 3

Reimbursable expenses
Youcantracktheexpensesyouincurwhileworkingonajobandthen invoicethecustomertogetreimbursedforthoseexpenses. Togetreimbursedforanexpense,youneedtodothefollowing:
Task
1 2 3 Setupajobandchoosetotrackreimbursable expenses Assigntheexpensestothejobwhenrecording them Addthereimbursableexpensestotheinvoice whenbillingthecustomer

Example Youhavecreatedjob01forEdgarReuss.Duringthecourse ofworkingonjob01,youincurexpensesthatyouwanttohave reimbursedbythecustomerwhenyoubillhim. WhenyouentertheexpensesusingtheSpendMoneywindow,assign thelineitemstojob01.Thelineitemsarethenautomaticallymarked forreimbursementbyEdgarReuss. Then,whenyouenterasaleforEdgarReuss,youcanviewalistofthe reimbursableexpensesandaddthemtohisinvoice.

See
page 230 page 230 page 230

REIMBURSABLEEXPENSES

2 2 9

Task 1: Set up a job

1

4 5

Clickintheselectcolumnforeachexpenseyouwanttobill. Ifyouwanttochangetheamountsthatwillbebilled,youcanedit theamountsintheReimbursablecolumn.

TIP : Markupshortcuts Ifyouwanttomarkupallselected expensesby acertainamountorpercentage,clickMarkupand completetheMarkupInformationwindow.

Createadetailjob(seeTocreateadetailjob)oropenanexisting detailjobrecord.TheJobInformationwindowwillappear. SelecttheTrackReimbursablesoption. IntheLinkedCustomerfield,enterthenameofthecustomerwho willbebilledforthisjob. ClickOK. ContinuewithTask 2: Assignexpensestothejob.

6

2 3

4 5

Task 2: Assign expenses to the job

1

Ifaselectedexpensedoesnotmatchtheinvoicelayout,(for example,youwanttobereimbursedforanonitemexpenseonan iteminvoice),selecttheappropriateitem,accountoractivitythat youwanttousefortheseexpensesintheReimbursement[...] field. Forexample,ifyourecordedaSpendMoneytransactionandyou wanttobereimbursedfortheexpenseusinganiteminvoice,you willneedtoselectanappropriateitemintheReimbursementItem fieldinordertoincludetheexpenseontheinvoice.Ifyoudont haveanappropriateitemforthispurpose,youwillneedtocreate one.
NOTE : All selectedexpensesthatdonotmatchtheinvoicelayout willbeallocatedtothedefaultitem,accountoractivity Ifyou wanttobereimbursedforseveralexpensesthatrelatetodifferent incomeaccounts,itemsoractivities,youcanchangethedetailsonthe invoicelater.

Entertheexpenseinatransactionwindow.Forexample,enteritin the: SpendMoneywindow. Purchaseswindow.Notethatitemsyoutrackinyourstock cannotbereimbursed. PayEmployeewindow[AccountRightPlusonly].Notethatonly itemslinkedtoexpenseorcostofsalesaccountscanbe reimbursed. IntheJobcolumn,selectthejobyouwanttoassigntheexpenseto. Completethetransactionasyounormallywould. ContinuewithTask 3: Billthecustomer.
7

2 3 4

ClickReimburse.Theselectedexpensesarenowlistedintheline itemareaoftheSaleswindow.
Aboutreimbursedexpenses WhenyouclickReimburse,all selectedexpenseswillbeconsideredashavingbeenreimbursed,even ifyoudontrecordtheinvoice,oryoulaterdeletetheinvoice.Ifyou wanttochangethestatusoftheexpensetobereimbursableagain, seeChangingthestatusofareimbursableexpensebelow.
NOTE :

Task 3: Bill the customer

1

GototheSalescommandcentreandclickEnterSales .TheSales windowappears. EnterthecustomersnameandpressTAB. ClickReimburse.TheCustomerReimbursableExpenses window appears. TheToBeReimbursedtablistsallexpensesthathaveyettobe billedtothiscustomer.

8

2 3

Makeanyotherchangestotheinvoice,andthenclickRecord .

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Changing the status of a reimbursable expense

NOTE : Changingastatus does notaffectthetransaction If youchange thestatusofareimbursableexpense,theoriginaltransactiononwhich yourecordedtheexpenseisnotaffected.Ifyouwanttoremovethe expensefromtheoriginalexpensetransactionorfromtheinvoice,youwill needtoeditordeletethetransaction.

Ifyouwanttochangethestatusofareimbursableexpenseto Reimbursed/Removed: a IntheToBeReimbursedtab,clickintheselectcolumnnextto eachexpenseyounolongerwanttoreimburse. b ClickRemovefromList.Theexpensesyouselectedare transferredtotheReimbursed/Removedtab. IfyouwanttoresetthestatusofareimbursedexpensetoToBe Reimbursed: a ClicktheReimbursed/Removedtab. b Clickintheselectcolumnnexttoeachexpensewhosestatus youwanttochange. c ClickRemovefromList.Theexpensesyouselectedare transferredtotheToBeReimbursedtab. ClickCancel.TheJobInformationwindowreappears. ClickOK.

To change the status of a reimbursable expense

1

GototheLists menuandselectJobs .TheJobsListwindow appears. SelectthejobforwhichyouwanttoeditanexpenseandclickEdit. TheJobInformationwindowappears. ClickReimburse.TheJob ReimbursableExpenseswindow appears.

6 7

Budgets
Whenyouprepareabudget,youarepredictingthefinancialstateof yourbusiness.Forexample,youcouldprepareabudgetthatpredicts howmuchyouintendtospendandearnoverthenextfinancialyear. Havingabudgetmeansthat,astheyearprogresses,youcantrack projecteddataagainstactualdataandtakecorrectiveactionifthings arenotgoingaccordingtoplan. Youcanalsousebudgetstoplanforfuturegoals.Forexample,youmay wanttoundertakeanewbusinessventureinthecomingyear.By creatingabudget,youcanworkouttheamountofmoneyyouwill needfortheventure,wherethismoneywillcomefrom,andtheimpact thattheventurewillhaveonotheraspectsofyourbusiness. WhatdoIneed tobudget? Youcanenterbudgetsforindividual detailaccounts.Theaccountsthatrequireabudgetwillvaryaccording toyourbusiness.MostpeoplepreparebudgetsforProfitandLoss accountssuchasIncome,CostofSalesandExpensesaccounts,and BalanceSheetaccountsforspecificassetsandliabilities.Todecideon theaccountsthatwillrequireabudget,considerwhatchangesyou anticipateinyourbusinessandthefinancialimpactsthesechangeswill have.Forexample,youmaybeconsideringtakingoutanewloan (whichwillaffectyourBankLoansaccount). WhatperiodcanIbudgetfor? Youcancreateabudgetforthe currentfinancialyearandthenextfinancialyear.

BUDGETS

2 3 1

Reviewingyourbudget Youcanreviewyourbudgetsperiodicallyto trackyourfinancialprogressandseeifitisgoingtoplan.Aslight variationfromthebudgetisnormal.Largevariations,ontheother hand,mayneedinvestigation.Forexample,ifyouhavealargeincrease inaccountsreceivable,itmayindicatethatyourcustomersaretakinga longertimethanexpectedtopayyouraccount. Youcancompareyourbudgetedamountwithactualaccountbalances byviewingtheBudgetAnalysisreportsforBalanceSheetandProfitand Lossaccounts.For informationondisplaying,customisingandprinting reports,seeChapter 12,Reports,startingonpage 185.

To enter the budget for an account

1

GototheAccountscommandcentreandclickAccountsList.The AccountsListwindowappears. ClickBudgets.ThePrepareBudgetswindowappears. ThewindowliststheProfitandLossaccountsbydefault. FromtheFinancialYearlist,choosewhetheryouwanttoentera budgetforthisfinancialyearorthenextone. FromtheAccountTypelist,choosethetypeofaccountyouwantto enterabudgetforProfitandLoss orBalanceSheet. Foreachmonth,click intheappropriatecellandentertheamount. Ifyouwanttoenteranegativeamount,insertahyphenbeforethe figure(forexample,250). Asyouenterdata,theFYTotalcolumnwilldisplaythetotalbudget foreachaccount.
A B

Entering budget amounts

YoucanusethePrepareBudgetswindowtoenterbudgetamountsfor eachmonthofthecurrentornextfinancialyear.SeeToenterthe budgetforanaccountonpage 232. Ifyouwanttoquicklyenterbudgetamountsforagroupofmonths,you canusetheBudgetShortcutswindow.SeeToenterabudgetusingthe BudgetShortcutswindowonpage 233. Astheyearprogresses,youcanchoosetoeitheradjustbudgetfigures orleavethemunchanged. Enteringpositiveandnegativeamounts Bydefault,theamountyou enterwillbeassumedtobeapositiveamount.Youcanenternegative budgetamountsforexample,toindicateanendofmonthbalance changeinbalancesheettypeaccountsbyinsertingahyphenbefore theamount(forexample,250 ).Whenyouenteranegativeamount, youareindicatingthatthebalanceoftheaccountisgoingtoreduce. Usingexistingdata Ifyouhavealreadypreparedabudgetina spreadsheetorinothersoftware,youmaybeabletoimportthat informationintoyourcompanyfile.For moreinformationonhowto importaccountbudgets,seeImportingdataonpage 268. Youcanalsousethepreviousfinancialyearsdataasabasisforyour budget.

A B

TheAccountNameandFYTotalcolumnsdisplaythelistofaccounts andtheircurrentbudgettotalsforthefinancial year. Youcanenterthebudgetamountforaspecificaccountandmonth. Youcanusethehorizontalscrollbartoscrollthroughthemonths.

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ClickShortcutstoopentheBudgetShortcutswindowfromwhere youcanquicklyenterbudgetamountsfortheselectedaccount.For moreinformation,seeBudgetShortcutswindowbelow. ClickCopyAmounttoFollowingMonthstocopytheselectedamount tothemonthsthatfollow. ClickCopyPreviousYearsActualDatatoinsertthepreviousyears amountsfortheselectedaccountandmonth.

FromtheBudgetforlist,selectatimeperiod:

D E

Selectatime period

ClickOKtosavethebudgetdataandexitthePrepareBudgets window. Thefieldschangeaccordingtotheperiodyouselect.

Select
EachMonth

Budget Shortcuts window

Ifyouwanttoquicklyenterbudgetfiguresforagroupofmonths,you canusetheBudgetShortcutswindow.Youcanusethiswindowto enterquarterly,halfyearlyandyearlybudgets.Youcanalsoentera budgetthatincreasesordecreasesbyaspecificamounteverymonth.

Ifyouwantto
Enterthesameamountforeverymonthofthe yearorasetincreaseordecreaseeverymonth (startingfromabaseamount). Enteratotalamountforagroupofconsecutive months. Enterthetotalamountforeachquarter. Enterthetotalamountforeachhalfoftheyear. Enterthetotalamountfortheentirefinancial year,(whereyyyyisyourfinancial year).

To enter a budget using the Budget Shortcuts window

1

Period startingfrom selected Month EachQuarter Eachhalfofthe FinancialYear FinancialYear yyyy

GototheAccountscommandcentreandclickAccountsList.The AccountsListwindowappears. ClickBudgets.ThePrepareBudgetswindowappears. Selecttheaccountyouwanttoenterthebudgetfor. ClickShortcuts.TheBudgetShortcutswindowappears.

6

2 3 4

Enterthebudgetamountsintheappropriatefields.Amountsthat covermorethanonemonth(suchasquarterly,halfyearlyand yearlyamounts,andamountsforagroupofmonths)willbe dividedequallyamongallthemonthsinthegroup. IfyouselectedtheEachMonthoption,youcanalsosetabase budgetamountforthefirstmonth,andtheamountorpercentage bywhichthiswillvaryeverymonthonwards.

Whenyouhavefinishedenteringtheinformation,clickOK.The PrepareBudgetswindowappearswiththenewamounts.

BUDGETS

2 3 3

Iftheaccountalreadyhasbudgetfigures,amessageappearsasking ifyouwanttoreplacetheexistingbudget.ClickYestoreplacethe budget,orNoifyouwanttokeeptheexistingamounts(ifyouclick No,clickCanceltoreturntothePrepareBudgetswindow).

Ifyouhavenotenteredanyamountsforthebudget,amessage appearsaskingifyouwanttoenterzeroamounts.ClickYesifyou wanttodothis,orNoifyouwanttochangetheamounts.

Reviewing financial information

Therearetoolsthatyoucanusetoreviewyourfinancialinformation:
Tool
Business Insights

Youcanalsosaveagraphortableasanimagesoyoucanuseitin anotherdocument.Todothis,rightclickitandchoose:

Description
BusinessInsightsenablesyouto analyseinformationaboutyour accounts,cashflowandcurrentcash positionandyourprofitability. Financialreportshelpyoureviewyour financialinformation.

See
below

CopytoClipboard.Thiscopiesthegraphortabletotheclipboard, readytopasteintoadocument. [Graphsonly]SaveAs.Choosewhereyouwanttosavetheimage andclickSave.Thissavesthegraphasanimagefile,soyoucanuse itlater.

Financial reports

page 235

IfyouwanttocustomisethelookofBusinessInsights,clickCustomise. TheCustomisewindowappears,enablingyoutoshoworhide informationinBusinessInsights.

Business Insights
BusinessInsightsenablesyoutoanalysekeyfinancialinformationusing arangeofinteractivetablesandgraphs.Youcanuseittoanalyseyour accounts,availablecash,cashflow,profitandloss,themoneythatyou owesuppliersandthemoneythatcustomersoweyou.Youcanopen BusinessInsightsfromanycommandcentre. TheBusinessInsightswindowpresentsdifferenttypesoffinancial informationinaseriesoftabs.Fromthesetabs,youcanopenother windows,suchastheAccountsList,PrepareBudgets,CardsList,Sales RegisterorPurchaseRegisterwindows. Youcansorttheinformationintablesbyclickingintherelevanttable columnheading.Forexample,youcansortthelistofyouraccountsby accountnameortype.

About the Business Insights tabs

ProfitabilityDetails Thistabdisplaysgraphscomparingincomeand expenses,thecumulativeprofitandlossandthebudgetsandactualsof yourtoptenexpenses.Italsodisplaysatableshowingyouritemprofit margins. Youcanusethisinformationto:

CompareincomeagainstexpensesYoucancomparetheprofitand lossofyourpreviousfinancialyearagainstyourcurrentone,and projectyourprofitandlossforthenextfinancialyear. IdentifyexcessivespendingandbudgetblowoutsComparethe actualbalancesofcostofsalesaccountsagainsttheirbudgets. AnalyseitemmarginsCompareitemprofitmarginsandquantities ofitemssold.

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CustomerandSupplierAnalysis Formoreinformationabout analysingsalesandpurchases,seeReviewingyoursalesinformation onpage 70andReviewingyourpurchasesinformationonpage 93. AccountDetails Thistabdisplaysthebalancesofyourbankand creditcardaccountsandshowsyourtotalassetsandtotalliabilities. Youcanusethisinformationto:

Report
BalanceSheet BudgetAnalysis

Description
Listsaccountbalancesasattheendofaselectedperiod, alongwiththebudgetedamountsforthem.Ifyouve determinedthatchangesneedtobemadetothe amountsyouvebudgetedforthecomingmonths,you canadjustyourbudget. Listsaccountbalancesforaselectedperiod,alongwith thebudgetedamountsforthem.Ifyouvedetermined thatchangesneedtobemadetotheamountsyouve budgetedforthecomingmonths,youcanadjustyour budget.

Identifyexcessivedebt

Compareassetsagainstliabilities.

Profit&Loss BudgetAnalysis

Organiseyourfunds Checktheliquidityofyourassets;prioritise yourliabilityrepayments. Checkaccountbalances Beforemakingalargepayment,ensure thattheaccountitisdrawnfromhassufficientfunds.

To view financial reports

1

GototheReportsmenuatthetopofthescreenandchooseIndex toReports.TheIndextoReportswindowappears. ClicktheAccountstab.

IntheBankingtaboftheIndextoReportswindow,youcanprintthe StatementofCashFlowreport.Thisreportshowshowyourcash positionhaschangedoveraperiodoftime,whatprofityouhave earned,whereyoureceivedadditionalcash,andwhereyourcashwas spent. Forinformationondisplaying,customisingandprintingreports,see Chapter 12,Reports,startingonpage 185.

