Cashbook v8: User Guide

User Guide

Cashbook

User Guide

MYOB Cashbook

MYOB New Zealand Ltd

WEBSITE www.myob.co.nz

© Copyright MYOB Technology Pty 1988-2010All rights reserved.

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companies.

The MYOB Cashbook User Guide was written in New Zealand and is intended for use with MYOB

Cashbook.

http://www.myob.co.nz

User Guide

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MYOB Cashbook

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Entire Agreement

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5

At a glance

Chapter 1 Your first day . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Learn the basics of MYOB Cashbook – using windows, icons, and fields, and setting

up and working with your business’s cashbook file

Chapter 2 Maintenance: tuning the cashbook file . . . . . . . . . . . . . . . . . . . . . . 57

Set up and maintain the chart of accounts, bank accounts, budgets, transaction

description shortcuts, and auto codes for automatically allocating or splitting

imported transactions

Chapter 3 Processing: entering transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Import bank transactions, manually enter transactions, reconcile bank statements,

and view transactions by account code

Chapter 4 Reporting: monitoring your business . . . . . . . . . . . . . . . . . . . . . . . 109

Generate reports to monitor your cash flow and bank reconciliations, create a

transaction audit trail, prepare financial statements, or complete the GST Return

Chapter 5 Send: exporting to your accountant . . . . . . . . . . . . . . . . . . . . . . . . 135

Extract transactions from your cashbook file and send them on a disk or by email to

your accountant to process GST Returns, end-of-year adjustments, annual reports,

and taxation returns

Chapter 6 Other functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143

Set up or change your password and MYOB Cashbook preferences, and back up and

restore your data

Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157

Definitions of terms referred to in the text

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161

Quickly find procedures, concepts, and definitions, or look up the titles of reports and

windows

G L A N C E

6 MYOB Cashbook

7

Contents

Chapter 1 Your first day . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Overview of your first day . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Accessing functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Command centres . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Hotkeys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Types of fields in MYOB Cashbook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

MYOB Cashbook learning resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

The MYOB Cashbook cashbook file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Setting up your MYOB Cashbook cashbook file . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Starting MYOB Cashbook for the first time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Experimenting with the sample company’s data . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

To explore the Clearwater cashbook file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Preparing to create a new cashbook file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Creating a cashbook file – from your accountant’s cashbook file . . . . . . . . . . . . . . . 23

To import from your accountant’s cashbook file . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Modifying the chart of accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Modifying bank accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Modifying budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Modifying descriptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Creating a cashbook file – with a predefined file . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

To load a predefined cashbook file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Step 1 – Start . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Step 2 – Goods and Services Tax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Step 3 – Quantities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Step 4 – Data entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Step 5 – System preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Step 6 – Finish . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Defining the chart of accounts and GST accounts . . . . . . . . . . . . . . . . . . . . . . . . . . 30

C O N T E N T S

8 MYOB Cashbook

Step 1 – Start . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Step 2 – Bank accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

To add a bank account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Step 3 – Finish . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32



Creating a cashbook file – by building your own . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

To build your own cashbook file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Step 1 – Start . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36


Step 3 – Quantities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Step 4 – Data entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37


Step 6 – Finish . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Defining the chart of accounts and GST accounts . . . . . . . . . . . . . . . . . . . . . . . . . 38

Step 1 – Start . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Step 2 – Account structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

To set up the recommended account-codes structure . . . . . . . . . . . . . . . . . . . . . . 39

To customise the account-codes structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

To define account codes by branch and division . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Step 3 – GST accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41



Step 5 – Finish . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42



Creating a cashbook – by copying an existing file . . . . . . . . . . . . . . . . . . . . . . . . . . 45

To copy an existing cashbook file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Step 1 – Start . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46


Step 3 – Quantities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Step 4 – Data entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47


Step 6 – Finish . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Defining the chart of accounts and GST accounts . . . . . . . . . . . . . . . . . . . . . . . . . 48

Step 1 – Start . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Step 2 – Account structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

To set up the recommended account-codes structure . . . . . . . . . . . . . . . . . . . . . . 49

To customise the account-codes structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

To define account codes by branch and division . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Step 3 – GST accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51



Step 5 – Finish . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52


Modifying description shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Chapter 2 Maintenance: tuning the cashbook file . . . . . . . . . . . . . . . . . . . . . . 57

Overview of maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

To go to the Maintenance command centre . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

C O N T E N T S

9User Guide

Maintaining the chart of accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

To add a new account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

To edit an existing account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

To delete an existing account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

To print the chart of accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

To save the chart of accounts as a file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Maintaining bank accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

To add a new bank account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

To edit an existing bank account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

To delete an existing bank account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Maintaining budget figures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

To enter or edit monthly budget figures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

To enter or edit annual budget figures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Maintaining description shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

To add a new description shortcut . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

To edit an existing description shortcut . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

To delete an existing description shortcut . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

To print description shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

To save description shortcuts as a file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Maintaining auto codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

To add a new auto code while importing transactions . . . . . . . . . . . . . . . . . . . . . 83

To edit an existing auto code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

To delete an existing auto code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Chapter 3 Processing: entering transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Overview of processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

To go to the Processing command centre . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Importing transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

To import a downloaded transaction file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

To edit imported transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

To import MYOB Payroll journals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Entering transactions manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

To enter a transaction manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

To edit a manual transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

To delete a manual transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Common transaction procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

To allocate split amounts to several accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

To post a transaction batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Reconciling bank statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

To reconcile a bank statement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

To edit a posted transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

To delete a posted transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

To lock accounting periods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Viewing transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

To view all transactions in an account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Chapter 4 Reporting: monitoring your business . . . . . . . . . . . . . . . . . . . . . . . 109

C O N T E N T S

10 MYOB Cashbook

Overview of reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

To go to the Reporting command centre . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Running Bank Reconciliation reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

To run a Bank Reconciliation Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

Running the Cash Flow report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

To run a Cash Flow report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

Step 1 – Start . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

Step 2 – Select Report Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Step 3 – Select Bank Account(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

Step 4 – Select Accounting Periods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Step 5 – Finish – Print Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Running GST reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

To run a GST report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

Running Trial Balance reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121

To run a Trial Balance report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121

Step 1 – Start . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121


Step 3 – Report Column Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Step 4 – Other Report Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123

Step 5 – Finish . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123

Running Transaction Details Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

To run a Transaction Details Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

Step 1 – Start . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

Step 2 – Select Report Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

Step 3 – Select Account(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125


Step 5 – Select Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

Step 6 – Other Report Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

Step 7 – Finish . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

Running User-Defined Transactions reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

To run a User-Defined Transaction report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

Step 1 – Start . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

Step 2 – Select Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

Step 3 – Other Selection Criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

Step 4 – Select Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

Step 5 – Select Sorting and Grouping Options . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

Step 6 – Finish . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

Exporting reports to PDF or Microsoft Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

To export reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

Chapter 5 Send: exporting to your accountant . . . . . . . . . . . . . . . . . . . . . . . . 135

Overview of Send . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

To go to the Send command centre . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

Extracting and sending transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

To select a range of transactions to send . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

To resend transaction data sent previously . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

To email the selected range of transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

To save the selected transactions to a floppy disk . . . . . . . . . . . . . . . . . . . . . . . . 141

Chapter 6 Other functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143

C O N T E N T S

11User Guide

Backing up and restoring your data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144

To back up your cashbook file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144

To restore a backup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146

Repairing the cashbook file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

To rebuild the index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

To recalculate balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

To rebuild the cashbook list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

Starting a new year . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149

To begin a new financial year . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149

Managing your password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150

To create the password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150

To change the password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

To delete the password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152

Setting preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153

To set your preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153

Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161

C O N T E N T S

12 MYOB Cashbook

13

1

Your first day

Learn the basics of MYOB Cashbook – using windows,

icons, and fields, and setting up and working with your

business’s cashbook file

Overview of your first day 14

Accessing functions 15

Command centres 15

Menus 16

Hotkeys 16

Types of fields in MYOB

Cashbook 16

MYOB Cashbook learning

resources 18

The MYOB Cashbook cashbook

file 19

Setting up your MYOB Cashbook

cashbook file 20

Starting MYOB Cashbook for the

first time 20

Experimenting with the sample

company’s data 21

To explore the Clearwater cashbook

file 21

Preparing to create a new cashbook

file 22

Creating a cashbook file – from

your accountant’s cashbook

file 23

To import from your accountant’s

cashbook file 23

Modifying the chart of accounts 24

Modifying bank accounts 25

Modifying budgets 26

Modifying descriptions 26

Creating a cashbook file – with a

predefined file 27

To load a predefined cashbook

file 27

Defining the chart of accounts and

GST accounts 30

To add a bank account 31



Creating a cashbook file – by

building your own 35

To build your own cashbook file 35


GST accounts 38

To set up the recommended account-

codes structure 39

To customise the account-codes

structure 40

To define account codes by branch

and division 40




Creating a cashbook – by copying

an existing file 45

To copy an existing cashbook file 45


GST accounts 48

To set up the recommended account-

codes structure 49

To customise the account-codes

structure 50

To define account codes by branch

and division 50



Modifying description shortcuts 55

Your first day

Overview of your first day

C H A P T E R 1

14 MYOB Cashbook

Overview of your first day

Your first day with MYOB Cashbook will be spent learning about the program, installing it

on your computer, and setting up your business details so you can start work entering

transactions.

In addition to this User Guide, you would also have received the Getting Started guide with

your MYOB Cashbook software package. This should be your first point of reference when

you install your software, as it contains the following essential information:

• How to register MYOB Cashbook.

• Recommended and minimum specifications for using MYOB Cashbook.

• How to install MYOB Cashbook on your computer.

• How to get Technical Support, and what the options are.

• Information about other MYOB resources that could make a difference in your

business.

After you have read Getting Started, you are ready to begin.

YOUR FIRST DAY TOPICS

• Accessing functions, below

• The MYOB Cashbook cashbook file, page 19

• Setting up your MYOB Cashbook cashbook file, page 20

• Creating a cashbook file – from your accountant’s cashbook file, page 23

• Creating a cashbook file – with a predefined file, page 27

• Creating a cashbook file – by building your own, page 35

• Creating a cashbook – by copying an existing file, page 45

Your first day

Accessing functions

C H A P T E R1

15User Guide

Accessing functions

You can access MYOB Cashbook functions with one of the different navigation methods

described in this section.

ACCESSING FUNCTIONS TOPICS

• Command centres, below

• Menus, page 16

• Hotkeys, page 16

• Types of fields in MYOB Cashbook, page 16

• MYOB Cashbook learning resources, page 18

Command centres

Command centres enable you to quickly and easily access the required functions of MYOB

Cashbook using icons, similar to the way you may use toolbars in other Windows systems.

There are four command centres, which are based on the four major functions that you will

perform in MYOB Cashbook. They are:

• Maintenance command centre, used to record and edit account and budget

information.

• Processing command centre, used to import, enter, and reconcile transactions.

• Reporting command centre, used to prepare your financial statements.

• Send command centre, used to send your transactions to your accountant to make

the compilation of your financial statements easier for you.

The command centres contain a row of icons in the top half of the window, which represent

the four divisions of MYOB Cashbook. Each time you view the central location for all

Your first day

Accessing functions

C H A P T E R 1

16 MYOB Cashbook

command centres, one of the icons is highlighted, and a flowchart of tasks is displayed

below the row of icons.

The highlighted icon is the current command centre, and the flowchart displayed below

the row of icons contains the major functions associated with that command centre. For

example, when the Processing function is highlighted, functions such as Import

Transactions and Enter Transactions –typical tasks you’d complete with processing are

displayed in the flowchart.

To display a command centre, click once on the icon of the command centre you want to

see, or select a command centre name from the Command menu at the top of your

computer screen.

Tasks are accessed from command centres simply by clicking once on the function button.

When you select a function, a window will appear where you can make the necessary

entries to perform the function.

Menus

The menu structure in MYOB Cashbook enables you to access all functions available within

the system, including those that are not available from the command centres, for example

Preferences (Setup).

The menus in MYOB Cashbook are designed in a hierarchical structure. Use the standard

Windows method to access a function from a menu. The arrow next to a menu option

indicates that there are additional sub-menus from which to choose.

Hotkeys

You are able to access some functions in MYOB Cashbook using hotkeys. These Hotkeys are

listed below:

Types of fields in MYOB Cashbook

Various types of fields exist in MYOB Cashbook. This section summarises the fields you’ll

work with in MYOB Cashbook.

Function key Action

[F1] Online Help

[F2] Display Transaction Options when entering data

[F3] Create Split Transaction in Enter Transactions

[F4] Add record

[F5] Edit Split Transaction in Enter Transactions

[F6] Insert current date

[F7] Delete after cursor

[F8] Delete Record

[F9] Lookup

Your first day

Accessing functions

C H A P T E R1

17User Guide

Data entry fields are the most common fields you’ll work with in MYOB Cashbook. These

fields allow you to enter information in your cashbook file.

Buttons come in a few different styles in MYOB Cashbook. Generally, the purpose of

buttons is to perform an action or step, such as opening a window.

Radio buttons allow you to make a selection from a number of choices. Radio buttons are

selected by clicking the circle next to the text that accompanies it.

Checkboxes allow you to activate or deactivate a particular MYOB Cashbook function.

Checkboxes are selected by clicking the square next to the text that accompanies it.

Tabs allow you to switch between views in a window, such as Systems Preferences in the

Preferences window. To select a new view, simply click the tab required.

List dialogs let you enter data by clicking an item presented in a scrolling list. For example,

whenever the cursor is in an Account column, you can press F9 to choose an account code,

as shown in the following illustration

.

List dialogs differ, depending upon the window in which they appear. However, they all

work the same in one aspect: if there are more items in the list than can be displayed at one

time, you can use the scroll bar on the right side of the list to “scroll” through the items.

Your first day

Accessing functions

C H A P T E R 1

18 MYOB Cashbook

MYOB Cashbook learning resources

MYOB are committed to making MYOB Cashbook a product that is easy to use. For that

reason we have developed comprehensive learning tools that will teach you the

fundamentals of MYOB Cashbook, support you as you set-up your company’s records and

back you up in your everyday work with the product. Using these tools, you should find the

answers to all your routine questions about how to use MYOB Cashbook. If you have any

questions, we recommend that you explore these tools before you call our Technical

Support department.

• The MYOB Cashbook User Guide contains detailed information on how to prepare

to use MYOB CashbookMYOB Cashbook, and setup instructions to get you up and

running with MYOB Cashbook as quickly as possible. Illustrations of the MYOB

Cashbook windows, and full procedures for all the tasks you can perform using

MYOB Cashbook are also included in this manual. We suggest you read it before you

begin using MYOB Cashbook in your business.

• Online Help describes MYOB Cashbook windows, menus and functions in detail.

You can go to Online Help by selecting Contents from the Help menu or by pressing

the F1 key.

Your first day

The MYOB Cashbook cashbook file

C H A P T E R1

19User Guide

The MYOB Cashbook cashbook file

When you make entries in MYOB Cashbook, that information is stored within one physical

file in your computer called a cashbook file. This single file allows you to work with your

company’s financial information without spending a lot of time and effort with your

computer’s file storage system.

You can use MYOB Cashbook to keep accounting records for more than one company. If

you do so, one cashbook file will exist for each company. A cashbook file is created

immediately when you create a new file; if you’ve already begun using MYOB Cashbook,

you might remember that you created a cashbook file for your company using the MYOB

Cashbook Easy Setup Assistant. You can also create a new cashbook file by selecting New

from the File menu.

Your first day

Setting up your MYOB Cashbook cashbook file

C H A P T E R 1

20 MYOB Cashbook


You can experiment with MYOB Cashbook to learn about its capabilities before starting to

set up your business’s details and entering transactions.

SETTING UP TOPICS

• Starting MYOB Cashbook for the first time, below

• Experimenting with the sample company’s data, page 21

Starting MYOB Cashbook for the first time

You can launch MYOB Cashbook either from the Windows desktop or from the Start menu.

1 Click the MYOB Cashbook icon on the Windows desktop.

or

Click the Start button on the toolbar, choose Programs, and double-click the MYOB

Cashbook icon in the folder that was created when you installed MYOB Cashbook.

If you chose all the default options during the installation process, the MYOB Cashbook

program was installed in the MYOB Cashbook program group.

After a few moments, MYOB Cashbook starts and displays the Welcome to MYOB

Cashbook window.

2 Continue with one of these topics:

• ‘Experimenting with the sample company’s data’ on page 21 to become familiar

with MYOB Cashbook before setting up your own business’s details and entering

data or

• ‘Preparing to create a new cashbook file’ on page 22 if you want to get started right

away.

Your first day


C H A P T E R1

21User Guide

Experimenting with the sample company’s data

An excellent way to learn how to use MYOB Cashbook is to see actual accounting data that

has already been entered into the MYOB Cashbook system. By doing so, you can learn how

your own company’s accounting data should be entered.

We have created a sample company, Clearwater Ltd, for this specific purpose. Using

Clearwater’s cashbook file, you can experiment freely with MYOB Cashbook features

without damaging any of your own company’s financial information. We recommend you

spend some time with Clearwater’s data to familiarise yourself with the way that MYOB

Cashbook works.

To explore the Clearwater cashbook file

1 Click the Explore the sample company button in the Welcome to MYOB Cashbook

window.

The MYOB Cashbook command centre window is displayed. This window is always

displayed on your computer screen when MYOB Cashbook is running. Notice that the

name of the sample company, Clearwater Ltd, appears in the top left corner of the

window.

NOT E

The Clearwater Ltd cashbook file is only for learning purposes Do not enter your own

company’s financial information into the Clearwater cashbook file.

2 Now that Clearwater Ltd’s cashbook file is open, feel free to browse around the MYOB

Cashbook system and explore the accounting entries that have already been made for

the sample company.

Your first day


C H A P T E R 1

22 MYOB Cashbook

Preparing to create a new cashbook file

If you want to start setting up your own company’s financial information, MYOB Cashbook

will lead you through the Easy Setup Assistant to simplify the setup process. This is where

you begin setting up all aspects of your business’s cashbook file:

• account code structures,

• chart of accounts,

• bank accounts,

• budget initial figures,

• method of data entry,

• descriptions shortcuts,

• GST recording,

• GST control accounts,

• system preferences, and

• quantities recording.

1 Start the Easy Setup Assistant.

• If you are in the Welcome to MYOB Cashbook window, click the Create a New

Cashbook button.

• If you are already exploring the Clearwater’s cashbook file, go to the File menu and

choose New.

2 Continue with the appropriate topic.

≡ Creating a cashbook file – from your accountant’s cashbook file, next

≡ Creating a cashbook file – with a predefined file, page 27

≡ Creating a cashbook file – by building your own, page 35

≡ Creating a cashbook – by copying an existing file, page 45

Your first day

Creating a cashbook file – from your accountant’s cashbook file

C H A P T E R1

23User Guide


Your accountant can supply you with a predefined chart of accounts to get you up and

running straight away. That way, all of your accounts (expense, liability, GST, etc.) have

already been created for you, ensuring that you are getting off to the right start.

To import from your accountant’s cashbook file

1 Click the Create a new cashbook file button in the Welcome to MYOB Cashbook

window.

2 Click the From Accountants disk radio button and locate your source file (eg A:\ for

floppy disk) or click the ellipsis button (...) to browse for an alternative location

.

3 Click OK. The cashbook file is displayed.

Your accountant has already set-up your cashbook file’s settings and preferences.

However, you need to ensure that your chart of accounts, bank accounts, budgets and

chart of account descriptions have also been included. Continue with Maintaining

Chart of Accounts.

Your first day


C H A P T E R 1

24 MYOB Cashbook

Modifying the chart of accounts

1 Go to the Maintenance command centre and click the Maintain Chart of Accounts

button. The Maintain Chart of Accounts window is displayed

.

The Maintain Chart of Accounts window lists all your asset, liability, revenue, expense

and capital accounts. You may need to add some new accounts. Assign specific accounts

to relevant account types. For example, set sales accounts to revenue, any outstanding

bank loans to liability, vehicle costs to expenses.

2 Check that all your accounts appear in the Chart of Accounts window. If you are missing

some accounts you will need to add them – continue with ‘Maintaining the chart of

accounts’ on page 60.

