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User GuideAccountRightBasics2011
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Softwarelicenceagreement
MYOBNewZealandLtdWebsite:myob.co.nz/
MYOBTechnologyPtyLtd2011
Allrights
reserved.
WritersSuchitraGovindarajan,MerrinHughes,ClaireMahoney,RachaelMullins,KylieNicholson,StevenRao,RonTierney,JohnWilson.
Disclaimer
InformationsuppliedbythemembercompaniesoftheMYOBgroup(whetherinuserdocumentationandotherliterature,videooraudiomaterial,trainingcourses,websites,advicegivenbystaff,orprovidedbyothermeans)isintendedonlytoillustrategeneralprinciples,andmaynotbecomplete,accurateorfreeoferror.Asaccountingstandards,taxationrequirements,legislationandthecircumstancesofindividualbusinessesvarywidely,thisinformationcannotbeconsideredauthoritativeandmaynotapplytoyourspecificsituation.Youshouldobtaincompetentadvicefromaqualifiedaccounting,taxation,informationtechnologyorlegalprofessionalbeforeactingonsuchinformation.To
the
extent
permitted
by
law,
member
companies
of
the
MYOB
group
are
not
liable
for
anyspecial,consequential,directorindirectdamagesarisingfromlossoffunction,profitsordataresultingfromyourapplicationofsuchinformation.Intheeventthatanyoftheabovelimitationsarefoundtobeunenforceable,theMYOBmembercompany'sliability islimitedtothereturnofanyfeesormoniespaidforthepurchaseoftheproductorservice.
Trademarks
MYOB,MYOBAccountantsOffice,MYOBAccountEdge,MYOBAccountEdgeNetworkEdition,MYOBAccountRight,MYOBAccountRightBasics,MYOBAccountRightStandard,MYOBAccountRightPlus,MYOBAccountRightPremier,MYOBAccountRightEnterprise,MYOBAccounting,MYOBAccountingPlus,MYOBBusinessBasics, MYOBCashBasics,MYOBClientConnect,MYOBFirstEdge,MYOBMPowered,MYOBMPoweredServices,MYOBMPoweredBankStatements,MYOBMPoweredInvoices,MYOBMPoweredMoneyController,MYOBMPowered
Payments,MYOB
ODBC
DeveloperPack,
MYOB
ODBC
Direct,
MYOB
PowerPay,
MYOB
Premier,MYOBPremierEnterprise,RetailManager,AccountantsOffice,AccountEdge,AccountingPlus,AccountRightBasics,BusinessBasics,ClientConnect,FirstEdge,MPowered,MPoweredSuperannuation, ODBCDeveloperPack,ODBCDirect,PowerPayandPremierareregisteredtrademarksortrademarksofMYOBTechnologyPtyLtdandtheiruseisprohibitedwithoutpriorconsent.Ceedata,Solution6MASandXlonareregisteredtrademarksortrademarksofSolution6HoldingsLimited,amemberoftheMYOBgroup.Adobe,Acrobat,AcrobatReader,AdobeReader,PDF,andPostScriptaretrademarksorregisteredtrademarksofAdobeSystemsIncorporated.AddressBook,Apple,iMac,AirPort,iCal,Macintosh,andQuickTimeandtheQuickTimelogoareregisteredtrademarksofAppleInc.MobileMeSMisaservicemarkofAppleInc.MacandtheMaclogoaretrademarksofAppleInc.,usedunderlicence.
BrioIntelligenceandHyperionIntelligencearetrademarksorregisteredtrademarksofHyperionSolutionsCorporation,CtreeusebypermissionfromFaircom,GoogleMapscardlinksincludedwithpermission,NiXPSusedunderlicence,WinFormscontrolsetusedbypermissionfromDevExpress.CrystalReportsisaregisteredtrademarkofCrystalDecisions,Inc.intheUnitedStatesorothercountries.FlexNetConnectisaregisteredtrademarkofFlexeraSoftwareInc.GoogleMapscardlinksincludedwithpermission.MasterCardisaregisteredtrademarkofMasterCardInternationalInc,xercesislicenced
under
Apache
Software.
Microsoft,
Access,
Azure,
DotNetZip,
Excel,
Fluent.Net,
Internet
Explorer,.NetFramework,Office,Outlook,SmartTags,RibbonControlLibrary,SQLAzure,SQLCE,Windows,WordandWFPToolkit,areregisteredtrademarksortrademarksofMicrosoftCorporationintheUnitedStatesorothercountries.QuickenandQuickBooksareregisteredtrademarksofIntuitInc.SM2DGraphViewCopyright20022008SnowmintCreativeSolutionsLLCsnowmintcs.com/.VISAisaregisteredtrademarkofVisaInternationalServiceAssociation.RightNowCXisaregisteredtrademarkofRightNowTechnologiesInc.SentrySpellingCheckerEngineforWindows,copyrightWintertreeSoftwareInc.Otherproductsmentionedmaybeservicemarks,trademarksorregisteredtrademarksoftheirrespectiveowners.
MYOBAccountRightSoftwareLicenceAgreement
IMPORTANTREADTHISCAREFULLYBEFOREUSE.ThisistheSoftwareLicenceAgreement(LicenceAgreement).AsyouhavepurchasedtheProduct(consistingoftheUser
Documentationand
the
installation
CD
or
other
media
containing
the
Software)
following
notificationoftheLicenceAgreementyouarenowlegallyboundbyitsconditions.HOWEVER,iftheLicenceAgreementcontainsanythingofwhichyouwerenotawarepriortopurchasingtheProductordonotagreetobeboundby,DONOTINSTALLTHESOFTWAREbutreturntheProducttothesellerinitsentiretyandafullrefundofthepurchasepricewillbemade.ByinstallingtheSoftwareandkeepingtheProductyouareconfirmingthatyouhavepurchasedtheProductsubjecttothisLicenceAgreementandareboundbyitsprovisions.TRIALVERSIONSOFTWARELIMITATION.IfyouusethisSoftwareonatrialbasispriortopurchase,thenadditionalrestrictionsgovernitsuse.TheTrialVersionisintendedtobeusedonlyforevaluationpurposesandwhilstyoumaycreateyourowncompanydatafiles(CompanyFiles)youwillhaveaccesstoyourCompanyFilesonlyuntiltheearlierof30daysfromthedateofcreationofeachCompanyFileoruntilyourhaveenteredatotalof1000transactionsintotheCompanyfilesyouhavecreated.Thereafter,youwillbeabletoaccesstheCompanyFilescreatedbyyouonlyuponyourpurchaseofthefullversionoftheSoftwareProductLicence.UponyourpurchaseofthefullversionoftheSoftwareProductLicence,therestrictionsinthisparagraph(TrialVersion
SoftwareLimitation)
shall
no
longer
apply,
but
you
acknowledge
that
your
use
of
the
full
versionoftheSoftwareProductLicencewillbeconditionedonyouragreeingtothetermsoftheLicenceAgreement(includingthelimitationonthenumberofCompanyFiles)accompanyingthefullversionoftheSoftwareProductLicence.
1 Sco peofLicence
MYOBTechnologyPtyLtd(thePublisher),throughitslocalpublishersanddistributionagents,herebygrantstoyou,theoriginalpurchaser,apaidup,personal,nonexclusiveandnontransferableLicencetousetheSoftwareandtheUserDocumentationonlyintheregion,territoryorcountryspecifiedonthepackagingordownload,subjecttothetermsandconditions ofthisLicenceAgreement.
http://www.myob.co.nz/http://www.myob.co.nz/http://www.myob/ -
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a ActivationofCompanyFilesYoumustregistertheProductandactivatetheCompanyFilesyoucreateorupgradewiththeSoftware.CompanyFilesmayonlybeactivatedorupgradedinrespectofthebusinessthatyouoperate.YouareentitledtoactivateorupgradeonlythenumberofCompanyFilesthatyouhavepurchased.Ifrequired,youcanobtainadditionalCompanyfilesbycontactingthelocalpublisher.
i)NewCompanyFilesYoumayonlyaccesseachnewCompanyFileyoucreatefor
30days
without
registering
the
Product
and
activating
the
Company
File.
After
30dayseachnewCompanyFilewillbecomereadonlyuntilyouactivateit.
b ProductInstallationandusageIfyouhavepurchaseda:
i)SingleUserSoftwareLicencethenyoumayinstalltheSoftwareonanycomputerthatyouoperateatyourprincipalplaceofbusinessinrespectofCompanyFilesyouhaveactivated,providedthatyoudonotuseorpermittheusageoftheSoftwareonmorethanonecomputerorcomputerterminalatatime.IneventofanupgradeorProductexchangetheLicenceherebygrantedshallautomaticallytransfertothenewversionorProduct.
ii)MultiUserSoftwareLicencethenyoumayusetheSoftwareononlyonecomputernetworkthatyouoperateandonlytheninrespectofCompanyFilescreatedandactivatedbyyouorbyanotherlicenseduser.YoumaytransfertheSoftwarefromonecomputertoanotherthatyouownoroperateonthisnetworkprovidedthatyouonlyuseorpermittheusageoftheSoftwareonthenumberofcomputersorcomputerterminalsatatimeforwhichyouhavepurchaseduserlicences,norpermittheusageoftheSoftwareonmorethan
one
network
at
any
one
time,
nor
permit
the
Software
to
be
used
in
respect
of
CompanyFilesthatyouhavenotactivatedorhavenotbeencreatedbyyouorbyanotherlicenseduser.
c NumberofUsersAtanygiventime,youoryourdelegatedagentsmayonlylaunchandsimultaneouslyrunthenumberofSoftwareruntimeinstancesequivalenttoorlessthanthenumberofuserlicencesyouhavepurchasedandopenandsimultaneouslyworkwithonlythesamenumberofCompanyFiles,whichmustbecreatedandactivatedbyyouoryourrelatedentities.
d UpdatesandUpgradesIntheeventofanupgrade,updateorproductexchange,theLicenceherebygrantedshallautomaticallytransfertothenewversionorproduct.AllrightsinrespectoftheoriginalProductshalllapseandnofurtheruseoftheseshallbepermitted.
e PortableorHomeComputerandArchiveCopiesYoumaymakeacopyoftheSoftwareandinstallitoneitheraportablecomputeroracomputerlocatedinyourhomeprovidedthatthecopyisforyourownexclusiveuseandisnotoperatedsimultaneouslywiththeoriginaloftheSoftware.
