MYOB Accounting/Accounting Plus 2008 Getting Started Guidehelp.myob.co.uk/acct17/win/manuals/Getting_Started_Guide.pdf[MYOB Accounting Plus only] † Ethernet network (for best performance

Getting StartedAccounting 2008Accounting Plus 2008

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MYOB UK Ltd

Westgate HouseWest GateEalingLondon, W5 1YY0845 130 3975 (local)+44 208 799 0299 (international)(9:00 a.m. to 5:30 p.m., Monday to Friday)Website myob.co.uk

© MYOB Technology Pty Ltd 2008All rights reserved.

Disclaimer

Information supplied by the member companies of the MYOB group (whether in user documentation and other literature, video or audio material, training courses, websites, advice given by staff, or provided by other means) is intended only to illustrate general principles, and may not be complete, accurate or free of error. As accounting standards, taxation requirements, legislation and the circumstances of individual businesses vary widely, this information cannot be considered authoritative and may not apply to your specific situation. You should obtain competent advice from a qualified accounting, taxation, information-technology or legal professional before acting on such information. To the extent permitted by law, member companies of the MYOB group are not liable for any special, consequential, direct or indirect damages arising from loss of function, profits or data resulting from your application of such information. In the event that any of the above limitations are found to be unenforceable, the MYOB member company's liability is limited to the return of any fees or monies paid for the purchase of the product or service.

Trademarks

MYOB®, MYOB Accounting™, MYOB Accounting Plus™, MYOB AccountEdge™, MYOB AccountEdge Plus™, MYOB BusinessBasics™, MYOB ODBC DeveloperPack™, MYOB ODBC Direct™, MYOB RetailBasics™, Accounting Plus™, BusinessBasics™, ODBC DeveloperPack™, ODBC Direct™ and RetailBasics™ are trademarks or registered trademarks of MYOB Technology Pty Ltd and their use is prohibited without prior consent. Adobe®, Acrobat®, Acrobat Reader®, Adobe Reader®, PDF™, and PostScript® are trademarks or registered trademarks of Adobe Systems Incorporated. QuickTime® and the QuickTime logo are registered trademarks of Apple Computer, Inc. Brio Intelligence and Hyperion Intelligence are trademarks or registered trademarks of Hyperion Solutions Corporation. Crystal Reports® is a registered trademark of Crystal Decisions, Inc. in the United States or other countries. MasterCard® is a registered trademark of MasterCard International Inc. Microsoft, Access, Excel, Internet Explorer, Office, Outlook, Smart Tags, Windows and Word are registered trademarks or trademarks of Microsoft Corporation in the United States or other countries. Quicken® and QuickBooks® are registered trademarks of Intuit Inc. VISA® is a registered trademark of Visa International Service Association. Other products mentioned may be service marks, trademarks or registered trademarks of their respective owners.

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Writers

Suchitra Govindarajan, Naomi Hall, Merrin Hughes, Claire Mahoney, Rachael Mullins, Kylie Nicholson, Steven Rao, Mirjana Sicevic, Ron Tierney, John Wilson.

MYOB Licence Agreement

IMPORTANT–READ THIS CAREFULLY BEFORE USE. This is the Software Licence Agreement (Agreement). As you have purchased the Product (consisting of the User Documentation and the installation CD or other media containing the Software), following notification of the Licence you are now legally bound by its conditions. HOWEVER, if the Licence Agreement contains anything of which you were not aware prior to purchasing the Product or do not agree to be bound by, DO NOT INSTALL THE SOFTWARE but return the Product to the reseller in its entirety and a full refund of the purchase price will be made. By installing the Software and keeping the Product you are confirming that you have purchased the Product subject to this Licence and are bound by its provisions.

TRIAL VERSION SOFTWARE LIMITATION. If you use this Software on a trial basis prior to purchase, then additional restrictions govern its use. The Trial Version is intended to be used only for evaluation purposes and whilst you may create your own company data files (“Company Files”) you will have access to your Company Files only for a period of 30 days from the date of creation of each Company File. Thereafter, you will be able to access the Company Files created by you only upon your purchase of the full version of the Software product licence. Upon your purchase of the full version of the Software product licence, the restrictions in this paragraph (Trial Version Software Limitation) shall no longer apply, but you acknowledge that your use of the full version of the Software product licence will be conditioned on your agreeing to the terms of the Software Licence Agreement accompanying the full version of the Software product licence.

1 Scope of Licence

MYOB Technology Pty Ltd (the Publisher), through its local publishers and distribution agents, hereby grants to you, the original purchaser, a paid-up, personal, non-exclusive and non-transferable Licence to use the Software and the User Documentation only in the region, territory or country specified on the packaging, or in the United Kingdom and Eire, subject to the terms and conditions of this Agreement.

a Activation You must register the Software and activate the company files you create with MYOB. You may only access each company file you create for 30 days without registering the Software and activating the file. After 30 days the company file will become read-only until you register and activate the company file. You are entitled to activate up to five company files. If required, you can obtain additional activations by contacting MYOB UK Ltd.

b Updates and Upgrades In the event of an upgrade, update or product exchange, the Licence hereby granted shall automatically transfer to the new version or product. All rights in respect of the original Product shall lapse and no further use of these shall be permitted.