Your first day


C H A P T E R1

25User Guide

Modifying bank accounts

1 Go to the Maintenance command centre and click on the Maintain Bank Accounts

button. The Maintain Bank Accounts window is displayed.

2 Check whether all of your bank accounts are listed in this window.

≡ If all of your bank accounts have been set-up, you can skip this step and go straight

to Modifying budgets, page 26.

≡ If all of your bank accounts have not been set-upset-up, you will need to do so now.

Continue with ‘Maintaining bank accounts’ on page 70.

3 When all your bank accounts have been added, you may need to set-up your budgets.

Continue with ‘Modifying budgets’ on page 26.

Your first day


C H A P T E R 1

26 MYOB Cashbook

Modifying budgets

1 Go to the Maintenance command centre and click the Maintain Budgets button. The

Maintain Budgets window is displayed.

2 Check whether your budget has been set-up.

≡ If your budget has been set-up, you can skip this step and go straight to ‘Modifying

descriptions’ on page 26.

≡ If your budget has not been set-up, you will need to do so now. Continue with

‘Maintaining budget figures’ on page 76.

3 When you have completed entering your budget figures, you may need to set-up your

transaction descriptions. Continue with ‘Modifying descriptions’ on page 26.

Modifying descriptions

1 Go to the Maintenance command centre and click the Maintain Descriptions button.

The Maintain Descriptions window is displayed.

Maintain Descriptions speeds up your transaction entry by creating short cuts for

regular transaction descriptions.

2 Add, edit or delete descriptions as required.

≡ If your descriptions have been set-up, you can start processing your transactions

straight away – Chapter 3, ‘Processing: entering transactions’, on page 91.

≡ If your descriptions have not been set-up, you will need to do so now. Continue with

‘Maintaining description shortcuts’ on page 80.

When you have finished adding new descriptions, you can start to process your

transactions. See Chapter 3, ‘Processing: entering transactions’, on page 91.

Your first day

Creating a cashbook file – with a predefined file

C H A P T E R1

27User Guide


MYOB Cashbook includes a number of starter chart of accounts to assist you in setting up

your business. Selecting the chart of accounts that most closely matches your business will

save you time. You also have the flexibility to customise the chart of accounts by adding,

changing or removing accounts you don’t need. As you have chosen a predefined chart, we

recommend that you accept the options selected in the Setup Assistant and work through

the setup phase with your accountant.

To load a predefined cashbook file


window.

2 Click the From a default chart radio button and select the predefined chart of accounts

that most closely matches your business.

3 Complete the remainder of the New Cashbook window.

Field Description

Cashbook Name Enter the file name, using your company name, if you like.

Year End Date Enter the end date for the current financial year.

Folder Your file will be saved to the following folder. We advise you to

select the default folder. Alternatively, you can enter your own.

Your first day


C H A P T E R 1

28 MYOB Cashbook

4 Click OK. The Easy Setup Assistant window is displayed.

Step 1 – Start

1 Click the Customise button in the Easy Setup Assistant window.

2 Read the information contained in the window and click Next to continue.

You should continue through all steps of the Easy Setup Assistant before clicking the

Finish button. Otherwise your setup may be incomplete.

Step 2 – Goods and Services Tax

1 Ensure the Use Goods and Services Tax? checkbox is marked

2 Ensure the GST Rate 1 is set to12.5 (percent). MYOB Cashbook allows you to define

further GST rates if required. You can select the appropriate GST rate when you are

entering your transactions. If you do not define the GST rates correctly, your GST

reports will be adversely Affected.

3 Click Next to continue.

Your first day


C H A P T E R1

29User Guide

Step 3 – Quantities

1 Mark the Record Quantities and Record Budget Quantities checkboxes as appropriate.

Marking the Record Quantities checkbox allows you to record the actual quantities for

non-monetary values, such as livestock.

Marking the Record Budget Quantities checkbox allows you to record the expected

quantities for non-monetary values, such as, livestock.

Step 4 – Data entry

1 Choose the type of data entry from the Type of Data Entry drop-down list.

.

Type of Data Entry Description

All Types Choose this option if you intend to enter transactions from both

your cheque stubs and deposit slips, and your bank statements.

You can select from deposits, cheques, debits, credits, bank

statements, and journals.

Individual

Transactions

Choose this option if you intend to enter your transactions from

your deposit slips and cheque stubs. Then select the appropriate

transaction type, cheques, deposits, debits, credits and journals.

Bank Statements Choose this option if you intend to enter transactions from your

bank statements, that is, not from your cheque stubs or deposit

slips. That way you don’t have to worry about Bank

Reconciliation, as all transactions are automatically reconciled

when the batch is posted.

Your first day


C H A P T E R 1

30 MYOB Cashbook

2 Complete the remaining fields as appropriate.

Step 5 – System preferencesMark the checkboxes as appropriate and click Next to continue.

Step 6 – Finish

1 Click Finish. The Easy Setup Assistant window is displayed.

• See the following section to setup your accounts.

Defining the chart of accounts and GST accounts

Step 1 – Start

1 Click the Accounts button in the Easy Setup Assistant window.

2 Read the information contained in the window. Click Next to continue.

We advise you to continue through all steps of the Easy Setup Assistant before clicking

the Finish button. Otherwise your setup may be incomplete.

Step 2 – Bank accountsThis window refers to both bank accounts and credit cards. You will need to add all your

bank accounts now. Make sure you include all bank accounts that you use in your

business as they will be included in your GST reports. If you want to track your personal

Field Description

Length of

Transaction

Description

Use up to 75 characters to describe a line item in the Description

field.

Confirm Data Entry Skips to next field only after you press the enter key.

Skip to next field

after <F7>

Skips to next field and delete after cursor.

Your first day


C H A P T E R1

31User Guide

bank accounts, you should create a separate cashbook file. They should not be included

here.

To add a bank account

CAUT ION

Cancelling does not delete Cancelling does not delete new account. If you add a new account and

then change your mind, you cannot remove the accounts by pressing the Cancel button. You must delete

the new account – see ‘To delete an existing bank account’ on page 75.

1 Enter a new account code and the details of the financial institution where your account

is held. We recommend you use an account code between 680 and 689. You can review

all your bank accounts with these scroll buttons.

2 Click the New Bank Account button.

3 Complete the remaining details as appropriate. Continue with ‘Maintaining bank


Scroll button Description

Go to the first bank account.

Go to the previous bank account.

Go to the next bank account.

Go to the last bank account.

Your first day


C H A P T E R 1

32 MYOB Cashbook

Step 3 – Finish

1 Click Finish. The Maintain Chart of Accounts window is displayed

.


and capital accounts. You will need add new accounts now, as well as edit or delete those

accounts listed that are not relevant to you. Assign specific accounts to relevant account

types. For example, set sales accounts to revenue, any outstanding bank loans to

liability, vehicle costs to expenses.

2 Add, edit, or delete accounts as required.

See ‘Maintaining the chart of accounts’ on page 60.

3 Click Close. The Easy Setup Assistant window is displayed. See the following section to

setup your budget.

Your first day


C H A P T E R1

33User Guide

Modifying budgets

1 Click the Budgets button in the Easy Setup Assistant window.

2 Read the information in the window and click Next. The Maintain Budgets window is

displayed

.

You can enter expected monthly financial activity for an account. Budgets are useful for

planning for the future and analysing actual performance against projected

performance. You will need to set-up your budget now.

3 Add, edit, or delete budget figures.

See ‘Maintaining budget figures’ on page 76.

When you have entered your budget continue with step 4.


set-up your descriptions.

Your first day


C H A P T E R 1

34 MYOB Cashbook


1 Click the Descriptions button in the Easy Setup Assistant.

2 Read the information in this window and click Next. The Maintain Descriptions

window is displayed.


regular transaction descriptions. You will need to add new descriptions now.

3 Add, edit, or delete description shortcuts.

See ‘Maintaining description shortcuts’ on page 80.

4 Click Close. The Easy Setup Assistant window is displayed.

5 Click Close. Your setup is complete and you are now ready to start processing

transactions – Chapter 3, ‘Processing: entering transactions’, on page 91.

Your first day

Creating a cashbook file – by building your own

C H A P T E R1

35User Guide


Create a chart of accounts specific to your needs. The Easy Setup Assistant guides you

through the setup process to build your chart of accounts, code your GST and bank

accounts and establish your own budgets profile.

To build your own cashbook file

1 Click the Create a new cashbook button in the Welcome to MYOB Cashbook window.

The New Cashbook window is displayed.

2 Click the Build your own radio button.


Field Description


Year End Date Enter the end date for the current financial year.


select the default folder. Alternatively, you can choose your own.

Your first day


C H A P T E R 1

36 MYOB Cashbook

4 Click OK. The Easy Setup Assistant window is displayed.

.

Step 1 – Start

1 Click the Customise button in the Easy Setup Assistant window.


You should continue through all of the steps of the Easy Setup Assistant before clicking







reports will be adversely affected.

3 Click Next to continue.

Your first day


C H A P T E R1

37User Guide

Step 3 – Quantities• Mark the Record Quantities and Record Budget Quantities checkboxes as

appropriate.

Marking the Record Quantities checkbox allows you to record the actual quantities for

non-monetary values, such as, livestock.

Marking the Record Budget Quantities checkbox allows you to record the expected

quantities for non-monetary values, such as, livestock.


1 Select the required type of data entry from the drop-down list.

.






Individual

Transactions









Your first day


C H A P T E R 1

38 MYOB Cashbook



Step 6 – Finish

1 Click Finish. The Easy Setup Assistant window is displayed.

See the following section to set-up your accounts.


Step 1 – Start





Field Description

Length of

Transaction

Description


field.

Confirm Data Entry Skip to next field only after your press the enter key.

Skip to next field

after <F7>

Skip to next field and delete after cursor.

Your first day


C H A P T E R1

39User Guide

Step 2 – Account structure

There are three ways you can structure your accounts, depending on the combination of

account codes and sub-codes used. The three ways are:

• Recommended accounting standards

• Customise your own

• Define by department and division

It is very important that you choose carefully as all your transactions will be recorded in

your chart of accounts according to your selection here.

To set up the recommended account-codes structure

The following is the most commonly used accounts structure, where three account codes

(master account) and two sub-codes are employed.

For example, you may have a motor vehicle expense account.

400 Motor Vehicle Expenses

400/01 Petrol & Oil

400/02 Registration & Insurance

400/03 Repairs & Maintenance

The first three codes refer to the master account. In the above example, it is 400. The last

two digits refer to the sub-codes, as 01 for petrol and oil. This is particularly useful for

your reporting. You can generate reports featuring a list of all transactions you want in

specific accounts or your accounts. Using the above example you could create a report

of your petrol and oil accounts and exclude all other accounts.

Complete the Account Structure window as follows:

1 Ensure the Maximum length of Account code is set to 3.

2 Mark the Provide support for an additional Sub-Code checkbox

3 Set the Number of digits for Sub-code to 2.

4 Ensure the Length of Account Descriptions is at least 30.

Your first day


C H A P T E R 1

40 MYOB Cashbook

To customise the account-codes structure

You can customise the account structure to suit your specific requirements by omitting all

sub-codes. That way you can use four digit account codes (accounts) and view all your

transactions codes together in a non-hierarchical manner.

For example, if you have set your account structure to four digit account codes, your motor

vehicle expense code would appear as follows:


4001 Petrol & Oil

4002 Registration & Insurance

4003 Repairs & Maintenance

6801 National bank account

Complete the Account Structure window as follows:


2 Deselect the Provide support for an additional Sub-Code checkbox if it is marked


To define account codes by branch and division

You can establish the account code structure to reflect the composition of your business. If

you have more than one office, or if your business operates along branch or departmental

lines (eg office location, sales, marketing), you can set your account code structure to match

accordingly. This way you can view all of your transactions along branch or divisional lines.

For example, if you have set your account structure to six account codes, your motor vehicle

expense account would appear as follows:

101000 Wellington Motor Vehicle Expenses

101001 Wellington Petrol & Oil

101002 Wellington Registration & Insurance

101003 Wellington Repairs & Maintenance

201000 Dunedin Motor Vehicle Expenses

201001 Dunedin Petrol & Oil

201002 Dunedin Registration & Insurance

201003 Dunedin Repairs & Maintenance

The first two figures refer to the branch or division. For example, So 10 refers to Wellington

and 20 to Dunedin. The four figures that follow relate to the actual account description or

type.

Enter the Account Structure window as follows:




Your first day


C H A P T E R1

41User Guide

Step 3 – GST accounts

If you choose to use the recommended accounting standards, we encourage you to assign

the following GST codes to your GST accounts. However, you can use any codes that suit

you best.

1 Complete the Standard GST Accounts and GST Adjustments sections.

2 Click Next.


bank accounts now. Make sure you include all of the bank accounts that you use in your



here

.

GST Type GST Code

GST Payable 908/01

Input Tax 908/02

GST Payable Adj 908/03

Input Tax Adj 908/04

Fringe Benefit Tax 908/05

Your first day


C H A P T E R 1

42 MYOB Cashbook


CAUT ION










Step 5 – Finish

1 Click Finish. The Maintain Chart of Accounts window is displayed.






Your first day


C H A P T E R1

43User Guide

2 Add, edit, or delete accounts.


and capital accounts. You will need to add your new accounts now. Assign specific

accounts to relevant Account types. For example, set sales accounts to revenue, any

outstanding bank loans to liability, vehicle costs to expenses. See ‘Maintaining the chart

of accounts’ on page 60.


setup your budget.

Modifying budgets



displayed

.


planning for the future and analysing actual performance against projected

performance.

You will need to set-up your budget now. You will need to add new accounts now, as well

as edit and delete those accounts in the list that are not relevant to you.

3 To set up see ‘Maintaining budget figures’ on page 76. Click Close. The Easy Setup

Assistant window is displayed. See the following section to set-up your descriptions.

Your first day


C H A P T E R 1

44 MYOB Cashbook


1 Click he Descriptions button in the Easy Setup Assistant.


window is displayed

.


regular transaction descriptions. You will need to add new descriptions now.

3 To set-up see ‘Maintaining description shortcuts’ on page 80.

When you have entered your descriptions continue below.




Your first day

Creating a cashbook – by copying an existing file

C H A P T E R1

45User Guide


You can copy existing cashbook files when you create a new cashbook file in MYOB

Cashbook. This will save you the time and hassle of having to set-up your new. Choosing

this option automatically saves the preferences and setup selections from the copied

cashbook file into your new one. You can even copy all transactions and balances from your

old cashbook file into your new cashbook file if you choose to make a copy of your

transactions. You can then make changes to your cashbook file as appropriate to your

needs, by adding, deleting or editing accounts you don’t need.

To copy an existing cashbook file


window. The New Cashbook window is displayed.

2 Click the Copy an Existing Cashbook radio button

.


4 Click the Copy all transactions and balances radio button to copy all of the setup

preferences and transaction data and account balances into the new cashbook.

or

Click the Do NOT copy transactions radio button to only copy the setup preferences.

Field Description



select the default folder. Alternatively, you can choose your own.

Select Cashbook Select the source file that you want to copy from the drop-down

list.

Your first day


C H A P T E R 1

46 MYOB Cashbook

The Easy Setup Assistant window is displayed.

5 Click OK and continue with ‘Step 1 – Start’ next

Step 1 – Start1 Click the Customise button in the Easy Setup Assistant window.


You should continue through all of the steps of the Easy Setup Assistant before clicking

the Finish button, otherwise your setup may be incomplete.






reports will be adversely affected.

3 Click Next to continue

Your first day


C H A P T E R1

47User Guide

Step 3 – Quantities

♦ Mark the Record Quantities and Record Budget Quantities checkboxes as appropriate.

• Marking the Record Quantities checkbox allows you to record the actual Quantities

for non-monetary values, such as, livestock.

• Marking the Record Budget Quantities checkbox allows you to record the expected

Quantities for non-monetary values, such as, livestock.


1 Select the required type of data entry from the drop-down list.






Individual

Transactions









Your first day


C H A P T E R 1

48 MYOB Cashbook



Step 6 – Finish• Click Finish. The Easy Setup Assistant window is displayed.

See the following section to set up your accounts.


Step 1 – Start





Field Description

Length of

Transaction

Description


field.

Confirm Data Entry Skip to next field only after your press the enter key.

Skip to next field

after <F7>

Skip to next field and delete after cursor.

Your first day


C H A P T E R1

49User Guide

Step 2 – Account structure

There are three ways you can structure your accounts, depending on the combination of

account codes and sub-codes used. The three ways are:

• Recommended accounting standards

• Customise your own

• Define by department and division

It is very important that you choose carefully as all your transactions will be recorded in

your chart of accounts according to your selection here.

To set up the recommended account-codes structure

The following is the most commonly used accounts structure, where three account codes

(master account) and two sub-codes are employed.

For example, you may have a motor vehicle expense account.


400/01 Petrol & Oil



The first three codes refer to the master account. In the above example, it is 400. The last

two digits refer to the sub-codes, as 01 for petrol and oil. This is particularly useful for your

reporting. You can generate reports featuring a list of all transactions you want in specific

accounts or all of your accounts. Using the above example you could create a report of only

your petrol and oil accounts and exclude all accounts.

Complete the Step 2 – Account structure window as follows:


2 Mark the Provide support for an additional Sub-Code checkbox

3 Set the Number of digits for Sub-code to 2.


Your first day


C H A P T E R 1

50 MYOB Cashbook

To customise the account-codes structure

You can customise the account structure to suit your specific requirements by omitting all

sub-codes. That way you can use four digit account codes (accounts), and view all your

transactions codes together in a non-hierarchical manner.

For example, if you have set your account structure to four digit account codes, your motor

vehicle expense code would appear as follows:


4001 Petrol & Oil

4002 Registration & Insurance

4003 Repairs & Maintenance

6801 National bank account





To define account codes by branch and division

You can establish the account code structure to reflect the composition of your business. If

you have more than one office, or if your business operates along branch or departmental

lines (e.g. office location, sales, marketing), you can set your account code structure to

match accordingly. This way you can view all your transactions along branch or divisional

lines.

For example, if you have set your account structure to six account codes, your motor vehicle

expense account would appear as follows:

101000 Wellington Motor Vehicle Expenses

101001 Wellington Petrol & Oil

101002 Wellington Registration & Insurance

101003 Wellington Repairs & Maintenance

201000 Dunedin Motor Vehicle Expenses

201001 Dunedin Petrol & Oil

201002 Dunedin Registration & Insurance

201003 Dunedin Repairs & Maintenance

The first two figures refer to the branch or division. For example, 10 refers to Wellington

and 20 to Dunedin. The four figures that follow relate to the actual account description or

type.



2 Deselect the Provide support for an additional Sub-Code checkbox if it is marked.


Your first day


C H A P T E R1

51User Guide

Step 3 – GST accounts

If you choose to use the recommended accounting standards, we encourage you to assign

the following GST codes to your GST accounts. However, you can use any codes that suit

you best.

1 Complete the Standard GST Accounts and GST Adjustments sections.

2 Click Next.


bank accounts now. Make sure you include all the bank accounts you use in your



here.


CAUT ION




GST Type GST Code

GST Payable 908/01

Input Tax 908/02

GST Payable Adj 908/03

Input Tax Adj 908/04

Fringe Benefit Tax 908/05

Your first day


C H A P T E R 1

52 MYOB Cashbook







Step 5 – Finish

1 Click Finish. The Maintain Chart of Accounts window is displayed

.


and capital accounts. You will need to add new accounts now, as well as edit and delete

those accounts in the list that are not relevant to you. Assign specific accounts to

relevant Account types. For example, set sales accounts to revenue, any outstanding

bank loans to liability, vehicle costs to expenses.

2 Add, edit, or delete accounts – see ‘Maintaining the chart of accounts’ on page 60.






Your first day


C H A P T E R1

53User Guide


setup your budget

.

Your first day


C H A P T E R 1

54 MYOB Cashbook

Modifying budgets



displayed

.


planning for the future for analysing actual performance against projected

performance.

3 Check whether your budget has been set-up.

≡ If your budget has been set-up, go to Step 4.

≡ If your budgets has not been set-up, you will need to do so now. Continue with

Step 4.

4 To enter your budget see ‘Maintaining budget figures’ on page 76.

When you have entered your budget continue with Maintaining Descriptions.