OtherwiseyoumaynotcopyorduplicatetheSoftware,exceptasnecessarysolelyfor
archival
purposes,
Software
error
verification,
or
to
replace
defective
storage
media,providedyoukeeptheoriginalandthecopies.Youmaynotalter,decompileordisassembletheSoftware.YoumaymakecopiesoftheUserDocumentationuptobutnotexceedingthenumberofmultiuserLicencesyouhavepurchased.
f TransfersYoumaynotsublicense,lease,rentorlendtheSoftwareortheUserDocumentationorotherwisetransferanyofyourrightsunderthisLicenceAgreement.SubjecttothepriorwrittenconsentofthePublisherandtheagreementofthetransfereetobeboundbythetermsofthisLicenceAgreement,youmaypermanentlytransfertheSoftware(togetherwithanybackupcopiesyouhavemade)andtheUserDocumentation.However,youmaynotretainanycopiesofeithertheSoftwareortheUserDocumentation.
g TermTheLicencegrantedinthisLicenceAgreementiseffectiveuntilterminated.YoumayterminateitatanytimebydestroyingtheSoftwareandUserDocumentation,togetherwithallcopies,orbyreturningthemtothePublisher.Ifyoufailtomeettheongoingobligationsacceptedbyyouatthetimeofregistration(ifapplicable)orifyoufailtocomplywithanytermorconditionofthisLicenceAgreement,thisLicencewillterminateand,uponanysuchtermination,youagreetodestroytheSoftwareandUserDocumentation,togetherwithallcopies,orto
return
them
to
the
Publisher.
Termination
of
this
Licence
Agreement
shall
be
in
additiontoandnotinlieuofanyotherremediesavailabletothePublisher.IntheeventthatthePublisherdeemsthisproducttoberedundantthenthePublishermayatitsoptionsupplyyouwithanalternativeproductandterminatethisLicenceAgreement.
h ProtectionandSecurityThisLicenceAgreementspecificallyprohibitsthereverseengineeringordecompiling orinterferenceinanymannerwiththeSoftwaressourcecode.FurtheryouagreetouseyourbestendeavoursandtotakeallreasonablestepstosafeguardtheSoftwaretoensurethatnounauthorisedpersonhasaccesstotheProductandthatthereisnounauthorisedcopyingordistributionoftheSoftwareorUserDocumentation.
i PartnerProgramIfthisProductisbeingusedinthecontextoftheMYOBProfessionalPartnerProgramineitherAustraliaorNewZealand,thentheusageoftheSoftwareandanyCompanyfilesisstrictlyrestrictedtobeingwithinthepracticeitself.Withoutinanywaylimitingthescopeofthisrestriction,thesharingofCompanyfilesorSoftwarewithanyclientsofthepracticeisspecificallyprohibited.
2 LimitedWarranty
&
Disclaimer
ThePublisherwarrantsthatthemediaonwhichtheSoftwareisrecordedorthedownloadedinstallerandtheUserDocumentationprovidedwiththemarefreefromdefectsinmaterialsandworkmanshipundernormaluseforaperiodof90daysfromthedateofyouroriginalpurchase.Exceptforthelimitedwarrantydescribedabove,theSoftwareissoldasis,andyouareassumingtheentireriskastoitsqualityandperformance.ItisyourresponsibilitytoverifytheresultsobtainedfromtheuseoftheSoftware.Ifduringthe90daylimitedwarrantyperiod,youdiscoverphysicaldefectsinthemediaonwhichtheSoftwarewasrecordedorthedownloadedinstallerorintheUserDocumentation,thePublisherwillreplacethematnochargetoyou,providedyoureturntheitemtobereplacedwithproofofpurchasetothePublisher.THISISYOURSOLEREMEDY.INNOEVENTWILLTHEPUBLISHERBELIABLETOANYPERSONFORANYDIRECT,INDIRECT,SPECIAL,INCIDENTAL,CONSEQUENTIALORSIMILARDAMAGES,EVENIFTHEPUBLISHERHASBEENADVISEDOFTHEPOSSIBILITYOFSUCHDAMAGES.Somejurisdictionsdonotallowtheexclusionorlimitationofimpliedwarrantiesorofliabilityforincidentalorconsequentialdamages,sotheabovelimitationsorexclusionsmay
not
apply
to
you.
This
warranty
gives
you
specific
legal
rights
and
you
may
also
haveotherrightsthatvaryfromstatetostate.Intheeventthatanyoftheabovelimitationsorexclusionsareheldtobeunenforceable,thePublisherstotalliabilityshallnotexceedtheamountoftheLicencefeeyoupaid.
3 EntireAgreement
ThisLicenceAgreementconstitutestheentireagreementbetweenthePublisherandtheLicenseeandanypriorrepresentations,statementorundertakinghowsoevermadeareexpresslycancelled.NoamendmentormodificationtothisLicenceAgreementshallbevalidunlessitshallbeinwritingandsignedbyanauthorisedrepresentativeofthePublisher.
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Contents1 Introduction ....................................................................7
Learningabout
AccountRight ...............................................................7
Wheretostart ......................................................................................9
ExploringAccountRight ......................................................................10
2 Creatingacompanyfile .................................................15
Overview ............................................................................................15
Createacompanyfile.........................................................................16
Activatethecompanyfile...................................................................18
Setupaccounts ..................................................................................19
Enteraccountopeningbalances ........................................................22
Setuppreferences .............................................................................24
Setupsoftwaremanagement ............................................................24
Setapassword ...................................................................................25
3 Settingup......................................................................27
Overview ............................................................................................27
Setupsales .........................................................................................28
Setupelectronicpayments ................................................................29
Doaninitialbankreconciliation.........................................................32
Createitemrecords............................................................................34
4 Banking .........................................................................39
Receivingmoney ................................................................................39
Preparing
a
bank
deposit....................................................................41Spendingmoney .................................................................................42
Electronicpayments ...........................................................................44
Enteringtransactions
intheBankRegisterwindow ...........................................................45
Transferringmoneybetweenaccounts..............................................46
Trackingpettycashexpenses .............................................................47
Reconcilingyourbankaccounts .........................................................48
Importingstatements.........................................................................50
Recordingmiscellaneoustransactions............................................... 51
Creditcard
transactions..................................................................... 52
5 Sales ..............................................................................53
Creatingacustomercard................................................................... 53
Enteringsales..................................................................................... 55
Changingthestatusofasale .............................................................59
Reviewingyoursalesinformation...................................................... 59
Receivingpayments ...........................................................................61
Printingpaymentreceipts.................................................................. 63
Creditcontrol..................................................................................... 63
Customercredits................................................................................ 65
Accountingforbaddebts................................................................... 68
6 Lists ...............................................................................69
Addingarecord.................................................................................. 69
SettingupGSTcodes ......................................................................... 70
Findingarecord ................................................................................. 72
Changingarecord .............................................................................. 73
Inactivatingorreactivatingarecord.................................................. 73
Deletingarecord ............................................................................... 74
Combiningrecords............................................................................. 75
Customisingrecords ..........................................................................77
7 Transactions ..................................................................81
Findingatransaction.......................................................................... 81
Changingordeletingatransaction.................................................... 83
Reversingatransaction...................................................................... 85
Recurringtransactions....................................................................... 86
8 Reports..........................................................................91
Producingreports .............................................................................. 91
Customisingreports...........................................................................93
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9 Forms .......................................................................... 101
Findingforms....................................................................................101
Sendingforms...................................................................................102
Customisingforms............................................................................105
Addingandeditingformelements...................................................108
Savingcustomisedforms..................................................................112
Exportingandimportingcustomisedforms .....................................113
10 Contactmanagement .................................................. 115
Creatingacard .................................................................................115
Keepingintouchwithyourcontacts................................................116
Groupingyourcontacts....................................................................120
Synchronisingcards
withMicrosoftOutlookcontacts ...................................................121
Customisingcards.............................................................................127
Reviewingyourcontactinformation ................................................129
11 Financialcontrol .......................................................... 131
Trackingfinancialinformation..........................................................131
Budgets .............................................................................................133Reviewingfinancialinformation.......................................................136
12 Endofperiodprocedures............................................139
Monthendprocedures ....................................................................139
Closingafinancialyear .....................................................................146
13 Managingcompanyfiles .............................................. 149
Backingupandrestoringcompanyfiles...........................................149
Confirmingactivatedcompanyfiles .................................................151
Managingsoftwareupdates.............................................................152
14 Importingand
exporting
data ...................................... 155
Exportingdata ..................................................................................156
Importingdata..................................................................................157
Index ................................................................................ 167
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7
1 IntroductionBeforeyoubegin,takesometimetoexplorethesoftwareandfindoutaboutthebasicfeaturesofnavigationandtransactionentry.Thischapterprovidesan
overviewof
your
software
and
describes
the
tools,
resources
and
primary
features
of
AccountRight.
NotethatthetermAccountRightreferstoAccountRightBasics.
Learning about AccountRight
MYOBiscommittedtodevelopingaccountingsoftwarethatiseasyto
use.Tothatend,AccountRightisaccompaniedbycomprehensive
informationresourcestohelpyoulearnaboutyoursoftwareandtoprovidesupportasyousetupyourrecordsandentertransactions.
Manuals
MYOBprovidessupportingdocumentationtohelpyouinstallanduse
AccountRight.Thesedocumentsareprovidedaspartofthesoftware
CDyoupurchased,orcanbedownloadedfromtheMYOBwebsite.
NotethatyouneedaPDFviewertoviewthemanuals.
GettingStarted
guide The
Getting
Started
guide
is
provided
to
firsttimeusersofAccountRight.Itcontainsinformationonhowto
installandregisterthesoftwareandhowtoobtaintechnicalsupport.A
printedversionofthisguideisprovidedwiththeAccountRight
softwareCD.
ReleaseNotes TheReleaseNotesareprovidedtoexistingusersof
AccountRightsoftware.Theyexplainhowtoupgradeyoursoftware
anddescribenewfeaturesandsoftwarechanges.
UserGuide TheUserGuideintroducestheprincipalfeatures,
functionsandcapabilitiesofyourAccountRightsoftware.Itisdesigned
tobeusedasareferenceforeverydaytransactionentryandperiodictasks,suchasissuinginvoices,makingpaymentsandendofperiod
processing.