Thereareseveralaccountreportsthatcanhelpyoutrackyourfinancial information.Thesereportsarelistedbelow.
Report
Profit&Loss Statement BalanceSheet TrialBalance

Description
Showsyourprofitandlossfigures. Reviewsyourfinancialpositionasoftheendofaperiod. Identifiesamountsincorrectly entered.Whenreviewing thisreport,checkfor: entriesthatseemunusuallyhighorlowforthe accountthathasbeenaffected debitamountsforaccountsthatnormally have creditentriesandviceversa unusuallyhighorlowendingbalances anunusuallyhighorlownumberofentriesfora specificaccount.

REVIEWINGFINANCIALINFORMATION

2 3 5

Auditing your records

Thefollowingfeaturesareavailabletohelpyouensuretheaccuracyof therecordsinyourcompanyfile.

Audit trail
Transactionjournalchangesaretrackedbytheaudittrailsystem.You canprinttheJournalSecurityAuditreport,whichliststhechanges madetotransactiondates,accountsandamounts,andalsolistsall transactionreversalsanddeletionsmadewithinaspecifieddaterange. Thechangesthataretrackedareoutlinedbelow:
Changetype
Transactional

Company Data Auditor

TheCompanyDataAuditorallowsyoutochecktheaccuracyofthe recordsinyourcompanyfile.Youcanusethistooltoperform maintenancetasksandreconcilebankorcreditcardaccounts. TheCompanyDataAuditoralsochecksyourtransactionsfor exceptionssuchasinvoicesthatdonotreconcilewithyourreceivables account,futuredatedtransactions,andaudittrailchanges.Formore informationonhowtousetheCompanyDataAuditor,seeRunthe CompanyDataAuditoronpage 240.

Description
deletionoftransaction changeofcardselection changeofID# changeofdate changeofamountonanyline changeofaccountonanyline changeofitemselection changeofjobselection. deselectionoftaxcodeonanylineofasalesor purchasetransaction changeoftaxcodeforasalesorpurchase transaction changeoftaxamountforasalesorpurchase transaction addingtransactionswithataxcodeotherthanthe defaultcodefortheselectedcardoraccount (invoicesonly,notordersorquotes) addingtransactionswithachangedtaxable amount changeofthelinkedaccountselectioninanyofthe TaxCodeInformationwindows.

Tax

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Changetype
Account

Description
changeofthecurrentaccountnumber changeoftheaccountsopeningbalance additionofanewaccount deletionofanaccount.

Payroll

[AccountRight Plusonly]

Changestothesetupofanemployeescard,including: employmentcategory employmentstatus terminationdetails pay basis,payrateorpayfrequency thedefaultwagesexpenseaccount CarryOverentitlements pay history taxtable withholdingvariationrate extrataxamount totalrebateamount. Changestothesetupofapayrollcategoryinclude: TypeofWagesselectionandpay rate TypeofEntitlementfield superannuationcalculationbasis TypeofDeductionfieldorDeductionLimitfield TypeofExpensefieldandExpenseLimitfield. Changeofthelinkedaccountselectioninanyofthe LinkedAccountswindows changetothelockperiodssecuritypreference(this includeschangesofthelockperioddateandthe selection/deselectionofthepreference) changetotheTransactionsCAN'TbeChanged; TheymustbeReversedpreference.

System

AUDITINGYOURRECORDS

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16 End-of-period procedures
Itisimportanttoensurethatyouraccountingrecordsareaccurate.Reconcilingtheaccountsregularlywillassureyouandyouraccountantthatyourbooksare complete,accurateandbalanced. Monthendprocedures Youshouldreconcileyourcompanyfileinformationwithanysourcedocumentsandresourcesavailabletoyou.Forexample,each monthyourbankaccountcanbereconciledwithyourbankstatement,creditorsbalancescanbecheckedagainststatements,andyourcustomersbalances canbeverified.Typicalendofmonthproceduresincludereviewingyourtrialbalance,reviewingyourbudgetsandcashflow,payingpayrolltaxes (AccountRightPlusonly)andsendingoutcustomerstatements. Yearendprocedures Endofyearproceduresneedtobecarriedouttoprepareyourcompanyfileforthecomingyear.Theseincludeanyadjustmentsyou needtomaketoyourcompanyfilesothatitagreeswithyouraccountantsfinalrecordsbeforeyoustartanewyear.Ifpossible,yourinventoryshouldbe counted,valuedand,wherenecessary,adjustedinyourcompanyfile.Byclosingtheyearinyourcompanyfile,youareeffectivelybringingthecompanyfileup todate. End ofpayrollyear [AccountRightPlusonly]Closingapayrollyearincludesprocessingfinalpays,printingpayrollreportsandpreparingpayrollforms.You mustclosethepayrollyearinthelastmonthofyourpayrollyearorsoonafter.Otherwise,youwillnotbeabletoenterpaysforthenextpayrollyear.

Month-end procedures
Thefollowingisalistoftaskswesuggestyoucompleteattheendof eachmonth.Dependingonthenatureofyourbusiness,someofthese tasksmaynotapplytoyou.
Task
1 2 3 RuntheCompanyDataAuditor Reconcilebankaccounts Reviewreports

Task
4 5 6 7 8 9 Reportandpaysuperannuationcontributions [AccountRightPlusonly] Reportandpaypayrolltax[AccountRightPlusonly] Sendcustomerstatements Recorddepreciation Lodgeyouractivitystatement(BASorIAS) Lockperiods

See
page 244 page 244 page 245 page 246 page 247 page 248

See
page 240 page 243 page 243

239

Task 1: Run the Company Data Auditor

TheCompanyDataAuditorisaseriesofwindowsthatguideyou throughtheprocessofcheckingandensuringtheaccuracyofthe recordsinyourcompanyfile.Youcanusetheauditorto:

displaybasicinformationaboutthecompanyfile,suchasthefile name,releasenumber,location,lockperiods,lastbackupdate,etc. performmaintenancetasks,suchasbackupyourcompanyfileand setlockperiods displaybank andcreditcardaccountdetails,includingthecurrent balanceandthedatewhentheywerelastreconciled reconcileyourbankandcreditcardaccounts checkyourtransactionsforexceptionsandaudittrailchanges. GototheAccountscommandcentreandclickCompanyData Auditor.TheCompanyFileOverviewwindowappears.

Thiswindowshowsyou: thecompanyfilename theAccountRightreleaseversion thelocationofthecompanyfile thedateonwhichthecompanyfilewaslastbackedup theendmonthandyearofthecurrentfinancialyear thelockedperioddate,ifonehasbeenspecified [AccountRightPlusonly]thedateofthepayrolltaxtables. Ifnecessary,youcanperformthefollowingmaintenancetasks fromthiswindow:
To
Backupyour companyfile Setalocked periodforyour companyfile LoadPAYG Withholding taxtables [AccountRight Plusonly]

Dothis
ClickBackUpandcompletethe backupprocedure. ClickLockPeriodandselectthedate definingthelockedperiod(thatis,a periodbeforewhichdatacannotbe entered). ClickLoadTaxTablesandthenfollow theonscreeninstructions.

See
page 260 page 248

page 258

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Whenyouhavecompletedtherequiredmaintenancetasks,click Next .TheAccountReconciliationReviewwindowappears.

ClickRunReviewtostartthetransactionreviewofthefollowing:
Reviewtask
Reconcileinvoices withthelinked receivablesaccount

Description
Thetotalofallcustomersbalancesiscompared tothecurrentbalanceofthelinkedreceivables account.Ifthereisanoutofbalanceamount, clickDisplaytoviewtheReceivables ReconciliationExceptionsreportandanalyse thedetailsofthereport. Thetotalofallsuppliersbalancesiscomparedto thecurrentbalanceofthelinkedpayables account.Ifthereisanoutofbalanceamount, clickDisplaytoviewthePayablesReconciliation Exceptionsreportandanalysethedetailsofthe report. Thetotalvalueofitemsonhandiscomparedto thecurrentbalanceofthelinkedinventory account.Ifthereisanoutofbalanceamount, clickDisplaytoviewtheInventoryValue ReconciliationExceptionreportandanalysethe detailsofthereport. Thecompanyfileischeckedforanytransactions datedlaterthanthecurrentdate.Ifthereare suchtransactions,clickDisplaytoviewthe FutureDatedTransactionsreportandanalyse thedetailsofthereport. Thecompanyfileischeckedforanyprepaid transactions.Thesetransactionsincludeall customerandsupplierpayments(excluding depositpayments)thathaveapaymentdate priortothedateoftheinvoiceorpurchase.If therearesuchtransactions,clickDisplaytoview thePrepaidTransactionsreportandanalysethe detailsofthereport.

Reconcilepurchases withthelinked payablesaccount

Thiswindowshowsyou: yourbankandcreditcardaccounts thebalanceofeachaccount thedateonwhicheachaccountwaslastreconciled.

3

Compareitem valueswith inventoryaccount

Ifyouwanttoreconcileanaccount,selecttheaccountandclick ReconcileAccounts.Forinformationonhowtoreconcileyour accounts,seeReconcilingyourbankaccountsonpage 56. ClickNext.TheTransactionReviewwindowappears.

Scanfor futuredated transactions

Scanfor prepaid transactions

Enterthestartdateandenddateoftheperiodyouwanttoreview.

MONTHENDPROCEDURES

2 4 1

Reviewtask
Scanfordeposits paid

Description
Thecompanyfileischeckedforanydeposits paid(withinthedaterangespecified)onsales ordersorpurchaseorders. Ifanyordershaveapaymentflaggedasadeposit transaction,clickDisplaytoviewtheDeposit Transactionsreportandanalysethedetailsof thereport. Thecompanyfileischeckedfortransaction changesmadeduringthereviewperiod. Ifanysuchchangesarefound,clickDisplayto viewtheJournalSecurityAuditreportand analysethedetailsofthereport. IfyouhaveselectedtheWarnifJobsAreNot AssignedtoAllTransactionsoptioninthe Preferenceswindow,thecompanyfileis checkedforcashtransactions(withinthedate rangespecified)thathavenojobnumber. Ifanytransactionsaredetectedwithnojob number,clickDisplaytoviewtheJob ExceptionsCashTransactionsreportand analysethedetailsofthereport. IfyouhaveselectedtheWarnifJobsAreNot AssignedtoAllTransactions[Systemwide] optioninthePreferenceswindow,thecompany fileischeckedforsalesandpurchase transactions(withinthedaterangespecified) thathavenojobnumber. Ifanytransactionsaredetectedwithnojob number,clickDisplaytoviewtheJob ExceptionsInvoiceTransactionsreportand analysethedetailsofthereport. Ifyouuseintegratedpayroll,thetotalofpayroll liabilitiestransactionsthatareunpaidischecked againstthebalanceofthelinkedaccounts payableaccountPayrollCategory. Ifthereisanoutofbalanceamount,click DisplaytoviewthePayrollLiabilities ReconciliationExceptionsreportandanalyse thedetailsofthereport.

Whenyouhavefinishedviewingand,ifnecessary,printingthe transactionreviewreports,clickNext.TheTaxExceptionReview windowappears.

Reviewaudittrail changes

Checkforjob exceptions[Cash Transactions]

8 9

Enterthestartdateandenddateoftheperiodyouwanttoreview. ClickRunReviewtodothefollowing:
Reviewtask
CheckforTaxamount variances[Sales]

Description
Thecompanyfileischeckedforvariations betweenthetaxamountpostedandthetax amountcalculatedforthetaxcodesassigned tosalestransactions.Ifavariationisfound, clickDisplaytoviewtheTaxAmountVariance reportandanalysethedetailsofthereport. Thecompanyfileischeckedforvariations betweenthetaxamountpostedandthetax amountcalculatedforthetaxcodesassigned topurchasetransactions.Ifavariationis found,clickDisplaytoviewtheTaxAmount Variancereportandanalysethedetailsofthe report.

Checkforjob exceptions[Invoice Transactions]

CheckforTaxamount variances[Purchases]

Reconcilepayroll liabilitypayments (AccountRightPlus only)

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Reviewtask
CheckforTaxcode exceptions[Invoice Transactions]

Description
Thecompanyfileischeckedforsaleand purchasestransactionswithoutataxcode assignedorwheretheenteredtaxcodeis differenttothedefaulttaxcode.Ifsucha transactionisfound,clickDisplaytoviewthe TaxCodeExceptionsInvoiceTransactions reportandanalysethedetailsofthereport. ThecompanyfileischeckedforSpendMoney andReceiveMoneytransactionswithoutatax codeassignedorwheretheenteredtaxcodeis differenttothedefaulttaxcode.Ifsucha transactionisfound,clickDisplaytoviewthe TaxCodeExceptionsCashTransactions reportandanalysethedetailsofthereport. Thecompanyfileischeckedforvariances betweenthebalanceofthelinkedtaxaccounts andtheamountoftaxthathasbeencollected andpaidontransactions.Ifvariancesare found,clickDisplaytoviewtheTaxCode ReconciliationExceptionsreportandanalyse thedetailsofthereport.

Task 3: Review reports

Thereareseveralreportsthatwerecommendyoureviewattheendof eachmonth.Youcanusethesereportstoidentifyandcorrectany discrepanciesinyourrecords,aswellasspotanytrendsinyour business.
Report
AccountsList[Summary]

Description
Listsallaccountsandtheirbalances. Makesureyousetthereportfilterstoprint accountbalances. Listsallyouroutstandingreceivables. Listsallyouroutstandingpayables. Showsyourcompanyssalesactivityandtrends onamonthbymonthbasis. Displaysyourcompanysmonthlypurchases. Listsitemsonhandanditemsthatneedtobe ordered. Reviewschangesmadetorecorded transactions. Displaysyourprofitandlossfigures. Displaysyourfinancialpositionasoftheendof amonth. Usethisreporttoidentifyincorrectlyentered amounts.Whenreviewingthisreport,check for: entriesthatseemunusuallylargeorsmall fortheaccountthathasbeenaffected debitamountsforaccountsthatnormally havecreditentries,andviceversa unusually highorlowendingbalances anunusuallyhighorlownumberofentries foraspecificaccount.

CheckforTaxcode exceptions[Cash Transactions].

Receivables Reconciliation Summary PayablesReconciliation Summary AnalyseSalesCustomer Analyse PurchasesSupplier ItemsListSummary

ReconcileTaxcode detailswithlinked accounts

10

ClickFinish.Amessageappearsaskingifyouwouldliketoprinta summaryreportoftheauditfindings.ClickYestoprintthereport orclickNotoclosetheCompanyDataAuditorwithoutprintingthe report.

JournalSecurityAudit Profit&LossStatement BalanceSheet TrialBalance

Task 2: Reconcile bank accounts

Toensuretheaccuracyofyourbusinessrecords,youshouldkeepyour recordofeachbankaccountbalancematchedupwithyourbanks records.Fordetailsonreconciling,seeReconcilingyourbank accountsonpage 56.

MONTHENDPROCEDURES

2 4 3

Report
BalanceSheet [MultiPeriodBudget]

Description
Listsaccountbalancesasattheendofa selectedmonth,alongwiththebudgeted amountsforthem.Ifchangesneedtobemade totheamountsyouvebudgetedforthecoming months,adjustyourbudget. Listsprofitandlossaccountbalancesfora selectedperiod,alongwiththebudgeted amountsforthem.Ifchangesneedtobemade totheamountsyouvebudgetedforthecoming months,adjustyourbudget. Showshowyourcashpositionhaschangedover aperiodoftime,whatprofityouhaveearned, whereyoureceivedadditionalcash,andwhere yourcashwasspent. Usethisreportifyouraccountingisdoneonan accrualbasis. Displays asummaryoftaxcharged,butnot necessarilycollectedorpaid.Foramore detailedview,usetheGST[DetailAccrual] report. Usethisreportifyouraccountingisdoneona cashbasis. DisplaysasummaryofGSTcollectedandpaid. Foramoredetailedview,usetheGST[Detail Cash]report.

Task 4: Report and pay superannuation contributions

AccountRightPlusonly Ifyouhaveemployees,youarerequiredtopaysuperannuation guaranteecontributionsatleastquarterly.Thesecontributionsmust bepaidwithin28daysofmakingthefinalcontributionforthequarter.
Superannuation guarantee
1July30September 1October31December 1January31March 1April30June

Profit&Loss [MultiPeriodBudget]

Cutoffdateforsuperannuationguarantee contributions
28October 28January 28April 28July

StatementofCashFlow

GST[SummaryAccrual]

Youcanusereportstoviewsuperannuationcontributionspayableto superannuationfundsandusethePayLiabilitiesfeaturetorecord payments.Forinformation,seeSuperannuationreportingon page 126andPayrollliabilitiesonpage 124.