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c Archive Copies You may make a copy of the Software solely for archival purposes, Software error verification, or to replace defective storage media, provided you keep the original and the copies. You may not alter, decompile or disassemble the Software. You may make copies of the User Documentation up to but not exceeding the number of Licences you have purchased.

d Transfers You may not sub-license, lease, rent or lend the Software or the User Documentation or otherwise transfer any of your rights under this Agreement. Subject to the prior written consent of the Publisher and the agreement of the transferee to be bound by the terms of this Agreement, you may permanently transfer the Software (together with any backup copies you have made) and the User Documentation. However, you may not retain any copies of either the Software or the User Documentation.

e Term The Licence granted in this Agreement is effective until terminated. You may terminate it at any time by destroying the Software and User Documentation, together with all copies, or by returning them to the Publisher. If you fail to comply with any term or condition of this Agreement, this Licence will terminate and, upon any such termination, you agree to destroy the Software and User Documentation, together with all copies, or to return them to the Publisher. Termination of this Licence shall be in addition to and not in lieu of any other remedies available to the Publisher.

f Protection and Security You agree to use your best endeavours and to take all reasonable steps to safeguard the Software to ensure that no unauthorised person has access to the Product and that there is no unauthorised copying or distribution of the Software or User Documentation.

2 Limited Warranty & DisclaimerThe Publisher warrants that the media on which the Software is recorded and the User Documentation provided with it are free from defects in materials and workmanship under normal use for a period of 90 days from the date of your original purchase. Except for the limited warranty described above, the Software is sold ‘as is’, and you are assuming the entire risk as to its quality and performance. It is your responsibility to verify the results obtained from the use of the Software.

If during the 90-day limited warranty period, you discover physical defects in the media on which the Software was recorded or in the User Documentation, the Publisher will replace them at no charge to you, provided you return the item to be replaced with proof of purchase to the Publisher. THIS IS YOUR SOLE REMEDY. IN NO EVENT WILL THE PUBLISHER BE LIABLE TO ANY PERSON FOR ANY DIRECT, INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL OR SIMILAR DAMAGES, EVEN IF THE PUBLISHER HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

Some jurisdictions do not allow the exclusion or limitation of implied warranties or of liability for incidental or consequential damages, so the above limitations or exclusions may not apply to you. This warranty gives you specific legal rights and you may also have other rights that vary from jurisdiction to jurisdiction. In the event that any of the above limitations or exclusions are held to be unenforceable, the Publisher’s total liability shall not exceed the amount of the Licence fee you paid.

3 Entire AgreementThis Licence constitutes the entire agreement between the Publisher and the Licensee and any prior representations, statement or undertaking howsoever made are expressly cancelled. No amendment or modification to this Licence shall be valid unless it shall be in writing and signed by an authorised representative of the Publisher.

Contents

1 Installing your MYOB software ...................................................................7

Check the system requirements and package content......................................7Installing MYOB software .......................................................................................9

2 Registering your MYOB software.............................................................11

Information required for registration..................................................................11

3 Upgrading from a previous version ........................................................15

Upgrading your company files ............................................................................15

4 What’s new .........................................................................................................19

Overview.................................................................................................................19Show Me How new feature demonstration movies .........................................21New MYOB Help ...................................................................................................21New spell-check feature .......................................................................................22Email pay slips [MYOB Accounting Plus only]...................................................25Enhanced leave payment and tracking [MYOB Accounting Plus only] .........28Other payroll enhancements [MYOB Accounting Plus only] ..........................33Enhanced End of Year Tax Forms Assistant [MYOB Accounting Plus only] ..34New security and audit trail features..................................................................36Import and export enhancements ......................................................................39New form preview feature ...................................................................................40New form and report options..............................................................................41

5 MYOB Support ..................................................................................................47

About MYOB Support ...........................................................................................47Support plan options ............................................................................................47Purchase an MYOB Support plan........................................................................49Contact MYOB support ........................................................................................49

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1 Installing your MYOB software

In this guide, the term MYOB software refers to MYOB Accounting and MYOB Accounting Plus.

New customers and upgrading customers should complete these tasks to install their MYOB software.

Check the system requirements and package content

Make sure that each computer on which you intend to install your MYOB software has these minimum resources.

MYOB Accounting and MYOB Accounting Plus

Operating system

Windows® 2000 (Service pack 4), Windows® XP (Service pack 2) or Windows® Vista

Processor Pentium® (or equivalent) @ 200 MHz or higher

Memory 64 MB RAM

Disk space • 200 MB free hard disk space for program installation• 35 MB additional hard disk space for each company file

Monitor 1024 x 768 screen resolution, 16-bit colour

8 CHAPTER 1 : INSTALLING YOUR MYOB SOFTWARE

MYOB package contentIn addition to this Getting Started guide, your MYOB software package should contain these items:

MYOB software CD

Registration card (new customers only)

A guide to MYOB-compatible cheques and forms stationery (new customers only).

NOTE : A PDF copy of the user guide is available on your CD Your MYOB software User Guide is available as a PDF (Portable Document Format) file on the MYOB software installation CD.