TheuserguideisprovidedasaPDFontheAccountRightsoftwareCD,
andisalsoavailabletodownloadfromtheMYOBwebsite.Notethatall
ofthecontentintheuserguideisavailablethroughtheHelpCentre.
Help Centre
TheHelpCentreisacomprehensiveresourcethatdescribesall
functionsand
features
of
your
software.
It
also
includes
window
descriptionsandtipsforhelpingsolvecommonproblems.
TheHelpCentreisinstalledwhenyouinstallyoursoftware,however
werecommendyouusetheonlineversionofhelpifyouareusually
connectedtotheInternet.Theonlineversionofhelpisupdated
regularlybetweenproductreleasesandmaycontainnewhelptopics
relevanttoyou.
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8 C H A P T E R 1 I N T R O D U C T I O N
To use the online help version
1 Openyourcompanyfile.
2 GototheSetupmenuandchoosePreferences.ThePreferences
windowappears.
3 SelecttheIPrefertoUseHelpFromtheInternet,RatherThanMy
ComputeroptionandclickOK.
To display the Help Centre
Inanywindow,presstheF1key.
InanywindowotherthancommandcentrewindowsclickHelp
( )andchooseHelpforthisWindow.
ChooseSearchfromtheHelpmenu.
Gotohelp.myob.co.nz
Help in AccountRight windows
Openingthe
Help
Centre
from
any
windowother
than
command
centrewindowsdisplaysdescriptionsorprocedures relevanttothat
window.ClickHelp( )andchooseHelpforthisWindow,TellMe
AboutorSearch.
Theseoptions
are
described
below.
Help in command centres
ThemainwindowsinyourAccountRightsoftwareareknownas
commandcentres.Youcanviewhelpforacommandcentrebygoingto
theHelpmenuandselectingHelpforthisWindow.
TheHelpCentredisplaysadescriptionofthecommandcentreandits
variousfunctions.
Formoreinformation,seeCommandcentresonpage 10.
Help in fields
Youcanchoosetodisplayashortdescriptionofbuttons,textfields,
columnsand
command
centre
items
when
you
hover
the
mouse
over
them.
Toturnfieldhelponoroff,gototheSetupmenuandchoose
Preferences.In
the
Preferences
window
that
appears,
go
to
the
WindowstabandselectordeselecttheShowFieldHelpWhen
HoveringOveraFieldoption.Select If youwantto
Helpforthis
Window
seeadescriptionofthewindow,whichincludeslinks
totopicsthatgiveyoutipstosolvingcommon
problemsanddirectyoutoothersourcesofhelp.
TellMeAbout displayalistoftopicsthattellyouhowtoperform
varioustasksinthewindow,orotherrelatedtasks.
Search searchthehelpusingkeywords.
Select If youwantto
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W H E R E T O S T A R T 9
Show Me How videos
ShowMeHowvideosdemonstratehowtousemanyofthenew
features,andrunbetweenoneandfourminutes.Notethatinternet
accessisrequiredtoviewvideos.
To view Show Me How videos
1 GototheHelpmenuandselectLearningCentre.TheHelpCentre
appears.
2 IntheVideossection,clickViewallvideos.Alistofavailable
videosappearsinyourbrowser.
3 Clickthevideoyouwanttoview.
Where to start
WhenyoustartyourAccountRightsoftware,awelcomewindow
displaysthefollowingoptions:Experiment with sample data
Beforeyoucreateanewcompanyfile,werecommendthatyou
experimentwithasamplecompanysdata.
To explore the Clearwater company file
1 StartyourAccountRightsoftwareand,inthewelcomewindowthat
appears,clickExploreasamplecompany.TheSignonwindow
appears.
2 ClickOpen.Thesamplefileopensandacommandcentrewindow
appears.
Acommandcentrewindowalwaysappearswhenacompanyfileis
open.Noticethatthenameofthesamplecompany,Clearwater Ltd.,
appearsatthetopofthewindow.
Nowthat
the
sample
company
file
is
open,
you
can
browse
through
the
software,explorethetransactionsthathavealreadybeenenteredand
entersometransactionsyourself.
Option Description
Openacompanyfile Openanexistingcompanyfile.
Createacompanyfile Createacompanyfileforyourbusiness.See
Create acompanyfileonpage 16.
Upgradeacompanyfile Upgradeacompanyfilecreatedwithaprevious
versionofAccountRight.
Recentlyopened
companyfiles
Toopenacompanyfileinthelist,clickthefile
name.Toremoveacompanyfilefromthelist,
rightclickitandselectRemovefromlist.
Exploreasample
company
Experimentwithasamplecompanysdataand
learnhowtouseAccountRight.
Restoreabackupfile Restoreabackedupcompanyfile.
HelpCentre AccesstheHelpCentreandlearnaboutthe
newfeaturesinthisversionofAccountRight.
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1 0 C H A P T E R 1 I N T R O D U C T I O N
Exploring AccountRight
Youshouldbecomefamiliarwiththefollowingtoolsandaids: Command centres
There
are
four
command
centres
in
AccountRight
Basics.ThefollowingisanillustrationoftheSalescommandcentre.
Eachcommandcentrecontainsarowoficonsinthetopsectionofthe
window.Theseiconsallowyoutoswitchbetweencommandcentres.
Theselectediconrepresents thecurrentcommandcentre,andthe
flowchartdisplayedbelowtheiconsillustratesthemajortasks
associatedwiththatcommandcentre.(Forexample,whentheSales
iconis
selected,
tasks
such
as
Enter
Sales
and
Print/Email
Statementstypicaltasksyouwouldcompleteinrelationto
salesappearinthecommandcentresflowchart.)
Tool See
Commandcentres below
Dateentrycalendars page 11
Thebusinesscalendar page 11
Calculators page 12
Zoomarrows page 12
Selectionlists page 12
Selectcolumns page 13
Mouseshortcuts page 13
Shortcutkeys page 13
Spellcheck page 14
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E X P L O R I N G A C C O U N T R I G H T 1 1
Therearefourmenusatthebottomofeachcommandcentre.The
optionsavailablefromthesemenusaredescribedbelow.
Therearetwowaystoselectanoption:
Clickthemenunametodisplaythewindowrelevanttothe
commandcentreyouarein.
Clickthearrow( )nexttothemenunameandselectfromalistof
theavailable
options
for
all
command
centres
(not
just
the
commandcentreyouarecurrentlyin).
Date-entry calendars
Thecalendarsimplifiesdateentry.Forexample,supposeyoure
enteringasaleandhavepromisedthegoodstothecustomeronthe
lastFridayofthemonth.Ratherthanfiguringoutthedateandentering
itmanually,youcandisplaythecalendarinthePromisedDatefieldof
theSaleswindowandclickthedate.
Todisplay
the
calendar,
click
the
arrow
next
to
the
date
field
or
put
the
cursorinadatefieldandpresstheSPACEBARonyourkeyboard.Selecta
datebyclickingit.Theselecteddateappearsinthedatefield.
Toclosethecalendarwithoutselectingadate,pressESC.
Toclosethecalendarwithoutselectingadate,pressESC.
The business calendar
Youcanusethebusinesscalendartospecifywhichdaysoftheweek
yourbusinessisopen,aswellasholidaysandimportantbusiness
events.
Aswellasbeingahandyreference,thebusinesscalendaraffectsthe
ContactAlertfunctionintheToDolist.Ifyousetaremindertocalla
customeronadaythatyourbusinessisindicatedinthebusiness
calendarasbeingclosed,thereminderwillappearintheToDoList
windowonthebusinessdaybeforethetaskisdue.
Forexample,ifareminderisscheduledforSaturdaybutyourbusiness
isclosedonSaturdays,thereminderwillappearintheToDoList
windowonFriday.
Select... If youwantto...
ToDoList recordandmanagetasksthatneedyourattention,
suchaspayinginvoicestotakeadvantageof
earlypaymentdiscounts.
FindTransactions findtransactionsrelatingtoaccounts,sales,cardsandjobs.
Reports viewalistoftheavailablereports.
BusinessInsights viewinformationyourequiredaytodaytorunyour
business.
Thecurrentdateishighlighted.Youcanusethearrowkeysnexttothemonthandyeartoselectadifferentmonthoryear.
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1 2 C H A P T E R 1 I N T R O D U C T I O N
To set up your business calendar
1 GototheSetupmenuandchooseBusinessCalendar.TheBusiness
Calendarwindowappears.
Thecurrentmonthisdisplayedinthecalendaratthetopofthe
window.Daysthatappearingreyaredayswhenyourbusinessis
closed.
2 Ifyouwanttomarkaspecificdayasclosed,clickthedateinthe
calendar.
Ifyourbusinessisalwaysopenorclosedonaspecificdayofthe
week,clickthatdayintheShortcutforsettingaveragebusiness
weeksection.Amessagewillconfirmthatyouarechangingthe
daysstatus.
3 Addanyimportanteventsthatoccurduringthemonthinthe
ImportantDayssection.
4 Ifyouwanttoenterinformationforothermonthsinthebusiness
calendar,clickthearrowsatthetopofthecalendar.
5 ClickOKtoclosethebusinesscalendar.
Calculators
Apopupcalculatorisavailabletosimplifycalculatingandentering
numericdata,includingmoneyamounts,itemquantitiesandunits.
Thecalculatorisavailableineveryfieldwhereyoumayneedto
calculateanamountortotalfigure.
Todisplaythecalculator,clickthearrownexttothenumericdatafield
orpress
= (equals)
or
the
SPACEBAR
when
the
cursor
is
in
anumeric
data
field.Inthecalculator,enteryourcalculationandthenpressENTER.The
resultappearsinthenumericdatafield.
Zoom arrowsZoomarrows,displayednexttovariousfields,allowyoutodisplay
moredetailedinformationaboutaspecificentry,suchasatransaction
orcustomerrecord.
Abluezoomarrow( )indicatesthatyoucandisplaymoredetailed
informationaboutarecordandmakechangestoordeleteit.
Agreyzoomarrow( )allowsyoutodisplaymoredetailed
information,buttheinformationcannotbechanged.Ifyouwantto
changetheinformation,youcanreversethetransactionandreenterit
(seeReversing atransactiononpage 85).Alternatively, youcan
changeyour
security
preference
selection
to
make
all
transactions
changeable(seeSetuppreferencesonpage 24).