GST[SummaryCash]

Task 5: Report and pay payroll tax

AccountRightPlusonly Ifyourmonthlyorannualwagesareoveracertainamount,youmaybe liabletopaystateorterritorypayrolltax.Usually,stateorterritory payrolltaxispaidmonthly. YoucanusethePayrollTaxreportandtheAmountbyCategory (PayrollTax)reporttoviewyourpayrolltaxliability.Youcanaccess thesereportsinthePayrolltaboftheIndextoReportswindow.
NOTE : FilterthePayrollTaxreportfortheentiremonth Whenyou producethePayrollTaxreport,youshouldenterthedaterangeforthe entiremonthforwhichyouwanttoviewyourpayrolltaxliability.

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Onceyouhaveconfirmedtheamountyouneedtopay,youcancreate aSpendMoneytransactiontorecordthepayment.
Beforeyoucancalculatepayrolltax Youneedtosetupyour payrolltaxinformationinyourcompanyfilebeforeyoucancalculate payrolltax.Forinformationaboutsettingupyourpayrolltaxinformation, seePayrolltaxreportingonpage 128.
NOTE :

makeyourselections.Formoreinformation,seeCustomisinghow yousendformbatchesonpage 198.

7

Clickintheselectcolumn ( printingstatementsfor. ClickPrint .

)nexttothecustomersyouare

To email a customer statement

Task 6: Send customer statements

Mostbusinessessendstatementstocustomerswhohaveoutstanding balancesattheendofamonth.Youcanprintoremailthestatements.

GototheSalescommandcentreandclickPrint/EmailStatements. TheReviewStatementsBeforeDeliverywindowappears. ClicktheToBeEmailedtab. IntheStatementTypefield,selectthetypeofstatementyouwant toemail. Invoicestatementslistallinvoicesagedasataspecifieddate. Activitystatementslistallsalesinvoices,paymentsandorders withacustomerdepositforaspecifieddaterange.Activity statementsincludearunningaccountbalance. Specifythestatementperiod. IfyouselectedInvoiceasthestatementtype,enteranageing datetodisplayinvoicesoutstandingasatthatdate. Ifyouwanttoincludeonlyinvoicesrecordeduptothe statementdate,selecttheOnlyincludeinvoicesupto StatementDateoption. IfyouselectedActivityasthestatementtype,enterthe statementdaterangeintheFromandTofields. Ifyouwanttofilterthecustomerlistorselectadifferentstatement form,clickAdvancedFiltersandmakeyourselections.Formore information,seeCustomisinghowyousendformbatcheson page 198. Clickintheselectcolumn ( wanttoemailstatements. )nexttothecustomerstowhomyou

2 3

To print a customer statement

1

GototheSalescommandcentreandclickPrint/EmailStatements . TheReviewStatementsBeforeDeliverywindowappears. ClicktheToBePrintedtab. IntheStatementTypefield,selectthetypeofstatementyouwant toprint. Invoicestatementslistallinvoicesagedasataspecifieddate. Activitystatementslistallsalesinvoices,paymentsandorders withacustomerdepositwithinaspecifieddaterange.Activity statementsincludearunningaccountbalance. Specifythestatementperiod. IfyouselectedInvoiceasthestatementtype,enter anageing datetodisplayinvoicesoutstandingasatthatdate. Ifyouwanttoincludeonlyinvoicesrecordeduptothe statementdate,selecttheOnlyincludeinvoicesupto StatementDateoption. IfyouselectedActivityasthestatementtype,enterthe statementdaterangeintheFromandTofields. Typethenumberofstatementsyouwanttoprintpercustomerin thePrintfield. Ifyouwanttofilterthestatementinformationorchangethetype offormthestatementwillbeprintedon,clickAdvancedFiltersand
4

2 3

Ifyouwanttochangeacustomersemailaddress,selectthe customersnameandthenselectanotheraddressfromtheEmail AddresslistortypeadifferentaddressintheEmailAddressfieldat thetopofthewindow.

MONTHENDPROCEDURES

2 4 5

Amessageappearsaskingifyouwouldliketoupdatethe employee'scard.ClickYesifyouwanttoupdateitorNoifthisisa temporarychange.

8

Typethesubjectandmessageoftheemailoracceptthedefault subjectandmessage.Ifyouwanttochangethedefaultmessage, clickEmailDefaultsandmakethechangesasappropriate. ClickSend Email.

2

Inthefollowingexample,wehaveaheaderaccount,Motor Vehiclesnumbered12400,andadetailaccountMotorVehiclesAt Costnumbered12410.Wehavecreatedanewassetaccount calledAccum.Depr.MotorVehiclesnumbered12420.Noticethat theheaderaccountshowsthecurrentbookvalueofthevehicles.

Task 7: Record depreciation

Yourcompanysvehiclesandequipmentlosevalueeachyear.Partof thecostofvehiclesandequipmentcanbeallocatedasanexpenseto yourcompanyeachyearyoubenefitfromtheiruse.Theallocationof thecostofapieceofequipmentoveritsusefullifeiscalled depreciation. Thereareseveralmethodsofrecordingdepreciation.Consultyour accountanttoseewhichmethodisbestforyou.
NOTE : Ifyoudepreciateyourassetsattheendofthefinancialyear, makethisstepapartofyourend-of-yearroutine.Consultyouraccountant forinformationaboutwhentodepreciateyourassets.

Createanewexpenseaccount.Youmaywanttocallit Depreciation. Onceyouvedeterminedyourdepreciationamounts,makejournal entriestocreditthenewaccumulateddepreciationassetaccount (forexample,theAccum.Depr.MotorVehiclesaccount)anddebit thenewdepreciationexpenseaccount.Theaccumulated depreciationassetaccountswillalwayshaveanegativebalanceto showareductioninthevalueofthedepreciableassets.

Depreciationisntcalculatedautomatically,butyoucanrecordyour depreciationfigureswithajournalentry.

To record depreciation
Beforeyoucanrecorddepreciationforanasset,youneedtocreatean assetaccountandanexpenseaccountforeachtypeofassetyou depreciate.Youonlyneedtocreatetheseaccountsonce.
1

Createanewassetaccountforeachtypeofassetyoudepreciate. AddthewordsAccum.Depr.(forAccumulatedDepreciation)at thestartofeachnewaccountname.Givethenewaccounta numberthatallowsittocomeafteritscorrespondingasset accountintheaccountslist.Formoreinformationoncreatinga newaccount,seeSettingupaccountsonpage 24.

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Task 8: Lodge your activity statement (BAS or IAS)

YoucanusetheBASlinkfeaturetoprepareyourBusinessActivity Statement(BAS)orInstalmentActivityStatement(IAS). Beforeyoubegin,youneedtosetupyouractivitystatement information.
NOTE : Electronicactivitystatementlodgement Ifyouplantolodge youractivitystatementusingtheATOsElectronicCommerceInterface (ECI)orBusinessPortalsoftware,youneedtosetupthesoftwareonyour computerandimportyourElectronicCertificatefromtheATOtothat application.Formoreinformation,contacttheATO.

Ifyouhaverecordedendofyearadjustmentsinyourcompanyfile andyouwanttoincludetheminyouractivitystatement,selectthe IncludeYearEndAdjustmentsoption. ClickPrepareStatement. Amessageappearsinformingyouthatthedetailsyouaddedin theBASInformationwindowwilldeterminethebasisofthe MYOBBASLinkstatement.ClickOKtocontinue. Adisclaimer windowappears,statingthatBASlinkisa calculationtool,anddoesnotprovidetaxadvice.ClickOKto continue. TheAccountRightBASlinkwindowappears.
NOTE : BASlinkhelp IfyouareusingBASlinkforthefirsttime,a windowalsoappearswiththeoptiontoopentheBASlinkHelp window.ClickYesifyouneedsetupassistance.

To set up your activity statement information

1

GototheAccountscommandcentreandclickBASlink .The BASlinkwindowappears. ClickBASlnfo.TheBASInformationwindowappears.

Forinformationaboutthefieldsinthiswindow,chooseShow FieldHelpintheHelpmenuandthenhoveroverafield.
TIP :

Specifyyouractivitystatementinformation.IfregisteredforGSTor PAYG,youneedtospecify: GSTinformation(suchasyouraccountingbasis,reporting frequencyandcalculationmethod) PAYGInstalmentsinformation PAYGWithholdingsinformation. ClickOK.

5

To prepare your activity statement

1

GototheAccountscommandcentreandclickBASlink .The BASlinkwindowappears. Selectthelastmonthofyourreportingperiod.

IfyouaresettingupBASlinkforthefirsttime,oryouhaveadded newtaxcodes,payrollcategoriesoraccountssinceyourlast reportingperiod,youneedtoreviewthesetupofeachfield.You needtodothisoneachsheetoftheBAS.

MONTHENDPROCEDURES

2 4 7

ClicktheSetupandLink buttonsnexttotheapplicablefieldstoset theinformationthatwillappearinthem.Clickonafieldlabelfor moreinformationaboutafield.

6

To record your activity statement transaction in your company file

1

ClickChecktocheckyouractivitystatementforerrors.Ifthereare anyerrorsforexample,afieldhasnotbeencompletedorhasan invalidamountanErrorListappearsdetailingtheerrorandthe fieldname. Ifyouneedacopyoftheactivitystatementforyourrecords (recommended),clickPrint.Youcanalsousetheprintedstatement tocopythefieldvaluestotheATOspaperorelectronicactivity statements. PrinttheATOtransactionthatyouneedtorecordinyourcompany file. a Click TransactiontoviewareportshowingtheSpendMoneyor ReceiveMoneytransaction. b Click Print . ClickSaveSetup&ExittosaveyourcurrentBASlinksetupandthe detailsofyourcurrentactivitystatementreportingperiod.A windowappears,remindingyoutoback upyouractivity statement.ClickYestocreateabackupcopyofyouractivity statementdetails.

GototheBankingcommandcentreandclick: Spend Money,ifyouarerecordingapaymenttotheATO.The SpendMoneywindowappears. ReceiveMoney, ifyouarerecordingareceiptfromtheATO.The ReceiveMoneywindowappears. Enterthedetailsasappearsinthetransactionyouprintedatstep 8 inToprepareyouractivitystatement,above.Notethatyou shouldassigntheNT(notreportable)codetoalltransactionlines. ClickRecord.

Task 9: Lock periods

Afteryouhavecompletedyourmonthendtasks,youshouldlock that periodusingtheLockPeriodsfeature.Thiswillpreventanyonefrom inadvertentlymakinganentryinaperiodinwhichyoudontwantnew entries.Todothis:
1

GototheSetupmenuandchoosePreferences.ThePreferences windowappears. ClicktheSecuritytab. SelecttheLockPeriods:DisallowEntriesPriortooption,and selecttherelevantdate. Thisselectionplacesatemporarylockonthedateyouselectand theperiodbeforeit.Ifyouneedtomakeanentryinalockedperiod atalatertimeforexample,youlocked31stofMay,andnowwant tomakeanentryinAprilyoucanunlockthatdateinthe Preferenceswindow.

To lodge your activity statement with the ATO

Onceyouhavepreparedyouractivitystatementinformationusing BASlink,youcanlodgeyouractivitystatementelectronicallyorbypost.

Completingtheactivitystatementmanuallyandsendingbypost. CopytheBASlinkvaluestotheBusinessActivityStatementor InstalmentActivityStatementsenttoyoubytheATO.Alsosendthe taxpayabletotheATObythepaymentduedateontheactivity statement. Lodgingtheactivitystatementelectronically.IfyouusetheATOs ElectronicCommerceInterface(ECI)softwareorBusinessPortal, typetheBASlinkvaluesinthecorrespondingfieldsonthe electronicversionoftheactivitystatement.

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Closing a financial year

Thissectiondescribesthetasksyoushouldperformattheendofyour financialyear. However,youdontneedtocloseyourfinancialyearatanyparticular time.Youcancontinuetouseyourcompanyfileafterthelastmonthof yourcurrentfinancialyear. Completethetaskslistedbelowtocloseyourfinancialyearandstarta newone.
Task
1 2 3 4 5 6 Completemonthendtasks Performastocktake Provideinformationtoyouraccountant Enterendofyearadjustments Backupyourcompanyfile Closeafinancial year

Task 2: Perform a stocktake

Ifyoutrackinventoryquantitiesandvalues,youshouldperforma stocktakewhenalltransactionsaffectinginventoryforthefinancial yearhavebeenentered.Formoreinformationonhowtoperforma stocktake,seeRecordingstocktakesonpage 155.

See
below below below page 250 page 251 page 251

Task 3: Provide information to your accountant

Onceyouhavecompletedyouryearendtasks,youcansendyour accountingdatatoyouraccountant.IfyouraccountantusesMYOB AccountantsOffice,youcanexportyouraccountslist,journalentries, salesandpurchasesdirectlytoyouraccountantasatextfile.Thisfile canbesentbyemailorsavedtodisk. WhenyouexportfinancialinformationtoMYOBAccountantsOffice, theReceivablesReconciliationExceptions,PayablesReconciliation ExceptionsandBankReconciliationreportsareincludedinthefile.If inventoryortaxexceptionsarefound,theInventoryValue ReconciliationExceptions,TaxAmountVarianceandTaxCode Exceptionsreportsarealsoincluded.Thesereportsaredesignedto alertyouraccountanttoanyirregularitiesinyourcompanyfileand providethemwithsupplementaryinformationtoanalyseyour accounts. Youcanalsoexportyouraccountingdatatootheraccountingpackages usingtheexportfunction.

Task 1: Complete month-end tasks

Makesureyoucompleteeachofthemonthendtasks.SeeMonthend proceduresonpage 239.

CLOSINGAFINANCIALYEAR

2 4 9

To export to MYOB Accountants Office

1

b Ifyouwant,youcanchangetheemailaddressandeditthe

GototheAccountscommandcentreandclickSendtoAccountant. TheReportingPeriodwindowappears.

subjectline. c ClickSend. DiskIfyouwanttosavethefiletodisk: a ClickDisk.TheSaveAswindowappears. a Enteranameandlocationforsavingtheexportfile.Thedefault filenameiscompanyname .MYE.Youcanchangethefilenameif youwantbutyoumustretainthe.MYEextension.A.zipfileof thereportsisalsosaved. b ClickSave.

Task 4: Enter end-of-year adjustments

Youraccountantislikelytoprovideyouwithanumberofadjustments thatwillneedtobeenteredinyourcompanyfileasjournal transactions.Iftheadjustmentshavebeenprovidedonpaper,youcan manuallyenterthemintheRecordJournalEntrywindow. IfyousendinformationtoyouraccountantusingtheSendto Accountantfeature(seeTask 3: Provideinformationtoyour accountant),youcanimporttheadjustingjournalentriesyour accountantsendsyou.Makesureyouraccountanthassentyouthe journaladjustmentfileasatextfilewitha.txtextension.For more informationaboutimportingjournalentries,seeImportingdataon page 268.

Selectthemonthorrangeofmonthsyouwanttoexport.Toselect arangeofmonths,clickandholdthemousebuttononthefirst requiredmonthandthendragthecursoroverthenamesofthe remainingmonths.

CAUTION : Choosethereportingmonthscarefully Itisimportant nottoincludedatesyouhaveincludedinaprevious exportbecause thiswouldresultindoublecountingyourtransactions.Asa precaution,werecommendthatyoutellyouraccountanttheperiods youhaveselected.

To record adjustments manually

3

SelectthetypeofinformationtobeprovidedfromtheInformation required list. Selectthemethodyouwanttousetosendtheinformation. EmailIfyouwanttoemailthefile: a EnteryouraccountantscardintheLinkedCardforAccountant fieldandthenclickEmail. TheEmailwindowappears. Anexportfileisautomaticallyattachedtotheemail(called companyname.MYE).A.zipfileofthereportsisalsoattached.

GototheAccountscommandcentreandclickRecordJournal Entry.TheRecordJournalEntrywindowappears. Thegeneraljournalnumberandtransactiondateappearby default.Youcanchangetheseifnecessary.

SelecttheYearEndAdjustmentoptiontoidentifythetransaction asanadjustmentjournalentry.Whenyoupreparereportsforthe period,youcanexcludetheseadjustmentsfromappearing. [Optional]IntheMemofield,enteracommenttodescribethe transaction,forexample,EOYadjustmentfromaccountant.