Click Close. The Easy Setup Assistant window is displayed. See the following section to

setup your descriptions.

Your first day


C H A P T E R1

55User Guide

Modifying description shortcuts

1 Click on the Descriptions button in the Easy Setup Assistant.


window is displayed

.


regular transaction descriptions.

3 Add, edit or delete descriptions as appropriate – ‘Maintaining description shortcuts’ on

page 80.




Your first day


C H A P T E R 1

56 MYOB Cashbook

57

2

Maintenance: tuning the cashbook file

Set up and maintain the chart of accounts, bank accounts,

budgets, transaction description shortcuts, and auto codes for

automatically allocating or splitting imported transactions

Overview of maintenance 58

To go to the Maintenance command

centre 58

Maintaining the chart of

accounts 60

To add a new account 62

To edit an existing account 67

To delete an existing account 68

To print the chart of accounts 69

To save the chart of accounts as a

file 69

Maintaining bank accounts 70

To add a new bank account 71

To edit an existing bank account 74

To delete an existing bank

account 75

Maintaining budget figures 76

To enter or edit monthly budget

figures 76

To enter or edit annual budget

figures 78

Maintaining description

shortcuts 80

To add a new description

shortcut 80

To edit an existing description

shortcut 81

To delete an existing description

shortcut 81

To print description shortcuts 82

To save description shortcuts as a

file 82

Maintaining auto codes 83

To add a new auto code while

importing transactions 83

To edit an existing auto code 87

To delete an existing auto code 89


Overview of maintenance

C H A P T E R 2

58 MYOB Cashbook


When you first purchased MYOB Cashbook, you and your accountant would have set up

your cashbook file. As the nature of your business changes, you may need to add new items

or change existing items, for example, add a new bank or credit-card account, rename an

expense account, update budget figures, add auto codes, and revise transaction

descriptions. In MYOB Cashbook, tuning you cashbook file is called maintenance. You do

most maintenance tasks in the Maintenance command centre.

To go to the Maintenance command centre

1 In any MYOB Cashbook command centre, click the Maintenance icon. The

Maintenance command centre is displayed.

2 Now do the appropriate procedure.



C H A P T E R2

59User Guide

To do these procedures … Continue with …

Add, edit, or delete accounts in the chart of

accounts, or print or save the chart of accounts

‘Maintaining the chart of accounts’ on page 60

Add, edit, or delete bank accounts or credit card

accounts

‘Maintaining bank accounts’ on page 70

Add or edit budget figures for each account by

individual month or for an entire year

‘Maintaining budget figures’ on page 76

Add, edit, or delete descriptions, or print or save

the list of descriptions

‘Maintaining description shortcuts’ on page 80

Add, edit, or delete auto code definitions ‘Maintaining auto codes’ on page 83


Maintaining the chart of accounts

C H A P T E R 2

60 MYOB Cashbook


The chart of accounts lists all the accounts in your cashbook file. Accounts classify

transactions so that reports give a true picture of the state of your business. In MYOB

Cashbook the standard account types – revenue, expense, capital, asset, and liability – conform

to normal accounting conventions.

Account codes Account codes for different types of accounts are normally placed in

different numerical blocks, for example:

If a block has insufficient numbers, you can use master and subaccount account codes. For

example, you might have a master code of 680 for the Bank master account, and 680/01 for

a Bank – Cheque subaccount. You can only post to subaccounts. Master accounts

summarise their subaccounts by summing their current balances. For example, the balance

of 410 Motor Vehicle Expenses is the sum of the current balances of the subaccounts

410/01, 410/02, and 410/03:


410/01 Petrol & Oil



GST types MYOB Cashbook handles GST types automatically, posting GST paid to the

Input Tax account and GST collected to the GST Payable account. The other GST types,

although having a tax rate of zero, allow the correct figures to appear in the GST Report so

you can complete your GST Return.

NOT E

GST preferences settings You can track GST collected and GST paid only if you previously switched

on GST tracking and specified GST system accounts in the Preferences dialog – see ‘Setting preferences’

on page 153.

Account type Numerical block Examples

Revenue (income) 100–269 230 Sales (GST), 232 Sales (GST Free)

Expense 270–499 270 Stock Purchases, 302 Advertising

Capital (equity) 500–599 501 Drawings, 550 Proprietors’ Investment

Asset 600–799(a) 680 ANZ Bank Cheque Account #1, 720 Office Assets

Liability 800–999 880 Provision for PAYE, 908 Provision for GST

a Bank accounts should be between 680 and 689n inclusive.



C H A P T E R2

61User Guide

Quantities For each account, you can include quantities as well as the monetary amount.

The ability to specify quantities in transactions is a convenience for primary producers

wishing to track movements of heads of livestock. This is not a standard inventory

function, so most other businesses should not use this option.

NOT E

Quantity preference setting You can enter quantities only if you set up quantities entry in the

Preferences dialog – see ‘Setting preferences’ on page 153.

Historical balances You can enter yearly and monthly account balances for the previous

three years to compare with the current year in reports. When you close a financial year,

MYOB Cashbook drops the figures for the oldest historical year and adds historical figures

for the year just closed.

CHART OF ACCOUNTS PROCEDURES

• To add a new account, below

• To edit an existing account, page 67

• To delete an existing account, page 68

• To print the chart of accounts, page 69

• To save the chart of accounts as a file, page 69



C H A P T E R 2

62 MYOB Cashbook

To add a new account

CAUT ION

Check with your accountant If you are unsure about adding new accounts to the chart of accounts,

consult with your accountant first.

You would have chosen a suitable account code structure for identifying master accounts

and subaccounts in the original chart of accounts. Once you have posted any transactions,

you must continue with the existing account code structure. The standard structure is three

digits for master-account codes, a slash, and two digits for subaccounts codes (that is,

subcodes), for example, 410/96. If you are building a custom chart of accounts from scratch,

you have the opportunity to specify a different structure for account numbers in the


1 Go to the Maintenance command centre and click Maintain Chart of Accounts. The

Maintain Chart of Accounts window displays the single page view.

If you do click the

Tabular radio

button, refer to these

side notes in

subsequent steps.

The single page view, displayed by clicking the Single Page button, is easier if you have

not used MYOB Cashbook before. Later, when you are more familiar with the program,

click the Tabular radio button for a spreadsheet view, quicker to work with.

2 Go to the Edit menu and choose Add Account. The Adding a New Account dialog is

displayed.

NOT E

Number of characters in fields In the next step, the number of digits available in the Account Code

field and the number of characters in the Account Description field are determined by settings in the




C H A P T E R2

63User Guide

3 Enter a subaccount code in the Accounts field (make sure the code falls in the correct

numerical block – see ‘Account codes’ on page 60).

Single subaccount Do this if you want a stand-alone subaccount that is not to be

summarised in a master account.

≡ Type digits only before the slash (/), for example, 720/.

Subaccount with master account Do this if you intend to have two or more

subaccounts summarised by a master account, for example,

720 Office Assets

720/01 Office Assets – Furniture

720/04 Office Assets – Equipment

≡ Type digits before and after the slash (/), for example, 720/04.

4 Type the name of the account in the Account Description field. When this is a

subaccount, it is a good idea to type the master account name followed by the

subaccount name, for example, Office Assets – Equipment.

5 Click OK. The Maintain Chart of Accounts window redisplays the General tab. When

you typed in an account code with digits before and after the slash (/) in Step 3 (for

example, 720/04), the Select Accounts list displays a new master account whose account

code is the prefix of the subaccount you created (720), and with a temporary description

(* 720 Master Account *).

≡ Drag through the temporary description (for example, * 720 Master Account *) and

edit it (for example, Office Assets).

NOT E

Bank accounts and GST accounts are special Bank accounts are a special case of an asset account

and need to be set up differently, first, by creating an asset account and, then, by registering it as a bank

account – see ‘To add a new bank account’ on page 71. GST tracking and special GST accounts are best

set up with the Easy Setup Assistant wizard – see ‘Creating a cashbook file – by building your own’ on

page 35.



C H A P T E R 2

64 MYOB Cashbook

In the Tabular view,

enter account Type,

GST Type, and Qty.

6 Choose the type of account from the Account Type drop-down list and complete the

remainder of the General tab accordingly.

Enter the details appropriate to the type of account and then resume with Step 7 below.

≡ Revenue account properties, page 65

≡ Expense account properties, page 65

≡ Capital account properties, page 66

≡ Asset account properties, page 66

≡ Liability account properties, page 67

NOT E

Quantity preference setting In subsequent steps, you can enter quantities only if you previously

allowed quantities entry in the Preferences dialog – see ‘Setting preferences’ on page 153.


click the Prior Years

tab.

7 Complete the optional closing balances for previous years.

MYOB Cashbook progressively updates the previous years’ figures as you roll over each

financial year.


click the Last Year $

tab.

8 Click the Balances tab and enter the monthly closing balances in the Last Year column.

Only record these balances if you want a comparison of current year figures with those

of the previous year in reports. MYOB Cashbook progressively updates the previous

year’s monthly balances as you roll over each financial year.


click the Last Year

Qty tab.

9 Click the Quantities tab and enter the monthly closing balances in the Last Year

column.

The Last Year column is only available if you marked the Includes Quantities

checkbox in Step 6 on page 64 and set preferences to allow quantities in transactions –

see ‘Setting preferences’ on page 153. Only record these balances if you want a

comparison of current year figures with those of the previous year in reports. MYOB

Cashbook progressively updates the previous year’s monthly balances as you roll over

each financial year.

10 Click Close.

A $ Value Type the (optional) closing balances for previous years.

B Quantity Type the (optional) closing quantities for previous years.

A B



C H A P T E R2

65User Guide

REVENUE ACCOUNT PROPERTIES

Revenue accounts record income from sales and other credits, for example, interest

earned.

≡ Complete the revenue account information and then resume with Step 7 on

page 64.

EXPENSE ACCOUNT PROPERTIES

Expense accounts record purchases and other costs, and other debits, for example, bank

account fees.

≡ Complete the expense account information and then resume with Step 7 on

page 64.

A Account Type Choose Revenue from the drop-down list.

B GST Type You can only track GST when this has been set up – see ‘Setting preferences’

on page 153. Specify the GST rates for Output Tax when you charge GST

on sales of goods and services to your customers. MYOB Cashbook calculates

the GST on transactions and posts the GST portion to the GST Payable

account.

C Includes

Quantities

Primary producers only. Mark, to allow quantities (number of units) to be

entered in transactions. You must previously have allowed quantities entry in

the Preferences dialog – see ‘Setting preferences’ on page 153.

C

A B

A Account Type Choose Expenses from the drop-down list.


on page 153. Specify Input Tax when you pay GST on purchases of goods

and services and later claim tax credits. MYOB Cashbook calculates the GST on

transactions and posts the GST portion to the Input Tax account

C Includes

Quantities




C

A B



C H A P T E R 2

66 MYOB Cashbook

CAPITAL ACCOUNT PROPERTIES

Capital accounts record the owners’ equity in the business, that is, the difference

between assets and liabilities, and changes in capital arising from transactions or journal

adjustments.

≡ Complete the capital account information and then resume with Step 7 on page 64.

ASSET ACCOUNT PROPERTIES

Asset accounts record property belonging to the business – fixed assets such as

buildings, furniture, equipment, and inventory – and current assets such as amounts

owed to the business by customers and other debtors.

NOT E

Bank accounts and GST accounts are special Bank accounts are a special case of an asset account

and need to be set up differently, first, by creating an asset account and, then, by registering it as a bank

account – see ‘To add a new bank account’ on page 71. GST accounts are set up in the Preferences

dialog – see ‘Setting preferences’ on page 153.

≡ Complete the asset account information and then resume with Step 7 on page 64.

A Account Type Choose Capital from the drop-down list.


on page 153. Specify only the Exempt classification since capital accounts

record only movements between your other accounts

C Includes

Quantities

Leave clear, since capital accounts record only movements between your other

accounts.

C

A B

A Account Type Choose Asset from the drop-down list.


on page 153. Specify Input Tax when you pay GST on purchases of goods

and services and later claim tax credits. MYOB Cashbook calculates the GST on

transactions and posts the GST portion to the Input Tax account.

C Includes

Quantities




C

A B



C H A P T E R2

67User Guide

LIABILITY ACCOUNT PROPERTIES

Liability accounts record amounts owed by the business – term liabilities such as

mortgages and motor-vehicle finance – and current liabilities such as amounts owed to

suppliers and other creditors.

≡ Complete the liability account information and then resume with Step 7 on

page 64.

To edit an existing account

CAUT ION

Check with your accountant If you are unsure about editing accounts, check with your accountant

first. Some system accounts must be present and have particular properties for MYOB Cashbook to work

correctly. Accounts must also have the correct account type, for example, asset or liability. Altering

accounts without understanding the consequences could lead to unexpected effects.

You cannot change account numbers. It is generally unwise to change accounts. In

particular, changing the Account Type or GST Type field may generate misleading

financial reports, particularly the GST report required for completing the GST Return.

When it is necessary to change an account, instead consider

• creating a new account and discontinuing the use of the old account, and

• after rolling over the financial year, deleting the old account.

You can change any property of an account when no transactions have been posted to it.

A Account Type Choose Liability from the drop-down list.

B GST Type You can only track GST when this has been set up – see. Specify the Exempt

classification since liability accounts only record movements of funds between

your other accounts.

C Includes

Quantities

Primary producers only. Leave clear, since liability accounts record only

movements between your other accounts.

C

A B



C H A P T E R 2

68 MYOB Cashbook


Maintain Chart of Accounts window displays the General tab in the single page view.

If you do click the

Tabular radio


side notes in

subsequent steps.

The single page view, displayed by clicking the Single Page radio button, is easier if you

have not used MYOB Cashbook before. Otherwise, click the Tabular radio button for a

spreadsheet view that is quicker to work with.

2 Highlight the account to be edited in the Select Accounts list.

Editing the account details is similar to adding a new account, so continue with Step 6

on page 64, in ‘To add a new account’. MYOB Cashbook warns you when changes to the

Account Type and GST Type fields may compromise reports and GST Return amounts.

To delete an existing account

CAUT ION

Check with your accountant If you are unsure about editing accounts, check with your accountant

first. Some system accounts must be present and have particular properties for MYOB Cashbook to work

correctly. Deleting accounts without understanding the consequences could lead to unexpected effects.

You must delete all subaccounts before you can delete the master account to which they

belong. For example, given


410/01 Petrol & Oil



you must delete 410/01, 410/02, and 410/03 before you can delete 410. You can only delete

a subaccount when it has no transactions.


Maintain Chart of Accounts window displays the General tab in the single page view.



C H A P T E R2

69User Guide

2 Highlight the account to be deleted in the Select Accounts list.

3 Go to the Edit menu and choose Delete Account, and then click Yes in the warning

dialogs. The account disappears from the Select Accounts list.

To print the chart of accounts

1 Go to the Maintenance command centre and click Print Chart of Accounts. The

Chart of Accounts Report window is displayed.

2 Select the type of report to print.

3 Click the Preview button, examine the Report Preview window to ensure it is correct,

and click Close. The Chart of Accounts Report window is redisplayed.

4 Click the Print button.

To save the chart of accounts as a file

1 Go to the Maintenance command centre and click Print Chart of Accounts. The

Chart of Accounts Report window is displayed.

2 Select the type of report to print.

3 Click the Preview button. The Report Preview window is displayed.

4 While previewing the report click To Word or To PDF. See ‘Exporting reports to PDF or

Microsoft Word’ on page 134 for more information.

5 Click Close. The Description Report window is redisplayed.

6 Click Close.

Radio button Explanation

Standard Chart of Accounts Report Lists the details of each account – number, name, type,

GST type, and whether quantities are applicable – sorted

by account number.

List of Accounts with Invalid Parameters Lists accounts that have not been assigned to one of the

five types (revenue, expense, capital, asset, or liability), or

which do not have a GST type specified.


Standard Chart of Accounts Report Lists the details of each account – number, name, type,

GST type, and whether quantities are applicable – sorted

by account number.

List of Accounts with Invalid Parameters Lists accounts that have not been assigned to one of the

five types (revenue, expense, capital, asset, or liability), or

which do not have a GST type specified.


Maintaining bank accounts

C H A P T E R 2

70 MYOB Cashbook


In MYOB Cashbook, bank accounts are accounts with any type of financial institution, not

just banks, for example, credit unions, credit card companies, or mortgage lenders. The

accounts with a financial institution can be cheque accounts, savings accounts, credit-card

accounts, or any other type of account that accepts deposits and allows withdrawals or

payments.

The methods of making deposits or withdrawals can include cash transactions, cheques,

credit-card transactions at the point of sale or at teller machines, direct transfers between

institutions or other methods.

NOT E

GST reported on all accounts All transactions are summarised on your GST report. If you intend to

use MYOB Cashbook for your personal finances, start a new cashbook. Do not add a personal bank

account to your business’ cashbook file.

BANK ACCOUNTS PROCEDURES

• To add a new bank account, below

• To edit an existing bank account, page 74

• To delete an existing bank account, page 75



C H A P T E R2

71User Guide

To add a new bank account

CAUT ION

Don’t mix personal and business accounts You should not add bank accounts used for your

personal finances to the chart of accounts. Only bank accounts associated with your business should be

included. Instead, set up a separate cashbook file for personal finances.

CREATE AN ASSET ACCOUNT

1 Go to the Maintenance command centre and click Maintain Chart of Accounts.

The Maintain Chart of Accounts window displays the General tab in the single page

view.

If you do click the

Tabular radio


side notes in

subsequent steps.

The single page view, displayed by clicking the Single Page radio button, is easier if you

have not used MYOB Cashbook before. Later, when you are more familiar with the

program, click the Tabular radio button for a spreadsheet view which is quicker to work

with.

2 Go to the Edit menu and choose Add Account. The Adding a New Account dialog is

displayed.

NOT E

Number of characters in fields In the next step, the number of digits available in the Account Code

field and the number of characters in the Account Description field are determined by settings in the




C H A P T E R 2

72 MYOB Cashbook

3 Enter an account code in the Accounts field (make sure the code falls between 680 and

689 inclusive – see ‘Account codes’ on page 60).

Type digits only before the slash (/), for example, 687/.

4 Type the name of the account in the Account Description field.

5 Click OK. The Maintain Chart of Accounts window redisplays the General tab.

6 Complete the General tab.


click the Prior Years

tab.

7 Enter historical balances.

a Complete the optional closing balances for previous years.

MYOB Cashbook progressively updates the previous years’ figures as you roll over

each financial year.


click the Last Year $

tab. Ignore the Last

Year Qty tab.

b Click the Balances tab and enter the monthly closing balances in the Last Year

column.

Only record these balances if you want a comparison of current year figures with

those of the previous year in reports. MYOB Cashbook progressively updates the

A Account Type Specify Asset.

B GST Type Specify Exempt – GST does not apply to movements of funds.

C Includes

Quantities

Clear – a bank (asset) account only records movements of funds.

C

A B

A $ Value Type the (optional) closing balances for previous years.

B Quantity Leave blank – a bank (asset) account only records movements of funds.

A B



C H A P T E R2

73User Guide

previous year’s monthly balances as you roll over each financial year. Ignore the

Quantity tab.

8 Click Close. The Maintenance command centre is redisplayed.

DEFINE THE BANK ACCOUNT

You need to tell MYOB Cashbook that the new asset account is a bank account.

9 Click the Maintain Bank Accounts button. The Maintain Bank Accounts window is

displayed.

10 Go to the Edit menu and choose Add Bank Account. The Add a Bank Account dialog

is displayed.

11 In the Enter the Account code … field, type the account code you entered in Step 3

above, and press the TAB key. The matching bank account name is displayed next to the

account code.

12 Complete the Add a Bank Account dialog.

13 Click OK. The Maintain Bank Accounts window is redisplayed.

14 Click Close.

A Account Type While we refer to bank accounts, it is used to also apply to credit cards or other

financial accounts. Select the correct type from the drop-down list. This will

affect the format of the Actual Account Number field.

B Actual Account

Number

Type the account number assigned by the bank or other financial institution.

C Opening

Balance

Type your bank balance on the date you commenced using MYOB Cashbook to

manage your business. This is the closing balance on your bank statement from

the month prior to starting up.

When you type an opening balance, MYOB Cashbook creates an opening

balance account, normally 999 Opening Balance, and posts the amount

to it. Do not edit or delete this account.