Selection lists
Searchicons( )displayednexttovariousfieldsallowyoutoopen
selectionlistscontainingrecordsthatyouhavepreviouslyentered,
suchascustomersandshippingmethods,orrecordsprovidedby
default.
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Select columns
Selectcolumnsallowyoutoselectitemsfromalist.Therearetwo
selecticons:theSelecticonforeachentryinthelistandthe
Select/DeselectAlliconlocatedatthetopofthecolumn.
SelectanitembyclickingtheSelecticonnexttoit.Youcanselectall
listeditemsbyclickingtheSelect/DeselectAllicon,anddeselectthem
byclickingtheSelect/DeselectAlliconagain.
Mouse shortcuts
Youcan
right
click
in
awindow
to
open
ashortcut
menu
with
options
relevanttothewindowandtothefieldyouareenteringdatain.
Mouseshortcutsareaneasywaytoeraseatransaction,find
transactions,orgethelpforawindow.
Ifyouareenteringinformationinatextfield,rightclickoptionsinclude
Cut,Copy,Paste,ClearandSpelling.
Shortcut keys
Youcanuseshortcutkeystospeedupdataentry.Alltheshortcutkeys
correspondtomenucommands.Listedbelowaretheshortcuts
relatingtothemenucommands.
Menu Command Shortcutkeys
File New(CompanyFile) CTRL+N
Open CTRL+O
CloseWindow ESC
Print CTRL+P
Edit Undo CTRL+Zor
ALT+BACKSPACE
Cut CTRL+XorSHIFT+DELETE
Copy CTRL+CorCTRL+INSERT
Paste CTRL+Vor
SHIFT+INSERT
SelectAll CTRL+A
SelectfromList CTRL+L
RecapTr ansa ct io n C TR L+ R
CommandCentres
(All)
ToDoList CTRL+T
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Spell-check
Whenenteringsaleoriteminformation,youcancheckyourspellingin
mosttextfields,includingmemos,descriptions,addressesanditem
names.
Youcanchoosetosetapreferencetoautomaticallycheckspellingor
manuallycheckspelling.Tomanuallycheckspelling,clickSpell.
Whenyou
check
the
spelling
in
afield,
the
Spelling
window
appears.Youcanalsocustomiseyourspellingpreferences.For
example,youcanchangethemaindictionarylanguageandchoosea
preferencetoignorewordsthatincludenumbers.
To set spelling preferences
1 GototheSetupmenuandchoosePreferences.ThePreferences
windowappears.
2 ClicktheWindowstab.
3 Ifyouwanttoautomaticallycheckspelling,selectthe
AutomaticallyCheckSpellinginTextFieldsBeforeRecordingTransactionsoption.
4 Ifyouwanttocustomiseyourspellingpreferences,clickSpelling.
TheSpellingOptionswindowappears.
5 SelectyourpreferencesandclickOK.
Formoreinformationaboutthespellingfeature,seetheHelpCentre.
CommandCentres
(All)
FindTra nsa ct io ns C TR L+ Y
CommandCentres>
Accounts
CommandCentre CTRL+1
RecordJournalE ntry C TRL+ G
CommandCentres>
Banking
BankRegister CTRL+K
CommandCentre CTRL+2
SpendMoney CTRL+H
ReceiveMoney CTRL+D
CommandCentres>
Sales
CommandCentre CTRL+3
EnterInvoices CTRL+J
ReceivePayment s C TRL+ B
CommandCentres>
CardFile
CommandCentre CTRL+8
Lists CardsList CTRL+F
Reports IndextoReports CTRL+I
Window RefreshAll F5
Help MYOBHelp F1
Wealsosupportthefollowingshortcutkeycombinations:
CloseWindow CTRL+F4
NextWindow CTRL+F6
or
CTRL+TAB
CycleTask ALT+TABorALT+ESC
Menu Command Shortcutkeys
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1 5
2 Creating a company fileYourfinancialdataisstoredinacompanyfile.Ifyoudontalreadyhaveacompanyfile,youmustcreateitbeforeyoucanbeginrecordingtransactions.
Overview
Whenyoucreateacompanyfile,yourecordbasicinformationabout
yourbusiness,suchasthebusinessnameandyourcontactdetails.You
mustalsospecifythemonthandfinancialyearinwhichyouwantto
startrecordingtransactions.
Dependingon
the
features
you
want
to
use,
there
are
some
tasks
that
youshouldcomplete.Thischapterguidesyouthroughtheessential
ones.
Essentialtasks Thetasksyouneedtododependonwhetheryour
accountanthascreatedandsetupacompanyfileforyou,the
informationyoucurrentlyhaveandwhenyourbusinessstarted.
Advancedtasks Onceyouhavecompletedtheessentialtasks,you
canstartrecordingtransactions.However,ifyouneedtousethe
advancedfeaturesofthissoftware,(suchasthesalesfeature),youwill
needtodofurthersetuptasks.ThesetasksarecoveredinChapter 3,
Settingup,startingonpage 27.
Task See
1 Createacompanyfile page 16
2 Activatethecompanyfile page 18
3 Setupaccounts page 19
4 Enteraccountopeningbalances page 22
5 Setuppreferences page 24
6 Setupsoftwaremanagement page 24
7 Setapassword page 25
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Create a company file
YoucancreateacompanyfileusingtheNewCompanyFileAssistant.
Thisassistantisaseriesofinteractivewindowsthatguideyouthrough
theprocessofcreatinganewcompanyfile.
NOTE : Doyoualreadyhaveacompanyfile? IfyouraccountantorMYOBpartnerhasprovidedyouwithacompanyfile,orifyouwanttouseafilethatyoucreatedwithatestdriveversionofthissoftware,youdontneedtocreateacompanyfile.
Beforeyoustart:
To create a new company file
1 StartyourAccountRightsoftware.Awelcomewindowappears.
2 ClickCreateacompanyfile.TheNewCompanyFileAssistant
appears.
Youneedtoknow Description
Yourcurrentfinancial
year
Thisisthefinancialyearforwhichyouwanttostart
recordingtransactionsinyourcompanyfile.
Notethatafinancialyearisrepresentedbythe
calendaryearinwhichthefinancialyearends.For
example,ifyourfinancialyearendsinMarch2011,
yourfinancialyearis2011.
Thelastmonthofyour
financialyear
Thisisthemonthinwhichyourfinancialyearends.
FormostbusinessesthelastmonthisMarch.
Yourconversion
month
Thisistheearliestmonthforwhichyouwantto
recordtransactions.Forexample,ifyouwanttoenter
transactionsdated1Septemberorlater,your
conversionmonthisSeptember.
Youcannotentertransactionsdatedbeforethe
conversion
month.
Thedefaultlistof
accountsthatyou
wanttostartwith
Accountsarethecategoriesthatyouwillallocateeach
ofyourtransactionsto.Whenyoucreateacompany
file,youneedtoselectadefaultlistofaccounts.You
can:
startwithanaccountslistprovidedbyMYOB.
Youcanselectapredefinedaccountslistsuitable
foryourbusiness.
importalistofaccounts.Youcanimportan
accountslistfromanothercompanyfileorone
thathasbeenprovidedbyyouraccountantor
MYOBApprovedPartner.
buildyourownlist.Youcanstartwithanaccounts
listthathastheminimumaccountsrequired by
your
AccountRight
software
and
then
add
to
it.Notethatyoucanmodifyyouraccountslistafter
creatingyourcompanyfile.
Youneedtoknow Description
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1 7
3 ClickNext.TheCompanyInformationwindowappears.
4 Enteryourbusinesscontactandregistrationdetails.Ifavailable,
alsoenteryourAccountRightserialnumber.
5 ClickNext.TheFinancialYearwindowappears.
6 Enteryourfinancialyeardetailsandconversionmonth.
NOTE : Setyourfinancialyear Rememberthatthisisthefinancial
yearfor
which
you
want
to
start
recording
transactions
in
your
companyfile.Itdoesnotneedtobethefinancialyearthatyourbusinessiscurrentlyoperatingin.
7 ClickNext.TheAccountsListOptionswindowappears.
8 Selectthedefaultaccountslistyouwanttostartwith.
9 ClickNext.TheAccountsListSelectionwindowappears.
10 Selecttheindustrythatbestmatchesyourownbusiness.
Asuitableaccountslistfortheindustryyouselectedappears.Ifyou
wanttoprintthelist,clickPrint.Lateryoucantailorthelisttomeet
theneedsofyourbusiness.
11 ClickNext.TheCreateCompanyFilewindowappears.
12 Ifyouwanttochangeyourcompanyfilename,youcanedititinthe
CompanyFileNamefield.
13 If
you
want
to
change
the
location
where
your
company
file
will
be
saved:
a ClickChangeLocation.TheBrowseforfolderwindowappears.
b Browsetothelocationyouwouldliketostoreyourcompanyfile
andclickOK.
14 ClickCreateCompanyFile.Yourcompanyfileiscreatedandthe
Conclusionwindowappears.
15 ClickCommandCentretodisplaytheCommandCentrewindow.
Ifyouchooseto... Continuewith...
startwithanaccountslistprovidedbyMYOB step 9
importalistofaccounts step 11
buildyourownlist step 11
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Activate the company file
Activationisaprocessthatverifiesyouhavealegalinstallationof
AccountRight.Youcanactivateyourcompanyfileonlineoroverthe
phone.
NOTE : Doyouneedtocompletethistask? Youdontneedtoactivateacompanyfilethatyouhavecreatedfortestingpurposesoranyfileyouarenolongerenteringtransactionsinto.
Aftercreatingacompanyfile,youcanuseitfor30daysintrialmode,
afterwhichyoumustactivatethefileifyouwanttocontinueentering
transactionsintoit.
Ifyoudontactivatethefilewithin30days,itwillbecomereadonly,
whichmeansyoucanopen,view,printandexportinformation,butyou
willnotbeabletoenternewinformationintothefileuntilyouactivate
it.
Afteractivatingafile,youmustconfirmthecompanyfileonceortwice
ayear,thatis,extenditsactivationthroughoutitsworkinglife.For
moreinformation,seeConfirmingactivatedcompanyfileson
page 151.
NOTE : Automaticconfirmation Ifyouwant,youcansetapreferencetoautomaticallyconfirmanactivatedcompanyfileovertheinternetwhenrequired.