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Eachrowofinformationenteredinthescrollinglistisalineitem. Thelineitemdetailsareidentifiedinthejournaladjustments providedbyyouraccountant. For eachlineitem: a Typetheaccountnumber(orname),orselectitfromthe accountlist. b IntheDebit andCredit fields,enterthedebitorcreditamount forthelineitem. c [Optional]IntheJob field,enterthejobnumberfortheline item. d [Optional]IntheMemofield,enteradescriptionoftheline item. e Ifnecessary,changethedefaultcodeintheTaxcolumnby typingtherequiredtaxcodeorselectingitfromthelist.
Journalentrymustbebalanced Thejournalentry cannotberecordeduntiltheOutofBalancefieldiszero.
NOTE :

Task 6: Close a financial year

Beforeclosingafinancialyear,makesureyouhave:

completedtasks1to5oftheClosingafinancialyearprocedure, startingonpage 249. enteredalltransactionsandadjustmentsasinstructedbyyour accountant checkedwithyouraccountanttoensurenofurtherentriesare requiredinthecompanyfileforthecurrentyear.

Ifyouhavedonealloftheabove,youarenowreadytoclosethe financialyear.Notethatyoucantenterneworeditexisting transactionsinafinancialyearonceyouhaveclosedit. Whenyouclosethefinancialyear:

Themonthlytotalsforallaccountsarechangedtolastyear categories.Iflastyear amountsalreadyexisted,thoseamountswill bereplaced. Thebalanceofyourcurrentyearearningsaccountistransferredto yourretainedearningsaccount. Thebalancesofyourincome,costofsales,expense,otherincome andotherexpenseaccountsarereturnedtozero.

ClickRecordtorecordthejournalentry.

Task 5: Back up your company file

Makeabackupofyourcompanyfileafteryouhavefinishedentering adjustmentsandstoreitinasafelocation.SeeBackingupand restoringcompanyfilesonpage 260.
1

To close a financial year

GototheFilemenuandchooseCloseaFinancialYear.TheClosea FinancialYearAssistantopens. Followtheonscreeninstructions. Ifyouneedhelpinanyofthewindows,clickHelpandthenchoose HelpforThisWindow.

CLOSINGAFINANCIALYEAR

2 5 1

Closing a payroll year

AccountRightPlusonly Youmustclosethepayrollyearinthelastmonthofyourpayrollyearor soonafter.Otherwise,youwillnotbeabletoenterpaysforthenext payrollyear. Dothefollowingtaskstocloseyourcurrentpayrollyearandstartanew one.
Task
1 2 3 4 5 6

Task 2: Print payroll reports

Reviewthefollowingreportstomakesurepayrolltransactionsare correct.

RegisterDetailreportshowsthepayhistoryofyouremployees. ActivitySummaryreportshowsthepayamountsrecorded.Note thatthisreportdoesnotincludemanualadjustments,forexample, changestopayhistorybalancesenteredinthePayrollDetailstab ofanemployeescard.

Processthelastpaysfortheyear Printpayrollreports Preparepaymentsummaries Backupyourcompany file Closeapayrollyear LoadthePAYGtaxtables

See
below below below page 257 page 257 page 258

Task 3: Prepare payment summaries

YoucanusethePaymentSummaryAssistanttoprepareIndividual NonBusiness,LabourHireandEmploymentTerminationPayment (ETP)summaries.Youcanuseeitherpreprintedformsavailablefrom theAustralianTaxationOffice(ATO)orplainpaper,andyoucansavea copyofthepaymentsummariesasPDFfiles,toreprintatalaterdate. Youcanalsousetheassistanttopreparetheelectronicfile(EMPDUPE file)forlodgingthesepaymentsummarytypeswiththeATO. Printingpaymentsummariesonplainpaper Plainpaperpayment summariesaredesignedtobeprintedonA4plainpaper.Theseforms areapprovedbytheATO.Paymentsummariesmustbeprintedclearly. Youmaywanttoprintasamplepaymentsummarytoensureyour printerqualityisadequate.

Task 1: Process the last pays for the year

Youmustmakesurethatallpaysforthepayrollyearyouareaboutto closehavebeenentered.

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Checktheinformationinthepaymentsummaryfileyousendtothe ATO ThePaymentSummaryAssistantwillpromptyoutosaveyour paymentsummarydataasanEMPDUPEfile.Thisisthefilethatyou sendtotheATO. BeforecreatingtheEMPDUPEfile,youcanchecktheinformationitwill containbyviewingthePaymentSummariesVerificationreport. ThePaymentSummariesVerificationreportdetailstheindividual paymentsummaryamountsthatwillbelistedintheEMPDUPEfile.We recommendyouprinttheverificationreportandthencomparethe amountstootherpayrollactivityinformation,forexample,with informationinthePayrollActivityreport. Payrollcategorytotals,grossamountsandtaxwithheldamounts,etc., shouldreconcilebetweenthereports.Iftheydonot,youcangoback andadjustthesefiguresbeforeyoufinaliseyourpaymentsummaries andcreatetheEMPDUPEfile. SendingtheEMPDUPEfiletotheATO TheEMPDUPEfilecanbe mailedtotheATOorsubmittedelectronicallyusingtheElectronic CommerceInterface(ECI)system.IfmailingtheEMPDUPE,saveittoan ATOacceptedstoragemedium,suchasaCDorothermedia.Thefile mustbenamedEMPDUPE. ETPpayrollcategories YouneedtohavecreatedandsetupETP payrollcategoriesifyouarepreparingETPpaymentsummaries.For moreinformation,seeCreatepayrollcategoriesfortermination paymentsonpage 130.

To prepare payment summaries

1

GotothePayrollcommandcentreandclickPrintPayment Summaries.ThePaymentSummaryAssistantopens.

2 3

ClickNext.TheCompanyInformationwindowappears. Enteranycompanyinformationthatdoesnotalreadyappearby default.

CLOSINGAPAYROLLYEAR

2 5 3

Ifyouareathirdparty(suchasabookkeeperoraccountant), preparingthepaymentsummariesonbehalfofabusiness: a selecttheIuseathirdpartyservicetolodgemypayment summariesoptionandthenclickNext.TheServiceProvider Detailswindowappears. b Completethedetailsinthiswindow. ClickNext.ThePaymentSummaryFieldswindowappears.

IfyouarepreparingETPpaymentsummaries: a LinktheETPfieldstotherelevantpayrollcategories.Thesefields arelocatedatthebottomofthelist. b Linkpayrollcategoriesusedtorecordbonafideredundancy, approvedearlyretirementorinvaliditypaymentstotheLump SumPaymentsARedundancyfield. c LinkpayrollcategoriesusedtorecordallotherLumpSum PaymentAamountstotheLumpSumPaymentsATermination field. d Repeatforeachrequiredfield. ClickNext.TheReportableEmployerSuperwindowappears.

Link payment summary fields to payroll categories Selectapaymentsummaryfieldintheleftcolumnandthenselect allthepayrollcategoriesthatarereportableinthisfieldintheright column.Forexample,selectGrossPaymentsandthenclickallthe payrollcategoriesthatarecalculatedaspartofgrosspayments, suchasbasesalary,basewages,overtime,holidaypay,backpay, etc.

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Report superannuation amounts

8

ClickNext.TheReportableFringeBenefitwindowappears.

Selectthereportablesuperannuationpayrollcategories: a Click LinkSuperannuationCategories.TheLinkSuperannuation Categorieswindowappears,showingalistofyour superannuationpayrollcategories.

Report Fringe benefit amounts

b Click inthecolumnnexttoeachsuperannuationcategoryyou

wanttoselectandclickOK.TheReportableEmployerSuper windowreappears. Ifaselectedsuperannuationcategoryislinkedtoanemployees pay,anamountappearsnexttotheirnameinthelist. c Ifyouwantto,youcantypeadifferentamount. d Ifyoumanuallychangeanamountinerrororifyouchangean employeespaydetailsafterstartingthePaymentSummary Assistant,clickResetAlltorecalculatetheamounts.

10

Enteranyreportablefringebenefitsagainsttheemployeeswhose paymentsummariesyouarepreparing,thenclickNext.The ReviewthePaymentSummarieswindowappears.

CLOSINGAPAYROLLYEAR

2 5 5

11

Clickthezoomarrownexttoanemployeesname.TheEmployee PaymentSummaryInformation windowappears.

Save or print employee payment summaries

16

Ifyouwantto: a savepaymentsummariesasPDFs,clickintheselectcolumnnext totheemployeenamesandclickSavePaymentSummaries. b printpaymentsummariesforemployees,click intheselect columnnexttotheemployeenamesandclickPrintPayment Summaries. ClickNext.TheVerifyyourPayrollInformationwindowappears.A summaryofthetotalandtypeofpaymentsummariesyouare preparingisdisplayed.Youcanchecktheseamountsagainstother payrollreports.

17

Review the payment summary details

12

Reviewthedetailsoftheamountsinthetopsectionofthewindow andmakeanyrequiredchanges.
LabourHirepaymentsummaries Ifthisemployeeis employedunderlabourhirearrangements,thiswindowwillonly showtheGrossPaymentsandTotalTaxWithheld.
NOTE :

13

[ETPsummariesonly]IntheEmploymentTerminationPayment AdditionalInformationsectionofthewindowenterthepayment dateandselectappropriateoptionsrelatingtothepayment. ClickOK.TheReviewthePaymentSummarieswindowreappears. Repeatfromstep 11aboveforeachemployee.

Verify your payment summary information

18

14 15

Verifyyourpaymentsummaryinformationbeforepreparingthe EMPDUPEfile: a ClickPreviewVerification ReportandprintthePayment SummariesVerificationreport. b Checkthattheseamountsreconcilewithotherpayrollactivity reportsbeforecreatingtheEMPDUPEfile.Iftheydont reconcile,youcangobackandadjustthem.

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19

IfyouaremanuallycompletingtheATOpaymentsummaryforms: a Click PreviewVerificationReportandprintthePayment SummariesVerificationreport. b Click ClosetoclosethePaymentSummaryAssistantandusethe PaymentSummariesVerificationreporttocompleteyourATO forms.Youdonotneedtocompletetherestofthisprocedure. ClickNext.TheCreateEMPDUPEFile windowappears. Create the EMPDUPE file

Task 4: Back up your company file

Beforeyoustartanewpayrollyear,makesurethatyoubackupyour companyfile.Oncetheyearisclosed,detailedpayrollinformationwill nolongerbeavailableforediting.Backingupyourcompanyfileallows youtorestoreaclosedpayrollyearsoyoucanprintreportsandreprint paymentsummaries. Formoreinformation,seeBackingupandrestoringcompanyfileson page 260.

20

21 22

ClickCreateEMPDUPEFile.TheSaveAs windowappears. SelectthelocationtostoretheEMPDUPEfileandclick Save.A windowappearsgivingyoutheoptiontoprinttheMagneticMedia Informationform. ClickYestoprinttheMagneticMediaInformationform. ClickNext.TheMakeaBackupwindowappears. Back up your company file

Task 5: Close a payroll year

Closingthepayrollyearwill:

23 24

clearthepayrollhistoryfromemployeecards preventyoufrompreparingpaymentsummariesfortheprevious yearusingthePaymentSummaryAssistant carryoverentitlementbalancesthathavetheCarryRemaining LeaveOvertoNextYearpreferencesetintheEntitlement Informationwindowoftheentitlementcategory clearanyentitlementbalancesthatdonothavetheCarry RemainingLeaveOvertoNextYearpreferencesetinthe EntitlementPayrollCategorywindowofemployeecards preventyoufromeditingordeletingpayamountsfortheprevious year.

25

Ifyouwanttobackupyourcompanyfile: a Click Backup.Awindowappearswithbackupoptionsand companyfileerrorcheckingoptions. b SelecttheoptionsyouwantandclickContinue.TheBackUp windowappears. c SelectthelocationtostorethebackupfileandclickSave. d Click Finish.ThePaymentSummaryAssistantcloses. Ifyoudonotwanttobackupyourcompanyfile,clickFinish.The PaymentSummaryAssistantcloses.

26

CLOSINGAPAYROLLYEAR

2 5 7

To close the payroll year

1

GototheFilemenu,chooseCloseaYear,andthenCloseaPayroll Year.TheCloseaPayrollYearAssistantopens. ClickNextandsetthenewpayrollyeardetails. ClickNext. Ifyouwanttocreateabackupfilebeforepurgingpayroll information,clickBackupandfollowtheinstructionsinthe windowsthatappear. Whenyouarereadytoclosetheyear,clickClosethePayrollYear. TheConclusionwindowshowsthedetailsofthenewyear.

2 3 4

Task 6: Load the PAYG tax tables

Australiantaxlegislationusuallychangesatthestartofeachpayroll year.Ifthetaxlegislationhaschangedforthepayrollyearyouare starting,youneedtoupdatethetaxtablesinyourcompanyfilebefore processingpays. Notethatyoufirstneedtoobtainthecurrenttaxtablesbyupdating yoursoftwareordownloadingthemfromthewebsite.
NOTE : Receivealertsfortax tableupdatesandsoftwareupdates You canregistertobealertedaboutupdatestoyourtaxtables,aswellas complianceupdatesandupdatedversionsofyoursoftware.Formore information,seeManagingsoftwareupdatesonpage 263.

GototheStartmenu,opentheMYOBAccountRightprogram folder(intheMYOBfolder)andchooseCheckforupdates (requiresinternetaccess). Ifthereisataxtableupdate,followtheonscreeninstructionsto installit.Youthenneedtoloadthetaxtablesinyourcompanyfile. GototheSetupmenuandclick LoadPayrollTaxTables .TheLoad TaxTableswindowappears ClickLoadTaxTables.

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17 Managing user accounts and

company files
Thischapterexplainshowyoucanperformmaintenancetasksonyourcompanyfile(includingbackingup,restoringandoptimising)andhowyoucancontrol accesstoyourcompanyfileusinguseraccounts.

Managing user accounts

Ifyouhaveseveralpeopleenteringtransactionsintotheonecompany file,youmaywanttocontrolwhichcommandcentres,windowsand transactionstheycanaccessbycreatinguseraccountsandassigning specificrolestothem. AusercanonlyopenacompanyfilebycompletingtheSignon window.TheusermustenterauserIDandpasswordtogainaccessto thecompanyfile.Then,wheneverauserentersatransaction,itis labelledwiththeuserID.Thisallowsyoutokeeptrackofwhoentered particulartransactions,whichisusefulwhenfollowingupdisputes withsuppliersorcustomers,andforpinpointingfraudulent transactions. Administratoraccount TheAdministrator accountisauseraccount thatssetupautomaticallywhenyoucreateacompanyfile.Thisuser accountisgiventheadministratorrole,whichisrequiredinorderto create,editanddeleteotheruseraccounts. Useraccounts Auseraccountisrequiredtosignontoacompanyfile. TheaccountconsistsofauserIDandoptionally,apassword.When someonewantstoopenthiscompanyfile,theywillneedtoentera userIDandthepassword,ifspecified. Oncetheuserhassignedontothecompanyfile,theiraccessto windowsandfunctionsisdeterminedbytherolesassignedtotheir useraccount. Roles Aroleisapredefinedprofilemadeupofsetofwindowsand functionsthatausermayaccessordo.Forexample,auseraccount assignedthesalesrolecanaccessfeaturesintheSales,TimeBilling andCardFilecommandcentres,andothersalesrelatedareas,suchas lists.Notethatausercanbeassignedmorethanonerole. Foramoredetailedexplanationofroles,clickthehelplinkintheUser Accesswindow.

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To create a user account

1

StartAccountRightandselectthecompanyfiletobeopened,then clickOpenFile.TheSign on windowappears. TypeAdministratorintheUserIDfield,typethe administratorspasswordinthePasswordfield,andclickOK. NotethatifyouhavenotsetapasswordfortheAdministrator account,leavethisfieldblank.

3 4 5

GototheSetupmenuandchooseUsers. IntheUserAccesswindow,clickNew. TypetheusersnameintheUserIDfield,thentypethepasswordin thePassword andConfirmPasswordfields.

6

IntheRoleslist,selecttherolesyouwanttoassigntothisuser account. Forexample,ifyouwanttogivetheuseraccesstoallbanking features,selecttheBankingrole.

7 8

ClickSave. Ifyouwanttocreateanotheruseraccount,clickNew andrepeat fromstep 5above,otherwise,clickClose.