Software • Microsoft® Word® 2000 to 2007 (for OfficeLink compatibility)

• Microsoft® Excel® 2000 to 2007 (for OfficeLink compatibility)

• Microsoft® Outlook® 2000 to 2007 (for cards synchronisation)

• Adobe® Acrobat Reader 7 or higher (for viewing PDF files)

• QuickTime® 4.0 or higher

I/O devices • CD-ROM drive• Windows-compatible printer• Windows-compatible mouse or pointing device

Internet • Internet connection for accessing Help and e-features• Microsoft® Internet Explorer 5.5 or later

Network [MYOB Accounting Plus only]

• Ethernet network (for best performance choose 100BaseT) that supports NetBEUI, NetBIOS or TCP/IP networking protocols

• Pentium® processor (or equivalent) @ 1GHz or higher with at least 128 MB RAM

Note that MYOB Accounting Plus is supplied with 1 workstation licence. Additional licences are available to purchase from MYOB UK Ltd.

INSTALLING YOUR MYOB SOFTWARE 9

Installing MYOB software

An autorun window lets you install MYOB software and other applications, such as Adobe Acrobat Reader, and learn about support plans and other services.

Purchase of additional licences MYOB Accounting Plus is multi-user software that comes with a single user licence. If the volume of transactions requires input from more than one user, additional licences can be purchased to enable simultaneous multi-user access to company files. See ‘To obtain additional workstation licences’ in your user guide.

Once you’ve obtained these additional licences, your company file must be set up for multiple users. See the ‘Networking company files’ chapter in the user guide.

NOTE : MYOB Accounting supports only a single user access.

To install MYOB software

1 If your computer only allows people with administrator privileges to install software, log in as administrator.

2 Save any open documents you want to save and close all software.

3 Insert the MYOB software CD into the drive.

The installation window should appear. If it does not, open the MYOB software CD in Windows Explorer and double-click autorun.exe.

4 In the installation window, follow the on-screen instructions for installation.

10 CHAPTER 1 : INSTALLING YOUR MYOB SOFTWARE

NOTE : OfficeLink driver window may appear during installation If you choose to install your MYOB software in a location other than the default location, one or two OfficeLink driver windows may appear during installation. If they appear, you need to close them to resume the installation.

5 When installation is complete, click Finish. Your default web browser displays the What’s New in This Version topic from MYOB Help.

6 If you are installing MYOB Accounting Plus with the intention of providing multi-user access to a company file, repeat from step 1on each computer requiring access to the company file.

7 Continue with the following:

New customers

a Register your MYOB software. See ‘Registering your MYOB software’ on page 11.

b Create and activate your company file. For instructions, see your MYOB software user guide.

Upgrading customers

a Upgrade your active company files. See ‘Upgrading from a previous version’ on page 15.

c Learn about the new features. See ‘What’s new’ on page 19.

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2 Registering your MYOB software

You need to register your MYOB software to continue using it after the 30-day trial period expires.

Registration is required for activation MYOB software allows you to enter data into a new company file for a trial period of 30 days. After 30 days, the company file will become read-only. You will be able to view transactions, print reports and export data, but not enter transactions. After you activate the company file, you will be able to enter transactions—but you need to be registered before you can activate files.

Registration is required for support When you register your MYOB software, you activate the 30-day introductory support included with your purchase so you can obtain telephone, email or Internet support—see ‘MYOB Support’ on page 47. You also receive information about product upgrades, new products, special offers and other services.

Information required for registration

You need the following information before registering:

serial number from your installation CD

product version number

date of purchase

12 CHAPTER 2 : REGISTERING YOUR MYOB SOFTWARE

contact name—given name (first name, christian name), and family name (last name, surname)

organisation or company name, or trading name

contact details—telephone numbers, email address and postal address (including PO boxes)

business type (for example, service, manufacturing, wholesale, retail, etc.)

operating system

number of employees.

To register online

1 Start your web browser and go to myob.co.uk/registration

2 Complete the registration page, then click Submit.

Your registration details will be processed and you will receive a confirmation email. A letter will also be posted to you confirming your registration.

You can activate your company files two working days after receiving the confirmation email. See the ‘Creating and activating company files’ chapter in your user guide.

REGISTERING YOUR MYOB SOFTWARE 13

To register by mail

1 Complete the registration card included in your package.

2 Mail the card to:

MYOB UK LtdWestgate HouseWest Gate, EalingLondon W5 1YY

When we receive your registration details, we will send you a letter confirming your registration. Once you receive your confirmation letter, you can activate company files. See the ‘Creating and activating company files’ chapter in your user guide.

To register by telephone

Call MYOB Customer Service on 0845 130 3975 between 9a.m. and 5.30p.m, Monday to Friday, and give your details to the representative.

Once you receive a confirmation letter from us, you can activate company files. See the ‘Creating and activating company files’ chapter in your user guide.

14 CHAPTER 2 : REGISTERING YOUR MYOB SOFTWARE

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3 Upgrading from a previous version

To upgrade from a previous version of MYOB software, complete the following upgrade tasks before activating your company files.

Note that before you upgrade, you need to install your MYOB software.

Upgrading your company files

Company files created in previous versions of your MYOB software need to be upgraded so that they can be used in this version. See ‘To upgrade a company file’ below.

If you created customised templates (reports, forms, letters or spreadsheets) in a previous version, you will also need to upgrade these templates. See ‘Upgrading your customised templates’ on page 16.

NOTE : Upgrading from version 12 or earlier If you are upgrading from version 12 or earlier, contact MYOB Support for additional upgrade information. See ‘MYOB Support’ on page 47.