Activationlimits Thereisalimittothenumberofcompanyfilesyou
canactivateunderyoursoftarelicence.Ifyouneedtoactivatemultiple
companyfiles(forexample,yoursisabookkeepingbusinesslooking
aftermanyclients),youllneedtoobtainlicenceextensionstoactivate
additionalcompanyfiles.ContactMYOBCustomerServiceabout
obtaininglicenceextensions.
Before you begin
Beforeyoucanactivateacompanyfile,youneedto:
knowyourproductserialnumber.Ifyoudidntenteryourserial
numberwhencreatingthecompanyfile,youwillneedtoenterit
duringtheactivationprocess.Youcanfindyourserialnumberon
thesoftwareCDsleeve.
registeryoursoftware.RegistrationenablesMYOBtocontactyou
shouldtherebeanyissueswithyoursoftware.SeetheGetting
Startedguideforinformationonhowtoregisteryoursoftware.
To activate a company file
1 Open
the
company
file
to
be
activated
and
sign
on.TheActivationAssistantappears.
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1 9
2 ClickIusethiscompanyfiletorecordoreditmybusiness
transactions,thenchooseanactivationoption:
3 Closetheassistant.
4 Ifyouwanttoactivateanothercompanyfile:
a GototheFilemenuandchooseOpen.TheOpenwindow
appears.
b Openthecompanyfiletobeactivatedandsignontothefile.
c Continuefromstep 2above.
Set up accounts
Accountsprovide
ameans
for
grouping
similar
transactions.
For
example,ifyourbusinesspaysrentfortheuseofitspremises,you
wouldcreatearentaccountandthenallocateallrentpaymentstothat
account.
Theaccountsyouuseforyourbusinessaregroupedinanaccountslist.
NOTE : Doyouneedtocompletethistask? IfyouraccountantorMYOBApprovedPartnerhasprovidedyouwithacompanyfile,thistaskmayhavebeencompletedforyou.Inthiscase,gotoEnteraccountopeningbalancesnext.
Meth od S tep s
Activate
Online
1 EnsureyouareconnectedtotheInternet.
2 ChooseActivateOnlineandthenclickNext.The
Detailswindowappears.
3 Ifyou
have
not
previously
entered
your
serial
number,
typeitintheSerialNumberfield.
4 ClickActivatetoactivatethefile.
Activate
byPhone
1 ChooseActivatebyPhoneandthenclickNext.The
Detailswindowappears.
2 Ifyouhavenotpreviouslyenteredyourserialnumber,
typeitintheSerialNumberfield.
3 CallMYOBonthephonenumberdisplayedabovethe
SerialNumberfieldandrequestalicencefiletobe
emailedtoyou.
4 Onceyouhavereceivedtheemail,detachyourlicence
file.
5 ClickBrowsenexttotheSelectthelicencefiletoload
fieldtolocatethelicencefile.
6 ClickActivatetoactivatethefile.
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Whenyoucreatedyourcompanyfile,youselectedadefaultaccounts
listtostartwith.Thislistmayalreadyhavetheaccountsyouneed.If
not,youcanchangethelisttosuityourneeds.Ifyouareunsure,ask
youraccountantwhichaccountsyoushouldcreate,editordelete.
Ifyouchosetoimportalistofaccounts,youshouldimportthislistnow.
SeeImportingdataonpage 157.
Accountnumbers Eachaccountisidentifiedbyauniquefivedigit
number.Thefirstdigitindicatestheaccountsclassification(forexample,accountsstartingwith1areassetaccounts).Theremaining
fourdigitsdetermineitslocationwithintheclassification.Thelower
thenumber,thehigherupinthelistitappears.Forexample,account
11100appearsabove11200.
Accountclassificationsandtypes Theaccountslistgroupsaccounts
intoeightclassificationsAsset,Liability,Equity,Income,CostofSales,
Expense,OtherIncomeandOtherExpense.Withineachaccount
classificationthereisatleastoneaccounttype.
Accountclassificationsandtypesaredescribedinthefollowingtable.
Headeranddetailaccounts Youraccountslistconsistsofdetail
accounts(theaccountstowhichyouallocatetransactions)andheader
accounts.Header
accounts
group
related
detail
accounts
to
help
you
organiseyouraccountslist.
Forexample,youcouldgroupyourtelephone,electricityandgas
expenseaccountsusingaUtilitiesheaderaccount.Thismakesiteasier
foryoutolocatetheutilityexpenseaccountsintheaccountslistandto
seeyourcombinedutilityexpenses.
Classification Type Description
Asset
(1xxxx)
Bank Moneyinthebank,forexample,ina
chequeorsavingsaccount.
Accounts
Receivable
Moneyowedtoyoubyyour
customers.
OtherCurrent
Asset
Assetsthat,ifrequired,canbe
turnedintocashwithinayear.These
mayincludeyourtermdeposits.
FixedAsset Assetswhichhavealonglife,for
example,buildings,
cars
and
computers.Fixedassetsareusually
depreciated.
OtherAsset Otherassetsyouownsuchasloans
madetoothersandgoodwill.
Liability
(2xxxx)
CreditC ard Repaymen tsrequiredtoservice
creditcarddebt.
OtherCurrent
Liability
Moneyowedbyyouthatisduein
lessthanayear,forexample,GST.
LongTerm
Liability
Moneyowedbyyouthatisduein
morethanoneyear,forexample,a
businessloan.
OtherLiability Other
money
you
owe.
Equity
(3xxxx)
Equity Thebusinesss networth,thatis,its
assets minusitsliabilities.Common
equityaccountsarecurrentyear
earnings,retainedearningsand
shareholdersequity.
Income
(4xxxx)
Income Revenuefromthesaleofgoodsand
services.
CostofSales
(5xxxx)
CostofSales Thedirectcostofsellingyourgoods
andprovidingservices,forexample,
purchasecostsandfreightcharges.
Expense
(6xxxx)
Expense Theday
to
day
expenses
of
running
yourbusiness,forexample,utility
bills,employeewagesandcleaning.
OtherIncome
(8xxxx)
OtherI nco me Otherrevenues,forexample,
interestearnedonsavingsand
dividendspaidfromshares.
OtherExpense
(9xxxx)
OtherE xp en se Ot he rexpenses,forexample,
interestcharged.
Classification Type Description
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2 1
Yougroupaccountsbyindentingthedetailaccountslocateddirectly
belowaheaderaccount.Formoreinformation,seeTogroupdetail
accountswithaheaderaccountonpage 22.
Notethat:
Youcannotallocatetransactionstoaheaderaccount.
Thebalanceofaheaderaccountisthesumofthedetailaccounts
indenteddirectlybelowit.
Youcanhaveuptothreeheaderaccountlevelsasshowninthe
exampleabove.
Howyougroupyouraccountscanaffecthowtotalsandsubtotals
arecalculatedonreports.
Setting up accounts
To create an account
1 GototheAccountscommandcentreandclickAccountsList.The
AccountsListwindowappears.
2 ClickNew.TheAccountInformationwindowappears.
3 Ifyou
want
to
create
aheader
account,
select
the
Header
Account
optionorifyouwanttocreateadetailaccount,selectDetail.
4 SelecttheaccounttypefromtheAccountTypelist.TheAccount
Classificationfieldchangesaccordingtotheselectionyoumake.
Formoreinformationonaccountclassifications,seeAccount
classificationsandtypesonpage 20.
5 EnterafourdigitnumberfortheaccountintheAccountNumber
field.Thenumbermustbeuniquewithineachaccount
classification.
6 PressTABandtypeanamefortheaccount.
Ifyouwantto... See
Create anaccount below
Deleteanaccount page 74
Changethedetailsofanaccount page 73
Groupdetailaccountswithaheaderaccount page 22
Importanaccountslist page 157
Headeraccounts
Detailaccounts
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7 ClicktheDetailstab.
8 Ifyouwant,typeabriefdescriptionoftheaccountinthe
Descriptionfield.
9 IntheGSTCodefield,entertheGSTcodethatyouusemostoften
withtransactionsthatwillbepostedtothisaccount.
10 Ifyouarecreatinganasset,liabilityorequityaccount(otherthan
anassetwiththeaccounttypeofBank),selectanoptionfromthe
ClassificationforStatementofCashFlowslist.
Classifyingtheaccountsallowsyoutogenerateastatementofcash
flows.Thisreportshowshowyourcashpositionhaschangedover
time,profitearnedandwhereyourcashwasspent.Ifyoure
unsureaboutwhichclassificationtouse,consultyouraccountant
oranMYOBApprovedPartner.
11 Ifyouarecreatingabankorcreditcardaccount,andyouwantto
keeparecordofyourbankaccountdetails,ormakeelectronic
payments,clicktheBankingtabandenteryouraccountdetails.
12 [Detailaccountsonly]Ifyouwanttoenterhistoricalbalancesfor
thelast
financial
year,
click
the
History
tab
and
complete
the
Last
FYcolumn.Thatwayyoucancomparethemonthlyaccount
balancesforthisyearandlastyear.
13 ClickOKwhenyouhavefinished.Theaccountnowappearsinyour
accountslist.
To group detail accounts with a header account
Yougroupaccountsbyindentingtheaccountslocatedbelowaheader
account.
1 GototheAccountscommandcentreandclickAccountsList.The
AccountsList
window
appears.
2 Selectthedetailaccountyouwanttogroup.
3 ClicktheDownbuttonatthebottomofthewindowtogroupthe
accountwiththeheaderlocatedaboveit.
Enter account opening balances
Accountopeningbalancesarethebalancesofyouraccountsasatthe
firstdayofyourconversionmonth.
NOTE : Doyouneedtocompletethistask? Ifyouwereinbusinesspriortoyourconversion month,mostofyouraccountsprobablyalreadyhavebalances.Ifyouwanttoproducefinancialreportsthatincludethesebalances(suchasabalancesheet),oryouwanttotrackthebalanceof
accountswithacumulativebalance(suchasyourbankaccount),youneedtoenterthesebalances.
Youcanfindyouraccountopeningbalancesonatrialbalancereport,a
balancesheetoraprofit&lossreportpreparedfortheperiod
immediatelypriortoyourconversiondate.Youcanaskyour
accountanttopreparethesereports.
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2 3
Youmayalsobeabletofindyouraccountopeningbalancesusingyour
previousaccountingsoftwareorpaperbasedrecords.