Backing up and restoring company files

Backingupisthecopyingofacompanyfiletosomeformofstorage medium,suchasaCD,differentharddiskorothermedia.Youcanuse thebackupfunctioninAccountRighttocreateacompressedarchive filewitha.zipextensionthattakesuplessspace. TheRestorecommandclosesthecompanyfileyourecurrentlyusing, decompressesabackupfilesoyoucanuseit,andthenopensthe backupfile. Precautionswhen backingup Avoidcommonmistakesthatcan causeyoutolosebackupsofcompanyfiles:

Dontstorebackupsonthesameharddiskasthecurrentlyused companyfile.Asingledisastercanwipeoutallyourrecords. Makeseparatebackups.Adiskfailurecancorruptyourdatain suchawaythatyoumaynotnoticeitduringasession.Ifyou accidentallycopysomecorrupteddataoveryourpreviousbackup file,thatbackupisnolongervalid. Withoutavalidbackup,youwouldneedtorecreateyourcompany file.Youcanreducetheriskbymakingseparatebackupstoprotect yourcompanydataforexample,attheendofeachbusinessday.

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Storebackupsoffsite.Storemonthlyandyearlybackupsinasafe place,preferablyawayfromyouroffice.Exceptfordailyrotational backups,donotreusemedia.

Ifyouarestoringthebackupfileonaremovablestoragedevice, labelallyourbackupswithenoughinformationtotellyouwhen theyweredoneandwhereyouwereuptoindataentryfor example,Friday,13.05.12orBackupasof13.05.12.

To make a backup of your company file

1 2

Closeanyopenwindows,otherthantheCommandCentre. GototheFilemenuandchooseBackUp .TheBackUpCompany Filewindowappears.

To restore a backup
1

Ifthebackupfileisonaremovabledisk,insertthediskintothedisk drive. Closeanyopenwindows,otherthantheCommandCentre . GototheFilemenuandchooseRestore. ThecompanyfilethatwasopenisclosedandtheRestoreBackup Filewindowappears.

2 3

Adefaultfilenameisassigned.
Defaultfilename
MYOBmmddyyyy.zip

furtherdetails
mmddyyyyisthemonth,dayandyear fromyourcomputersclock .zipisthefileextensionandcannotbe changed.

4 5

ClickBrowseandselectthebackupfileyouwanttorestore. Ifthebackupispasswordprotected,enterthepasswordinthe windowthatappears,andclickOK. IfyouwanttochangetheAccountRightlibraryorlibraryfolderthat thefilewillberestoredto,clickChangeandselectthelocationfor therestoredcompanyfile. Renametherestoredfilesnameifrequired.Youcannotoverwrite anexistingfile. ClickRestoretocompletetherestore.

3 4 5

[Optional]Youcanchangethenameofthebackupfile. ClickBrowseandselectwhereyouwanttosavethebackupfile. Ifyouwanttoprotectthebackupfromunauthoriseduse,enterand confirmapassword.Thispasswordwillneedtobeenteredwhen restoringthebackupfile. ClickBackUp.Thebackupprocessbegins.

7

BACKINGUPANDRESTORINGCOMPANYFILES

2 6 1

Confirming activated company files

Afteracompanyfileisactivated,onceortwiceayearyoumustconfirm itsactivationforthelifeofthefile.TheconfirmationverifiestoMYOB thatyouarerunningalegalinstallationofAccountRight.When confirmationisdueandyouattempttoopenanactivatedcompany file,theCompanyFileConfirmationwindowappears. Youhaveaperiodofgraceinwhichtoconfirmthecompanyfile, indicatedinthiswindow.
NOTE : Frequentrequeststoconfirm Undernormalcircumstances, confirmationoccursonceortwiceayear.If,afterconfirmingacompany file,youarepromptedwithinashorttimetoconfirmitagain,see Troubleshootingactivatedcompanyfilesonpage 263.

To confirm a company file online

1 2

Ensureyouareconnectedtotheinternet. IntheConfirmationAssistantwindow,clickIusethiscompanyfile torecordoreditmybusinesstransactions. SelecttheConfirmOnlineconfirmationoption. ClickNext.Yourserialnumberandcompanyfilecodearesentto theMYOBconfirmationserver,whichreturnsaconfirmationcode andextendsthefileactivation. TheConclusionstepoftheassistantappears. ClickClose.Thecompanyfilehasbeenconfirmedandyoucan continuetoentertransactions.

3 4

Ifyoudontwanttoconfirmimmediately,selecttheConfirmLater optionandclickNexttoopenthefile.Aftertheperiodofgraceexpires, thecompanyfilecanbeopenedonlyinreadonlymode,inwhichyou canstillviewtransactions,printreportsorexportdata,butwillnotbe abletoenteranytransactions.

Confirmingareadonlyfile Ifyouopenacompanyfilethatis overdueforconfirmationinreadonlymode,butthenchangeyourmind, gototheHelpmenuandchooseConfirmCompanyFile.TheConfirmation Assistantwindowappears.
NOTE :

To confirm a company file by telephone

1

IntheCompanyFileConfirmationwindow,clickIusethis companyfiletorecord oreditmybusinesstransactions. SelecttheConfirmbyPhoneconfirmationoption. ClickNext.TheConfirmbyPhonestepoftheassistantappears. Callthetelephonenumberdisplayedinthisstepoftheassistant. Youwillneedtoprovidethedetailsshowninthiswindow. Alicencefilewillbeemailedtoyou.Whenyoureceivetheemail, detachthelicencefile. IntheConfirmbyPhone stepoftheConfirmationAssistant,click Browseandthenselectthelicencefileyoureceived. ClickConfirm.TheConclusionstepoftheassistantappears.
NOTE : Confirmationcodeusedonlyonce Afteryouconfirmyour companyfile,theconfirmationcodecannotbeusedtoconfirmthisor anyothercompanyfileagain.Youmustgetanewconfirmationcode eachtimeyouarepromptedtoconfirm.

2 3 4

Theseproceduresshowyouhowtoconfirmanactivatedcompanyfile andsetupautomaticconfirmation:

Toconfirmacompanyfileonlinebelow. Toconfirmacompanyfilebytelephonebelow. Tosetupautomaticcompanyfileconfirmationonpage 263.

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Ifyouhaveaninternetconnectionandyouprefertoperform subsequentconfirmationsautomatically,selecttheIwanttouse AutomaticConfirmationoption. ClickClose.Thecompanyfilehasbeenconfirmedandyoucan continuetoentertransactions.

Fromnowon,yourcompanyfileisconfirmedautomaticallyanda notificationofsuccessfulconfirmationisdisplayedeachtime.

Troubleshooting activated company files

Theactivationandconfirmationofcompanyfilesissensitiveto changesofthedateinyourcomputerssystemclock.Insome circumstances,changesinthesystemdatemayrequireyoutoconfirm thecompanyfileagain. Notethatifyouconfirmacompanyfileseveraltimeswithinashort periodoftime,youmaybepreventedfromusingthefileuntilyou contactMYOBCustomerService.
NOTE : Confirmationhelp Formoreinformationabout theconfirmation process,andadditionaltroubleshootingtips,clickHelpinthe ConfirmationAssistantwindow.

To set up automatic company file confirmation

Youcanconfirmcompanyfilesovertheinternetautomatically.
1 2 3 4

Openyourcompanyfile. GototheSetupmenuandchoosePreferences. InthePreferenceswindow,clicktheSecuritytab. SelecttheIPrefertoUseAutomatedOnlineCompanyFile ConfirmationoptionandclickOK.

Managing software updates

AccountRightsoftwareupdatesareregularlyprovidedtohelpyou bettermanageyourbusinessandtoensurethatyourbusiness complieswithcurrentgovernmentlegislation,suchasPAYG withholdingamounts(AccountRightPlusonly). SoftwareManagerisawebbasedtoolthatnotifiesyouwhenyour softwarehasbeenupdated,andenablesyoutoinstalltheupdatefrom theweb. SoftwareManagerchecksforupdatesperiodicallyandalertsyouwhen anupdateisavailable.Youcaninstalltheupdateimmediatelyor downloadittoyourcomputertoinstalllater.Youcanalsomanually checkforandinstallupdatesatanytime. BeforeyoucanreceiveupdatesviaSoftwareManager,youneedto registerforsoftwareupdatesandbeacurrentMYOBCoversubscriber.

MANAGINGSOFTWAREUPDATES

2 6 3

To register for software updates

Youneedyour12digitAccountRightserialnumbertoregisterfor updates.
TIP : LocatingyourAccountRightserialnumber A12digitserial numberwasprovidedtoyouwhenyoupurchasedyoursoftware.Youcan alsofindyourserialnumberintheCompanyInformationwindowofyour companyfile(gototheSetupmenuandchooseCompanyInformation).

To manually install software updates

1

GototheStartmenu,opentheMYOBAccountRightprogram folder(intheMYOBfolder)andchooseCheckforupdates. TheSoftwareManagerwindowappears.

1 2

Makesureyouareconnectedtotheinternet. GototheStartmenu,opentheMYOBAccountRightprogram folder(intheMYOBfolder)andchooseRegisterforupdates.The RegisterforSoftwareUpdateswindowappears.

Ifanupdateisavailable,selecttheupdateandclick: Installtoinstalltheupdateimmediately. DownloadOnlytosavetheupdatefiletoyourcomputertobe installedlater.

TIP : Youcanreusetheupdatefile Copytheupdatefiletoa portablemediadevice(suchasaUSB stick)soyoucantransferitto eachcomputerthatyouuseAccountRighton.Notethatyoudonot needtoretainthedownloadedupdatefileafteryouhaveinstalledthe updateoneachcomputer.

3 4 5

Enteryour12digitAccountRightserialnumber. ClickRegisterforUpdates. Repeatthisprocedureoneachcomputerthatyourun AccountRighton.

Repeatthisprocedureoneachcomputerthatyourun AccountRighton.

To check for updates

GototheStartmenu,opentheMYOBAccountRightprogram folder(intheMYOBfolder)andchooseCheckforupdates.

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18 Importing and exporting data

Youcantakedataenteredinyourcompanyfileanduseitinother softwareorinothercompanyfiles.Thisprocessiscalledexporting data. Youcanalsotakedataenteredinothersoftwareprogramsand incorporateitintoyourcompanyfile,orincorporateinformationfrom onecompanyfileintoanothercompanyfile.Thisprocessiscalled importingdata. Thefollowingtableliststherecordtypesthatyoucanimportand export.
Thisrecordtype
Accounts Activities ActivitySlips Budgets Cards Ceedata ContactLogs

Thisrecordtype
CustomLists Disbursements GeneralJournalentries,includingtax informationandBASreporting Items Jobs MYOBAccountsLists

Canbe
importedandexported imported importedandexported importedandexported importedandexported importedandexported imported exported imported importedandexported exported importedandexported importedandexported

Canbe
importedandexported importedandexported importedandexported importedandexported importedandexported exported importedandexported

Receipts ReceiveMoneytransactions RetailManagerandRetailsBasicsjournals Sales SpendMoneytransactions TaxCodeList TransactionJournalentries(notax informationandBASreporting)

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Exporting data
Yourcompanyfiledatacanbeexportedtoatabdelimitedor commaseparatedtextfile:

To export data
1

Tabseparated filescontainfieldsthatareseparatedbytab characters.Forexample,ifatabcharacterappearsbetween Brewsterand300RoundhillDrive inafileofcustomerinformation, thefilecountsBrewsterand300RoundhillDriveastwoseparate fieldsinarecord.Tabseparatedfilesareacommonexportformat inspreadsheetprograms. Commaseparated filescontainrecordsthatareseparatedby commas.Forexample,ifacommaappearsbetweenBrewsterand 300RoundhillDriveinafileofcustomerinformation,thefile countsBrewsterand300RoundhillDriveastwoseparatefieldsina record.Commaseparatedfilesareoftenusedbypopulardatabase programs.

GototheFilemenuandchooseImport/ExportAssistant.The ImportandExportAssistantwindowappears. SelectExportdataandclickNext. SelectthetypeofdatayouwanttoexportfromtheExport list.If additionaloptionsappearinthiswindow,youcancompletethem tofilterthedatathatwillbeexported.ClickNext.

NOTE : Exportingtimesheets (AccountRightPlusonly)Whenyou exporttimesheets,onlytheentriesthatdonthaveactivityslips associatedwiththemareincluded.Youmustexportactivityslipsto completetheprocess.

2 3

Ifyoureexportingdataforuseinanothercompanyfile,youcan chooseeithercommaseparatedortabseparatedformats.Notethat commaseparatedisautomaticallyselectedduringimportandexport processes. Exportingcustomisedforms Youcanexportcustomisedformsfrom onecompanyfiletoanother.Formoreinformation,seeExportingand importingcustomisedformsonpage 206. ExportingtoAccountantsOffice IfyouraccountantusesMYOB AccountantsOffice,youcanexportfinancialinformation(including youraccountslist,journalentries,BASinformation,salesand purchases)directlytoMYOBAccountantsOfficeasatabseparatedtext file.Thisfilecanbesentbyemailorsavedtodisk.Formore information,seeProvideinformationtoyouraccountanton page 249.

Selectwhetherthedataintheexportedfileshouldbeseparated usingtabsorcommas,andwhetherthefirstrowinthefileshould displaythefieldheaders.ClickNext. Choosethefieldsyouwanttoexportandtheorderinwhichyou wanttoexportthem.Todothis,clickonthefirstfieldyouwantto

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exportintheAvailablefieldscolumnandthenclickAdd.Thefield namewillappearintheFieldstoexportcolumn.

Ifyouwanttochangetheorderinwhichthefieldsareexported, selectthefieldyouwanttomoveandthenclicktheupordown buttons. Whenyouhaveselectedthefields,click Export. IntheSaveAswindowthatappears,enteranameandlocationfor theexportfileandclickSave.Thedataisexportedandsavedasa textfile. Whenthedatahasfinishedexporting,clickClose.

8 9

10

To export data for use with Ceedata

1

ChooseAccountantLinkfromtheFilemenuandthenchooseSend toCeedata.TheExportFilewindowopenswithCeedataFormat as theExportFileFormat. SelectthejournalyouwanttoexportfromtheSourceJournal menu.Youcanchoosetheseindividuallytoexporteachjournalasa separatefileoryoucanselectAlltoexportalljournalsasonefile. Enterthedaterangeofthetransactionsyouwanttobeexported. Itsimportantnottoincludedatesyouveincludedinaprevious export,sincethiswouldresultindoublecountingyour transactions.Asaprecaution,werecommendthatyoutellyour accountantthedaterangeyouveselected.

Requiredfieldsforimportingandexportingdata When youimportorexportdata,certaindatafieldsmusthavevalid matchingfieldsinthetargetsoftware. Ifafieldhasanasterisk(*)nexttoit,youmustselectamatchingfield toit.Iftwofieldshaveacaret(^)nexttothem,youmustselecta matchingfieldtooneorbothfields.

NOTE :

4 6

ClicktheExportbutton. TheSavewindowappears,displayingthedefaultfilename, ceedata.tfr.Ifyouwant,youcanchangethenameofthisfile,but thenewfilenamemustkeeptheextension.tfr.Whenyoure satisfiedwiththenameandlocationofthefile,clickSave.

Repeatthepreviousstepforeachfieldyouwanttoexport. IfyouwanttoremoveafieldsnamefromtheFieldstoexport column,clickitsnameandthenclickRemove.Ifyouwanttoexport allthefields,clickAddAll.

EXPORTINGDATA

2 6 7

Importing data
Youcanimportdataintoyourcompanyfilefromatabdelimitedor commaseparatedtextfile.Beforeyoustarttheimportprocess,you willneedtoexportthedatayouwantfromtheprogramyouveusedto createthedata. Importingcustomisedforms Youcanimportcustomisedformsfrom onecompanyfiletoanother.Formoreinformation,seeExportingand importingcustomisedformsonpage 206. Ifyouareimportinganaccountslist IfyouraccountantusesMYOB AccountantsOffice,youcanimportanaccountslistfromit.Formore information,seeImportinganaccountslistfromMYOBAccountants Officeonpage 269.
4

ClickBrowsetolocateandselectthefileyouwanttoimport,and thenclickNext. Selecttheimportfileformat,thetypeofthefirstrecord,andthe methodofhandlingduplicaterecords. ClickNextandmatchtheimportfieldswithfieldsintheAvailable Fieldscolumn.Todothis: a ClickthenameofafieldintheImportfieldscolumn. b ClickthematchingfieldintheAvailablefieldscolumn. TheimportfieldyouselectedappearsintheMatchedImport fieldscolumn.
NOTE : Somefieldsmustbeimported Fieldsthathavean asterisk(*)nexttothemmusthavematchingimportfilefields assignedtothem.

To import data
Beforeyouimportdatayoushouldmakeabackupofyour companyfile.SeeBackingupandrestoringcompany filesonpage 260.
NOTE :

c IfallthefieldsintheimportfilematchthoseintheAvailable

GototheFilemenuandchooseImport/ExportAssistant.The ImportandExportAssistantwindowappears. SelectImportdataandclickNext. SelectthetypeofdatayouwanttoimportfromtheImport list.