A

B

C



C H A P T E R 2

74 MYOB Cashbook

To edit an existing bank account

1 Go to the Maintenance command centre and click Maintain Bank Accounts. The

Maintain Bank Accounts window is displayed.

2 Highlight the account to be edited and click the Properties button. The Bank

Account Properties dialog is displayed.

3 Edit the Bank Account Properties dialog.

4 Click OK. The Maintain Bank Accounts window is redisplayed.

5 Click Close.

You must edit any other properties of the bank accounts, such as its name, in Maintain

Chart of Accounts window.

6 Continue with ‘To edit an existing account’ on page 67 to edit other properties of the

bank account if necessary.

A Account Type While we refer to bank accounts, it is used to also apply to credit cards or other

financial accounts. Select the correct type from the drop-down list. This will

affect the format of the Actual Account Number field.

B Actual Account

Number

Alter the account number allotted by the bank or other financial institution.

C Opening

Balance

Consult your accountant before changing this. Altering the opening balance

after you have entered transactions or generated reports may affect your data.

When your accountant approves, type your bank balance on the date you

commenced using MYOB Cashbook to manage your business.

When you type an opening balance, MYOB Cashbook creates an opening

balance account, normally 999 Opening Balance, and posts the amount to

it. Do not edit or delete this account.

A

B

C



C H A P T E R2

75User Guide

To delete an existing bank account

1 Go to the Maintenance command centre and click Maintain Bank Accounts. The

Maintain Bank Accounts window is displayed.

2 Highlight the account to be deleted.

3 Go to the Edit menu and choose Delete Bank Account. The Maintain Bank

Accounts message asks if you are sure you want to delete the bank account.

4 Click Yes.

NOT E

Bank account still exists The highlighted account is removed from the Maintain Bank Accounts

window but is still listed as a general asset account in the chart of accounts displayed by the Maintain

Chart of Accounts window.

5 Continue with ‘To delete an existing account’ on page 68.


Maintaining budget figures

C H A P T E R 2

76 MYOB Cashbook


Budgets let you estimate your future cash revenues and outgoings in the current year to

track actual against expected performance, and ensure that cash flow is sufficient to meet

liabilities when they fall due.

NOT E

This year versus previous years Budget figures are those you expect to achieve in the current year.

MYOB Cashbook also lets you enter historical figures for previous years to compare with the current

year’s performance – see ‘To edit an existing account’ on page 67 for the procedure to enter historical

balances.

BUDGETS PROCEDURES

• To enter or edit monthly budget figures, below

• To enter or edit annual budget figures, page 78

To enter or edit monthly budget figures

You allocate budget figures to individual months when there is significant seasonal

variation over the year. For example, sales of frozen foods peak in summer, insurance

premiums renewals fall in particular months, or electricity, gas, and heating-oil charges

peak in winter. You can enter or edit budget amounts in subaccounts, but not in master

accounts.

1 Go to the Maintenance command centre and click Maintain Budgets. The Maintain

Budgets window displays the Budget Values tab.



C H A P T E R2

77User Guide

2 Enter budget monetary values in the Budget Values tab.

a Click in the first month column of an account for which budget figures are to be

entered.

When your financial year ends on 31 March, the first month is April. Normally you

only need to enter figures for revenue and expense accounts. If you expect to

purchase equipment or other capital assets or obtain a loan or other term liability,

you can enter these in the appropriate asset or liability accounts. If you expect to

inject funds into or withdraw funds from the business, you can enter the amounts in

capital accounts.

b Type the budget amount for that month and press the TAB key, and then repeat for

subsequent months.

Type negative amounts for revenue, capital, and liability accounts.

c Enter or edit the amount in the Opening Balance column if requested by your

accountant.

After rolling over the previous financial year, the opening balances for the new or

current financial year are automatically zeroed except for bank accounts.

d Repeat from Step 2a until all relevant accounts are completed.

NOT E

Quantity preferences In the next step, you can enter quantities only if you previously allowed

quantities entry in the Preferences dialog – see ‘Setting preferences’ on page 153.

3 Enter budget quantities.

Quantities are used by businesses dealing in livestock who wish to track stock

movements. When you enter unit quantities, make sure that the corresponding total

value that you entered in the Budget Values tab is equivalent to the unit value × number

of units. For example, if you have 10 000 head of sheep valued at $40 each, the total

value is $400 000.

a Click the Budget Quantities tab.

b Highlight an account for which budget quantities are to be entered.

c Enter budget unit quantities in a way similar to that for budget monetary amounts.

4 Click Close.



C H A P T E R 2

78 MYOB Cashbook

To enter or edit annual budget figures

You allocate an equal amount to each month for figures which vary little from month to

month, for example, rental payments (as revenue or expense) or water bills.

1 Go to the Maintenance command centre and click Maintain Budgets. The Maintain

Budgets window displays the Budget Values tab.

2 Enter budget monetary amounts in the Budget Values tab.

a Highlight an account for which budget figures are to be entered.

Normally you only need to enter figures for revenue and expense accounts. If you

expect to purchase equipment or other capital assets or obtain a loan or other term

liability, you can enter these in the appropriate asset or liability accounts. If you

expect to inject funds into or withdraw funds from the business, you can enter the

amounts in capital accounts.

b Click the Allocate Monthly Budget button. The Allocate Budgets dialog is

displayed.

c Enter the amount that is to be applied equally to all months in the financial year.

Type negative amounts for revenue, capital, and liability accounts.

• Click the Allocate Total radio button and type an annual amount to be divided

by twelve and applied equally to each month.



C H A P T E R2

79User Guide

or

Click the Allocate radio button and type a monthly amount to be applied as-is to

each of the twelve months.

d Click OK. In the Maintain Budgets window, MYOB Cashbook applies the specified

amount to each month of the highlighted account.

e Enter or edit the amount in the Opening Balance column if requested by your

accountant.

After rolling over the previous financial year, the opening balances for the new or

current financial year are automatically zeroed except for bank accounts.

f Repeat from Step 2a until all relevant accounts are completed.

NOT E

Quantity preferences In the next step, you can enter quantities only if you previously allowed

quantities entry in the Preferences dialog – see ‘Setting preferences’ on page 153.

3 Enter budget quantities.

Quantities are used by businesses dealing in livestock who wish to track stock

movements. When you enter unit quantities, make sure that the corresponding total

value that you entered in the Budget Values tab is equivalent to the unit value × number

of units. For example, if you have 10 000 head of sheep valued at $40 each, the total

value is $400 000.

a Click the Budget Quantities tab.

b Highlight an account for which budget quantities are to be entered.

c Click the Allocate Monthly Budget button and enter budget unit quantities in a

way similar to that for budget monetary amounts.

4 Click Close.


Maintaining description shortcuts

C H A P T E R 2

80 MYOB Cashbook


Have you ever used a word processing program with a glossary or auto-text feature? These

let you type a short keyword that automatically expands into a predefined string of

characters – a great timesaver when you have to enter repetitive text frequently, such as a

long company name.

MYOB Cashbook has a similar feature, called Description shortcuts. When entering

transaction detail lines, you type a short keyword in the Description column which

automatically expands into predefined text. Description shortcuts consist of a keyword

(Code) matched to a descriptive text string (Description). The text string can be the name of

a business you deal with regularly (SecuraPrem Ltd) or a recurring transaction (Rent 20

Thomas Street).

DESCRIPTIONS PROCEDURES

• To add a new description shortcut, below

• To edit an existing description shortcut, page 81

• To delete an existing description shortcut, page 81

• To print description shortcuts, page 82

• To save description shortcuts as a file, page 82

To add a new description shortcut

1 Go to the Maintenance command centre and click Maintain Descriptions. The

Maintain Descriptions window is displayed.

2 Go to the Edit menu and choose Add Description. The Add New Description dialog

is displayed.

3 Complete the Add New Description dialog and click OK.

The new description is displayed in the Maintain Descriptions window.

4 Click Close.

A Code Type a code you can easily recall.

B Description Type a text string – either a business name or recurring transaction.

A

B



C H A P T E R2

81User Guide

To edit an existing description shortcut

You can edit the text string (Description) of an existing description but not its keyword

(Code).

NOT E

Changing a description’s code You can only change the code of a description by deleting the

description and re-entering it. See ‘To delete an existing description shortcut’ below and ‘To add a new

description shortcut’ above.



2 Highlight the Description column of a description row that is to be changed.

3 Over type or edit the text string in the Description column.

4 Click Close.

To delete an existing description shortcut



2 Highlight the description row to be deleted.

3 Go to the Edit menu and choose Delete Description. The Removing a Description

dialog is displayed.

4 Click Yes. The Maintain Descriptions window is redisplayed.

5 Click Close.



C H A P T E R 2

82 MYOB Cashbook

To print description shortcuts

1 Go to the Maintenance command centre and click Print Descriptions. The

Description Report window is displayed.

2 Click the Preview button to examine how the report will print. The Report Preview



4 Click Print.

5 Click Close.

To save description shortcuts as a file

You can save your list of shortcuts as a Microsoft Word or PDF file, for easy reference or

inclusion in a word-processing or spreadsheet document.

1 While previewing the report (as explained above) click To Word or To PDF. See

‘Exporting reports to PDF or Microsoft Word’ on page 134 for more information.


3 Click Close.


Maintaining auto codes

C H A P T E R2

83User Guide


Importing transactions from financial institutions You can download transactions from

most banks or other financial institutions in a comma-separated values (CSV) file. Other

financial institutions may use different file formats, such as Open Financial Exchange

(OFX). Each row in one of these files has three items of data: date, amount, and particulars.

When you import downloaded transaction files, MYOB Cashbook applies a filter for the

appropriate bank which reformats each row in the file into a transaction row in the Enter

Transactions window.

Processing automatically with auto codes You can automatically detect particular

transactions with auto codes. An auto code consists of one or more patterns that matches a

row in the imported transaction file, and a list of one or more accounts – and the percentage

split of each – to which the transaction row is to be allocated. You can optionally specify a

custom description which replaces the imported particulars.

When you import transactions, those matching an auto code are automatically allocated

and split. You only have to process the remaining uncoded transactions manually.

AUTO CODES PROCEDURES

• To add a new auto code while importing transactions, below

• To edit an existing auto code, page 87

• To delete an existing auto code, page 89

To add a new auto code while importing transactions

NOT E

Maintenance creation method not recommended In the Auto Codes Maintenance window, you

can go to the Edit menu and choose the Add New Auto Code option to create an auto code. This

method requires detailed knowledge of how the import filters for different financial institutions dissect

imported transactions, technical information beyond the scope of this guide. Instead, you should define

auto codes while importing downloaded transaction files, as described in this section.

1 Go to the Processing command centre and import transactions from your financial

institution’s downloaded transaction file. See ‘To import a downloaded transaction file’

on page 95. The Enter Transactions window should be open when you have completed

this procedure.



C H A P T E R 2

84 MYOB Cashbook

2 Highlight the transaction row for which you want to create an auto code.

Only transactions that have a regularly occurring pattern are suitable for auto coding.

For example, a rent cheque is usually the same amount every month, a bank charge or

transaction tax usually has the same reference (for example, Accnt Fee or FID), or a

direct credit has the same other party (From BrightStar Plumbing).

3 Click the Define Auto Code button. The Auto Coding Definition dialog displays field

values derived from the amount and particulars columns of the imported transaction file.

CAUT ION

Auto codes apply universally Auto codes are applied to transactions imported from any financial

institution. In subsequent steps, be sure to create the auto code so that it cannot accidentally allocate

transactions from other financial institutions to incorrect accounts.

4 Specify the patterns on which to match transactions.

a Mark the checkboxes of the patterns to be applied.

b Edit the pattern in the field to make the match more general, applying wildcards if

necessary – see ‘Auto code wildcard patterns’ on page 87.

Study the patterns in the Enter Transactions window to establish a consistent usage

or look at your bank or credit-card statement for an explanation of codes.



C H A P T E R2

85User Guide

5 Allocate the transaction to one or more accounts.

You can automatically allocate a transaction to a single account or split it across several

accounts.

≡ Add a new row by pressing the ENTER or DOWN ARROW key and then completing the

row.

Ensure that the % (percentage split) column sums to 100.

≡ Delete a row by highlighting it and pressing F8, and then changing the remaining

% (split) cells to sum to 100.

A Transaction

Type

These are numbers representing different transaction types, for example, 0 for

debits and 50 for credits. They are not standard across financial institutions

and not used at all by some institutions. An alternative to the Source code (B).

B Source Specifies text codes for transactions, for example, EFTPOS, DC (direct credit),

AP(automatic payment), and so on. They are not standard across financial

institutions. An alternative to the Transaction Type (A).

C Particulars A description of the transaction, particularly credit-card purchases, for

example, MENS FOOTWEAR supplied by a trader. An alternative to

Analysis (D).

D Analysis A description of the transaction, particularly credit-card purchases, for

example, INTEREST earned by the account. An alternative to Particulars (C).

E Reference The financial institution’s transaction number, for example, cheque number,

deposit summary sheet number, credit card transaction number, or cash

withdrawals (Payment) or deposits (Deposit).

F Other Party The payer of a deposit or other debit, or the recipient of a payment or other

credit, for example, COLLIN JOHN.

G Amount The positive (credit) or negative (debit) amount of the transaction. Use this

pattern only if the amount is likely to be the same on each occasion, for

example, rental revenue.

A

B

C

D

E

F

G



C H A P T E R 2

86 MYOB Cashbook

6 Click OK.

• MYOB Cashbook saves the auto code, which will be applied automatically to all

transactions imported in future from any financial institution.

• The Enter Transactions window is redisplayed. When you mark the Show

Uncoded Transactions Only checkbox, MYOB Cashbook suppresses the

transaction row for which you just created an auto code.

7 Repeat from Step 2 above to auto code additional transaction rows.

8 Process the remaining uncoded transaction rows.

a Mark the Show Uncoded Transactions Only checkbox to hide the transaction rows

already auto coded and any transactions to which you have coded manually.

b Allocate the remaining uncoded transactions, and save or post them as you would

normally – see ‘To edit a manual transaction’ on page 101 and ‘To post a transaction

batch’ on page 104.

A Replace transaction

description

MYOB Cashbook replaces the default description derived from the

imported transaction by the text in the Transaction Description

column (D).

B Account Click in the cell and type an account code, or press F9 to allocate an

account.

C % (split) The percentage of the total amount to be applied to the account.

Ensure percentages add up to 100!

D Fixed dollar (split) Definitions can include a fixed dollar amount, with any remainder being

automatically allocated by percentage.

E Transaction

Description

The default description is derived from the imported transaction.

Over type this with your preferred description if you wish, which is

applied when you also mark the Replace transaction description?

checkbox (A).

A

B

C

E

D



C H A P T E R2

87User Guide

AUTO CODE WILDCARD PATTERNS

Patterns defined in the Auto Coding Definition dialog normally match on consecutive

strings of characters anywhere in the description derived from the imported transaction.

You can also match on consecutive strings of characters appearing at either the beginning

or end – not the middle – of only the Reference, Particulars, Analysis, and Other Party

patterns, by including an asterisk (*) in these patterns.

To edit an existing auto code

1 Go to the Maintenance command centre and click Maintain Autocode Definitions.

The Maintain Auto Code Definitions window is displayed.

2 Click the auto code row to be edited and press the ENTER key. The Auto Coding

Definition dialog displays the current patterns and account allocations of the

highlighted auto code.

3 Edit the patterns.

a Mark or clear the checkboxes to enable or disable patterns.

b Edit the pattern in the text box to make the match more general, applying wildcards

if necessary – see ‘Auto code wildcard patterns’ on page 87.

Wildcard pattern Explanation Example

stringOfCharacters Matches an identical string

found anywhere in the imported

description.

Birkenhead matches both ‘BP

Birkenhead’ and ‘Birkenhead BP

service station’.

stringOfCharacters* Matches a string at the beginning

of the imported description.

Birkenhead* matches only

‘Birkenhead BP service station’.

*stringOfCharacters Matches a string at the end of the

imported description.

*Birkenhead matches only ‘BP

Birkenhead’.



C H A P T E R 2

88 MYOB Cashbook

4 Change, add, or delete account allocations.

You can automatically allocate a transaction to a single account or split it across several

accounts.

≡ Add a new row, by pressing the ENTER or DOWN ARROW key, and then complete the

row.

Ensure that the % (percentage split) column sums to 100.

≡ Delete a row by pressing F8, and then change the remaining % (split) cells to sum

to 100.

A Transaction

Type

These are numbers representing different transaction types, for example, 0 for

debits and 50 for credits. They are not standard across financial institutions and

not used at all by some institutions. An alternative to the Source code (B).

B Source Specifies text codes for transactions, for example, EFTPOS, DC (direct credit),

AP(automatic payment), and so on. They are not standard across financial

institutions. An alternative to the Transaction Type (A).

C Particulars A description of the transaction, particularly credit-card purchases, for

example, MENS FOOTWEAR supplied by a trader. An alternative to

Analysis (D).

D Analysis A description of the transaction, particularly credit-card purchases, for

example, INTEREST earned by the account. An alternative to Particulars (C).

E Reference The financial institution’s transaction number, for example, cheque number,

deposit summary sheet number, credit card transaction number, or cash

withdrawals (Payment) or deposits (Deposit).

F Other Party The payer of a deposit or other debit, or the recipient of a payment or other

credit, for example, COLLIN JOHN.

G Amount The positive (credit) or negative (debit) amount of the transaction. Use this

pattern only if the amount is likely to be the same on each occasion, for

example, rental revenue.

A

B

C

D

E

F

G



C H A P T E R2

89User Guide

5 Click OK. The Maintain Auto Code Definitions window is redisplayed.

MYOB Cashbook saves the edited auto code, which will be applied automatically to all

transactions imported in future from any financial institution.

6 Click Close.

To delete an existing auto code

1 Go to the Maintenance command centre and click Maintain Autocode Definitions.

The Maintain Auto Code Definitions window is displayed.

2 Highlight the auto code row to be deleted.

3 Go to the Edit menu and choose Delete Auto Code Definition. The MYOB Cashbook

message asks you to confirm that the auto code is to be deleted.

4 Click Yes. The Maintain Auto Code Definitions window is redisplayed.

5 Click Close.

A Replace transaction

description

MYOB Cashbook replaces the default description derived from the

imported transaction by the text in the Transaction Description

column (D).

B Account Click in the cell and type an account code, or press F9 to allocate an

account.

C % (split) The percentage of the total amount to be applied to the account.

Ensure percentages add up to 100!

D Fixed dollar (split) Definitions can include a fixed dollar amount, with any remainder being

automatically allocated by percentage.

E Transaction

Description

The default description is derived from the imported transaction.

Over type this with your preferred description if you wish, which is

applied when you also mark the Replace transaction description?

checkbox (A).

A

B

C

E

D



C H A P T E R 2

90 MYOB Cashbook

91

3

Processing: entering transactions

Import bank transactions, manually enter transactions,

reconcile bank statements, and view transactions by account code

Overview of processing 90

To go to the Processing command

centre 91

Importing transactions 92

To import a downloaded transaction

file 93

To edit imported transactions 95

To import MYOB Payroll journals 95

Entering transactions

manually 96

To enter a transaction manually 96

To edit a manual transaction 99

To delete a manual transaction 99

Common transaction

procedures 101

To allocate split amounts to several

accounts 101

To post a transaction batch 102

Reconciling bank statements 103

To reconcile a bank statement 103

To edit a posted transaction 104

To delete a posted transaction 104

To lock accounting periods 104

Viewing transactions 105

To view all transactions in an

account 105


Overview of processing

C H A P T E R 3

92 MYOB Cashbook


The Processing command centre is where all transaction entries are made, whether you are

importing transactions directly from the bank or completing manual entries. In addition,

you can also edit transactions and carry out bank reconciliation from the Processing

command centre.

The Import Transaction function is designed to import bank transactions directly from

your bank via the Internet or PC-based banking software. This will reduce the amount of

time you spend entering transactions into the cashbook file, as you only have to assign an

account code to each imported transaction. Transactions are then posted to automatically

reconcile.

Use Enter Transactions to manually enter transactions.

Bank Reconciliation is a real time saver. Just mark those transactions that have cleared the

bank and MYOB Cashbook checks to see if your balance agrees with the bank balance.