Thebalancesyouenterdependonwhetheryourconversionmonthis
alsothefirstmonthofyourfinancialyear.Ifyourconversionmonth:
isthefirstmonthofyourfinancialyear,youentertheopening
balancesofyourasset,liabilityandequityaccountsonly.
isnotthefirstmonthofyourfinancialyear(forexample,ifyour
financialyear
starts
in
April
but
your
conversion
month
is
August),
youcanentertheopeningbalancesofallyouraccounts.
Openingbankaccountbalances Youcanenterthefollowing
amountsastheopeningbalanceofabankaccount:
thebankaccountbalancethatappearsonyourbalancesheetor
trialbalancereportsasatthedaypriortoyourconversiondate.For
example,ifyourconversiondateis1April2011,thisisthebank
accountbalanceasat31March2011.
Thesereportscanbeprovidedbyyouraccountant,or,ifyouwere
previouslyusingotheraccountingsoftware,printedusingthat
software.
thecashbookbalanceoftheaccountasattheendofthedayprior
toyourconversiondate.Youcancalculateyourcashbookbalance
bytakingintoaccountthetransactionsnotyetclearedbyyour
bankasattheconversiondateandthebalancethatappearson
yourbankstatementatthatdate.
Forexample,assumethat$500worthofdepositsand$1000worth
ofpaymentswereunclearedasatyourconversiondate(thatis,
theyhadnotappearedonabankstatement).Thecashbook
balancewouldbecalculatedasshownbelow:
To enter opening balances
1 GototheSetupmenu,chooseBalancesandthenAccount
OpeningBalances.TheAccountOpeningBalanceswindow
appears.
2 EnterthebalancesintheOpeningBalancecolumn.
NOTE : Enteropeningbalancesaspositivenumbers Dont,for
example,enter
your
liability
account
balances
as
negative
numbers.
Enternegativeamountsonlyifaccountstrulyhavenegativebalances.Asarule,thesewillbeassetaccountsthatrecordaccumulateddepreciation.
3 CheckthattheamountintheAmountlefttobeallocatedfieldat
thebottomofthewindowshows$0.00.
Ifthisfielddisplaysanamountotherthan$0.00,checkyour
openingbalances
again
because
they
are
either
incomplete
or
incorrect.However,youcancontinuethesetupprocessifthereis
anamountintheAmountlefttobeallocatedfield.Theamount
willbeassignedtoaspecialequityaccountcalledHistorical
Balancing.
4 ClickOK.
Bankstatementbalanceasattheconversiondate $ 21,0 00 .0 0
ADDuncleareddeposits +$500.00
SUBTRACTunclearedpayments $1,000.00
Cashbookbalanceasattheconversiondate $20,500.00
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Set up preferences
PreferencesaresettingsthatenableyoutotailorAccountRighttoyour
businessrequirementsandprocesses.Forexample,youcanchooseto
automaticallyprintinvoicesafterrecordingthem,orpreventusers
fromediting
transactions.
NOTE : Doyouneedtocompletethistask? Whileyoucancompletethissteplater,youshouldreviewthedefaultpreferencesthathavebeensetbeforeyoustartenteringtransactions.
Beforesettingpreferences,closeanyopenwindows(apartfromthe
CommandCentre).Youwillnotbeabletochangepreferencesifyou
haveotherwindowsopen.
Youcansetupyourpreferencesusingthe:
Customise
Easy
Setup
Assistant.
This
assistant
guides
you
through
settingupsomekeypreferences.Toaccesstheassistant,gotothe
Setupmenu,chooseEasySetupAssistantandthenclick
Customise.
Preferenceswindow.Thiswindowlistsallofthepreferences.To
viewthiswindow,gototheSetupmenuandchoosePreferences.
Somepreferencesyoushouldconsiderchoosinginclude:
TransactionsCANTbeChanged;TheyMustbeReversed Ifyou
dontwanttoallowuserstoeditordeletetransactions,selectthis
option.Iftheywanttochangeordeleteatransaction,theywill
needtodosobyrecordingareversaltransaction.Formore
information,seeReversingatransactiononpage 85.
SelectandDisplayAccountName,NotAccountNumber Ifyou
wanttosearchforaccountsbytheirnamesratherthanbytheir
numbers,selectthisoption.Thisallowsyoutoenteraccountsand
sortyouraccountsearchlistsalphabeticallyusingthenameofthe
accountsratherthanthenumbers.
WarnifCustomerhasanOutstandingCreditBeforeApplyinga
Payment Ifyouwanttobenotifiedwhetheracustomerhasany
outstandingcredits
before
you
apply
their
payment
to
asale,
select
thisoption.
ApplyCustomerPaymentsAutomaticallytoOldestInvoice
First Ifyoudlikepaymentsfromcustomerstobeappliedtothe
oldestoutstandingsalesfirst,setthispreferenceintheSalesview
ofthePreferenceswindow.
Set up software management
SoftwareManagerisawebbasedtoolthatnotifiesyouthatyour
softwarehasbeenupdated,andenablesyoutoinstalltheupdatefrom
theweb.
Notethatyoumayhavealreadysetupthisfeaturewhenyouinstalled
yoursoftware.
FormoreinformationabouthowtosetupanduseSoftwareManager,
seeManagingsoftwareupdatesonpage 152.
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Set a password
Youcansetapasswordtopreventunauthorisedusersfrommaking
changestoyourcompanyfile.Bydefault,yourcompanyfiledoesnot
haveapasswordassignedtoit.Anyonewhoopensyourcompanyfile
willhave
complete
access
to
all
command
centres,
functions
and
windows.
To set a password
1 StartAccountRightand,inthewelcomewindow,clickOpenyour
companyfileinthewelcomewindowthatappears.
2 IntheOpenwindow,selectthecompanyfiletobeopened,and
clickOpen.TheSignonwindowappears.
3 ClickChangePassword.TheChangePassword windowappears.
4 LeavetheExistingPasswordfieldblank,typethepasswordinboth
thePasswordandConfirmPasswordfields.
5 ClickRecord.
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2 7
3 Setting upWhenyouhavecreatedacompanyfileandcompletedthecompanyfilesetuptasks(seeChapter 2,Creatingacompanyfile,onpage 15),youcanstart
recordingtransactions
in
your
company
file.
However,
if
you
want
to
use
other
features
of
your
software
(such
as
tracking
amounts
you
owe
or
the
quantity
of
itemssold),youneedtocompleteadditionalsetuptasks.Thischapterdetailstheadditionaltasks.
Overview
Thesetuptasksyouneedtocompletedependonthefeaturesyouwant
touseandwhetheryourbusinesswasoperatingpriortoyour
conversionmonth.
What features do you want to use?
Thefollowingtableprovidessomeexamplesofdifferentsetup
requirements. When did your business start operating?
Thesetuptasksyouneedtocompletewillalsodependonwhether
yourbusinesswasoperatingpriortoyourconversionmonth.Yourneeds Setuprequired
Basic Ifyouonlywanttouseyoursoftwaretofulfilbasic
accountingrequirements(suchasreportingGSTpayableor
producingayearendbalancesheet),youmayonlyneedto
doaninitialbankreconciliationforeachofyourbank
accounts.Reconciling
accounts
helps
ensure
the
integrity
oftheinformationyourecordinyourcompanyfile(seeDo
aninitialbankreconciliationonpage 32).
Advanced If
you
want
to
track
the
money
that
you
are
owed
by
customers,youwillneedtousetheSalescommandcentre.
Beforeyoucanusethiscommandcentre youneedto
completethesalessetuptasksinthischapter.
Yourneeds Setuprequired
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Thefollowingtabledescribesthesetuprequiredfornewandexisting
businesses.Advanced tasks
Youmaynotneedtodoeverytask.Anintroductiontoeachtaskhelps
youdeterminewhetheryouneedtodothetaskand,ifso,the
informationyouneed.
Set up sales
Youcanusethesalesfeaturesto:
preparesalesquotesandinvoices
generatestatements
viewcustomer
sales
history
seehowmuchyourcustomersoweyou.
NOTE : Doyouneedtodothistask? Ifyouwanttorecordsalesandprintinvoices orstatements,youneedtosetupthesalesfeatures.
Beforeyoustartusingthesalesfeatures,youshouldusetheSalesEasy
SetupAssistanttoenterthefollowinginformation:
Credittermsandcreditlimits Enterthecredittermsandcredit
limitsyougenerallyextendtoyourcustomers.
Customerdetails Createarecordforeachofyourcustomersand
enterdetailssuchastheiraddressesandphonenumbers.
Preconversionsales [Existingbusinessesonly]Ifcustomers
owedyoumoneyonthefirstdayofyourconversionmonth,you
willneedtorecordsomedetailsaboutthecorrespondingsales,
suchastheinvoicedateandtheamountthatisoutstanding.
Business
status Setuprequired
New Ifyouhavejuststartedyourbusiness,youmayhaveverylittle
informationaboutyourfuturecustomers,suppliers,employees
anditemsthatyousell.Youcanaddthesedetailslaterwhenyou
havemore
information.
However,ifyouintendtousetheadvancedfeaturesofyour
software(suchasrecordinginvoices ortrackingdepartmental
profit),youshouldreadthroughthesetuptaskstoseewhich
featuresyoumightuseandthetasksyouneedtocompleteto
startusingthem.
Existing Ifyourbusinesswasoperatingpriortoyourconversionmonth,it
islikelythattransactionsthatoccurredpriortoyourconversion
monthstillaffectyourbusiness.Forexample,acustomermay
oweyoumoneyforsalesyoumadepriortoyourconversion
month.
Youwillneedtoenterthesehistoricaldetailsinyourcompany
file.
Task See
1 Setup
sales below
2 Setupelectronicpayments page 29
3 Doaninitialbankreconciliation page 32
4 Createitemrecords page 34
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Toaccesstheassistant,gototheSetupmenu,chooseEasySetup
Assistant,andthenclickSales.
YoucanalsousetheSalesEasySetupAssistanttospecifyyour
preferredinvoicelayout,theincomeaccountyouwillallocatemostof
yoursalesto,andseveralothersettings.Thesesettingswill
automaticallybeselectedfornewcustomerrecordsyoucreate;
however,youcanchangethemasrequired.
Optional sales setup tasks
InadditiontotheSalesEasySetupAssistanttasks,youmayalsowantto
dothefollowingtasksiftheyarerelevanttoyourbusiness.