Importingtimesheets [AccountRightPlus only]Whenyou importtimesheets,onlytheentriesthatdonthaveactivity slips associatedwiththemareincluded.Youmustimportactivityslipsto completetheprocess.
NOTE :

fieldscolumn,includingtheirorder,clickMatchAll.Ifthefields inyourimportfilearenotinthesameorder,clickAutoMatch to matchthefieldsthathavethesamenames.

7

2 3

ClickNext.Ifyoudidntmakeabackuppriortostartingtheimport process,clickBackuptomakeonenow. ClickImporttoimportthedata. Ifyougetawarningoranerrormessageindicatingthattheimport wasnotsuccessful,refertotheimportlogfile,whichyoucan accessfromtheConclusionstepoftheassistant.

Whenthedatahasfinishedimporting,clickClose.

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Importing from MYOB RetailManager or MYOB RetailBasics

IfyouuseMYOBRetailManagerorMYOBRetailBasicsasyour pointofsalesoftware,youcanimportinformationtoyour AccountRightaccountingsoftware. Someofthetypesofinformationyoucanimportare:

Importing an accounts list from MYOB Accountants Office

Whenyoucreateacompanyfile,youcanchoosetoimportanaccounts listfromafileprovidedbyyouraccountant(seeCreateacompanyfile onpage 18).IfthefilewascreatedbyMYOBAccountantsOfficewith a.txtextensionfollowthisproceduretoimporttheaccountslist.(Ask youraccountantforanewfileifitdoesnothavea.txtextension.) OnceyouhaveimportedanaccountslistfromMYOBAccountants Office,youcanimportjournaltransactionsfromyouraccountant.For moreinformation,seeEnterendofyearadjustmentsonpage 250.

yoursupplierdetails goodsreceivedtransactions(importedasbills) generaljournalentriessummarisingothertransactions(suchas salesincomeandcostofsales).

Beforeyoucanimportyourdata,youmustexportthedatafrom RetailManagerorRetailBasicsasatextfile(Retail.txt)andsaveitin yourAccountRightsoftwareprogramfolder.Theimportfilewillbe detectedandtheimportprocesswillautomaticallybeginwhenyou openyourcompanyfile.Notethatifyousavetheimportfileinanother location,youwillneedtoimportitmanually.

To import the accounts list provided by your accountant

1

GototheFilemenu,chooseAccountantLink,thenReceivefrom Accountant,andchooseListofAccounts.Amessageappears, informingyouthattheaccountlevelsmightbereset. ClickYesifyouwanttocontinuetheimport.TheOpenwindow appears. Selectthefilecontainingtheaccountslistsentbyyouraccountant. ThedefaultnameofthefileisMYOB_SET.txt.However,your accountantmayhaverenamedthefile. ClickOpen toopenthefileandbegintheimportprocess. Theaccountsareimportedandamessageisdisplayed,givingyou theresultsoftheimport.Ifyougetawarningoranerrormessage indicatingthattheimportwasnotsuccessful,refertotheimport logfileforalistoferrorsorwarnings.

To import RetailManager or RetailBasics data

1

InyourAccountRightsoftware,gototheSetupmenuandchoose Preferences .ThePreferenceswindowappears. ClicktheSystemtabandselecttheIuseMYOBRetailManager option. ClickOKandexityourAccountRightsoftware.

Youonlyneedtosetthispreferencethefirsttimeyou importfromMYOB RetailManager.
NOTE :

StartyourAccountRightsoftwareandopenyourcompanyfile.If therearetransactionsthatneedtobeimported,theimport processwilloccurautomatically. Ifyougetawarningoranerrormessageindicatingthattheimport wasnotsuccessful,refertotheimportlogfileinyourAccountRight softwareprogramfolderforalistoferrorsorwarnings.

IMPORTINGDATA

2 6 9

270

C H AP T E R 18

I MP O R T I NG AN D E X PO R T I N G DA T A

Glossary
A
account Somethingtowhichtransactionsareassigned.Accountsin AccountRightsoftwareareinoneofeightclassifications:

accountslist Commonlyreferredtoasachartofaccounts,thisisa listofallyourasset,liability,equity,income,costofsalesandexpense, otherincomeandotherexpenseaccounts. accountspayable Whatyouowesomeoneelseforgoodsorservices delivered.Thesumofallaccountspayableisrecordedasaliability account.AnytimeyourecordapurchaseinthePurchases command centre,theunpaidbalanceofthepurchaseisaddedtoyouraccounts payable.Everytimeyoupayabill(usingPayBillsinthePurchases commandcentre),theamountissubtractedfromyouraccounts payablebalance. accountsreceivable Whatyourcustomersoweyou.Thesumofall accountsreceivableisrecordedasanassetaccount.Anytimeyou recordasaleintheSalescommandcentre,theunpaidbalanceofthe saleisaddedtoyouraccountsreceivablebalance.Everytimeyouenter acustomerpayment(usingtheSalescommandcentre),theamountis subtractedfromyouraccountsreceivablebalance. accrualmethod(basis) Thisisamethodofaccountingwhichrecords salesandpurchasesatthetimetheyredelivered,notatthetime theyrepaidfor.Thisistheoppositeofthecashmethodofaccounting. accruedexpenses butnotyetpaid. Theseareexpensesforgoodsorservicesreceived

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 softwaretreatseachcalendar monthasaseparateaccountingperiod.

Administrator Aroleyoucanassigntoauser,thatgivesthemaccess totheentirecompanyfile.TheAdministratorIDiscreated automaticallyuponcreationofthecompanyfile.Auserwithan administratorrolecancreateotheruseraccounts. ageing:payables Thenumberofdaysbetweenreceivingabillfroma supplierandanageingdate(usuallytoday).

271

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.

C
cashdrawer Wherethemoneyiskeptbetweenleavingthe customershandsandbeingdepositedinthebank.Manybusinesses setuptheircashdrawerasabankaccount. cashmethod(basis) Theoppositeoftheaccrualmethodof accounting.Thecashmethodrecordsthesaleandpurchaseofgoods andservicesatthetimetheyrepaidfor,notwhentheyredelivered. cleared Awithdrawalordepositisclearedwhenyourbankadjusts youraccountbalanceforit. closedperiod Anaccountingperiodinwhichallentriesare completed.AccountRightsoftwaredoesnotrequirethatyouactively closeaperiod.However,inPreferences youcanpreventaccidental postingtoaclosed(locked)period. closedpurchases Purchasesthathavebeenpaidinfull. closedsales Salesthathavebeenpaidinfull.

B
baddebt Moneyowedtoyouthatisunlikelytobepaid.Many businessescreateacontraassetaccounttoapproximatethevalueof theirbaddebt.Thatway,theyhaveaclearerpictureoftheactualvalue oftheirassets. balance Thesumofallthemoneyaddedtoandsubtractedfroman account. balancesheet Thebalancesheetisafinancialsnapshotofa companyspositionataparticular time.Abalancesheetliststhe companysasset,liabilityandequityaccounts.Itiscalledabalance sheetbecausethetotalvalueoftheassetaccountsminusthetotal valueoftheliabilityaccountsalwaysequalsthetotaloftheequity accounts. bill Therecordofasuppliersinvoice.

companyinformation FoundinAccountRightsoftwaresSetup menu,yourcompanyinformationcontainsyourcompanysname, address,taxinformationandinformationaboutyourcompanys financialyear. contraaccount Thisisanaccountthatnormallycarriestheopposite balanceoftheaccountsofthesametype.Assets,forexample, normallyhaveadebitbalance;acommoncontraassetaccountisthe accrueddepreciationofanasset.Byusingacontraaccount,youcan showacompanyacarthatsworth$12,000,bylistingtheassetatits $15,000purchasepricefollowedbythe$3,000balanceoftheaccrued depreciationaccount. conversionmonth Theconversionmonthistheearliestmonthinthe financialyearforwhichtransactionsaretoberecorded.Forexample, supposeyoupurchaseyourAccountRightsoftwareinOctoberbut wanttorecordtransactionsdatedfrom1September.Inthiscase,your

budgets Expectedmonthlynetactivityforanaccount.Budgetsare usefulforplanningforthefutureandforanalysingactualperformance againstplannedperformance.

272

GLOSSARY

conversionmonthisSeptember.Theconversionmonthdeterminesthe openingbalancesyouwillenterwhenyousetupyourcompanyfile. costitem Thecostofaninventoryitem.YourAccountRightsoftware usesaveragecost.Thatis,thetotalcostofallyourpurchasesfora particularitemcurrentlyonhanddividedbythenumberofitemson hand. costofsales Sometimescalledcostofgoodssold,thisaccounttype worksjustlikeanexpenseaccount.Theonlydifferenceiswhereit appearsontheprofit&lossstatement.CostofSalesaccountsappear afteryourincomeaccountsbutbeforeyourexpenseaccounts.Costof Salesissubtractedfromyourincometoproducegrossprofit.Your expensesaresubtractedfromyourgrossprofittoproducenetprofit. YouarenotrequiredtouseCostofSalesaccounts. creditamount Appearsontherightsideoftheledger(adebit amountoccupiestheleftside).Acreditamountincreasesthebalance ofaccountswithacreditbalanceanddecreasesthebalanceof accountswithadebitbalance.Accountsthatnormallycarryacredit balanceareliability,equityandincomeaccounts. creditinvoice Acreditinvoiceisasalewithanegativebalancedue. Usuallycausedbyareturnoradjustment,acreditinvoiceissettledby writingarefundchequeorapplyingtheamounttoanotheropen invoice. creditterms Termsaretheagreeduponrulesgoverningthenumber ofdaysbetweendeliveryandpaymentdiscountsforearlypaymentand penalties.Youcansetdefaulttermsforallcustomers. creditors Acreditorissomeonetowhomyouowemoney.Seealso accountspayable. 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. debitpurchase Adebitpurchaseisapurchasewithanegative balancedue.Usuallycausedbyareturnoradjustment,adebit purchaseissettledbyrecordingasuppliersrefundchequeorapplying theamounttoanotheropenbill. debtors Adebtorissomeonewhoowesyoumoney.Seealso accountsreceivable. depositsfromcustomers Advancesreceivedforgoodsorservices notyetdelivered.Customerdepositsarekeptinaliabilityaccount. depositstosuppliers Advancespaidtosuppliersforgoodsor servicesnotyetdelivered.

GLOSSARY

2 7 3

depreciation Theexpenseallocationofthecostofanassetovera periodoftime.Mostaccountantscreateacontraassetaccountto trackthedepreciationofanasset.Seealsocontraaccount.Atypical depreciationtransactioncreditsthecontraassetaccountanddebitsa depreciationexpenseaccount.Depreciationismostoftenrecordedas ageneraljournalentry. detailaccounts beassigned. AnAccountRightaccounttowhichtransactionscan

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.

discountearlypayment Theamounttakenoffthebalanceduein returnforpaymentwithinanagreednumberofdays. discountvolumepurchase Theamounttakenoffanitemscost becauseofaspecialsupplierorcustomerarrangement. discountdays Discountdaysarethenumberofdaysfromasaleor purchasewithinwhichfullpaymentofthebalancedueentitlesthe payeetoadiscount. doubleentryaccounting Amethodofbookkeepinginwhichevery entryisbalancedbyanotherentry.Correctdoubleentryaccounting alwaysprovidesabalancedsetofbooks;thatis,thetotalvalueofyour assetaccountsminusthetotalofyourliabilityaccountswillequalthe totalofyourequityaccounts.

E
earnings Incomeminuscostofsalesandexpenses.Seealsocurrent yearearnings. electronicpayment Apaymentthatdirectlydebitsorcreditsyour bank.Forexample,youcanchoosetopayasupplierelectronicallyby settingupelectronicpaymentdetailsinthesuppliercard. entitlements Hoursthataccumulateonpaycheques;usedtopay specialwages,suchasannualleaveorpersonalleave. equity Thisisacompanysnetworth.Theequityofacompanyequals itsassetsminusitsliabilities.EquityisanaccounttypeinAccountRight

G
generaljournal Ajournalusedtorecordmiscellaneoustransactions notenteredinotherjournals,forexample,yearendadjustmentsand depreciationexpense. generalledger Thisiswhereallyouraccountinformationsales, purchases,inventory,cashin,cashoutcometogether.Youdrawyour financialstatements(balancesheetandincomestatement)fromthe generalledger. grossprofit Grossprofitisyourincomeminuscostofsales.

274

GLOSSARY

H
headeraccount AheaderaccountinAccountRightsoftwareisused togroupsimilardetailaccounts.Youcannotpostatransactiontoa headeraccount. historicalbalance Thebalanceofanaccountpriortoconvertingyour recordstoAccountRightsoftware.Youarenotrequiredtoenter historicalbalancesinAccountRightsoftware.Enterthemonlyifyou wishtocompareacurrentmonthsactivitytotheactivityforthesame monthlastyear.

J
job Ajobisworkforwhichyouwishtotrackincomeandexpenses.In AccountRightsoftware,ajobcanbeaprofitcentre,aproductline,a projectoranyothersubsetofyourbusinessthatrequiresaseparate incomestatement. journal Ajournalisatoolfororganisingyouraccountingentries.All entriesaregroupedintooneofsixjournals:general,disbursements, receipts,sales,purchasesorinventory.

L I
identifiers Aonelettercodeusedtosortandselectcardsinthecard file.Youcanassignupto26identifierstoacard. income Revenuefromthesaleofgoodsorservices.Incomeisan accounttypeinAccountRightsoftware.Incomeaccountsusuallycarry acreditbalance. incomestatement Alsocalledaprofit&lossstatement,theincome statementshowsyourcompanysperformanceoveraperiodoftime. Anincomestatementbeginswithincome.Itthensubtractscostof salestoproduceagrossprofit.Expensesaresubtractedfromgross profittoproduceoperatingprofit.Otherincomeaccountsareadded tooperatingprofitandotherexpenseaccountsaresubtractedfrom operatingprofittoproducenetprofit. inventory Physicalitemskeptforpossiblesaletoacustomer.Most accountantsrecordaninventorysvalueinacurrentassetaccount. invoice Thewrittenrecordofasale. liability Liabilitiesarethingsyouowe.Yourworkingcapitalloanisa liability.Youraccountspayable,whatyouowesomeoneforapurchase, isalsoaliability.Liabilitiesthatareduewithinthenextyeararecalled currentliabilities.Whenaliabilityisnotdueformorethanayear,itis calledalongtermliability.Liabilitiesnormallyhaveacreditbalance. library Thelocationonyourcomputeroranetworkcomputerwhere AccountRightcompanyfilesarestored. lineitem Theinformationenteredinonerowofthescrollinglistfora transaction(sale,purchase,nominaljournalentry). linkedaccount LinkedaccountsarewhatAccountRightsoftwareuses topostyourinventory,salesandpurchasetransactionstotheproper account.When,forexample,youlinkyourreceivablesaccount,youare tellingAccountRightsoftwarewhichaccounttopostthebalancedue fromasaleto. longtermliability Somethingyouowethatdoesnothavetobepaid foratleastayear.

item Aunitinyouritemslist.Anitemcanbephysicalinventory,likea widgetorapairofshoes,oritcanbenonphysical,likeanhourofyour time.

GLOSSARY

2 7 5

M
miscellaneouspurchases Miscellaneouspurchasesareusedin AccountRightsoftwaretorecordnonitempurchasesthatdonot requireaprintedpurchaseorder. miscellaneoussales UsedinAccountRightsoftwaretorecord nonitemsalesthatdonotrequireaprintedinvoice.

otherincome Anaccounttypeusedtorecordincomethatisnot directlyrelatedtoyourcompanysoperations,suchasinterestincome. Otherincomeaccountsusuallyhaveacreditbalance. outofbalance Whenthetotalcreditamountdoesnotequalthe totaldebitamountinatransaction,itisoutofbalance.AccountRight softwaredoesnotallowyoutorecordanoutofbalancetransaction.

P
payables Whatyouowesomeoneelseforitemsorservices delivered.Seealsoaccountspayable. pricinglevels Differentpricesatwhichanitemissoldtodifferent kindsofcustomers.Uptosixpricinglevelscanbeset. profit&lossstatement Seeincomestatement.