Although Bank Reconciliation is most of the time used to reconcile cheque accounts, you

can also use it to reconcile your credit card or loan statements.

Use Transaction Inquiry/Enquiry to view transaction details from the current year.



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To go to the Processing command centre

1 In any MYOB Cashbook command centre, click the Processing icon. The Processing

command centre is displayed.



Import transactions from a downloaded file and

edit those transactions

Importing transactions, page 94

Enter transactions manually, save them, edit them,

or delete them

Entering transactions manually, page 98

Split transactions and, after entering or splitting,

post them to the allocated accounts

Common transaction procedures, page 103

Reconcile bank statements, edit or delete posted

transactions, and lock accounting periods

Reconciling bank statements, page 105

Import MYOB Payroll journals

View posted transactions Viewing transactions, page 107


Importing transactions

C H A P T E R 3

94 MYOB Cashbook


The Import Transactions function is designed to import transactions directly into your

cashbook file from your bank via the Internet, or using software provided by the bank. Data

entry time is reduced as the transactions only need to be allocated to the relevant accounts.

There are two ways that Import Transactions can be used:

• Instead of entering transactions manually from bank statements, import the

transactions downloaded from the bank as often as required. Then assign account

codes to each transaction and post them to automatically reconcile.

• Enter cheques and deposits manually and import the other transactions. To ensure

that the cheques and deposits will reconcile automatically, enter the entire cheque

or deposit number without any other characters, for example, 100123 (not 123 or

chq 123 or chq 100123, etc.). Then import the transactions downloaded from the

bank. Any transactions that are already entered will be reconciled. Any other

transactions (for example, automatic payments, direct debits or direct credits, bank

charges, taxes) just need to be entered. They will also be automatically reconciled

when you post the batch.

Before you get started Before transactions can be imported into MYOB Cashbook from

your bank, it is important that:

• Your bank accounts have been correctly defined in the chart of accounts. See

‘Maintaining bank accounts’ on page 70.

• You have set-up the banking software and downloaded the import files.

• Import Transactions is designed to work with all banks that offer the industry

standard download format “OFX” (Open Financial Exchange). MYOB Cashbook is

also capable of downloading CSV files from bank websites offering their own CSV

format. If MYOB Cashbook does not appear to support your bank's format, please

contact our Technical Support Team for more information (See online help for

details on how to configure your banking software).

• If there are existing transactions already in the system, you will be placed in the

Enter Transactions processing page. These transactions must be completed prior to

any import.

IMPORTED TRANSACTIONS PROCEDURES

• To import a downloaded transaction file, next

• To edit imported transactions, page 97



C H A P T E R3

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To import a downloaded transaction file

1 Go to the Processing command centre and click Import Transactions. The Import

Transactions window is displayed.

2 Complete the Import Transactions window.

3 Enter the location where the transaction file is located in the And saved in the

following file field.

Choose the appropriate software/bank and enter the correct location of the data. If the

banking software has a default location that it is installed to, this will be selected. If

there is none, then the cashbook file will default to C:\ and you will need to manually

browse for the location (click the ellipsis […] button).

CAUT ION

Take care to select the target bank account Most CSV files do not contain any references to actual

bank numbers so it is possible to accidentally import them into any bank account.

4 Click the Import button.

All available transactions will be imported and then compared with all previously

entered transactions to filter out those that have been previously entered or imported.

The comparison is mainly based on the dollar amount and the reference used. If a

match is found, the existing transaction is automatically reconciled and the imported

transaction discarded. If there is a partial match (for example, an unreconciled

transaction is found with the same amount, but a different reference) then the software

will prompt to confirm that the imported transaction matches with the existing one.

Field Description

Into bank account Select the bank account into which account you want to import

transaction. Transactions can only be imported from one account

at a time, for any month(s) in the current financial year.

Download using Select the download format (this list is restricted to relevant

formats for the bank of the currently selected account).

From Enter the date for the first transaction import.

To Enter the date for the last transaction import.



C H A P T E R 3

96 MYOB Cashbook

5 Click OK. The message tells you how many transactions exist, and how many new

transactions have been imported.

6 Click OK. The Enter Transactions window appears, ready for you to begin coding.

7 Enter the account code for each of the imported transactions.

8 Enter the account code for each transaction in the Account column.

• For quick data entry, press F9 to choose from the account list.

• Split an amount across several account codes by clicking the Split Transaction

button and continuing with ‘To allocate split amounts to several accounts’ on

page 103.

GST automatically calculated when each account is entered.

9 Mark the following checkboxes as required.

10 If you want to allocate split amounts among several accounts, see ‘To allocate split

amounts to several accounts’ on page 103.

Field Description

Show Uncoded

Transactions only

Mark to display only those transactions that do not have an

account code associated with them.

Prompt GST Mark to select a GST rate other than the default rate.

Edit Descriptions Mark to modify the descriptions imported from the bank.



C H A P T E R3

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11 Select one of the following options. Click:

≡ Post to post the transactions when you have finished assigning all account codes.

See ‘To post a transaction batch’ on page 104.

≡ Cancel to delete the transaction batch at any stage.

You will need to go through Import Transactions again. Alternatively, you can

manually enter the information using the Enter Transactions function. see “To

enter a transaction manually” on page 98.

≡ Save to save the transactions. This allows you to return to do more data entry before

your transactions are posted.

IMPORTED TRANSACTION OPTIONS

• Click the Over-ride GST Type button to change the GST type of an account type.

You are provided with two options: GST Output Tax(GST on Income) or GST Input

Tax (GST on Expenditure). You can change the GST for a single transaction by

selecting one of these options.

• Click the Define Auto Code button to automatically detect particular transactions.

For the procedure, see ‘To add a new auto code while importing transactions’ on

page 83.

To edit imported transactions

1 Go to the Processing command centre and click Enter Transactions.

The Enter Transactions window is displayed with the unposted transactions.

2 Place the cursor on the transaction you wish to edit and make changes as necessary.

To import MYOB Payroll journals

1 Go to the File menu > Import > MYOB Payroll. The Import Payroll Transactions Options

window appears.

2 If you do not want the payroll journals to be included in the Cash Flow report, clear the

Import Payroll journals as cash transactions checkbox. Otherwise, leave it checked.

3 From the drop-down box, select the bank account the journals relate to.

4 Click OK to proceed or Cancel to abort. The import process will detect any exported

payroll journals and import them into your Cashbook data file.


Entering transactions manually

C H A P T E R 3

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Enter Transactions allows for customised data entry for MYOB Cashbook. You control the

transactions and descriptions that suit you, making it easier to keep track of your

information.

MANUAL TRANSACTIONS PROCEDURES

• To enter a transaction manually, below

• To edit a manual transaction, page 101

• To delete a manual transaction, page 101

To enter a transaction manually


The Transactions Entry Options window is displayed.

2 Choose the period for which you want to enter the transaction in the Accounting

Period drop-down list.

The Accounting Period option is only available at the start of each transaction batch.

This means you can only enter transactions that span one month within a transaction

batch.

3 Choose the relevant bank account that the entries relate to from the Bank Account

drop-down list.

4 Choose the type of transactions you are entering from the Transaction Type drop-

down list. Your options here are determined by what you have selected in the Type of

Data Entry drop-down list. See ‘To set your preferences’ on page 153.

• Choose Bank Statements to enter transactions directly from the statement

received via post. This option allows you to enter Cheques, Deposits, Debits, and

Credits in the one batch.

• Choose Cheques to enter transactions only from your cheque book.

• Choose Deposits to enter transactions only relating to payments received (also

choose this option if entering from your receipt book).

• Choose Sundry Debits to enter transactions only relating to any other expenses

(e.g. Automatic Payments, Bank Fees, etc.).

• Choose Sundry Credits to enter transactions only relating to any other income

(e.g. EFTPOS sales).

• Choose Journals to make adjusting entries to different accounts. A journal batch

must always equal zero, so it will not affect the bank balance. The posted

transactions will not show in Bank Reconciliation.



C H A P T E R3

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5 Clear the Include automatic GST calculation? checkbox checked for automatic GST

calculations.

Automatic GST calculation can be disabled for a batch where the GST calculation is not

applicable (e.g. journal entries)

6 Mark the Include Quantities? checkbox only if the current batch includes quantities.

This option will only be available if the cashbook file is already set-up for quantities. See

‘To set your preferences’ on page 153.

7 Click OK.

The Enter Transactions window is displayed.

To quickly change

which columns

prompt for data entry,

click on the column

heading to turn it

blue, and clear it the

same way.

8 Enter the following information for each of the transaction being entered.

a Enter the individual transaction date in the Date column.

b Enter the Type — this is only applicable if Bank Statements was chosen as the

Transaction Type in the previous window.

c Enter the transaction Reference — this can be the reference given on your bank

statement or cheque number.

d Enter your account code in the Account column.

Press F9 to choose from the account list.

Split an amount across several account codes by clicking the Split Transaction

button and continuing with ‘To allocate split amounts to several accounts’ on

page 103.

When you enter the account code, the account name is displayed at the bottom left

of the screen.

e Enter the transaction amount(s), this is dependent on the Transaction Type selected

in the previous window and affects the column name (as indicated below).

• Bank Statements — Withdrawals, Deposits

• Cheques — Cheque Amount

• Deposits — Deposit Amount

• Sundry Debits — Amount

• Sundry Credits — Amount



C H A P T E R 3

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• Journals — Debit, Credit (see ‘Journal adjustment entries’ on page 101).

f Select the GST column.

g Check the correct GST rate has been selected. If not change it accordingly.

h Press F9 to quickly enter descriptions from the Payee/Description window.

To copy the description from the previous transaction into the current one press F5.

Alternatively use the shortcut codes you set-up in Maintain Descriptions. See

‘Maintaining description shortcuts’ on page 80.

9 If you want to allocate split amounts among several accounts, select the Split

Transactions button. See ‘To allocate split amounts to several accounts’ on page 103.

10 You have three options. Click:

≡ Post to post the transactions when you have finished assigning all account codes.

See ‘To post a transaction batch’ on page 104.

≡ Click Cancel button to delete the transaction batch at any stage.

≡ Click Save button to save the transactions. This allows you to return to do more data

entry before your transactions are posted.

MANUAL TRANSACTION OPTIONS

• Select the Over-ride GST Type checkbox to change the default GST transaction for

this specific transaction. You are provided with two options; GST Payable (GST on

Income) or GST Input Tax (GST on Expenditure). This will allow you to change the

GST Type for a single transaction.

TRANSACTION ENTRY OPTIONS

Prompt Data Entry for: / Auto Repeat:

Data entry for a particular field may be done in one of two ways. You may choose to

make an entry for that field for every transaction, or you may choose to set an initial

value and have that repeated automatically in all subsequent transactions entered.

The following options are possible:

• To enter values manually for each transaction, mark the relevant option in the

“Prompt Data Entry for:” section, and clear the corresponding “Auto Repeat:”

option.

• To have values repeated and entered automatically, mark the relevant “Auto

Repeat:” option and clear the corresponding “Prompt Data Entry for:” checkbox.



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To have values repeated, but with the opportunity to alter them as desired during

processing, mark both the relevant “Prompt Data Entry for:” option, and the relevant

“Auto Repeat:” checkbox.

To edit a manual transaction


The Enter Transactions window is displayed with the unposted transactions.

2 Place the cursor on the transaction you wish to edit and make changes as necessary.

To delete a manual transaction

1 Go to the Processing command centre and click Enter Transactions.The Enter

Transactions window is displayed with the unposted transactions.

2 Place the cursor on the transaction, and go the File menu and click Delete Transaction.

JOURNAL ADJUSTMENT ENTRIES

It is poor accounting practice to correct a wrongly entered transaction by simply

changing the amount or reallocating it to a different account. You may have printed a

report before you correct the transaction in this way, so that there is now a discrepancy

between the report and your cashbook file. It may be quite difficult to locate such a

discrepancy when amounts are changed or reallocated. This is because there is no audit

trail–no evidence of why the change was made.

It is good book-keeping practice to make an adjustment in the journal. First, you make

an adjustment entry which reverses (cancels) the original transaction. Then, you make

an adjustment entry which corrects the original transaction. All journal entries must

total zero.

Wrong account allocation When the correct amount is posted to the wrong account,

you simply transfer the amount from the wrong account to the right account. For

example, suppose you posted $457 to Insurance but it should have been posted to Fuel

and Oil. The following transaction shows a correction adjustment which credits the

Insurance account with $457 and debits Fuel and Oil with $457, leaving the total

amount as zero.



C H A P T E R 3

102 MYOB Cashbook

Wrong amount When you post a wrong amount you cannot fix it with a journal

adjustment because MYOB Cashbook does not let you make journal entries to bank

accounts. Instead, you need to enter the incorrect receipt or payment transaction again

with the same date, reference and amount – but with a negative amount. You then enter

the correct transaction with the same date and reference, but with the corrected

(positive) amount.

For example, lets assume that when you entered a cheque in April for your Insurance

premium, you accidentally swapped two digits, typing $540 instead of $450. Later that

month, you discover your mistake and enter a reversing payment of $540 and a

correction payment of $450 to match your cheque stub. The following transaction

shows these two cheque payments. Note that the Reference column shows the cheque

number of the original incorrect transaction.


Common transaction procedures

C H A P T E R3

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Some procedures are the same whether you are importing transactions from your financial

institution or entering them manually.

COMMON TRANSACTIONS PROCEDURES

• To allocate split amounts to several accounts, below

• To post a transaction batch, page 104

To allocate split amounts to several accounts

NOT E

Private use adjustments Expenses and assets for private use are recorded differently in MYOB

Cashbook to ensure they are correctly reported on the GST Return.

1 Click on the Split Transaction button in the Enter Transactions window, whether

importing or entering transactions.The Split Transaction window is displayed

.

2 Leave the Transaction Date, Reference, Description, Gross Amount and Account

details as they are.

a Enter the split transaction amounts in the Amount column.

The total of the split transactions must not exceed the original Transaction amount.

In the above example, the two split transactions total the Gross Amount of 960.

b Mark the GST column.

c Enter a more detailed description in the Description field so you can clearly

differentiate between the split transactions.



C H A P T E R 3

104 MYOB Cashbook

SPLIT TRANSACTION OPTION

Prompt Data Entry Options

• Mark the GST Indicator checkbox to be prompted to enter the GST amount in the

GST field.

• Mark the Quantity - checkbox and then click the Always radio button to be

prompted to always enter a quantity value in the Quantity column. (This option is

only available if you have marked the Quantities checkbox in the Preferences

window – see ‘Setting preferences’ on page 153.)

• Mark the Description checkbox to be prompted to enter a description in the

Description field.

Auto Repeat

• Mark the Account Code checkbox to have the account code repeated and entered

automatically in the Account Code field.

• Mark the Description checkbox to have the description repeated and entered

automatically in the Description field.

To post a transaction batch

When you have completed entering your transactions, you post a batch to reconcile later.

1 After clicking the Post button, choose what to do next: post transactions now, save a

transaction audit report, preview a transaction audit report, or print a transaction audit

report.

Post transactions immediately, without a report

a Click Close. The Posting Transaction dialog is displayed.

b Click Yes to post the transactions and automatically reconcile them.

Save the report to a file, and then post transactions

a Click the Preview button to review the report.

b Click Save As to save the report as a text file.

c Choose the name you wish to save the file as. Be sure to remember the name of the

file the location you saved it to.

d Click the Close. The Posting Transaction dialog is displayed.

e Click Yes to post the transactions and automatically reconcile them.

Print report, and then post transactions

a Click the Print button. The Print dialog is displayed.

b Click Yes. The Posting Transaction dialog is displayed.

c Click Yes to post the transactions and automatically reconcile them.


Reconciling bank statements

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You should reconcile your bank statement to ensure the bank’s record of transactions

matches that of your cashbook file.

BANK RECONCILIATION PROCEDURES

• To reconcile a bank statement, below

• To edit a posted transaction, page 106

• To delete a posted transaction, page 106

• To lock accounting periods, page 106

To reconcile a bank statement

1 Go to the Processing command centre and click Bank Reconciliation.

The Bank Reconciliation window is displayed.

2 Choose the bank account you wish to reconcile from the Bank Account drop-down list.

3 Mark the Show Unreconciled Transactions Only checkbox to display only those

transactions that have not been reconciled.

4 Using your bank statement, enter the presented date of the transaction. This is the date

of the transaction as shown on your bank statement. This reconciles the transaction and

also determines the order of the transactions, making it match your statement. The

Balance column gives you a running total, which you can use to compare with your

bank statement to isolate where the bank account is out of balance.

5 To unreconcile simply clear the checkbox in the Rec column.



C H A P T E R 3

106 MYOB Cashbook

6 Click the Find button to search for a transaction by date, reference, amount or account

code.

When you finish a batch of transactions, the transactions are saved in Bank

Reconciliation window. All posted transactions are listed in date order. Use the scroll

bar or press the up/down arrows to move through the list.

To edit a posted transaction


The Bank Reconciliation window is displayed with the posted transactions.

2 Double–click a transaction or press F5 to edit as necessary. Note that a split transaction

cannot be changed to a normal transaction or vice versa.

We recommend that you enter transactions through the Enter Transactions window.

To delete a posted transaction


The Bank Reconciliation window is displayed with the posted transactions.

2 Place the cursor on the transaction, go to the File menu and choose Delete Transaction

or F8.

To lock accounting periods

Lock periods prevents you from entering, deleting, or changing transactions within a

defined period. That way MYOB Cashbook prevents you from accidentally entering a

transaction in that period.

1 Go the Setup menu and choose Preferences.

2 Click the General Preferences tab.

3 Mark the Lock periods up to and including checkbox and select the period you wish

to lock transaction for from the drop-down list.


Viewing transactions

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Transaction Enquiry allows you to view details of particular transactions from the current

year. In this area, you’ll view account codes, transaction references, net and GST amounts as

well as other information.

The Account Code and Name are displayed at the top of the screen. This gives you

information about which account the transactions are being viewed for. The transactions

being displayed cannot be changed in this area, however you can browse the full range of

accounts by using the navigation buttons at the bottom of the screen. You can go directly

to an account by typing the account code into the white box at the top left hand side of the

page.

To view all transactions in an account

1 Go to the Processing command centre and click Transaction Enquiry. The

Transaction Enquiry window is displayed.

The top portion of this screen also displays information about the account selected. The

Account Type and the GST Type are displayed (see ‘Maintaining the chart of accounts’

on page 60). The Current Year and Last Year Balances are also shown but cannot be

edited.

2 Enter the account code in the Account field or press F9 to view the account list. The

displayed records will automatically change to those relevant for the selected account.



C H A P T E R 3

108 MYOB Cashbook

3 Press the arrow buttons at the bottom of the screen to move between the different

accounts.

4 Double–click on an entry to display the Transaction Detail window.






109

4

Reporting: monitoring your business

Generate reports to monitor your cash flow and bank

reconciliations, create a transaction audit trail, prepare

financial statements, or complete the GST Return

Overview of reporting 110

To go to the Reporting command

centre 111

Running Bank Reconciliation

reports 112

To run a Bank Reconciliation

Report 112

Running the Cash Flow

report 113

To run a Cash Flow report 113

Running GST reports 119

To run a GST report 119

Running Trial Balance reports 121

To run a Trial Balance report 121

Running Transaction Details

Reports 124

To run a Transaction Details

Report 124

Running User-Defined

Transactions reports 129

To run a User-Defined Transaction

report 129

Exporting reports to PDF or

Microsoft Word 134

To export reports 134


Overview of reporting

C H A P T E R 4

110 MYOB Cashbook


You can print a number of different reports to help you keep track of your business and

report your GST obligations to the IRD. You generate reports from the Reporting command

centre.

NOT E

Run reports from menu All of the reports in the Reporting command centre are also accessible from

the Reports menu. Note that two reports appear on this menu that are not in the Reporting command

centre: the Chart of Accounts report and the Descriptions report. For the procedure to print these reports,

see ‘To print the chart of accounts’ on page 69 and ‘To print description shortcuts’ on page 82. You can

also generate a Transaction Audit report when you post a batch of transactions – see ‘To post a

transaction batch’ on page 104.

Using report wizards When you are running reports, you need to specify certain basic

pieces of information, such as the date range, the financial year, the type of transaction, and

so on. MYOB Cashbook makes this simple. When you click a report button, you are

presented with a ‘Wizard’, a series of windows in which you can specify the information

you want to include in the report.