To upgrade a company file

1 Start your MYOB software. A welcome window appears.

2 Click Open. The Open window appears.

3 Select the company file to be upgraded and then click Open. The Sign-on window appears.

4 Log in as administrator:a In the User ID field, type Administrator.

16 CHAPTER 3 : UPGRADING FROM A PREVIOUS VERSION

b In the Password field, type the master password (if you have one) or leave it blank.

c Click OK. A window appears with the option to upgrade your company file.

5 Click Yes. A window appears displaying the file name and location for the upgraded company file.

By default, the file name will be the same as your current company file name and the location will be your new MYOB installation folder, for example, C:\Plus17\widgets.myo.

6 If you want to save the file to a different location, or change the file name of the upgraded company file, click Browse:a Select a file location and type a new file name.b Click Save. A confirmation window appears showing the new

file name and location.

7 Click Yes. The upgrade process begins.

8 When the upgrade is complete, the Congratulations window appears. Click OK. The company file opens for you to use.

9 If you want to upgrade another company file:a Go to the File menu and choose Open.b Repeat from step 2.

10 If you use customised templates (forms, letters, etc.), continue with, ‘Upgrading your customised templates’ below.

Upgrading your customised templatesCustomised templates for reports, forms or letters created in a previous version of your MYOB software need to be copied to folders in the MYOB Accounting 2008 or MYOB Accounting Plus 2008 installation folder.

You can automatically upgrade your custom templates using the Forms Upgrade Assistant (see page 17), or manually, by copying the templates to the installation folder (see page 18).

UPGRADING FROM A PREVIOUS VERSION 17

Note that MS Excel spreadsheet templates need to be upgraded manually (see page 18).

NOTE : [MYOB Accounting Plus users] Templates must be upgraded on all workstations Your custom reports, forms and letters must be upgraded on every workstation that uses them, not just the workstation where the company file is located.

To upgrade your customised templates using the Forms Upgrade Assistant

1 Open the Forms Upgrade Assistant located in your software installation folder. For example, go to: Start > Programs > MYOB Accounting 2008 > MYOB Tools > MYOB Accounting 2008 Forms Upgrade Assistant. A welcome window appears.

2 Click Next. The Copying Files window appears.

Note that the path to your previous MYOB software is displayed in the Source field. The path to your current MYOB software is displayed in the Destination field.

NOTE : If the previous version cannot be found If your previous MYOB software was not installed in the default location, a message may appear stating that the previous version could not be found. To locate it, click Browse and open the program folder of your previous MYOB software. Click the .exe file (for example, myob.exe) and then click Open. The path should now be displayed in the Source field.

3 Click Start. The templates stored in your current version folders are moved into folders with the prefix ‘Old’ (for example, Old Forms, Old Custom, Old Letters). Templates from your previous version are copied into new template folders (for example, Forms, Custom, Letters) in your current software installation folder.

18 CHAPTER 3 : UPGRADING FROM A PREVIOUS VERSION

4 When the templates have been copied, click Finish.

5 [MYOB Accounting Plus users] Repeat from step 1on each workstation that uses MYOB Accounting Plus.

To manually upgrade your customised templates

1 In Windows Explorer, open the installation folder of the previous version of your MYOB software. For example, open the folder located at C:\Myob16 or C:\Plus16.

The installation folder contains these folders and files:

2 Open the Custom folder.

3 Control-click each of the custom templates you want to copy.

NOTE : Avoid selecting your previous version’s standard templates The standard templates included with the current version of your software may have improved features, so select from the previous version folder only the templates that you have created, ignoring the old standard templates. This will ensure you do not accidentally overwrite the upgraded standard templates of the current version of your MYOB software that reside in the installation folder.

4 Go to the Edit menu and choose Copy.

5 Open the corresponding folder in the current MYOB software installation folder (for example, the folder located at C:\Myob17\Custom or C:\Plus17\Custom).

6 Go to the Edit menu and choose Paste.

FolderFile extensions

Type of file

Custom *.rpt User-customised reports templates

Forms *.frm Standard and user-customised forms templates

Letters *.dot Microsoft Word word-processing templates

Sprdsht *.xlt Microsoft Excel spreadsheet templates

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4 What’s new

Overview

The following new features and enhancements have been included in this release:

Features Description See

New look MYOB Help

• MYOB Help has been updated with a new look and new features.

page 21

New spell-check feature

• Check spelling in your sales, purchases and item information

• Set spelling preferences.

page 22

Email pay slips • Email pay slips to employees• Set a pay slip delivery method for an

employee.

page 25

Enhanced leave payment and tracking

• Automatically adjust base pay amount details when employees take leave

• Track leave dates on employee paycheques

• Link multiple wage categories to an entitlement

• More information in entitlement balance reports.

page 28

Enhanced End of Year Tax Forms Assistant

• End of Year Tax Forms Assistant is now more similar to the printed P35 form

• Review your P35 e-file report before submitting

• Print a single-sheet P60 form without resizing your MYOB template.

page 34

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Other payroll enhancements

• New tax table validity tests• Specify how you want to import

timesheet data.

page 33

New security and audit trail features

• Restrict access to employee information• Set a lock period date• Create an audit trail entry when recording

a supplier bill against a Receive Items transaction.

page 36

Import and export enhancements

• New custom identifier import field• You can now import timesheet data

identified by new identifier fields (see page 33)

• You can now import and export custom lists and Contact logs.

page 39

New print preview feature

• Preview your Sales, Purchases, Pay Suppliers and Spend Money forms before printing.

page 40

New form and report options

• Itemise your invoice statements• [MYOB Accounting Plus only] Include

stock locations on your item sales and item purchase forms

• [MYOB Accounting Plus only] Group report data by stock location

• Include debits and discounts on remittance advices

• Change to Transaction VAT Codes report.

page 41

Features Description See

WHAT’S NEW 21

Show Me How new feature demonstration movies

Show Me How tutorial movies demonstrate how to use the new features. The Show Me How movies run between one and four minutes.