N
netincome Netincome(netprofitorloss)isthetotalofallincome accountsminusthesumofyourexpenseandcostofsalesaccounts. netprofit Thetotalofallincomeaccountsminusthesumofyour expenseandcostofsalesaccounts.Alsocallednetincome. NumberofDaysafterEOM Asettingtoindicatethatthepayment duedateandearlypaymentdiscountdatearebasedonasetnumber ofdaysaftertheendofthemonth.

profitcentre Asubsetofyourbusinessforwhichyouwanttotrack incomeandexpenses.InAccountRightsoftwareprofitcentresare calledjobs. promiseddate Thedateapendingsaleorpendingpurchaseisdueto bedelivered.Ifapendingsaleisnotdeliveredasofitspromiseddate,a reminderispostedtoyourToDoList.

O
openbill opensale Apurchasewithanoutstandingbalancedue. Asalewithanoutstandingbalancedue.

R
recaptransaction Afunctionthatletsyoulookatajournalentry beforeitisrecorded.Recaptransactionisparticularlyusefulforthose transactions,likeinvoicesandbills,forwhichthejournalentryisnot immediatelyobvious. receivables Whatsomeoneelseowesyouforitemsorservices delivered.Seeaccountsreceivable. reconciling Theprocessofcheckingthatyourrecordsagreewith yourbanksrecords.

openingbalance Thebalanceofanaccountasatthestartofthefirst dayofyourconversionmonth. operatingprofit ThisisyourprofitbeforeconsideringOtherIncome andOtherExpense. otherexpenses Anaccounttypeusedtorecordexpensesthatare notdirectlyrelatedtoyourcompanysoperations,suchasloan interest,fines,etc.Otherexpenseaccountsusuallyhaveadebit balance.

276

GLOSSARY

recurringtransaction Anaccountingentrythatismadeperiodically, suchasweeklypayroll,monthlyrent,etc. restoring Theprocessofreopeningabackupcompanyfile.

T
terms Termsaretheagreeduponrulesgoverningthenumberofdays betweendeliveryandpayment,discountsforearlypaymentand penaltiesforlatepayment. transaction AnentryinAccountRightsoftwarethataffectsthe balanceofaccounts. trialbalance Thisisareportshowingalltheactivityforanaccountor accountswithinaselecteddaterange.Itshowsthebalanceofthe accountatthebeginningofthedaterange,theactivitywithinthedate range,andthebalanceattheendofthedaterange.Atrialbalanceis usefulforcheckingyourentriespriortodoingyourperiodend processing.

retainedearnings Moneyfrompreviousyearsearningsthathas beenleftinthecompany.Attheendofafinancialyearanymoney earned(orlost)duringthefinancialyearistransferredtoretained earnings.Retainedearningsarerecordedinanequityaccount. revenue Incomefromthesaleofgoodsorservices.Revenueis recordedinanincomeaccountinAccountRightsoftware.Income accountsusuallycarryacreditbalance.

role Asetofwindowsandfunctionsthatausercanaccessinthe companyfile.TheAdministratorroleisassignedtouserswhorequire fullaccesstothecompanyfile.

U
undepositedfundsaccount Thelinkedaccountintowhichindividual cashreceiptstransactionsarerecordedwhennotcrediteddirectlyto chequeorcreditcardaccounts.Amountsfromindividualtransactions intheundepositedfundsaccountaregroupedtogether.When deposited,theyarerecordedasasinglebankdeposittransactionon thebankorcreditcardstatement. useraccounts Useraccountsarethebasisforthesoftwaressecurity system,andcanbeusedtokeeptrackoftheactionsofeachperson whoperformstasksthataffectthecompanyfile.AuserIDand passwordisenteredwhensigningontothecompanyfile.

S
settleacreditinvoice Whensomeonereturnssomething,andyou recordaninvoicethathasanegativebalancedue,itiscalledacredit invoice.Payingoffthisnegativeamountiscalledsettlingacredit invoice. settleadebitpurchase Whenyoureturnsomethingtoasupplier, andyourecordapurchasewithanegativebalancedue,itiscalleda debitpurchase.Payingoffthisnegativeamountiscalledsettlingadebit purchase. standardpay Thecurrentvaluesofanemployee'spayrolldetails (wages,superannuation,entitlements,deductions,employerexpenses andtaxes)thatareautomaticallyusedwhenprocessingtheemployee's pay. supplier Someonefromwhomyoubuygoodsorservices.In AccountRightsoftwareyoumustenterasuppliercardbeforeyoucan recordapurchase.Seealsoaccountspayable.

Z
zoomarrow Aniconthatallowsausertoreview,orzoomtomore detailedinformationaboutaspecifictopic,suchasatransaction.

GLOSSARY

2 7 7

278

GLOSSARY

Index
A
AccountInformationwindow 25 accountlevels,totrackfinancial information 225 AccountOpeningBalanceswindow 27 accounttypes 23 accountant receivingaccountslistfrom 269 receivingadjustmentsfrom 250 sendingdatato 249 AccountantLink receivingaccountslistfrom accountant 269 sendingdatatoAccountants Office 249 AccountRightupdates 28263 accounts adding 25 adjustingtoreflectworkin progress 148 assigningtaxcodesto 166 budgetsfor 231 changing 168 classifications 23 forstatementofcashflows 25 combining 169 creating 25 detail 24 enteringopeningbalances 26 exporting 265 finding 167 grouping,detail 26 header 24 importing 265 indenting 26 listof 19 new 25 numbering 23 openingbalances bankaccounts 26 reconciling 56 forthefirsttime 39 transfermoneybetween 54 typesof 23 AccountsListwindow 25 accountspayable analysing 93 paying 95 reconcilingaccountsat monthend 241 yearend 241 reports 93 reviewing 93 accountsreceivable payments 5272 reconciling 241 accrualaccounts settingupforitemsreceivedwithout asupplierbill 89 activationofcompanyfiles 21 circumstancesrequiring 21 confirmingactivation automatically 263 bytelephone 262 overtheinternet 262 troubleshooting 263 activities billingrates,setting 139 changing 141 creatingtimebilling 140 definition 140 deleting 141 exporting 265 inactivating 141 ActivitiesListwindow 140 ActivityInformationwindow 140 activityslips adjustingbookvalueofworkin progress 148 creating multiple 144 single 142 topayanemployee 143 deleting 145 exporting 265 finding 144 includinginemployeespay 118 multiple 144 reviewing 144 single 142 timer,createusing 143 adjustments enteringin13thperiod 250 importingfromaccountants 250 makingyearend 250 administratoraccount passwords 29 purposeof 259 Seealsouseraccounts analysepayables 93 Analysismenu(commandcentres) 11 arrows 13 assetsaccounts 23 audittrail 236 auditingcompanyfileinformation 240 AutoBuildInventorywindow 154 autobuildingitems 154 AutomaticallyAdjustBaseHourlyor BaseSalaryDetails 103 averagecost 158

B
backingup,companyfile 260 backorder itemspurchasedon 86 itemssoldon 64 backupfile,restoring 260 baddebts,accountingfor 81 bankaccounts adding 25 deposits 47 forelectronicpayments 37 openingbalances 26 reconciling 56 forthefirsttime 39 outofbalanceamounts, correcting 57 BankRegisterwindow findingatransactionusing 175 GetStatementbutton 58

279

recordingtransactionsin 52 Splitbutton 53 bankservicecharges,recording 56 bankstatement addingtransactionsfrom 59 GetStatementbutton 56 importing 58 formatssupported 58 reconciling 56 forthefirsttime 39 outofbalanceamounts, correcting 57 BASInformationwindow 247 BASlink lodgingactivitystatements using 247 settingup 247 billingfortime. Seetimebilling billingrates,settingfor activities 139 customers 139 employees 139 suppliers 139 bills editingpaid 177 paying 52 96 Seealsoaccountspayable blanklines,insertingbetweenline items 6688 bonafideredundancypayment 130 BudgetShortcutswindow 232 budgets 231 allocatingforjobs 229 choosingaccountsfor 231 halfyearly 233 monthly 233 quarterly 233 reportsfor 232 yearly 233

BusinessActivityStatement,lodging usingBASlink 247 businesscontacts,maintaininglist of 212 BusinessInsights 70 234 businessinsights 93

reactivating 168 synchronisingcardsandOutlook contacts 217 viewacontactonamap 214 cashwages,recordingacheque transaction 123 cashflowanalysis usingBusinessInsights 234 categories changing 168 creating 226 deleting 169 enablingassignmentto 226 finding 167 settingup 226 Seealsopayrollcategories Ceedata 267 cheques custom 199 customising 199 203 customisingformlayout 199 entering 4952 previewing 50 printing 196 recurring 50 stubs,customising 203 voiding 59 Seealsopayroll closingafinancialyear 249 closingapayrollyear 252 combining accounts 169 cards 169 commandcentres 8 CompanyDataAuditor 236240243 companyfile creating 18 CompanyFileConfirmation window 262

C
calculator 13 calendar 11 CardIDfield 223 CardInformationwindow 83 cards 209 adding 209 customer 61 employee 110209 personal 209 supplier 83 addingpicturesto 223 assigningtaxcodesto 166 changing 168 combining 169 creatingfor customers 61 employees 110 personalcontacts 209 suppliers 34 customlistsandfields 215 customising 222 employeepayrollinformation 110 exporting 265 finding 167 identificationcode 223 importing 265 inactivating 168 organisingingroups 214

companyfiles activating 21 circumstancesrequiring 21 auditing 240 backingup 260 checkingforerrors 240 confirming automatically 263 by telephone 262 overtheinternet 262 troubleshooting 263 restoringfrombackups 260 serialnumber,entering 22 confirmationcodes generatedduringinternet confirmation 262 confirmationofcompanyfiles automaticconfirmation 263 bytelephone 262 overtheinternet 262 troubleshooting 263 contactlog 212 contactmanagement 209 Seealsocards contraaccounts 81 contrapayments 81 conversionmonth 18 CopyFrombutton 149 costofanitem average 158 last 158 standard 150 costofsalesaccounts selectingfortracking 150 settingup 24 creditcard customerpayingby 45 purchases 60

280

INDEX

creditcardstatement addingtransactionsfrom 59 matchingtransactionswith 59 reconciling 56 creditcontrol creditholds 76 creditlimits 75 creditterms 3364 financecharges 77 CreditLimit&Holdwindow 75 CreditLimitOverridePassword window 76 creditlimits password,changing 76 preventrecordingsaleswhen customerexceeds 76 setting 75 warnwhencustomerexceeds 75 creditterms changingwhenrecording purchases 86 sales 64 defaultforsales 33 settingforcustomers 62 settingforsuppliers 84 creditorsSeeaccountspayable currentfinancialyear 18 customfields creating forcards 222 recordingcarddetailsusing 222 recordingitemdetailsusing 161 customforms addinggraphicsandlogos 203 addinglinesto 203 addingshapesto 203 addingtablesto 202 arrangingelementson 205 customcheques 199 datafields 201

deletingelementsfrom 205 editingobjects 204 elementsof 191 exporting 206 importing 206 pageproperties,setting 200 previewing 199 removingelements 205 resizingelements 204 sizeof 200 textfields 202 toolpalette 201 undochanges 205 customlists creating 216 forcards 215 groupingitemswith 160 custompricelevels 159 assigningtoacustomer 160 customreports saving 193 customercredits deleting 177 issuing 78 recording 78 refundingbycheque 80 settling 79 customerpayments 72 discountforearlypayment 73 editing 177 groupwithundepositedfunds 4673 Seealsoreceivingmoney customerstatements emailing 245 printing 245 sendingatmonthend 245 customers analysing 70 assigningapricelevelto 160 billingratesfor 139 cards,creating 61163

creditholds 76 creditlimits 75 creditterms 3364 credits deleting 177 issuing 78 recording 78 refundingbycheque 80 settling 79 discounts forearlypayment 73 volume 64 invoices entering 63 paymentsfor 52 72 paymentsfrom 5272 quoting 63 whoarealsosuppliers 81 customisingformsSeecustomforms

payrollcategories changing 107108 creating 102 deleting 169 deleting records 169 transactions 177 deposits recording 52 recurring 4653 depreciation accountsfor 246 recording 246 detail accounts 24 jobs 227 discounts earlypaymentdiscounts giving 73 receiving 96 volumediscounts giving 64 receiving 87

D
data exporting Ceedata 267 toaccountants 249 importing fromotherapplications 268 fromRetailBasics 269 fromRetailManager 269 datafields addingtoforms 201 changingsizeof 204 dates,entrywithcalendar 11 debtorsSeeaccountsreceivable DeductionInformationwindow 107 deductions definition 102 paying 124

E
earlypaymentdiscount 73 EditAccountswindow 25 electronicclearingaccount,setting up 37 electronicpayments ABAfiles 51 employeepayments 122 changingbankdetailsforcurrent pay 121 settingup 36 supplierpayments 51

INDEX

2 8 1

emailing formsinabatch 196 invoices 66 payslips 123 purchases 88 remittanceadvices 97 inabatch 196 statements 245 emailingforms 197 EmployeePayswindow 118 employees activityslips,includinginpay 118 bank information 38113 billingrates,setting 139 bonafideredundancypayments 130 bonuses 117 cashpayments 122 chequepayments 122 commissions 117 creatingcardsfor 110 electronicpayments 122 changingbankdetailsforcurrent pay 121 emailing payslips 111 employmentclassification 111 employmenttermination payments 130 holidaypay,distributing 119 hoursworked,entering 119 paydetails,editing 118 payhistory entering 35113 viewing 133 paying 116124 paymentmethod 113 paymentsummaries 252 payments,changing,deletingor reversing 121 payrollinformation entering 110 viewing 133

payrollliabilities paying 125 reviewing 135 printingpaycheques 122 sickpay,distributing 119 standardpay,entering 113 terminating 129 timebillinginformation includinginemployeepays 118 timesheets 114 viewingsaleshistoryfor 71 EmployerExpenseInformation window 108 employerexpenses definition 102 paying 124 payrollcategories changing 108 creating 102 deleting 169 employmentcategory,entering 111 employmentclassification addingtolistof 111 entering 111 employmentstatus,entering 111 employmenttermination payments 130 preparingpaymentsummaries 252 endofmonth.Seemonthendtasks entitlements balances changing 134 viewing 134 definition 102 linkingwagescategories 106 payrollcategories changing 105 creating 102 deleting 169 EntitlementsInformationwindow 105

equityaccounts 23 error,checkingforincompanyfile 240 Excel,viewingreportsin 186 expenseaccounts 24 expenses definition 102 exportingdata Ceedata 267 toaccountants 249 toOutlook 218 Seealsosynchronisingcards and Outlookcontacts

customisingcheques 203 displaying 199 emailing 196 finding 195 invoices 199 payslips 199 printing 196 Seealsocustomforms freight chargingcustomerfor 65 payingsuppliersfor 87

G F
financecharges calculating 77 charging 77 deleting 77100 paying 100 settingup 77 financialyear budgetsfor 231 closing 249 starting 251 FindTransactionsmenu(command centres) 11 FindTransactionswindow 174 finding records 167 transactions 173 finisheditem 153 forms addingfieldsto 201 batchsending 196 cheques 199 customising 199 generaljournalentries 250 assigningcategoriesto 226 creatingrecurringtransactions for 179 Seealsojournalentries GettingStartedguide 7 graphics addingtoforms 203 Seealsopictures GSTcodes.Seetaxcodes

H
halfyearlybudgets 233 header accounts 24 jobs 227 headers,usingtogrouplineitemsin transactions 6688 help 8 Helpcentre 8