You can move back and forth between these windows as you decide on what you need to

report on. You can also preview the report on screen before you actually print it out.

Saving report definitions For some reports, you can save the filters you specify for a report

as a pre-defined report. This means you can the same report next time without having to re-

enter the report filters. This is useful when you are running cash flow reports on a periodic

basis, such as monthly or annually, which normally require exactly the same information.



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You can also make a pre-defined report available to other users on your network, provided

they also have MYOB Cashbook installed on their computers.

To go to the Reporting command centre

1 In any MYOB Cashbook command centre, click the Reporting icon. The Reporting

command centre is displayed.



Generate a list of unreconciled payments and

receipts in one or more of your bank accounts, and

print or save the report

‘Running Bank Reconciliation reports’ on

page 112

Generate a report of cash receipts and cash

payments actuals compared with your budget and

previous years’ figures, and print or save the report

‘Running the Cash Flow report’ on page 113

Generate a summary GST report to complete your

Goods and Services Tax Return or a detail GST

report for audit purposes, and print or save these

reports

‘Running GST reports’ on page 119

Generate a report of balances of each account

compared with previous years, and print or save

the report

‘Running Trial Balance reports’ on page 121

Generate a report that includes the details of each

transaction, and print or save the report

‘Running Transaction Details Reports’ on

page 124

Generate a report including only the details of each

transaction that you specify, and print or save the

report

‘Running User-Defined Transactions reports’ on

page 129


Running Bank Reconciliation reports

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112 MYOB Cashbook

Running Bank Reconciliation reports

The Bank Reconciliation report prints a list of all the unreconciled transactions in your

cashbook file. It shows all currently outstanding cheques and deposits, and the difference

between the current cashbook account balance and your bank account statement balance.

You can create as many or as few different reconciliation reports as you like by changing the

filters where appropriate. You will need to run separate Bank Reconciliation reports for

every bank account you want reconciled.

To run a Bank Reconciliation Report

1 Go to the Reporting command centre and click Reconciliation Report. The Bank

Reconciliation Report window is displayed.

2 Enter any date you wish to reconcile to in the Report Bank Balance as at... field.

3 Choose the bank account you are reconciling from the Bank Account drop-down list.

4 Decide what you want to do with the report.

Preview the report This allows you to quickly check that the report has been generated

correctly before you print or save it.

• Click the Preview button.

Save the report for viewing later

See Exporting reports to PDF or Microsoft Word, on page 134 for more information

about saving your previewed report.

Print the report

• Click Print.

5 Click Close.


Running the Cash Flow report

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The Cash Flow report enables you to gather a range of information about the cash flow in

your business.

For any given period, you can include as much or as little information as you require in the

report. You can choose to include your actual figures for this year and last year, the variance

between this year and last year’s actuals, budget figures for this year, and the difference

between this year’s budget and this year’s actuals.

To run a Cash Flow report

1 Go to the Reporting command centre and click Cash Flow Reports. The Cash Flow

Report window is displayed.

2 Click Next. Continue with ‘Step 1 – Start’ next.

Step 1 – Start

CAUT ION

Don’t finish early! Clicking the Finish button before you have completed all pages of the wizard

abandons the report prematurely.

1 Choose whether you want to use a pre-defined report or create a new custom report.

A pre-defined report is a report you have previously saved as a template or pre-defined

report. When you create a new custom report, you will have the option to save it as a

pre-defined report for use next time.

Pre-defined report

a Click the I’d like to use a pre-defined Report Setting radio button.

b Choose the pre-defined report template from the Select Report Settings Definition

drop-down list.



C H A P T E R 4

114 MYOB Cashbook

c Click Finish. Continue with ‘Step 5 – Finish’ next.

New custom report

a Click the I’d like to Customise My Own Report Settings radio button.

b Click Next. Continue with ‘Step 2 – Select Report Type’ next.

Step 2 – Select Report Type

1 Choose whether you want to run a standard report or a wide report.

The Standard Report radio button gives you a yearly overview of your business’ cash

flow. The Wide Report radio button gives you a more detailed, month-by-month

breakdown.

Standard report

• Click the Standard Report radio button and then choose the columns you want to

include in the report.

Wide report

Column Description

Actual This financial year’s actual figures – your actual receipts and payments

subtotalled by transaction code.

Budget The figures you budgeted for this financial year, subtotalled by transaction

code.

Budget Variance The difference between your actual and budgeted figures for this financial

year, subtotalled by transaction code. For example, if your actual amount is

$43,100 and your budgeted amount is $37,453, the budget variance would

appear as ($5,647).

Last Year Last financial year’s actual figures, subtotalled by transaction code.

Last Year

Variance

The difference between last financial year’s actual figures and this financial

year’s actual figures, subtotalled by transaction code.



C H A P T E R4

115User Guide

• Click the Wide (12 month columnar) Report radio button, and specify the

information you want to include in the report.

2 Choose whether to group the subtotals in your report.

Using groups allows you to sort the report information in two ways.

The first way lets you group the report information into two main categories of

accounts, Revenue/Expense accounts together and Asset/Liability/Capital accounts

together. For example, all purchases, sales, rent, bank charges, etc. appear under the

Revenue/Expense category; bank balances, property you own, monies owed, etc. appear

under the Asset/Liability/Capital category.

The second way lets you specify one or more groups, each of which consists of a range

of account codes. For example, one group might include the range 199 to 271, and

another group might include the range 908 to 999. This gives a breakdown of your

receipts and payments according to cost centre, and is recommended if you have set up

departments in your Chart of Accounts.

Grouped in two main categories

• Mark the Group by Revenue/Expense and Asset/Liability/Capital checkbox.

Grouped by ranges of account numbers

a Mark the Arrange Receipts and Payments into defined ‘Groups’ checkbox.

b Click the Set up Report Groups button.

c Complete the Set Up Cash Flow Report Groups window.

Information Description

Actual only Only this financial year’s actual cash-flow figures – your

actual receipts and payments subtotalled by transaction

code.

Budget only Actual Bank Balance Only the cash-flow figures you budgeted for this financial

year, subtotalled by transaction code, and also your

actual bank balance.

Budget Bank Balance Only the cash-flow figures you budgeted for this financial

year, subtotalled by transaction code, and also your

budgeted bank balance.

Combined Actual / Budget This financial year’s actual and budgeted cash-flow

figures, subtotalled by transaction code.



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Press F4 to add a row or press F8 to delete a row.

d Click Next. Continue with ‘Step 3 – Select Bank Account(s)’ next.

Step 3 – Select Bank Account(s)

1 Specify the bank accounts you wish to include in your reports by marking the

appropriate checkboxes.

You can also click the Select All Banks button to include all bank accounts in your

report.

2 Click Next. Continue with ‘Step 4 – Select Accounting Periods’ next.

A Sequence Type numbers in this column in the order in which you want the groups

printed.

B Description Type a descriptive name for the group.

C Start A/c Type the account code prefix of the first account to be included in the

group, that is, just the part before the slash (/). For example, you would

type 980, not 980/03.

D End A/c Type the account code prefix of the last account to be included in the

group.

DCBA



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Step 4 – Select Accounting Periods

1 Specify the accounting period to include by choosing from the Start Month and End

Month drop-down lists.

The default setting is the current financial year.

2 Click Next. Continue with ‘Step 5 – Finish – Print Report’ next.

Step 5 – Finish – Print Report

1 Choose what you want to do with the report.

Preview the report This allows you to quickly check that the report has been

generated correctly.


Save the report





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Save the report as a ‘pre-defined’ report This allows you to customise a report to your

requirements and then save this ‘pre-defined’ report for future use. This is useful when

running regular periodic reports, such as monthly or quarterly reports, which must be

exactly the same. You can share a pre-defined report with other computers connected to

your network if you are licensed to run MYOB Cashbook on multiple workstations.

a Mark the Save This Report Definition as checkbox to create a report template. Type

a descriptive name for the pre-defined report, such as ‘Monthly Cash Flow report’.

b Mark the Save as a Public Definition checkbox to make the pre-defined report

available to others on the same network. Note that MYOB Cashbook must be

installed on any computer on your network to which you want the report template

to be available.

Print the report

• Click Print.

2 Click Close.


Running GST reports

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Running GST reports

The GST reports are used to track the GST you have paid on purchases and have collected on

sales. These reports allow you to complete the GST Return. There are three GST reports:

• GST Summary report This report looks like the Calculation GST Return supplied

by the IRD. All you need to do is copy these amounts onto the GST Return.

• GST Detail report This report is an audit report that analyses all transactions by

GST type. It makes it easy to ensure all transactions have been given the correct GST

type to be reported correctly on the GST Return.

• Combined GST Summary and GST Detail report This report simply prints the

GST Summary and GST Detail report in a single report.

Generally, you should run the GST Detail report first to check that your transactions have

the correct GST type. Then run the GST Summary report to complete the GST Return form.

You should consult your accountant before completing your GST Return. For further

information about completing the GST Return, refer to the IRD publication GST Guide

(publication IR 375).

To run a GST report

1 Go to the Reporting command centre and click GST Reports. The GST Report


2 Choose which GST report to run.

Summary Report

a Mark the Summary Report checkbox to run the summary report. Copy the totals

onto the GST Return.

Detail Report (Audit Trail)

• Mark the Detail Report (Audit Trail) checkbox to run the detail report. This report

lists all the transactions totalled for each field on the GST Return for the specified


Running GST reports

C H A P T E R 4

120 MYOB Cashbook

accounting period. For each transaction, it also includes the account in your chart of

accounts in which each transaction has been recorded, with the date, reference

number, gross/net/GST amounts, and any comments.

Combined Summary and Detail Report

• Mark both the Summary Report and Detail Report (Audit Trail) checkboxes to run

the combined summary and detail report.

3 Specify the reporting period.

The reporting period is either monthly, bi-monthly, six monthly, depending on how

you are registered with the IRD – check your GST Return form. The default setting is the

current financial year.


Preview the report This allows you to quickly check that the report has been generated

correctly before you print or save it.


Save the report for viewing later



Print the report

• Click Print.

5 Click Close.

Box Explanation

Start Month Choose the first month of the reporting period.

End Month Choose the Start Month if you are reporting monthly, or the month that ends the

quarter if you are reporting on a quarterly basis.


Running Trial Balance reports

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This report shows the account balance for each account. The Trial Balance displays totals for

the selected period and the Year to Date total.

You can compare your account balances over a number of different time periods (for

example, last year, year to date). You can also include any quantities you may have recorded

against amounts in the report. You can also save the report definitions for re-use in the

future.

To run a Trial Balance report

Go to the Reporting command centre and click Trial Balance Report.

The Trial Balance Report wizard is displayed. Continue with ‘Step 1 – Start’ next.

Step 1 – Start

Choose whether you want to use a pre-defined report or create a new custom report.

A pre-defined report is a report you have previously saved as a template. When you

create a new custom report, you will have the option to save it as a pre-defined report for

use next time.

Pre-defined report



drop-down list.

c Click Finish. Continue with ‘Step 5 – Finish – Print Report’ next.

New custom report

a Click the I’d like to Customise My Own Report Settings radio button.

b Click Next. Continue with ‘Step 2 – Select Accounting Periods’ next.


1 Specify the accounting period.

Do this by choosing the required months from the Start Month and End Month drop-

down lists. The default setting will be the current financial year.

2 Click Next. Continue with ‘Step 3 – Report Column Options’ next.



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Step 3 – Report Column Options

1 Choose the columns you want printed on the report.

2 Choose how you want to format the columns of the report.

3 Mark the Quantity checkboxes for each row to include quantities in the report.

4 Click Next. Continue with ‘Step 4 – Other Report Options’ next.

Checkbox Explanation

Selected Period Includes figures for the specified reporting period.

Year to Date Includes figures from the beginning of the financial year to the present.

Selected Period Last Year Includes figures for the same specified reporting period in the previous

year.

Year to Date Last Year Includes figures only for the year to date period in the previous year.


Double Arranges Debit and Credit amounts in two separate columns.

Single Arranges both Debit and Credit amounts in a single column, but showing Credit

amounts as negative.

Quantity Shows the number of units that make up the value, used to summarise stock levels

or other assets counted in units, such as livestock.



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Step 4 – Other Report Options

1 Choose which additional options you want to include in your report:

• Mark the Word wrap long descriptions checkbox so that long descriptions wrap to

be completely included in the column. Otherwise, they are cut off at the boundary

of the column – handy to shorten long reports.

• Mark the Consolidate sub-codes checkbox to print master account balances and

suppress subaccount balances, rather than print balances for each subaccount.

2 Click Next. Continue with ‘Step 5 – Finish’ next.

Step 5 – Finish





Save the report









a descriptive name for the pre-defined report, such as ‘Monthly Cash Flow Report’.




to be available.

Print the report

• Click Print.

2 Click Close.


Running Transaction Details Reports

C H A P T E R 4

124 MYOB Cashbook


These reports print details of your transactions for an account or range of accounts, batches

or periods.

To run a Transaction Details Report

Go to the Reporting command centre and click Transaction Details Reports.

The Transaction Details Report wizard is displayed. Continue with ‘Step 1 – Start’ next.

Step 1 – Start


A pre-defined report is a report you have previously saved as a template or pre-defined



Pre-defined report



drop-down list.

c Click Finish.

New custom report

• Click the I’d like to Customise My Own Report Settings radio button.

2 Click Next. Continue with ‘Step 2 – Select Report Type’ next.

Step 2 – Select Report Type

♦ Click the appropriate radio button.



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• Transaction Details by Account This lists individual transactions for each

account. You can choose single accounts or a range of accounts. An accountant may

refer to this report as account ‘ledgers’. Mark the Ignore accounts with no

transactions … checkbox to avoid printing accounts with no details. After choosing

this option, continue with ‘Step 3 – Select Account(s)’ on page 125.

• Transaction Details by Batch This lists transactions of a specific batch (or

multiple batches). After choosing this option, continue with ‘Step 5 – Select

Batches’ on page 126.

• Transaction Details by Month Lists transactions for the specified months. After

choosing this option, continue with ‘Step 4 – Select Accounting Periods’ on

page 125.

Step 3 – Select Account(s)

This step is displayed only when you clicked the Transaction Details by Account radio

button in ‘Step 2 – Select Report Type’ above.

1 Choose the accounts to be selected.

• Click the Select a range of Accounts radio button, and enter the Start Account and

End Account to specify the range of reports to be included. If you leave the Start

Account and End Account fields blank, all the accounts in your chart of accounts

will be included in the report.

• Click the Pick Accounts from a list radio button, and mark the checkbox next to

each account to be reported.

2 Click Next. Continue with ‘Step 4 – Select Accounting Periods’ next.


This step is displayed either if you completed ‘Step 3 – Select Account(s)’ above or clicked

the Transaction Details by Month radio button in ‘Step 2 – Select Report Type’ on

page 124. This step is not displayed when you click the Transaction Details by Batch radio

button in ‘Step 2 – Select Report Type’ on page 124.



C H A P T E R 4

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1 Specify the reporting period you want your report to include by choosing from the Start

Month and End Month drop-down lists.

The default setting is the current financial year.

2 Click Next. Continue with ‘Step 5 – Select Batches’ next.

Step 5 – Select Batches

This step is displayed only when you clicked the Transaction Details by Batch radio

button in ‘Step 2 – Select Report Type’ on page 124. This step is not displayed if you clicked

the Transaction Details by Month radio button in ‘Step 2 – Select Report Type’.

1 Choose the batch or batches you want to report on.

When in ‘Step 2 – Select Report Type’ if you clicked the:

• Transaction Details by Account radio button, mark the Select specific Data Entry

batches? checkbox if you want to report by batch.

• Transaction Details by Batch, the Select specific Data Entry batches? checkbox is

already selected.

2 Specify a range of batches or select individual batches.

Range of batches

• Click the Enter a Range of Batches radio button, and enter the starting and ending

batch numbers of the range in the Start Batch and End Batch fields.

Individual batches

• Click the Pick individual Batches from a list radio button and click the checkbox

to the left of each batch.

3 Click Next. Continue with ‘Step 6 – Other Report Options’ next.



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Step 6 – Other Report Options

This step is not displayed if you clicked either the Transaction Details by Month or

Transaction Details by Batch radio button in ‘Step 2 – Select Report Type’ on page 124.

1 Click the appropriate sorting options radio button for your report.

• Transaction Date Order

• No sort—in order of Data Entry


Step 7 – Finish





Save the report



C H A P T E R 4

128 MYOB Cashbook









a descriptive name for the pre-defined report, such as ‘Weekly Transaction Details

Report’.




to be available.

Print the report

• Click Print.

2 Click Close.


Running User-Defined Transactions reports

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The User-Defined Transactions report allows you to specify exactly what information you

want to include in your report. Once you have defined your report, you can then save it as

a ‘pre-defined’ report for future use.

To run a User-Defined Transaction report

1 Go to the Reporting command centre and click User Defined Transaction Reports.

The User-Defined Transaction Report window is displayed.

2 Click Next. Continue with ‘Step 1 – Start’ next.

Step 1 – Start


A pre-defined report is a report you have previously saved as a template or ‘pre-defined’



Pre-defined report



drop-down list.

New custom report

• Click the I’d like to Customise My Own Report Settings radio button.

2 Click Next. Continue with ‘Step 2 – Select Report Type’ next.

Step 2 – Select Accounts

1 Specify a range of accounts, selected individual accounts, or all accounts.

Range of accounts

• Click the Select a Range of Accounts radio button and enter the starting and

ending account codes of the range in the Start Account and End Account fields.

Individual accounts

• Click the Pick Accounts from a List radio button and mark the checkbox to the left

of each account.

All accounts

• Click the Select ALL Accounts radio button and then mark the Print one line per

Transaction checkbox to combine any split transactions into one line on the report.

2 Click Next. Continue with ‘Step 3 – Other Selection Criteria’ next.



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Step 3 – Other Selection Criteria

1 Choose from the Start Month and End Month drop-down lists to set the range of

periods. The default setting is the current financial year.

2 Choose the types of transactions to be reported from the Transaction Types drop-down

list.

3 Choose whether or not you want to include only transactions from a specific bank

account in your report. Either:

• Mark the Specify a single Bank Account checkbox and choose a bank account from

the drop-down list to only report that account, or

Mark the Specify a single Bank Account checkbox to include all bank accounts.

4 Mark the Exclude ‘System-Generated’ Transactions checkbox to only include

transactions that you entered yourself.

or

Clear the Exclude ‘System-Generated’ Transactions checkbox to also include ‘system-

generated’ transactions entered automatically by MYOB Cashbook.

5 Click Next. Continue with ‘Step 4 – Select Columns’ next.



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Step 4 – Select Columns

1 Edit the Selected Items list to include the required columns in the report.

• Double-click an item in the Available Items list to move it to the Selected Items list,

or click it and click the right-arrow button ( ).

• Click the double right-arrow button ( ) to move all items from the Available

Items list to the Selected Items list.

• Double-click an item in the Selected Items list to move it to the Available Items list,

or click it and click the left-arrow button ( ).

• Click the double left-arrow button ( ) to move all items from the Selected Items

list to the Available Items list.

2 Specify the left-to-right order in which the selected columns are to appear.

The top-to-bottom order of the Selected Items list (included columns) determines the

left-to-right order of the columns in the report.

• Click the square button ( ) to the left of the item to be moved and drag it up or

down to the required position.

3 Click Next. Continue with ‘Step 5 – Select Sorting and Grouping Options’ next.



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132 MYOB Cashbook

Step 5 – Select Sorting and Grouping Options

Rather than your report being a single long list with totals at the end, you can group it into

smaller sections. For example, in the above illustration, the report is grouped according to

account number, and within that by transaction reference and by transaction date. There

will be a total for each individual account and for each transaction reference. Each account

code (account number) will start on a new page.

1 Choose the sort order for your report.

Choose the field to sort on from the Sort by drop-down list. Repeat this with additional

field choices from the Then by drop-down lists for successive descending sorting in

descending order.

2 Mark the Group Total checkboxes to indicate where subtotals are to be inserted.

Grand totals are always included at the end of your report even if you opt to clear all

Group Total checkboxes.

3 Mark the New Page checkboxes to indicate where the report is to continue on a new

page.