The movies in this release show you how to:

email employee pay slips

use the new leave features

itemise invoice statements

use the spell-check feature.

To view Show Me How movies

1 Go to the Help menu, choose What’s New in this Release and then choose New Feature Movies. The list of available movies appears.

2 Click the movie you want to view.

New MYOB Help

MYOB Help has been updated with a new look and new features. To find help topics:

click a topic heading in the table of contents on the left of the help window. A list of topics grouped under this heading appear.

click Index at the top of the window. An index of Help contents appears.

22 CHAPTER 4 : WHAT’S NEW

enter a term in the search field and click Search. A list of topics that match your search appears. Click on a heading to open the topic.

Also note that some procedures are initially hidden when you view an overview topic. To show the procedure, click the procedure heading.

New spell-check feature

Check spelling in your sales, purchases and item informationWhen entering sale, purchase or item information, you can now check your spelling. You can check your spelling in the following fields:

You can choose to set a preference to automatically check spelling or manually check spelling. When you choose to automatically check

Window Field

Sales • Description (for Service, Professional, Item and Miscellaneous layouts)

• Notes (for Time Billing layout).

Purchase • Description (all layouts).

Item Information • Name (Item Profile tab)• Description (Item Details tab).

WHAT’S NEW 23

spelling and attempt to record a transaction with a misspelled word, the Spelling window appears.

The Spelling window displays the misspelled word and suggests a replacement. You can choose to change the misspelled word to the suggested replacement, add it to your dictionary or set the spell-check feature to ignore it.

You can also open the Spelling window by clicking the Spell button.

NOTE : Show Me How movie If you want, you can view a movie demonstrating this feature. For more information, see ‘Show Me How new feature demonstration movies’ on page 21.

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Set spelling preferencesIf you want, you can customise your spelling preferences. For example, you can change the main dictionary language and choose a preference to ignore words that include numbers.

To set spelling preferences

1 Go to the Setup menu and choose Preferences. The Preferences window appears.

2 Click the Windows tab.

3 If you want to automatically check spelling select the Automatically Check Spelling in Text Fields Before Recording Transactions option.

4 Click the Spelling button. The Spell Check Preferences window opens.

The following spelling preferences are available:

Select to...

Ignore words that start with capitals

Ignore words with initial capitals, such as proper names, place names, company names and product names.

Ignore all-caps words

Ignore words entered in capitals, including acronyms (e.g., HMRS, MYOB, VAT, PC).

Ignore words with numbers

Ignore combinations of words (or letters) and numbers (e.g., P35, Code231).

WHAT’S NEW 25

5 Set the preferences you want and click OK.

Email pay slips [MYOB Accounting Plus only]

You can now email pay slips to employees after you have processed your payroll.

Before you can do this, you need set up your employee cards, see ‘Set a pay slip delivery method for an employee’ on page 27.

Ignore words with mixed case

Ignore words with a mixture of upper and lower case letters (e.g., BusinessBasics, iMac).

Ignore internet and email addresses

Ignore combinations of words, letters, numbers and characters typical of website and email addresses (e.g., www.fsb.co.uk, [email protected]).

Report repeated words

Report instances of two or more repeated words (e.g., the the, itit).

Case sensitive Check different cases of the same word (e.g., ‘Service’ and ‘service’ are treated as two separate words).

Suggest split words

Suggest two replacement words for a single joined word (e.g., ‘it is’ for ‘itis’).

Auto correct Automatically replace common misspellings (e.g., ‘teh’ is replaced with ‘the’).

Main dictionary language

Set the main dictionary language used by the spell-check feature (e.g., British English, American English).

Select to...

26 CHAPTER 4 : WHAT’S NEW

You can email pay slips:

as part of processing payroll.

In the Print Employee Pay Slips window of the Process Payroll Assistant, click Print or Email Pay Slips. The Review Pay Slips Before Delivery window appears.

later, from the Payroll command centre.

Click Print/Email Pay Slips. The Review Pay Slips Before Delivery window appears.

In the Review Pay Slips Before Delivery window, select which payslips you want to email, edit the subject and message as required, then click Send Email.

For more information, see your user guide or MYOB Help.

NOTE : Show Me How movie If you want, you can view a movie demonstrating this feature. For more information, see ‘Show Me How new feature demonstration movies’ on page 21.

WHAT’S NEW 27

Set a pay slip delivery method for an employeeYou can now set a pay slip delivery method (print or email) for an employee. Note that if you want to email pay slips to an employee, you need to record their email address.