282

INDEX

I
Identifiers,usingtogroupcards 214 ImportandExportOptions window 221 importlogfile 268 importingdata 268 accountslistfromMYOBAccountants Office 269 fromaccountants 250 fromotherapplications 265 fromOutlook 220 Seealsosynchronisingcardsand Outlook contacts fromRetailBasics 269 fromRetailManager 269 transactions 268 importingstatements fileformatssupported 58 GetStatementbutton 58 matchingtransactions 59 inactivatingrecordsnotused frequently 168 IndextoReportswindow 185 internetbanking,importing statements 58 inventory adjusting 152 changingpricesof 157 counting 155 customfields 161 customlistsandreports 160 custompricelevels 159 insufficientquantitiesonhand 67 minimumlevels 151 openingcostvalues,entering 43 openingquantityvalues,entering 43 performingstocktakes 155 quantitybreaks 159

receivingitemswithoutasupplier bill 89 reconcilingatyearend 249 reports 156 reviewing 156 transferring 153 viewinghistory 156 Seealsoitems InventoryCountSheet printing 43 inventorycountsheet,printing 155 invoices blank lines,inserting 66 customisingformlayout 199 emailing 196 entering 63 headers,inserting 66 lineitems,entering 64 overdueinvoices,listof 71 payments 72 previewing 66 printing inabatch 196 recurring 66 subtotal,adding 66 timebillinginvoices 145 ItemInformationwindow 149 items adding 149 adjustingquantitiesandvalues 152 assetaccountfortrackingvalue of 150 assigningtaxcodesto 166 itemssold 151 autobuilding 154 averagecost 158 creating 149 customliststogroup 160 defaultsuppliernumber 151 expenseaccountfortracking cost 150 exporting 265

finding 167 finisheditem,defined 153 IBuythisItemoption 150 IInventory thisItemoption 150 ISellthisItemoption 150 importing 265 lastcost 158 numberpersellingunit 151 openingquantitiesandvalues, entering 43 pricelevels,settingcustom 159 prices,setting 157 purchasehistory 94157 receivingwithoutasupplierbill 89 settingupaccrualaccountfor 89 saleshistory 71157 settingup 149 standardcost 150 timebillinginvoices,including on 138 usingcustomfieldsforrecording detailsof 161 ItemsListSummaryreport 157 ItemsRegister,findingtransactions using 175

exporting 265 finding 167 headerjobs 227 importing 265 jobtrackingtasks 227 openingbalances,entering 228 settingup 225 227 subjobs 227 usingtotrackincomeand expenses 227229 journalentries creatingrecurringtransactions for 179 exporting 265 finding 173 importing 265 recording 250

L
lastcost 158 layout customisingforms 199 sales 64 leavepayments 119 LeaveTrackingInformation window 120 letters mailmerge 210 personalised 210 liabilities accountsfortracking 23 payingpayroll 124 lineitemsontransactions defined 86 enteringforpurchases 86 enteringforsales 64 insertingblanklinesbetween 6688

J
jobs assigningto payrollcategories 120 purchases 87 ReceiveMoneytransactions 46 sales 65 SpendMoneytransactions 50 budgetallocation 229 budgetamounts,entering 229 changing 168 creating 227 detailjobs 227

INDEX

2 8 3

showingsubtotalof 6688 usingheaderstogroup 6688 lines drawingonforms 203 linkedaccount forelectronicpayments 37 foritemsreceived 89 forpurchases 89 forsales 77 lists addingrecordsto 163 creatingcustom forcontacts 215 deletingrecordsfrom 169 inactivatingrecordsin 168 searching 167 logos addingtoforms 203 Seealsopictures

payingpayrolltax 244 recordingdepreciation 246 reports 243 runningtheCompanyData Auditor 240243 sendingcustomerstatements 245 monthlybudgets 233 mouseshortcuts 14 MYOBAccountantsOffice exportingdatato 249 importingaccountslistfrom 269

toaninvoice 69 purchaseorders receivingitemsagainst 89 salesorders 63 Outlookcontacts. SeesynchronisingcardsandOutlook contacts overdueinvoices viewinglistof 71 Seealsocreditterms,accounts receivable

paymentmethod,default customer 33 employee 113 paymentsummaries employmentterminationpayment (ETP)summaries 252 individualnonbusiness 252 labourhire 252 printingatyearend 252 saving 256 verificationreport 253 PaymentSummaryAssistant 252 payments electronic 51 settingup 36 exporting 266 making 495296 receiving 455272 recurring 179 payroll activityslips includinginemployeepays 118 automatically adjustingbasepay detailsforleave 103 categories 102109 contributiontypes 104 employeeinformation,entering 110 entitlementbalances 134 information 133 leave calculating 106 paying 119 liability payments 124 paydetails,previewing 118 payhistory 133 payslips emailing 124 printing 123 paycheques,printing 122 paycheques,prioryear 134 paymentsummaries 252 processingpays 116124

N
navigationshortcuts 10 newyear startinganewfinancialyear 251 startinganewpayrollyear 257

P
PayBillswindow 9596 PayEmployeewindow 118 PayHistorysection 133 PayLiabilitieswindow 125 PayPeriodwindow 117 payslips emailing 124 printing 123 payablesSeeaccountspayable paycheques printing 122 prioryear 134 PAYGWithholding 102 taxtables checkingforlatest 258 loading 35258 variations 112 viewingtaxtableinformation for 109 payingemployees 116 124 Seealsopayroll

M
MailMergebutton 71 mailinglabels,printing 196 212 MatchTransactionwindow 59 MicrosoftOutlookcontacts. SeesynchronisingcardsandOutlook contacts minimuminventorylevels 151 monthendtasks 239 checkingtheaccuracyof records 240243 enteringbudgets 231 lockingperiods 248 lodgingbusinessactivity statement 247 makingsuperannuation contributions 244

O
OfficeLink creatingpersonalisedletters 210 onlinebanking importingstatements 58 onlinehelp 8 openingbalances accounts 26 items 43 jobs 228 orders converting severalorderstoinvoices 69 severalorderstopurchases 93 toapurchase 92

284

INDEX

reports 252 settingup 35 usingthePayrollEasySetup Assistant 35 taxes 102 checkingforlatest 258 loadingtaxtables 35258 stateandterritory 244 timesheets changingdetailsduringpay run 118 enteringemployeehours 114 excludingfromapay run 118 Seealsosuperannuation payrollcategories basehourly adjusting 120 automaticallyadjustingforleave payments 103 basesalary adjusting 120 automaticallyadjustingforleave payments 103 calculatedvalue 113 changing 109 creating 102 deleting 169 editing 109 finding 179 reviewing 35 PayrollCategoryListwindow 102109 PayrollDetailstab 110 payrollliabilities paying 125 reconcilingatmonthend 242 reconcilingatyearend 242 reviewing 135 payrolltax paying 244 reporting 244 settingup 128

payrollyear closing 252 closingthepayrollyear 257 endofyeartasks 252 startinganewyear 257 whentoclose 239252 payslips customisinglayout 199 pendingpurchases.Seepurchases periods,locking 248 personalisedletters creating 210 printing 196 pettycash account forallocatingexpenses to 55 trackingexpenses 55 pictures addingto cards 223 forms 203 removing 223 replacing 223 PortableDocumentFormat(PDF)file creatingforreports 186 creatingforsales 66 PortableDocumentFormat(PDF)file, creating purchase 88 preferences Registerforupdates 35 ApplyCustomerPayments AutomaticallytoOldestInvoice First 80 IPrefertoUseAutomatedOnline CompanyFileConfirmation 21 IUseTimesheetsfor...andMyWeek Startson... 114 IfCreditLimitisExceededonSale 75 76 recommended 28

settingup 28 timebilling 138 TransactionsCANTbeChanged;They MustbeReversed 28 PrepareBankDepositwindow 178 PrepareBudgetswindow 232 PrepareElectronicPayments window 51122 previewing cheques 50 customforms 199 invoices 66 paydetails 118 purchases 88 remittanceadvices 50 pricelevels assigningtocustomer 160 creatingcustom 159 prices quantitybreaks 159 setting 157 printing cheques 5097 forms 196 invoices 6688 inabatch 196 payslips 123 paycheques 122 paymentsummaries 252 purchases 88 inabatch 196 receipts 74 remittanceadvices 50 97 inabatch 196 statements 245 prioryearpaycheques 134 ProcessPaymentswindow 121 ProcessPayrollwindow 116 purchaseactivity,viewing 174 purchasedebits,creating 98

purchasehistory,viewingfor suppliers 94 purchaseorders creatingfromasale 91 purchases additionalinformationabout, entering 87 analysing usingbusinessinsights 93 applyingasupplierdebittoanunpaid purchase 98 assigningjobto 87 assigningtaxto 87 blanklines,inserting 88 changingcredittermswhen recording 86 changingtypeof 92 creatingfromasale 91 creditcard 60 creditterms,entering 86 customisingformlayout 199 deleting 177 emailing 88 inabatch 196 headers,adding 88 history,viewing 94 layout 86 overduepurchases,listof 94 paying 95 pettycash 55 previewing 88 printing 88 inabatch 196 quotes 85 receivingitemswithoutabill 89 recording 52 recurring 88179 remittanceadvice sending 50 reports 94 reversing 98 savingasaPDFfile 88 sending 196

INDEX

2 8 5

subtotals,adding 89 typeof,choosing 86 viewinglistofunpaidpurchases 156 PurchasesRegister findingtransactions 174 viewingpurchases 93 Purchaseswindow 85

groupingwithundepositedfunds 46 73 importingtransactions 265268 invoicepayments 72 receipts 74 receivingpayments.Seereceiving money reconciledtransactions,deleting 178 reconciling accountspayable 241 accountsreceivable 241 bankaccounts 56 forthefirsttime 39 linkedinventoryaccount 241 outofbalanceamounts, correcting 57 undoing 57 recordjournalentries 250 RecordJournalEntrywindow 250 records 169 adding 163 usingEasyAdd 163 changing 168 deleting 169 inactivating 168 reactivating 168 searching 167 RecurringScheduleInformation window 180 recurringtransactions 179184 automaticallyrecording 181 changing 182 cheques 46 5053 creating 180 creatingfromanexistingentry 181 deleting 182 editing 182 predated 180 purchases 88 recording multiple 183

single 183 rescheduling 182 respondingtoremindersfor 184 sales 66 saving 179 scheduling 180 settingremindersfor 181 refundcheque,receiving 99 refunds.Seecustomercredits;supplier debits registration.Seeactivationofcompany files reimbursableexpenses tracking 229 remittanceadvices preparing 195 previewing 50 sending 50 80195 reportableemployersuper contributions 127 reports 185193 addingapictureto 191 addingdatato 189 addinggraphics to 190 addingshapesandlinesto 190 addingtextto 190 addingwatermark 191 changingbackgroundof 191 customisationtools 191 customising 187 filters 187 deletingcustom 193 designing 189 displaying 185 elements editing 191 filteringdatain 187 previewing 186 printing 185186 purchasesreports 94 reviewingatmonthend 243

Q
quantitybreaks,inventory 159 quarterlybudgets 233 quotes convertingtoordersorbills 92 convertingtoordersorinvoices 69 customer 63 supplier 85

salesreports 71 saving 186 savingas commaseparatedvalues(CSV) files 187 PDFfiles 186 tabdelimitedvaluesfiles 186 savingcustom 193 savinginotherformats 186 sending 186 sortingcolumnsin 189 sortingdatain 187 viewinginMicrosoftExcel 186 Reportsmenu(commandcentres) 11 restoringabackup 260 RetailBasics,importingdatafrom 269 RetailManager,importingdata from 269 returns.Seecustomercredits;supplier debits reversingtransactions 178

R
rates,settingtimebilling 139 receipts,printing 74 receivablesSeeaccountsreceivable ReceiveMoneywindow 46 ReceivePaymentswindow 73 receivingitemswithoutasupplier bill 89 receivingmoney 4552 cashpayments 45 chequepayments 45 creditcardpayments 45 customerpayments 72 exportingtransactions 265

S
sales analysing usingBusinessInsights 70 assigningtaxcodetoasale 6587 batchprinting 196 changingstatusof 69 choosingtypeof 64 deleting 177 emailing 66 inabatch 196 entering 52 63 exporting 265266 history,viewingforitem,customeror employee 71

286

INDEX

importing 265 incomeaccountfortracking sales 150 insufficientonhanditem quantities 67 invoice 63 layout 64 orders 63 previewing 66 printing 6688 inabatch 196 quote 63 recurring 66179 reports 71 savingasaPDFfile 66 viewinglistofunpaidsales 71 Salescommandcentre 63 SalesRegisterwindow findingtransactionsusing 174 viewingandeditingsalesin 174 Saleswindow 64 SelectaRecurringTransaction window 183 selectcolumns 13 selectionlists 13 serialnumber enteringintocompanyfiles whileactivatingoverthe internet 22 SetItemPriceswindow 157 SettleReturns&Creditswindow 80 SettleReturns&Debitswindow 99 ShowMeHowmovies 9 SoftwareManager 28263 softwareupdates 28263 SpendMoneywindow 49 spendingmoney 48 96 billpayments 95 definition 48

electronicpayments 51 exportingtransactions 265 importingtransactions 265 pettycash 55 sendingremittanceadvice 50 transactions recording 48 Splitbutton 53 standardcost 150 standardpay 113 startinganewpayrollyear 252 stateandterritorypayrolltax calculating 128 reporting 244 settingup 128 statements emailing 245 importing 58 printing 245 reconciling 56 outofbalanceamounts, correcting 57 sendingatmonthend 245 subjobs 227 subpasswords.Seeuseraccounts subtotal,showingintransactions 66 88 superannuation checkingcalculationsforapay run 127 checkingtheexclusionsandthreshold amounts 127 choiceofsuperannuationfund 112 126 employeedetails,entering 112 funds,creating 126 paying 124244 payrollcategories changing 103 creating 102

definition 102 deleting 169 reportable 127 reporting 126244 Standardchoiceform 112126 SuperannuationInformation window 103 supplierdebits deleting 177 recording 97 refundcheques 99 settling 98 suppliers bankinformationfor 37 billingrates,setting 139 bills entering 85 paying 95 cards,creating 3483 creditterms changingwhenrecording purchase 86 debits deleting 177 recording 97 refundcheques 99 settling 98 discounts early payment 96 volume 87 orders 85 paying 5295 electronically 51 severalbillsatonce 97 purchasehistory,viewing 94 purchases 85 quotes 85 receivingitemswithoutan invoice 89 whoarealsocustomers 81 Synchronisationresultswindow 219 222

SynchroniseCardswindow 218 synchronisingcardsandOutlook contacts exportcardstoOutlook contacts 218 importOutlookcontactsto cards 220 includingcustomfields 217 219 whenyouuseaPDAormobile device 218219

T
taxcodes assigningto accounts 166 cards 166 itemssold 151 purchases 87 sales 65 changing 168177 creating 164 exporting 265 importing 265 Seealsotaxes taxtables checkingforlatest 258 loading 35258 receiveupdatealerts 258 taxes changeamountassignedto purchases 87 ReceiveMoneytransactions 46 sales 65 SpendMoneytransactions 50 employeetaxinformation, entering 112 PAYGWithholding 102109 variations 112

INDEX

2 8 7

payingusingthePayLiabilities window 124 payroll,stateandterritory 128244 Seealsotaxcodes TerminationDetailswindow 132 terminationofemployment 129132 bonafideredundancypayment 130 determiningoutstanding entitlements 129 employmenttermination payment 130 enteringterminationdetails 132 recordingthefinaltermination pay 132 timebilling activities creating 140 definition 140 deleting 169 activityslips 142 includinginemployeepays 118 multiple 144 single 142 adjustingaccountstoreflectworkin progress 148 includingitemsoninvoices 138 invoices 145 147 preferences 138 usingspecialbillingunits 138 workinprogress 148 timesheets changingdetailsduringpayrun 118 delete 114 employeehours,entering 114 excludingfromapayrun 118 report 118 settingup 114 timebillinginformation, entering 114 unpaidhours clearing 115 deleting 115

reporting 118 viewtimesheetreports 114 ToDoList makingsupplierpaymentsfrom 97 ToDoListmenu(command centres) 11 toolpalette 201 trackingemployeestime.Seetime billing TransactionJournalwindow 175 transactions changing 177 createrecurringfromanexisting entry 181 deleting 177 exporting 266 finding 11173176 identifyinguserwhoentered 259 importing 268 frombankorcreditcard statement 59 recurring 179184 reversing 178 unchangeable 177178 TransactionsCANTbeChanged;They MustbeReversed preference 178 transferring inventory 153 money 54 tutorial 10

groupingpayments 4673 UndoLastReconciliationwindow 58 UseRecurringbutton 183 useraccounts creating 260 managing 259 passwords 260 purposeof 259 Seealsoadministratoraccount userIDs.Seeuseraccounts year financial 249 payroll 252 yearend financial 249 251 payroll 252258 yearendtasks enteringbudgets 231 financial 249 251 closeafinancialyear 251 enteringendofyear adjustments 250 provideinformationtoyour accountant 249 reconcileaccounts 241 reconcileinventory 249 payroll 252258 backupcompanyfile 257 closethepayrollyear 257 printpaymentsummaries 252 printpayrollreports 252 processthelastpaychequesforthe year 252 yearlybudgets 233 wages cashwages,recordingacheque transaction 123 definition 102 payrollcategories changing 102 creating 102 deleting 169 Seealsopayroll,employees WagesInformationwindow 103 workinprogress adjustingaccountstoreflect 148 tracking 148

V
ViewContactLogwindow 212 voidcheque 59 volumediscounts giving 64 receiving 87

Z
zoomarrows 13

U
unchangeabletransactions 177178 unclearedtransactions,matching 59 undepositedfunds

288

INDEX