For example, if your first sort option is by account number, then marking the Next Page

checkbox ensures that each account start on a new page.




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Step 6 – Finish





Save the report



Save the report as a spreadsheet You can save the report as a spreadsheet, so that you

can work on your figures further in a spreadsheet program.

a Click the Send the report to a Spreadsheet button.

b Enter a file name for the spreadsheet you are about to create. Use the file extension

of the spreadsheet program you are using, such as myreport.xls.

c If you want to save the spreadsheet to a different folder, click the button to the right

of the File Name field and navigate to the new location. By default, the report is

saved to your cashbook file folder.

d Click OK.







a descriptive name for the pre-defined report, such as ‘Weekly Sales Report’.




to be available.

Print the report

• Click Print.

2 Click Close.


Exporting reports to PDF or Microsoft Word

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134 MYOB Cashbook

Exporting reports to PDF or Microsoft Word

MYOB Cashbook allows you to export previewed reports to PDF or Microsoft Word.

To export reports

1 On the final step of a report wizard, click Preview.

2 An on-screen preview of your report will display in a new window.

1 Print - Click to send the previewed report to a printer of your choice.

2 Prev Page - Click to go to the previous page of the previewed report (only enabled

for reports longer than one page).

3 Next Page - Click to go to the next page of the previewed report (only enabled for

reports longer than one page).

4 Zoom In - Click to enlarge the preview.

5 Zoom Out - Click to see more of the preview.

6 To Word - Click to save the

previewed report as an rtf

file that can be opened in

Microsoft Word.

7 To PDF - Click to save the

previewed report as a pdf

file that can be opened in

Adobe PDF Reader.

8 Close - Click to close the

preview and return to the

report wizard.

135

5

Send: exporting to your accountant

Extract transactions from your cashbook file and send them on a

disk or by email to your accountant to process GST Returns, end-

of-year adjustments, annual reports, and taxation returns

Overview of Send 134

To go to the Send command

centre 134

Extracting and sending

transactions 135

To select a range of transactions to

send 135

To resend transaction data sent

previously 136

To email the selected range of

transactions 137

To save the selected transactions to a

floppy disk 139


Overview of Send

C H A P T E R 5

136 MYOB Cashbook

Overview of Send

You can easily send transaction data to your accountant for regular processing with MYOB

Accountants Office or MYOB Accountants Enterprise – at the end of the month, end of the

quarter, end of the year, or when your accountant requests it. Transaction data can be sent

either by email or by saving them to a floppy disk and posting it. When data is lost in

transmission, you can resend the missing batch of data. You send transaction data to your

accountant from the MYOB Send command centre.

To go to the Send command centre

1 In any MYOB Cashbook command centre, click the Send icon.

2 Now continue with ‘Extracting and sending transactions’ next.


Extracting and sending transactions

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You send transaction data to your accountant in two different ways:

• select the date range of transactions to be sent, and

• send them either by email or on disk.

SEND PROCEDURES

• ‘To select a range of transactions to send’ below

• ‘To resend transaction data sent previously’ on page 138

• ‘To email the selected range of transactions’ on page 139

• ‘To save the selected transactions to a floppy disk’ on page 141

To select a range of transactions to send

1 Go to the Send command centre.

2 Click the Create new extract file radio button.

3 Choose from the Start Month and End Month drop-down lists to set the date range for

the transactions to be included in the extract file.

The date range defaults to include the entire financial year but you will probably want

to specify just the previous month or the previous quarter. Ask your accountant how

often you should send transaction data.

4 Click a radio button to choose whether the extracted data is to also include previously

extracted data.

5 Choose the Type of Output depending on the software your accountant uses.

6 Now send the selected transaction data by the preferred method.

• ‘To email the selected range of transactions’ on page 139



Extract only transactions

not previously extracted

When the specified date range overlaps that of the previous transmission,

this choice ensures that transactions are not duplicated. If you are not sure

of the end date of the previous extract, you can safely select an overlap to

ensure that no transactions are missed.

You would normally click this radio button for monthly or quarterly

transmission of transactions.

Extract all transactions in

the specified range

When the specified date range overlaps that of the previous transmission,

this choice sends all transactions even if some were sent before.

For example, your accountant might ask you to click this radio button if he

or she wanted the entire year’s transactions to do end-of-year processing.



C H A P T E R 5

138 MYOB Cashbook

To resend transaction data sent previously

1 Go to the Send command centre.

2 Click the Resend last extract file radio button.

MYOB Cashbook keeps a record each time you select and send transactions. When you

click this radio button, it automatically selects the transactions you sent on the previous

occasion.

3 Choose the Type of Output depending on the software your accountant uses.

4 Now resend the transaction data by the preferred method.

• ‘To email the selected range of transactions’ next




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139User Guide

To email the selected range of transactions

You email transaction data after you have already selected it in the Send command centre,

as described in ‘To select a range of transactions to send’ on page 137 or ‘To resend

transaction data sent previously’ on page 138.

1 Log on to the Internet in the usual way.

Most likely you access the Internet via a dial-up telephone connection to your internet

service provider (ISP). Or you may have a permanent connection via a cable modem or

a local area network (LAN). In any case, you must be logged on to the Internet before

you can email transaction data.

2 Click the E-mail button in the Send command centre. The Send Transactions to

Accountant by E-Mail dialog is displayed.

3 Complete the Send Transactions to Accountant by E-Mail dialog.

4 Click OK. The Extracting Transactions dialog confirms that MYOB Cashbook has

emailed the selected transactions.

• When you choose the HTML format, MYOB Cashbook creates a cover message

identifying the sender, the cashbook file from which the transactions came, the

A Send transactions to the

following email address

Enter the email address of your accountant’s practice.

B Using your email address

below

Enter your email address – the one to which replies should be sent – to

receive a copy of the message that is sent to your accountant. (This

address is the same as the address that appears in the From or Reply-

To fields when sending messages from your email program.)

C Plain Text

HTML

Click to include a covering message without any formatting, such as

bold or italic (preferred).

Click, only if your accountant’s email program supports HTML, to

include a covering message formatted with different fonts and styles.

A

B

C



C H A P T E R 5

140 MYOB Cashbook

date range, and the number of transactions. It attaches a file with a .mye file

extension that contains the transaction data.

• When you choose the plain format, MYOB Cashbook places the cover message

in a file attachment with a .dat file extension.

NOT E

When email fails MYOB Cashbook warns you when it is unable to email your transaction data for any

reason. In this case, you need to resend the same data when email becomes available again – see ‘To

resend transaction data sent previously’ on page 138.

5 Click OK. A dialog asks whether periods are to be locked.

CAUT ION

Locking prevents transaction entry If you click Yes in the next step, you will not be able to add

transactions to the locked periods or edit them. Locking is a good idea as it ensures that, after you have

sent transaction data to your accountant, no new or changed transactions can be added to the extracted

periods. If necessary, it is possible to unlock periods to edit transactions – see ‘Setting preferences’ on

page 153.

6 Click Yes to lock periods up to and including the end of the extract date range.

or

Click No to leave the periods unlocked.



C H A P T E R5

141User Guide

To save the selected transactions to a floppy disk

You save transaction data to disk after you have already selected the data in the Send

command centre, as described in ‘To select a range of transactions to send’ on page 137 or

‘To resend transaction data sent previously’ on page 138.

1 Click the On Disk button in the Send command centre. The Send Transactions to

Accountant by Disk dialog is displayed.

2 Complete the Send Transactions to Accountant by Disk dialog.

≡ Accept the A:\ folder proposed by the dialog in the Path field or type the name of

another folder, for example, A:\transactions\. Do not type a file name.

≡ Click the ellipsis button ( ) to open the Browse for Folder dialog, select another

folder, and click OK.

The folder can be on your floppy disk (for example, A:\transactions\) or on your

hard disk (C:\temp\).

3 Click OK. The Extracting Transactions dialog confirms that MYOB Cashbook has

saved the selected transactions to the export file.

4 Click OK. A dialog asks whether periods are to be locked.

CAUT ION

Locking prevents transaction entry If you click Yes in the next step, you will not be able to add

transactions to the locked periods or edit them. Locking is a good idea as it ensures that, after you have

sent transaction data to your accountant, no new or changed transactions can be added to the extracted

periods. If necessary, it is possible to unlock periods to edit transactions – see ‘Setting preferences’ on

page 153.

5 Click Yes to lock periods up to and including the end of the extract date range.

or

Click No to leave the periods unlocked.

6 Send the export file to your accountant.



C H A P T E R 5

142 MYOB Cashbook

143

6

Other functions

Set up or change your password and MYOB Cashbook preferences,

and back up and restore your data

Backing up and restoring your

data 142

To back up your cashbook file 142

To restore a backup 144

Repairing the cashbook file 145

To rebuild the index 145

To recalculate balances 145

To rebuild the cashbook list 146

Starting a new year 147

To begin a new financial year 147

Managing your password 148

To create the password 148

To change the password 149

To delete the password 150

Setting preferences 151

To set your preferences 151

Other functions

Backing up and restoring your data

C H A P T E R 6

144 MYOB Cashbook


Your business generates an enormous amount of data. Computers are very reliable, but are

not perfect. You should back up (make copies) of your MYOB Cashbook data on a regular

basis.

Back up is the copying of computer files to some form of storage device. If you have a

relatively small cashbook file, you can simply copy the MYOB Cashbook file set (*.dbf and

*.fpt files) to a separate disk. Otherwise you can use MYOB Cashbook’s automatic backup

to create a compressed version of your cashbook file (with a *.zip extension in Windows).

Don’t put your backups on the same hard drive as MYOB Cashbook- a single disaster can

wipe out all of your records.

Why is backing up so important? Sometimes disks can become corrupted without your

knowledge. Making multiple copies gives you a greater degree of protection.

Why make multiple backups? Sometimes disks fail in subtle ways. A failure can corrupt a

big chunk of your data in such a way that you may not notice it during a session. Once you

copy the damaged data onto your only backup, you’re stuck; you will have no valid backup

and will need to re-create your cashbook file. Multiple backups give you a greater degree of

protection.

When to back up your cashbook file We recommend:

• Daily backups – rotational

If you use MYOB Cashbook every day, make a backup disk for each day of the week. Use

for example, your Monday backup disk after Monday’s session, Tuesday’s backup after

Tuesday’s session, etc.

• Monthly backups – archival

After completing all entries for a month, make an archive copy. For example, when you

finish making entries for February (which is usually sometime in March), make a backup

copy. Label it “MYOB Cashbook February 2007 Archive”. Put it in a safe place, preferably

in a different location to where your computer is located. Do not use this disk again.

• Yearly backups – archival

After completing all entries for a year make an archive copy. For example, when you

finish making entries for 2007 (which is usually sometime in 2008), make a backup

copy. Label it “MYOB Cashbook 2007 Yearly Archive”. Put it in a safe place, preferably in

a different location to where your computer is located. Do not use this disk again.

BACKING UP AND RESTORING PROCEDURES

• ‘To back up your cashbook file’ next

• To restore a backup, page 146

To back up your cashbook file

MYOB Cashbook’s Backup command creates a backup of the cashbook file you’re currently

using, and compresses it to a smaller, more manageable size.

Other functions


C H A P T E R6

145User Guide

1 Go to the File menu and choose Backup. The Backup Cashbook window is displayed.

2 Click on the ... (ellipsis) button to choose where you want to save your cashbook file to.

3 Click OK. The backup file is created with a unique filename that includes the date and

time the backup was done.

Other functions


C H A P T E R 6

146 MYOB Cashbook

To restore a backup

MYOB Cashbook’s Restore command closes the cashbook file you’re using, decompresses

and opens backup file so you can use it, and opens the backup file.

1 Choose the disk from which you want to restore the backup file to and insert it in the

floppy drive.

2 Go to the File menu and choose Restore. The Restore window is displayed.

3 Locate your backup file (e.g. A:\ for disk) or click the ellipsis button (...) to browse for an

alternative location. Click OK. The second Restore Data confirmation dialog is displayed

4 Confirm that you want to continue restoring data by clicking Yes in the dialog that is

displayed.

5 The Restore Data warning window is displayed.

6 Reading the warning and click OK to complete the restore.

Other functions

Repairing the cashbook file

C H A P T E R6

147User Guide


MYOB Cashbook is very reliable but it cannot guard against the effects of power blackouts

or damaged hard disks. However, although these circumstances may corrupt your data,

MYOB Cashbook is nearly always able to fix the damage.

REPAIRING PROCEDURES

• To rebuild the index, below

• To recalculate balances, page 147

• To rebuild the cashbook list, page 148

To rebuild the index

Index files are maintained by MYOB Cashbook and used to find or link records in the

various databases. In some circumstances, such as a power failure during data entry, index

files may become corrupted and need to be rebuilt. It is not always possible to determine

why or how an index file has become corrupted. However, if the program displays errors

while trying to read cashbook files or if transactions which are known to exist cannot be

found, then use this option to rebuild the indexes. You may rebuild indexes files

periodically as a precaution against file errors.

1 Go to the File menu and Select Verify Data File and then Reindex. The Reindex dialog

box is displayed.

2 Click OK. The index is rebuilt.

To recalculate balances

MYOB Cashbook maintains two main files, the chart of accounts and balances, and the

transactions file. This option uses the transaction file to recalculate the account balances.

Use this option if the cashbook file accounts do not balance.

1 Go to the File menu and choose Verify Data File and then Recalculate Balances. The

Recalculate Balances dialog is displayed with the number of accounts it has

recalculated.

2 Click OK.

Other functions


C H A P T E R 6

148 MYOB Cashbook

To rebuild the cashbook list

Select this option if you have copied a cashbook to your program folder by using Windows

Explorer. That way MYOB Cashbook can recognise the cashbook file as belonging to its

program.

• Go to the File menu and choose Verify Data File and then Rebuild Cashbook List.

You have successfully rebuilt your cashbook file list.

Other functions

Starting a new year

C H A P T E R6

149User Guide

Starting a new year

You should start a new financial year only once all the transactions and balances have been

finalised for the current financial year. This is because once a new financial year has been

started, you cannot make entries in the closed financial year. You cannot make entries in

the new financial year until the current financial year is closed.

To begin a new financial year

♦ Go to the File menu and choose Start a new year. The End of Year Rollover wizard is

displayed.

Follow the directions on the screen. They will prompt you step-by-step through the

process.

Here is a summary of what happens when you start a new financial year. For the

purposes of this summary, let’s say you have a calendar financial year (January to

December) and you are ending 2006 and beginning 2007.

• MYOB Cashbook replaces last year’s (2005) historical monthly totals with the

monthly totals of the year just completed (2006).

• MYOB Cashbook zeros the balances of all your accounts as of the beginning of the

new financial year except for bank account balances. Unreconciled transactions are

still be available in Bank Reconciliation.

• MYOB Cashbook does not touch any entries made in the new financial year.

Other functions

Managing your password

C H A P T E R 6

150 MYOB Cashbook


You can use MYOB Cashbook without setting a password, appropriate for a small business

or for private accounts. If you need to ensure that only an authorised person should have

access to your data, you can specify a password that must be entered before MYOB

Cashbook will open your cashbook file.

PASSWORD PROCEDURES

• To create the password, below

• To change the password, page 151

• To delete the password, page 152

To create the password

You can protect your MYOB Cashbook data by creating a password, using up to ten

characters and combining numbers and letters as you choose. Passwords are not case-

sensitive.

1 Go to the Setup menu and choose Change Password. The Change Password window

is displayed.

2 Enter the password you wish to use in the New Password field.

3 Re-enter the same password in the Repeat New Password field.

4 Click OK to activate the password.

5 Click OK to activate the new password. The following message is displayed.

Other functions


C H A P T E R6

151User Guide

Your cashbook file is now password protected. The next time you go to open this

cashbook file you will need to enter the password at the Open window.

To change the password

You can change your password at any time. You can use up to up to ten characters.


is displayed.

2 Enter the current password in the Current Password field.

3 Enter the new password you want to use in the New Password field.

4 Re-enter the new password again in the Repeat New Password field.

5 Click OK to activate the new password. The following message is displayed.

Other functions


C H A P T E R 6

152 MYOB Cashbook

Your password has been changed. The next time try to open this cashbook file you will

need to enter your new password in the Open window.

To delete the password

If you set up a password to protect your MYOB Cashbook data, follow the instructions

below to remove it.


is displayed.

2 Enter the current password in the Current Password field.

3 Leave the New Password and Repeat New Password fields blank.

4 Click OK to remove the correct password. The following message is displayed.

The password has been removed.

Other functions

Setting preferences

C H A P T E R6

153User Guide

Setting preferences

MYOB Cashbook allows you to change some of the ways in which it operates, so you can

tailor it to the way you work.

To set your preferences

1 Go to the Setup menu and choose Preferences. The Preferences window appears.

2 Click the General Preferences tab and specify your settings.

Field Description

Year End Date This date is the last day of the current financial year.

Type of Data Entry Specify how you want to enter transactions.

Use Goods and Services

Tax

Mark to automatically calculate the Goods and Services Tax for

coded transactions.

Lock Periods up to and

including

Mark to lock a defined period and then choose the period from

the drop-down list. This prevents you from mistakenly entering a

transaction dated on or before that period.

Field Description

Record Quantities Mark to record actual quantities for non-monetary values, such as

livestock.

Record Quantity Budgets Mark to record expected quantities for non monetary values in

Maintain Budgets, such as livestock.

Other functions

Setting preferences

C H A P T E R 6

154 MYOB Cashbook

Field Description

Maximum length of

Account Code

Use up to 6 characters for your account code.

Provide support for an

additional Sub-code

Use sub-codes in your chart of accounts.

Number of digits for Sub-

Code

Use up to 2 characters for your sub-codes.

Field Description

Length of Transaction

Description

Use up to 75 characters to describe a line in the Description field.

Length of Account

Description

Use up to 75 characters to describe a line in the Description field.

Other functions

Setting preferences

C H A P T E R6

155User Guide

3 Click the Goods and Services Tax tab and specify your settings.

Field Description

Standard GST Accounts Define the account codes for Output Tax and Input Tax.

GST Adjustments Set the account codes for the GST Adjustment accounts.

GST Rates Ensure GST Rate 1 is set to 12.50 (percent). As there is only one

GST rate, ensure that all other GST Rate are set to 0.

Other functions

Setting preferences

C H A P T E R 6

156 MYOB Cashbook

4 Click the Systems Preferences tab and specify your settings.

5 Click OK.

Field Description

Show the Welcome screen

each time MYOB

Cashbook starts

The Welcome screen will appear each time you start MYOB

Cashbook.

Prompt to Backup when

closing cashbook

MYOB Cashbook will prompt you to back-up when closing

cashbooks.

Prompt to Exit MYOB

Cashbook

MYOB Cashbook will ask you to confirm when exiting the

program.

Confirm data entry with

<Enter> key

Skips to next field only after you press the enter key.

Skip to next field after

<F7>

Skips to next field only after pressing F7. (F7 deletes after cursor)

Path where Cashbook

reside

This indicates where all cashbooks are saved.

157

Glossary

Definitions of terms referred to in the text

A account Accounts are the categories you want to use to organise the financial affairs of

your business. Accounts in MYOB Cashbook have an account type of either revenue,

expense, capital, asset, or liability.

An account can either be a master account or a subaccount. This is a useful way to group

accounts together under a heading. A master account can have multiple subaccounts. You

can’t post transactions directly to a master account.

account code The account code is what identifies an account. Each MYOB Cashbook

account must have a unique account code. An example of an account code is ‘908/05’,

which is a subcode of master account ‘908’.

There are master accounts and subcodes; the master account is used to group accounts

(subcodes) together. You can’t post directly to a master account. You can specify the length

of the account code and the subcode in the General Preferences window.

account types There are five types of accounts in MYOB Cashbook: revenue, expense,

capital, asset, and liability.

accounting period MYOB Cashbook treats each calendar month as a separate accounting

period. You can also specify any other period of time within the current financial year as an

accounting period. For example, if you are running the GST report, you may want to specify

a bi-yearly accounting period to complete your GST Return.

assets Assets are things you own. Your cheque account is an asset. So is your computer. If

someone owes you money, that too is an asset.

Assets that can be turned into cash within a relatively short period of time (less than a year)

are called current assets. Things that take longer to turn into cash, like your factory building,

are called fixed assets.