To set a pay slip delivery method for an employee

1 In the Card File Command Centre, click Cards List. The Cards List window appears.

2 Click the Employee tab and select an employee by clicking the zoom arrow ( ) next to their name. The Card Information window appears.

3 Click the Payroll Details tab.

4 Select a pay slip delivery method from the Pay Slip Delivery list.

5 If you selected To Be Emailed, enter the employee’s email address in the Pay Slip Email field.

6 Click OK.

28 CHAPTER 4 : WHAT’S NEW

Enhanced leave payment and tracking [MYOB Accounting Plus only]

You can now:

Automatically adjust base pay amount details when employees take leave

Record leave information when you process your payroll

Link multiple wage categories to an entitlement

Provide more information in employee entitlement balance reports.

NOTE : Show Me How movie If you want, you can view a movie demonstrating this feature. For more information, see page 21.

Automatically adjust base pay amount details when employees take leaveYou can now set an option to automatically adjust base pay details when you record employee leave. With this option set, base hours (for hourly employees) or base salary (for salaried employees) is reduced by the number of leave hours recorded.

Before you can automatically adjust base pay amounts, you need to set up the wage category you use to pay leave.

WHAT’S NEW 29

To set up wage categories to automatically adjust base pay amount details

1 In the Payroll Command Centre, click Payroll Categories. The Payroll Category List window appears.

2 Click the Wages tab. A list of wage categories appears.

3 Click the zoom arrow ( ) next to a wage category you use to pay leave, such as Holiday Leave. The Wages Information window appears.

4 Select the Automatically Adjust Base Hourly or Base Salary Details option.

5 Click OK.

Record leave information when you process your payrollA new Leave Tracking Information window in the Process Payroll assistant allows you to record leave information. You can enter the hours of leave taken, the date the leave started and the date the leave ended. Note that you can only enter leave tracking information for wage categories that are linked to entitlements, for example, Holiday Pay.

Note also that if you record leave in timesheets, entering a leave date does not change the original timesheet entry date.

30 CHAPTER 4 : WHAT’S NEW

To record employee leave information

1 In the Payroll Command Centre, click Process Payroll. The Process Payroll Assistant appears.

2 In the Select Pay Period window of the Process Payroll Assistant, select employees to pay and enter pay dates.

3 Click Next. The Select & Edit Employee’s Pay window appears.

4 Click on the zoom arrow ( ) next to the employee you want to enter leave information for. The Pay Employee window appears.

5 Click the zoom arrow ( ) in the Hours column of a leave payroll category. The Leave Tracking Information window appears.

6 Enter the leave details.

7 Click OK.

The leave pay amount now appears in the Amount column of the Pay Employee window.

Also, if you have selected the option to automatically adjust base pay amount details for employees who take leave, the Base Salary or Base Hourly amount is adjusted in the Amount column. For information on automatically adjusting base pay amounts for employees who take leave, see ‘Automatically adjust base pay amount details when employees take leave’ on page 28.

WHAT’S NEW 31

Link multiple wage categories to an entitlementYou can now link multiple wage categories to entitlement payroll categories such as sick leave entitlement and holiday leave entitlement. Previously, only a single wage category could be linked to an entitlement. Linking multiple wage categories to entitlements allows you to provide and track different types of the same entitlement.

For example, you can link a Sick Pay (Doctor’s Certificate) wage category and Sick Pay (Self-Certified) wage category to sick leave entitlement. When an employee takes either type of leave, your sick leave entitlement is reduced by the hours taken.

For information on creating payroll wage categories, see MYOB Help.

32 CHAPTER 4 : WHAT’S NEW

Provide more information in employee entitlement balance reportsNew fields have been added to the Entitlement Balance Detail report and Entitlement Balance Summary report to provide more information about your employees’ entitlements.

The new fields are described below:

Also, you can now filter the report within a specific Dated From and Dated To range (previously, you could only filter the report by calendar month).

Field Description

Paid Date

(Detail report only)

Displays the payment date on the paycheque

ID No.

(Detail report only)

Displays the cheque number on the paycheque

Period Start

(Detail report only)

Displays the date at which leave began in the period of the report

Period End

(Detail report only)

Displays the date at which leave ended in the period of the report

Opening Hours Displays the opening entitlement balance in hours before leave was taken

Hours Accrued Displays the leave hours accumulated in the period of the report

Hours Taken Displays the number of hours leave taken in the period of the report

Available Hours Displays the balance in hours of the entitlement after Hours Taken

WHAT’S NEW 33

Other payroll enhancements [MYOB Accounting Plus only]

New tax table validity testsNew validity tests have been added to ensure that the tax tables:

have been loaded correctly

include the current HMRC updates

are compatible with your version of MYOB software.

Failing to load tax tables properly, or loading the wrong tax tables, will result in incorrect payroll tax calculations.

If the tax table you are loading, or the MYOB software you are using, is outdated, a window appears with the option to check the MYOB website for updates.

Specify how you want to import timesheet dataWhen importing timesheets, you now have the option to identify imported employee data by Card ID, Record ID or Emp. Co./Last Name.

34 CHAPTER 4 : WHAT’S NEW

Enhanced End of Year Tax Forms Assistant [MYOB Accounting Plus only]

End of Year Tax Forms Assistant is now more similar to the printed P35 formTo assist you to complete your end of year tax forms, the End of Year Tax Forms Assistant now includes 25 out of the 29 fields that appear on the printed P35 form. The End of Year Tax Forms Assistant also now includes field numbers corresponding to the box numbers on the printed form.