Set up electronic payments
Ifyouwant,youcanuseyourAccountRightsoftwaretopayyour
suppliersandemployeeselectronically.
NOTE : Doyouneedtocompletethistask? IfyouwanttopayyoursuppliersandemployeeselectronicallyusingAccountRight,youneedtosetupthisfeature.
Beforeyoucancreateanelectronicpaymentfile,youneedtocomplete
thefollowingsteps:
Task See
Customiseforms Changetheappearanceofthedefault
invoiceandstatementforms.
page 105
Importcards Importcustomerinformationfrom:
anothercompanyfile
anotheraccountingsystem
aspreadsheet
atext
file.
page 157
Synchronise
customerrecords
withOutlook
Synchroniseyourcustomerrecordswith
yourcontactrecordsinMicrosoft
Outlook.
page 121
Createjob
records
Create jobrecordstotracktheprogress
andprofitabilityoftheworkyoudofor
yourclients.
page 132
Groupcards Usecustomliststogroupthecardsof
customerswhohavesimilarattributes.
page 120
Task See
1 Recordyourbankaccountdetails page 30
2 Set
up
a
clearing
account page 30
3 Recordthebankdetailsofsuppliers page 31
4 Recordthebankdetailsofemployees page 31
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Step1: Record your bank account details
To record your bank account details
1 GototheAccountscommandcentreandclickAccountsList.The
AccountsListwindowappears.
2 Selectabankaccount(thatis,anaccountwithaBankorCredit
Cardaccounttype)thatyouwantuseforelectronicpayments.
3 ClickEdit.TheAccountInformationwindowappears.
4 ClicktheBankingtab.
5 Enteryourbankaccountdetailsinthefields.Copythisinformation
exactlyasitappearsonyourbankstatementorchequebook.
NOTE : HSBCandCitibank accountnumberformats IfyouaresettingupanHSBCbankaccountforelectronicpayments,youneedtoenteryour12digitinternalaccountnumberintheParticularsfieldtoallowyourbanktoprocessdirectcreditfiles.IfyouaresettingupaCitibankbankaccountforelectronicpayments,youneedtoenteryourinternalaccountnumberintheReferencefieldtoallowyourbankto
processdirect
credit
files.
6 ClickOKtoreturntotheAccountsListwindow.
7 Repeatfromstep 2aboveforeachbankaccountyouwanttomake
electronicpaymentsfrom.
Step 2: Set up a clearing account
Whenyourecordatransactionyouwanttopayelectronically,you
needtopostthetransactiontoatemporaryholdingaccountuntilyou
createthe
electronic
payment
file.
This
holding
account
is
called
a
clearingaccount.
CheckyouraccountslistforanaccountnamedElectronicClearing
Account.Ifitdoesntexist,youneedtocreateit.
CAUTION : Donotuseanormalbankaccount AclearingaccountmustbeanaccountwithaBankorCreditCardtype,butitshouldnotbeanormalbankaccount.Forinformationoncreatinganaccount,seeSettingupaccountsonpage 21.
Beforeyoucanposttransactionstotheelectronicclearingaccount,
youneed
to
make
this
account
the
linked
(default)
account
for
electronicpayments.
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To link the clearing account
1 GototheSetupmenu,chooseLinkedAccountsandthenAccounts
&BankingAccounts.TheAccounts&BankingLinkedAccounts
windowappears.
2 IntheBankAccountforElectronicPaymentsfield,typeorselect
theElectronicClearingAccount.
3 ClickOK.
Step 3: Record the bank details ofsuppliers
To record the bank details of a supplier
1 GototheCardFilecommandcentreandclickCardsList.TheCards
Listwindowappears.
2 LocateasupplieryoupayelectronicallyandclickEdit.TheCard
Informationwindowappears.
3 ClickthePaymentDetailstab.
4 Enterthesuppliersbankaccountdetails.
5 IntheParticulars,CodeandReferencefields,enterthedefault
detailsthatwillhelpthesupplieridentifyyourpaymentsontheir
bankstatements.Ifrequired,youcanchangethesedetailswhen
enteringapayment.
6 ClickOKtoreturntotheCardsListwindow.
7 Repeatfromstep 2foreachsupplieryoupayelectronically.
Step 4: Record the bank details ofemployees
To record the bank details of an employee
1 GototheCardFilecommandcentreandclickCardsList.TheCards
Listwindowappears.
2 LocatetheemployeeyoupayelectronicallyandclickEdit.TheCard
Informationwindowappears.
NOTE : If
you
havent
created
a
card
for
the
employee... You
can
createanemployeecardnowbyclickingNewintheCardsListwindowandenteringtheemployeesdetails.
3 ClickthePaymentDetailstab.
4 Entertheemployeesbankaccountdetails.
5 IntheParticulars,CodeandReferencefields,enterthedefault
detailsthatwillhelptheemployeeidentifyyourpaymentsontheir
bankstatements.Ifrequired,youcanchangethesedetailswhen
enteringapayment.
6 ClickOKtoreturntotheCardsListwindow.
7 Repeatfromstep 2aboveforeachemployeeyoupay
electronically.
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Do an initial bank reconciliation
Toensuretheaccuracyofyourbusinessrecords,youshouldensure
thattherecordofyourbankaccountbalancesmatchestheamountson
yourbankstatements.Thistaskiscalledreconcilingaccounts.
Ifyour
business
traded
prior
to
your
conversion
month
and
you
have
unclearedbankingtransactionsasatthefirstdayofyourconversion
month,youneedtodoaninitialbankreconciliation.
Unclearedbankingtransactionsarewithdrawalsanddepositsthat
havenotbeenclearedbyyourbankasatthestartofyourconversion
month.
NOTE : Doyouneedtocompletethistask? Theinitialbankreconciliationneedstobedoneforeachbankaccountthathadunclearedtransactionsasatthefirstdayofyourconversion month.
Todo
an
initial
bank
reconciliation:
Step1: Identify uncleared withdrawals
and depositsCompareyourbankingsourceinformation(suchasyourchequebook
anddepositbook)withyourbankstatementsfortheperiodthat
includesyourconversiondate.Ifyoufindtransactionsthathavenot
beenclearedbyyourbankasatthisdate,youwillneedtorecordthe
detailsofthesetransactionsinyourcompanyfile.
Forexample,inMarch,themonthpriortoyourconversionmonth,you
wroteachequefor$1,000anddeposited$500youreceivedfroma
customer.Ifthesetransactionshadnotappearedonabankstatement
by31
March,
you
need
to
record
both
transactions
in
your
company
file.
Step 2: Record uncleared withdrawals anddeposits
Youneedtorecordunclearedtransactionsinsuchawaythatthe
openingbankaccountbalanceisnotaffected.Todothis,youneedto
postadebitandacreditofequalamountsforeachtransactionagainst
theapplicablebankaccount.
To enter uncleared withdrawals
1 GototheBankingcommandcentreandclickSpendMoney.The
SpendMoneywindowappears.
2 InthePayfromAccountfield,typeorselectthebankaccountyou
wanttoreconcile.
3 IntheChequeNo.field,enterareferencenumberforthe
withdrawal.
4 IntheDatefield,typethefirstdayofyourconversionmonth.For
example,ifyourconversionmonthisApril2011,enter01/04/11.
5 IntheAmountfield,typetheamountofthewithdrawal.
6 IntheAcctNo.field,typeorselectthebankaccountyouwantto
reconcile.Thismustbetheaccountenteredinstep 2above.
7 IntheGSTfield,selecttheNTGSTcode.
Task See
1 Identifyunclearedwithdrawalsanddeposits below
2 Recordunclearedwithdrawalsanddeposits below
3 Reconcile page 33
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8 EnterdetailsofthewithdrawalintheMemofield.
9 ClickRecord.
10 Repeatfromstep 3aboveforeachunclearedwithdrawal.
To enter uncleared deposits
1 GototheBankingcommandcentreandclickReceiveMoney.The
ReceiveMoneywindowappears.
2 IntheDeposittoAccountfield,typeorselectthebankaccountyou
wanttoreconcile.
3 IntheDatefield,typethefirstdayofyourconversionmonth.For
example,if
your
conversion
month
is
April
2011,
enter
01/04/11.
4 IntheAmountReceivedfield,typetheamountofthedeposit.
5 IntheAcctNo.field,typeorselectthebankaccountyouwantto
reconcile.Thismustbetheaccountenteredinstep 2above.
6 IntheGSTfield,selecttheNTGSTcode.
7 EnterdetailsofthedepositintheMemofield.
8
Click
Record.
9 Repeatfromstep 3aboveforeachuncleareddeposit.
Step 3: Reconcile
To reconcile the account
1 GototheBankingcommandcentreandclickReconcileAccounts.
TheReconcileAccountswindowappears.
2 IntheAccountfield,selectthebankaccountyouwanttoreconcile.
3 Inthe
Closing
Statement
Balance
field,
enter
the
closing
bank
balanceasatthedaypriortoyourconversionmonth(forexample,
theclosingbalanceasat31/03/2011).
4 IntheBankStatementDatefield,enterthefirstdateofyour
conversionmonth.(Forexample,ifyourconversionmonthisApril
2011,enter01/04/11.)Yourunclearedtransactionsappear.
When you recorded uncleared transactions the same account was
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Whenyourecordedunclearedtransactions,thesameaccountwas
debitedandcredited.Therefore,anunclearedtransactionappears
asbothadepositandawithdrawal.
5 Foreachunclearedwithdrawal,clicktheselectcolumnnexttothe
deposit.
6 Foreachuncleareddeposit,clicktheselectcolumnnexttothe
withdrawal.Wheneachunclearedtransactionisselected,$0.00
appears
in
the
Out
of
Balance
field.
7 ClickReconcile.Aconfirmationwindowappears.Ifyouwant,do
oneofthefollowing:
Toprintareport,clickPrintReport.Whenthereportisprinted,
clickReconcile.
Toreconcilewithoutprintingareport,clickReconcile.
TochangeanydetailsyouenteredintheReconcileAccounts
window,click
Cancel
and
make
the
required
changes.
Create item records
Youcanuseitemrecordstostoreinformationaboutaproductandto
trackthequantitiesyousell.Youcanalsocreaterecordsforeachtype
ofserviceyouprovide.