Asset accounts normally have a debit balance.

158 MYOB Cashbook

auto codes depositsC H A P T E R

auto codes Auto codes are a useful way of automatically allocating the correct account to

imported transactions. For example, when you import transactions from your bank, you

can have MYOB Cashbook automatically post the amounts of regular transactions (such as

your rent) to the correct accounts.

audit trail A list of the transactions that make up the balance of the accounts for ensuring

the integrity of the accounting information.

B balance The sum of all the money added to and subtracted from an account.

bank statements A transaction type in MYOB Cashbook used to record transactions

directly from your bank statement. This allows you to enter cheques, deposits, debits, and

credits in a single batch.

budgets Expected monthly net activity for an account. Budgets are useful for planning for

the future and analysing actual performance against planned performance. You can

maintain your own budgets from the Maintenance command centre.

C capital A company’s “net worth.” The equity portion of a company equals its assets minus

its liabilities.

cashbook file See data file.

chart of accounts A listing of all your asset, liability, capital, revenue, expense, and

undefined accounts. Your chart of accounts is the list of accounts displayed in the

Maintain Chart of Accounts window, in the Maintenance command centre.

cheque Cheques is a type of transaction in MYOB Cashbook which is used to record

transactions from your chequebook.

credit amount On the “right” side of the ledger (a debit amount occupies the “left” side),

a credit amount increases the balance of accounts with a credit balance and decreases the

balance of accounts with a debit balance.

Accounts that normally carry a credit balance are liability, equity, and income accounts.

customer Someone who purchases goods or services from you. In MYOB Cashbook, you

record sales to customers using descriptions.

D data file This is the file (or, more correctly, the set of files) that stores all the information

about the different companies and the transactions your enter for them. Alternatively

known as a cashbook file.

debit On the “left” side of the ledger (the credit amount occupies the “right” side), a debit

amount increases the balance of accounts with a debit balance and decreases the balance of

accounts with a credit balance.

Accounts that normally carry a debit balance are asset and expense accounts.

deposits Deposits is a transaction type in MYOB Cashbook used to record transactions

relating to payments you have received.

159User Guide

descriptions Output Tax C H A P T E R

descriptions Descriptions is a fast shortcut method of recording text (‘descriptions’) for a

transaction. You would create descriptions for vendor and supplier names, for the items or

services you sell, even for the names of the transactions you use. For example, descriptions

might be E-Eftpos, SUP-Shop Supplies, AC-Accountant.

double-entry accounting A method of bookkeeping in which every entry is balanced by

another entry. Correct double-entry accounting always provides a balanced set of books;

that is, the total value of your asset accounts will equal the total value of your liability and

equity accounts. Your accountant’s MYOB Accountants Office software uses double-entry

bookkeeping, but in MYOB Cashbook, this all happens behind the scenes.

E Exempt Exempt supplies are goods or services which are not subject to GST and are not

included in your GST Return, for example, bank account fees.

expense The cost associated with running a business. Expense is an account type in MYOB

Cashbook.

F financial year The 12-month period you use to define your accounting year. MYOB

Cashbook works in the current financial year.

G general ledger This is where your accountant brings all your account information

together—sales, purchases, cash in, cash out. Your accountant generates your financial

statements—balance sheet and profit and loss (income) statement—from the general

ledger.

GST types GST types are used with the account type and the GST Return reporting options

to make sure the correct information is reported in your GST Returns. There are four GST

types: Input Tax, Output Tax, Exempt, and Zero-rated.

H historical balances Historical balances are the final balances of all your accounts at the

end of a financial year, before you start a new year. When you first start using MYOB

Cashbook, you can manually enter historical balances for the previous financial year. Then

when you next start a new year, it is done automatically for you.

I Input Tax When you buy a good or service to use in a taxable activity, the GST portion of

the price is called Input Tax. Examples include commercial electricity, accounting and legal

fees.

J journals A transaction type in MYOB Cashbook only used to make adjusting entries to

different accounts.

L liability Liabilities are things you owe. Your working capital loan is a liability. Your

accounts payable, what you owe someone for a purchase, is also a liability.

Liabilities that are due within the next year are called “current liabilities”. When a liability

is not due for more than a year, it is called a “long-term liability”.

O opening balance When you create a new account, the dollar value of that account is

called the opening balance of the account.

Output Tax When you receive revenue from a taxable activity, the GST portion of the

income is called output tax.

160 MYOB Cashbook

revenue Zero-ratedC H A P T E R

R revenue Revenue from the sale of goods or services. Revenue is an Account Type in MYOB

Cashbook.

reversing The process of correcting a mistaken transaction by entering a new transaction

with the same amounts, but with opposite signs.

For example, to reverse a cheque transaction, simply create another cheque with a negative

amount and then create another cheque for the correct amount.

S start a new year After all transactions for a financial year have been entered, you must

start a new financial year.

subcode An MYOB Cashbook account to which transactions can be assigned. A master

account can have multiple subcodes, allowing you to group together accounts effectively

under a single heading. For example, under master account 383 Interest Paid, you may have

several subcodes recording interest paid from different sources.

A subaccount code is created by adding a two-digit number after the master account code

when creating the account. For example, 383/01, 383/02, 383/03, and so on.

sundry credits A transaction type in MYOB Cashbook used to record transactions only

relating to other revenue, such as EFTPOS sales.

sundry debits A transaction type in MYOB Cashbook used to record transactions only

relating to any other expenses, such as automatic payments and bank fees.

supplier Someone from whom you buy goods or services. In MYOB Cashbook, you record

purchases from suppliers using descriptions.

T transaction An entry in MYOB Cashbook that affects an account or accounts.

trial balance This is a report showing all the activity for an account or accounts within a

selected date range. It shows the balance of the account at the beginning of the date range,

the activity within the date range, and the balance at the end of the date range.

Y year end The end of your fiscal year. It does not necessarily match the end of the calendar

year. See start a new year.

Z Zero-rated Certain taxable supplies are taxed at the rate of 0% rather than at the standard

rate, for example exported goods.

161

Index

Quickly find procedures, concepts, and definitions, or look up the

titles of reports and windows

Symbols

*.dat file 140

*.dbf files 144

*.fpt files 144

*.mye file 140

*.zip files 144

A

account charges, entering as a

transaction 98

account codes

allocating transactions to

imported transactions 96

manual transactions 99

splitting amounts across 103

correcting wrong transaction

allocations 101

format for master accounts and

subaccounts 60

numerical blocks reserved for 60

selecting accounts for viewing 107

setting GST control accounts 155

setting the number of digits in 154

setting up the initial structure 22

account fees, entering as a

transaction 98

account numbers, financial institu-

tion’s

editing in bank accounts 74

entering in bank accounts 73

See also account codes

account types

account code blocks reserved for 60

asset accounts 66

bank accounts 70

assigning to accounts 64

capital accounts 66

expense accounts 65

liability accounts 67

revenue accounts 65

accountant

exporting transactions to

for MYOB Accountants Office

GL 136

importing cashbook file from 23

accounting periods, locking to pre-

vent further entry

after transaction entry 106

setting preferences 153

accounts

asset accounts 66

assigning account codes to

GST control accounts 155

bank accounts 70

capital accounts 66

charts of accounts

printing 69

saving to a file 69

correcting wrong allocations or

amounts 101

creating a new account 62

bank account 71

deleting an existing account 68

bank account 75

editing an existing account 67

bank account 74

expense accounts 65

GST types and 60

invalid accounts

printing a list of 69

saving a list to a file 69


maintaining 60

quantities and 61

reconciling with bank

statements 105

revenue accounts 65

setting account type of 64

setting up initially 22

splitting transaction amounts

across 103

types of 60

viewing transactions in 107

Add a Bank Account dialog 73

Add New Description dialog 80

Adding a New Account dialog 62

bank account 71

adjustments

entering 98

recommended practice 101

reversing transactions 102

setting account codes for GST control

accounts 155

See also posted transactions;

unposted transactions; trans-

actions

archiving the cashbook file 144

asset accounts

definition 66


bank account 71


bank account 75


bank account 74

setting properties of 66

162 MYOB Cashbook

assistance, obtaining 14 closing balancesI N D E X

bank accounts 72

See also accounts

assistance, obtaining 14

auto codes 83

definition 83

creating a new auto code 83

deleting an existing auto code 89

editing an existing auto code 87

using wildcard patterns 87

Auto Coding Definition dialog



automatic payments, entering as a

transaction 98

B

backing up the cashbook file 144

Backup Cashbook window 145

backups

definition 144

enabling automatic back-up on

exiting 156

performing 144

recommended frequency 144

restoring cashbook file from 146

*.zip file format 144

balances. See budgets; closing balances;

historical balances; opening

balances

Bank Account Properties dialog 74

bank accounts

definition 70

bank reconciliations

generating a report 112

performing 105



downloading a transaction file 94


entering a financial institution’s

account number 73

entering opening balances 73

left unchanged when year

closed 149

maintaining 70



bank fees, entering as a

transaction 98

Bank Reconciliation report 112

Bank Reconciliation Report

window 112

Bank Reconciliation window

deleting posted transactions 106

editing posted transactions 106

reconciling bank statements 105

bank reconciliations 105

generating a report 112

bank statements

entering transactions from 98

reconciling with accounts 105

budgets 76

enabling entry of quantities

generally 153

entering or editing annual

figures 78

entering or editing monthly

figures 76

in cash flow reports 113

setting up initial figures 22

See also closing balances; historical

balances

buttons: definition 17

C

capital accounts

definition 66





See also accounts

Cash Flow report 113

Cash Flow Report window 113

cash payments

possible methods 70

See also transactions

cash receipts

possible methods 70


cash transactions

methods 70


cashbook

archiving 144

cashbook file

accommodating multiple

businesses 19

backing up 144

enabling back-up prompt on

exiting 156

exporting to other programs


GL 136

importing from accountant’s file 23

maintaining 58

preparing to create 22

rebuilding after damage 148

restoring from a backup 146

setting default folder for 156

setting up

building your own file 35

copying an existing file 45

importing your accountant’s

file 23

loading a predefined cashbook

file 27

Change Password window

creating the password 150

deleting the password 152

editing the password 151

Chart of Accounts Report window

invalid accounts

printing list of 69

saving list to a file 69

list of accounts

printing 69

saving to a file 69

charts of accounts

definition 60

asset accounts 66

capital accounts 66


bank account 71


bank account 75


bank account 74

expense accounts 65

GST types and 60

importing from accountant’s cash-

book file 23

invalid accounts


saving a list to a file 69


list of accounts

printing 69

maintaining 60

master accounts 60

quantities and 61

reserved account-code blocks 60

revenue accounts 65


subaccounts 60

See also accounts

checkboxes: definition 17

cheque accounts. See bank accounts

cheque butts, entering transactions

from 98

Clearwater Ltd, tutorial example 21

closing balances

closing the current year 149

recalculating after file damage 147

typing historical EOY quantities in

accounts 64

typing historical EOY values in

accounts 64

bank accounts 72

typing historical monthly quantities

in accounts 64

typing historical monthly values in

accounts 64

bank accounts 72

163User Guide

command centres historical balances I N D E X

See also budgets; historical balances;

opening balances

command centres

definition 15

AO Send 136

Maintenance 58

Processing 92

Reporting 110

credit card accounts. See bank

accounts

credit union accounts. See bank

accounts

customer support, obtaining 14

D

*.dat file 140

data entry, setting up the initial

method 22

cashbook file

definition 19

data file. See cashbook file

*.dbf files 144

deposit slips, entering transactions

from 98

Description Report window

printing the list of shortcuts 82

description shortcuts 80

creating a new shortcut 80

deleting an existing shortcut 81

editing an existing shortcut 81


saving to a file 82


descriptions

replacing with auto codes 86 89

setting the allowed length

account names 154

transactions 154

detail accounts. See subaccounts

direct credits, entering as a

transaction 98

direct debits, entering as a

transaction 98

disbursements. See transactions

E

Easy Setup Assistant window 22

building your custom cashbook

file 36

copying new cashbook file 46


file 28

educational resources 18

example company 21

EFTPOS sales, entering as a

transaction 98

email, sending transactions to MYOB

Accountants Office 139

enabling subaccount codes 154

end-of-year rollover 149

End of Year Rollover window 149

Enter Transactions window

allocating transactions




deleting unposted transactions 101

editing unposted transactions



Exempt tax type

setting asset accounts to

bank accounts 72

setting capital accounts to 66

setting liability accounts to 67

expense accounts

definition 65





See also accounts

exporting transactions


GL 136

Extracting Transactions dialog

emailed transactions 139

saved transactions 141

F

fields: definition 17

files

*.dat file 140

*.dbf files 144

*.fpt files 144

*.mye file 140

exporting


GL 136

financial institutions

downloading transaction file

from 94

entering account numbers in bank

accounts 73

entering transaction duty 98

financial institutions duty, entering

as a transaction 98

financial year

rolling over to new year 149

setting end-of-year date 153

starting a new year 149

Find Transaction window 106

floppy disk, saving transactions to


GL 141

*.fpt files 144

G

Getting Started guide 14

Goods and Services Tax Return. See

GST Return

Goods and Services Tax. See GST

government transaction tax, entering

as a transaction 98

GST

enabling automatic recording

of 153

at initial setting up 22

in a particular transaction

batch 99

setting account codes for control

accounts 155

setting rate of 155

GST adjustments, setting account

codes for control

accounts 155

GST control accounts, setting up

initially 22

GST Payable tax type

setting revenue accounts to 65

GST report 119

GST Report window 119

GST Return

completing from GST summary

report 119

GST Guide (publication) 119

GST types

accounts and 60

charts of accounts and 60

over-riding

in imported transactions 97

in manual transactions 100

setting asset accounts 66

bank accounts 72

setting capital accounts 66

setting expense accounts 65

setting liability accounts 67

setting revenue accounts 65

H

header accounts. See master accounts

help, obtaining 14

historical balances

adding current year’s balances

to 149

in cash flow reports 113

164 MYOB Cashbook

Import Transactions window 95 quantitiesI N D E X

in trial balance 121

See also budgets; closing balances

I

Import Transactions window 95

importing transactions

downloaded transaction file 95

MYOB Payroll journals 97

overview 94

income accounts. See revenue

accounts

index files, rebuilding when

damaged 147

Input Tax tax type


accounts 155

setting asset accounts to 66

setting expense accounts to 65

installation 14

interest charges, entering as a

transaction 98

interest earned, entering as a

transaction 98

Internet

downloading transaction files from

financial institutions 94

sending transaction data to MYOB

Accountants Office 139

J

journal adjustments

entering 98

recommended practice 101


setting account codes for GST control

accounts 155

See also posted transactions;

unposted transactions; trans-

actions

L

learning resources 18

example company 21

liability accounts

definition 67





See also accounts

lists: definition 17

M

Maintain Auto Code Definitions win-

dow

deleting an existing auto code 89


Maintain Bank Accounts window

creating a new bank account 73

deleting an existing bank

account 75

editing an existing bank account 74

Maintain Chart of Accounts window


bank account 71


bank account 75


Maintain Descriptions window

creating a new description

shortcut 80

deleting an existing description

shortcut 81

editing an existing description

shortcut 81

Maintenance command centre 58

master accounts

definition 60

deletable only after deleting

subaccounts 68

format of account codes 60

menus, using 16

*.mye file 140

MYOB Accountants Enterprise 136

MYOB Accountants Office GL,

exporting transaction data

to 136

MYOB AO Send command

centre 136

MYOB Cashbook

launching 20

learning resources 18

methods of accessing functions 15

provision for multiple businesses 19

registering and installing 14

setting up your cashbook file

initially 20

MYOB Payroll

import journals from 97

N

New Cashbook window 45

O

opening balances

entering in new bank accounts 73

recalculating after file damage 147

zeroing at start of new financial

year 149

See also budgets; closing balances;

historical balances

options. See preferences

Output Tax tax type


accounts 155

setting revenue accounts to 65

P

password 150

creating 150

deleting 152

editing 151

payments. See transactions

payroll journals

importing 97

PDF

exporting reports to 134

periodic payments, entering as a

transaction 98

periods. See accounting periods

posted transactions

definition 104

correcting wrong amount 102

correcting wrongly allocated account

code 101

deleting during bank

reconciliation 106

editing during bank

reconciliation 106

finding in bank reconciliation

spreadsheet 106

viewing by account 107

See also transactions; unposted trans-

actions

preferences 153


Preferences window 153

private use transactions

setting account code for control

account 155

Processing command centre


processing transactions 93

reconciling bank statements 105

Q

quantities

definition 61

enabling entry 22

in budgets generally 153

in specific batches 99

in split transactions 104

in transactions generally 153

165User Guide

radio buttons: definition 17 transactions I N D E X

entering or editing annual budget

quantities 79

entering or editing monthly budget

quantities 77

in trial balances 121

setting asset accounts for 66

setting expense accounts for 65

setting revenue accounts for 65

R

radio buttons: definition 17

Recalculate Balances dialog 147

receipt book, entering transactions

from 98

receipts. See transactions

registration 14

Reindex dialog 147

Report Preview window

bank reconciliation 112

cash flow 117

chart of accounts

printing 69

saving to a file 69

description shortcuts

printing 82

GST reports 120

transaction details 127

trial balance 123

user-defined transaction 133

Reporting command centre 110

reports

available from Reports menu 110

bank reconciliation 112

cash flow 113

chart of accounts

printing 69

saving to a file 69

creating custom templates, hints

for 110

description shortcuts

printing 82

exporting 134

GST report 119

saving previewed reports 134

transaction audit report 104

transaction details 124

trial balance 121

user-defined transaction details 129

using reports wizards, hints for 110

restorations

definition 144

performing 146

Restore window 146

restoring the cashbook file 146

revenue accounts

definition 65




setting properties 65

See also accounts


rollover, of current to new year 149

S

savings accounts. See bank accounts

Send command centre 136

Send Transactions to Accountant by

E-Mail dialog 139

Send Transactions to Accountant by

Floppy Disk dialog 141

setting up 22

building your own cashbook file 35

copying an existing cashbook file 45

importing your accountant’s cash-

book file 23


file 27

Split Transaction window 103

splitting transactions 103

subaccounts

definition 60

deleting before deleting master

accounts 68

enabling account codes for 154

format of account codes 60

subcodes. See subaccounts; account

codes

sundry credits, entering as a

transaction 98

sundry debits, entering as a

transaction 98

T

tabs: definition 17

technical support, obtaining 14

Transaction Audit report 104

Transaction Details report 124

Transaction Details Report

window 124

Transaction Enquiry window 107

transactions

allocating to accounts



correcting wrong amounts in posted

transactions 101

creating auto codes while

entering 83

deleting

posted transactions 106

unposted transactions 101

downloading a transaction file from a

bank 94

editing

posted transactions 106

unposted imported

transactions 97

unposted manual

transactions 101

emailing to your accountant


GL 139

enabling entry of quantities 153

entering journal adjustments 101

entering manually 98

setting initial method of 22

exporting to your accountant


GL 136

finding in the bank reconciliation

spreadsheet 106

generating an audit report 104

importing from a downloaded trans-

action file 95

prerequisites for 94

importing from exported MYOB Pay-

roll journals 97

locking periods to prevent entry 153

new entries barred for closed

year 149

options for more convenient data

entry 100

over-riding GST type



reconciling with bank

statement 105

re-exporting previously exported

transactions 138

reports

audit report 104

details report 124

user-defined details report 129

reversing wrong amounts 102

saving unposted transactions



sending by floppy disk


GL 141

setting account codes for private use

control accounts 155

setting the allowed length of

descriptions 154

specifying a date range to

export 137

splitting between accounts 103

options 104

viewing by account 107

See also journal adjustments; posted

transactions; unposted trans-

actions

166 MYOB Cashbook

Transactions Entry Options window 98 *.zip files 144I N D E X

Transactions Entry Options

window 98

Trial Balance report 121

Trial Balance Report window 121

U

unposted transactions

definition 97 100

deleting manual transactions 101

editing



saving for later completion



See also transactions; posted transac-

tions

User-Defined Transaction report 129

User-Defined Transaction Report

window 129

W

Welcome to MYOB Cashbook

window 20

wildcards, in auto code patterns 87

Word

exporting reports to 134

Y

year. See financial year

Z

*.zip files 144

Cashbook v8: User Guide

Documents