The fields 1,2,4 and 5 are not included in the End of Year Tax Forms Assistant. However, the total of fields 1 and 2 is in field 3; the total of fields 4 and 5 is in field 6.

Because of the extra fields added, new steps have been added to the End of Year Tax Forms Assistant.

WHAT’S NEW 35

Review your P35 e-file report before submittingIf you submit your P35 form by e-file, you can review your information before submitting it.

The new report includes all of the fields in parts 2 and 3 of the P35 form. The corresponding box numbers of the printed P35 form are listed next to each field.

You can view the P35 - Employer’s Annual Return (E-file) report by clicking the Review button in the Print Forms & Reports step of the End of Year Tax Forms Assistant.

Print onto a single-sheet P60 form without resizing your MYOB templateA new single-sheet P60 form template, designed to fit the single sheet P60 form from HMRC, is available in this release. The new template enables you to print onto the single sheet P60 form without having to resize your MYOB form template.

36 CHAPTER 4 : WHAT’S NEW

In the Print Forms & Reports step of the End of Year Tax Forms Assistant, you now have the option to print a single sheet P60 form, or traditional triplicate forms (one P60 and two P14 forms):

New security and audit trail features

Restrict access to employee informationNew user access options allow you to further restrict access to sensitive employee information. When you set user access, you can decide if users can access information in employee cards, employee contact logs and employee reports.

WHAT’S NEW 37

To restrict user access to employee information

1 In the Preferences menu, click the Security tab.

2 Click User IDs. The User Access window appears.

3 Select a user from the User ID list.

4 Scroll down the list on the right to Card File.

5 Click in the Not Allowed column next to those employee card functions you want to deny to this user. Note that if you click Employee Card, all of the employee card functions under this heading are selected.

38 CHAPTER 4 : WHAT’S NEW

NOTE : Consider further access restrictions to employee information To ensure employee privacy and prevent other means of accessing employee information, consider adding Employee Card File Reports to the list of functions a user cannot access.

6 Click OK.

Set a lock period dateYou can now set a lock period date. Previously, you could only lock transactions that were posted before a particular month.

You can also set a lock period in the next financial year. You might do this, for example, to facilitate end-of-year accounting. Previously, you could only set a date within the current financial year.

You can set a lock period date in the Security tab of the Preferences window.

Create an audit trail entry when editing a Receive Items transactionIf you have selected the Transactions CAN’T be Changed; They Must be Reversed option in the Security tab of the Preferences window, and you edit a Receive Items transaction, the following will occur:

an audit trail entry is created that details the changes you have made

the original transaction is reversed and locked

a new transaction is recorded that includes the changes you have made.

WHAT’S NEW 39

If you have not selected the Transactions CAN’T be Changed; They Must be Reversed option, an audit trail entry will not be recorded when you edit a Receive Items transaction, and a reversal transaction will not be recorded.

Import and export enhancements

The following changes have been made to the import and export feature. For more information on importing and exporting data, see MYOB Help.

You can now import timesheet data identified by new identifier fields (see ‘Specify how you want to import timesheet data’ on page 33).

You can now import and export:

custom lists

contact logs.

Also, you can now identify imported data using Identifiers, which are one-letter labels you can assign to cards for filtering lists and reports.

40 CHAPTER 4 : WHAT’S NEW

New form preview feature

Preview your Sales, Purchases, Pay Suppliers and Spend Money forms before printingYou can now preview the forms you print to record sales and purchases, as well as well as the cheques and remittance advices you use when you spend money or pay suppliers.

The Print Preview feature enables you to check the details of your forms before printing. Previously, you could only view forms with sample data.

To preview your printed forms, click the Print button and select a preview option.

WHAT’S NEW 41

The following table lists the forms you can preview.

New form and report options

Itemise your invoice statementsYou can now break down your customer invoice statements to show payments, customer credits and discounts that have been applied to each invoice. (Note that this feature is not available for activity statements.)

Window Form

Sales (all layouts except Miscellaneous)

• Quote• Order• Invoice.

Purchases (all layouts except Miscellaneous)

• Quote• Order• Purchase.

Spend Money • Cheque• Remittance Advice.

Pay Suppliers • Cheque• Remittance Advice.

42 CHAPTER 4 : WHAT’S NEW

The following fields have been added to the list of fields you can use to customise your invoice statements:

Before you can itemise your invoice statements, you need to set the option to show itemised payment details for each invoice. You also need to customise your invoice statement forms. For more information on how to customise forms, see MYOB Help.

NOTE : Show Me How movie If you want, you can view a movie demonstrating this feature. For more information, see ‘Show Me How new feature demonstration movies’ on page 21.

Field Description

ID No. Displays the number of each invoice and the number of each payment applied to the invoice.

Payments - All Types Displays all payments applied to each invoice, including credits, discounts and payments received.

Payments - Credits Applied

Displays all credits applied to each invoice.

Payments - Discounts Applied

Displays all discounts applied to each invoice.

Payments - Received Payment

Displays all payments received for each invoice.

WHAT’S NEW 43

To set the itemised payment option

1 Go to the Sales Command Centre and click Print/Email Statements. The Review Statements Before Delivery window appears.

2 Click the Advanced Filters button. The Advanced Filters window appears.

3 Select the Show Itemised Payment Details for Each Invoice option and click OK.

4 Continue printing your statement as you usually do. For more information on printing statements, see MYOB Help.

44 CHAPTER 4 : WHAT’S NEW

Include stock locations on your item sales and item purchase forms[MYOB Accounting Plus only] If you track stock at multiple locations, you can now include the location ID and location name on your item sales and item purchase forms. To do this, you need to add the fields Location ID and Location Name to your forms.

For information on adding fields to forms, see MYOB Help.

Group report data by stock location[MYOB Accounting Plus only] If you track stock at multiple locations, you can now choose to group the data in the following reports by location:

Items List Summary

Items List Detail

Analyse Stock Detail

Item Sales Summary

Item Purchases Summary.

You can also choose to show the location ID recorded on transactions in the following reports:

Item Sales Detail

Customer Sales Detail

Salesperson Sales Detail

Item Purchases Detail

Supplier Purchases Detail.

For information on customising and filtering reports, see MYOB Help.

WHAT’S NEW 45

Include debits and discounts on remittance advicesYou can now add debit and discount information to your remittance advice forms to help your suppliers to process supplier debits and refunds.

You can now add the following fields:

For information on how to add fields to your forms, see MYOB Help.

Change to Transaction VAT Codes reportThe Transaction VAT Codes report now sorts and presents transactions by account number. Previously, transactions were sorted by date.

Field Description

Invoice Debit Memos

Displays the total of any debit memos previously posted against the supplier bill.

Invoice Discounts

Displays any amounts that have been taken as discounts against the supplier bill. Note: The Invoice Discounts field was previously called YTD Discounts.

Invoice Payments

Displays any amounts that have been paid previously against the supplier bill. Note: the Invoice Payments field was previously called YTD Debits.

Invoice Total Amount

Displays the original value of the supplier bill.

Invoice Total Debits

Displays the value of any previous payments or debit memos posted against the supplier bill.

46 CHAPTER 4 : WHAT’S NEW

47

5 MYOB Support

About MYOB Support

The MYOB Support team can assist you to install, use and troubleshoot your software.

Please note that support covers only the usage, commands and functions of the software. Support is not available for problems arising from hardware or operating system faults, incompatible hardware or software, network faults or misconfiguration. For assistance with these types of problems, you need to contact your reseller, consultant or professional adviser.

Support plan options

MYOB UK Ltd has a support plan option to suit a wide variety of needs. You can find out which support plan suits you, including fees and coverage, on the MYOB Support Plans page at myob.co.uk/support

30-day introductory telephone supportFree introductory telephone support is available for 30 consecutive days on all new product purchases and upgrades. The 30 days begins from the date you register your software.

You can register your software online, by telephone or post. See ‘Registering your MYOB software’ on page 11.

48 CHAPTER 5 : MYOB SUPPORT

MYOB Business Support planThe MYOB Business Support plan provides everything you need to run your business with your MYOB software. This includes annual tax tables (required if you use the payroll function) and the latest version of your software.

MYOB Business Support plans include:

phone, fax and email support for your MYOB software

a dedicated customer support team available by phone from 9.00a.m. to 5.30p.m., Monday to Friday

unlimited calls for the period of your plan

free product upgrades

access to the latest payroll tax tables each year

discounts on MYOB training and events.

MYOB Telephone Support planThe MYOB Telephone Support plan helps you get more out of your MYOB software.

MYOB Telephone support plans include:

phone, fax and email support for your MYOB software

a dedicated customer support team available by phone 9.00a.m. to 5.30p.m. Monday to Friday

unlimited calls for the period of your plan.

MYOB Pay-Per-Call Support planAfter your 30-Day Introductory Support plan expires, you can pay for support each time you call. For pricing details, see MYOB Support at myob.co.uk/support

MYOB SUPPORT 49

Purchase an MYOB Support plan

To purchase an MYOB Support plan, call MYOB customer service on 0845 130 3975 or purchase online at myob.co.uk/buy_support Pricing depends on the support plan you choose and which product you use.

Contact MYOB support

By telephoneCall 0845 130 3975 between 9.00 a.m. and 5.30 p.m., Monday to Friday.

Visit the MYOB KnowledgeBaseVisit the MYOB KnowledgeBase at myob.co.uk/help

The MYOB KnowledgeBase is designed to help you with the most common questions received by the MYOB Support Team.

We encourage you to use the KnowledgeBase as your first point of contact when looking for answers to any question you may have with setting up and using your MYOB product.

If you can't find an answer to your question and you have an MYOB Support Plan, use the 'Ask a Question' feature to submit a question to the MYOB Support Team.

50 CHAPTER 5 : MYOB SUPPORT

Visit the MYOB websiteThe MYOB UK Ltd website is frequently updated. It contains MYOB product information, news, and links to support notes and resources. Visit the MYOB website at myob.co.uk. Email addresses and telephone numbers are listed on the Contact Us page.

On-site supportIf you would prefer a consultant to visit you in person, MYOB works with a network of Certified Consultants who specialise in supporting our business software.

We assess our Certified Consultants annually to ensure they can provide high quality support for all our business software.

To find a Certified Consultant closest to you, go to the MYOB website myob.co.uk and under Quick Links click Find an MYOB Certified Consultant.