NOTE : Doyouneedtocompletethistask? Ifyousellitems,suchas
finishedgoods,
components
used
in
production
and
raw
materials,
you
needtocreaterecordsforthem.
Itemrecordsenableyoutoviewthesaleshistoryoftheproductsyou
selloruseinproduction.Youcandeterminewhichitemsareyourbest
sellers.Thiscanhelpyouidentifysalestrends.
Youcanalsocreateitemrecordsfortheservicesyouprovide.This
enablesyoutolisttheitemsandservicesyousellonthesameinvoice.
Forexample,ifyouareaplumber,youcouldsetupitemsforthe
materialsyouuseinordertocarryoutyourwork.Youcouldalsosetup
item
records
for
the
services
you
provide,
such
as
installation
and
repairs.Youcanthenrecordthelabourandmaterialchargesonthe
sameinvoice.
Formoreinformationaboutcreatingitemrecords,seeCreatingitems
onpage 35.
Optional item setup tasks
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Optional item setup tasks
Youmaywanttodothefollowingtasksiftheyarerelevanttoyour
business.
Creating itemsBeforeyoucanuseitemsinyoursalestransactions,youneedtocreate
arecordforeachitemyouplantosell.Anitemcanbe:
aphysicalunitthatyourcompanysells
aservicethatyourcompanywantstoincludeoniteminvoices,for
example,ShippingorHandling.
Whenyoucreateanitemrecord,youneedtoselectthedefaultincome
accountthatwillbeusedtotracksalesofthisitem,thepriceofthe
itemandtheGSTcodetobeusedwhenyouselltheitem.
To create an item
1 GototheListsmenuandselectItems.TheItemsListwindow
appears.
2 ClickNew.TheItemInformationwindowappears.
3 IntheItemNumberfield,typeauniqueidentifierandpressTAB.
TIP : Usethebackslashcharacterforserviceitems Thebackslashcharacter(\)servesaspecialpurpose:anyitemnumberthatbeginswithabackslashwontappearonprintedforms.Thisisusefulforservicetypeitems(suchaslabour)forwhichyoudontwanttoprintanitemnumberontheinvoice.
4 Enterdetailsabouttheitemintherelevantfields:
Task See
Importitems Importiteminformationfrom:
anothercompanyfile
anotheraccountingsystem
aspreadsheet
atextfile.
page 157
Groupitems
usingcustom
lists
Groupandsortitemsbyassigning
attributestoyouritemsfromcustom
listsyoudefine.
page 36
Createcustom
fields
Setupfields torecordadditional
informationaboutyouritems.
page 37
A Typeauniqueidentifierfortheitem.
B Typeanamefortheitem.
C Selecttheaccountyouwanttousetorecordtheincomeyoureceive
fromthesaleofthisitem.
D Entertheretailpriceofonesellingunit.
IfthispriceincludesGST,selectthePricesareGSTInclusiveoption.If
thepriceisGSTexclusive,deselectthisoption.
E Typethesellingunitoftheitem(suchaseachorunit).Youcantype
uptofivecharacters.Thesellingunitisprintedontheiteminvoice.If,
forexample,yousellbythesixpack,whenyousellfiveunits,youwill
besellingfivesixpacks.
F SelecttheGSTcodeyouwanttousewhenyousellthisitem.Note
thatyoucanoverridetheGSTcodeoninvoices.
B
A
D
F
E
C
5 Click the Item Details tab and enter additional information about
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5 ClicktheItemDetailstabandenteradditionalinformationabout
theitemoraddapictureoftheitem.
6 [Optional]Ifyouwanttoentersaleshistoryfortheitem,clickthe
Historytabandenterthesalesfiguresfortheprevious12months.
7 ClickOK.
Creating custom listsYoucanusecustomliststosortandgroupyouritems.
AnexampleofacustomlistisColour,inwhichyoucreatelistentriesof
yellow,red,greenandblue.Whenyoucreateoredityouritems,you
canassignthemoneofthesecolours.Whenyourunanitemreport,
suchastheItemsListSummaryreport,youcanchoosetoincludeonly
reditemsinthereport.
Youcancreateuptothreecustomlists.
To name a custom list
1 GototheListsmenu,chooseCustomList&FieldNames,andthenclickItems.TheCustomListandFieldNameswindowappears.
2 Enternamesforeachofthethreecustomlistsintheappropriate
fieldsandclickOK.
TheselistnameswillnowappearontheItemDetailstabofthe
ItemInformationwindow.
To create custom list entries
1 GototheListsmenu,chooseCustomLists,andthenclickItems.
TheCustomListswindowappears.
2 Selectthecustomlistforwhichyouwanttomakeentriesinthe
CustomListfield.
3 ClickNew.TheCustomListInformationwindowappears.Typethe
nameofthelistentry.Forexample,ifyouhaveacolourlist,you
wouldenteracolour,suchasPurple.
4 ClickOK.TheCustomListswindowreappearsshowingthelist
entry.
5 Repeatfromstep 3untilyouhavecreatedallyourlistentries.
6 ClickClosetoclosetheCustomListswindow.
To assign a custom list entry to an item
1 GototheListsmenuandchooseItems.TheItemsListwindow
appears.
2 Clickthezoomarrow( )totheleftoftheitem.TheItem
Informationwindowappears.
3 ClicktheItemDetailstab.
4 Selectthelistentryyourequirefromtheappropriatecustomlist.
5 ClickOK.
Custom lists and item reports
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Custom lists and item reports
Youcanuseyourcustomlistsasreportfilters.Forexample,youcan
generateareporttoincludeonlythoseitemswithacertainlistentry,
suchasthecolourred.Formoreinformationonsettingreportfilters,
seeFilteringandsortingdatainareportonpage 93.
Printingcustomlistentriesoninvoices Youcancustomiseyour
invoices
to
include
custom
lists.
For
more
information
see
Customising
formsonpage 105.
Creating custom fields
Customfieldscanbeusedtorecordadditionalinformationaboutyour
items.ExamplesofcustomfieldsareWarranty,IDNo.and
Manufacturer.However,unlikecustomlists,customfieldscannotbe
usedtofilteritemreports.
Youcancreateuptothreecustomfields.
To name a custom field
1 GototheListsmenuandchooseCustomList&FieldNames,and
thenclickItems.TheCustomListandFieldNameswindow
appears.
2 IntheNameofCustomFieldfields,typethefieldnamesandclick
OK.
ThesefieldnameswillappearontheItemDetailstaboftheItem
Informationwindowforallitems.
Printingcustomfieldentriesoninvoices Youcancustomiseyour
invoicestoincludecustomfields.Formoreinformationoncustomising
forms,seeCustomisingformsonpage 105.
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3 9
4 BankingThischaptershowsyouhowtorecordthechequesyouhavewritten,thechequesandcreditcardpaymentsyouhavereceived,yourcreditcardpurchases,
yourcreditcardpaymentsandyourATMandInternetwithdrawalsandtransfers.Thischapteralsoshowsyouhowtoreconcileyourbankaccounts.
YoucancreateanynumberofbankandcreditcardaccountsinAccountRight,andallocatetransactionstoasmanyaccountsasyoulike.Ifyouarefamiliarwith
manualmulticolumncashbooksystems,youcanthinkofAccountRightashavingthecapacitytorunmultiplecashbookswithaninfinitenumberofcolumns.
Receiving money
InAccountRight,thetermreceivingmoneyreferstorecordingreceipts
that
are
not
payments
for
invoices.
These
receipts
might
include
equity
injections,interest,adjustmentsandsoon.Thesecanbeenteredusing
theReceiveMoneywindoworbyselectingtheReceiveMoney
transactiontypeintheBankRegisterwindow.
IntheReceiveMoneywindow,youcanrecordmoredetailsaboutthe
receiptandallocateittomorethanoneaccount.Thisistheprocedure
coveredinthissection.IfyouwanttousetheBankRegister
windowwhichletsyourecordareceiptwithminimumdetailssee
EnteringtransactionsintheBankRegisterwindowonpage 45.
IfyouwanttorecordapaymentforaninvoiceenteredusingtheSales
commandcentre,usetheReceivePaymentswindow,orselectthe
ReceivePayment
transaction
type
in
the
Bank
Register
window.
See
Receivingpaymentsonpage 61formoreinformation.
Theoptionsforrecordingreceiptsandinvoicepaymentsare
summarisedinthefollowingdiagram.
Printingpaymentreceipts Youcanprintpaymentreceiptsfor 10 Allocatetheamounttotheappropriateaccount:
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paymentsenteredintheReceiveMoneyandBankRegisterwindows.
Formoreinformation,seePrintingpaymentreceiptsonpage 63.
To record money you receive
1 GototheBankingcommandcentreandclickReceiveMoney.The
ReceiveMoneywindowappears.
2 Chooseone
of
the
following
options:
DeposittoAccountIntheDeposittoAccountfield,typeor
selecttherequiredbankaccount.
GroupwithUndepositedFundsChoosethisoptionifyouwant
thedeposittoberecordedintheundepositedfundsaccount.
Afteryouhavegroupedallthedeposittransactionsyouwant,
youcanmakeonebankdepositforalltheundepositedfunds.
Formoreinformation,seePreparingabankdepositon
page 41.
3 IfthedepositamountincludesGST,selecttheGSTInclusive
option.
4 Inthe
Payor
field,
enter
the
payors
card.
5 IntheAmountReceivedfield,typetheamountreceived.
6 [Optional]InthePaymentMethodfield,selectthepayment
method.
7 [Optional]Ifyouwanttorecordadditionaldetailsaboutthe
transaction,suchasachequenumber,clickDetailsandrecordthe
detailsintheAppliedPaymentDetailswindowthatappears.
8 Enterthedateofthetransaction.
9 [Optional]TypeadetailedcommentintheMemofieldtohelpyou
identifythe
transaction
later.
11 Ifthepaymentcoversmorethanoneaccount,repeatstep 10on
page 40onanewtransactionline.
12 IfyouwanttovieworchangetheGSTamountsassignedtothe
transaction,clickthezoomarrow( )nexttotheGSTfield.
TIP : Savethedepositasarecurringtransaction Tostorethetransactionasarecurringtransactionsothatyoucanuseitagain,clickSaveasRecurring.IntheRecurringScheduleInformationwindow,enterthenecessaryinformationandclickOK.Formoreinformation,seeRecurringtransactionsonpage 86.
13 ClickRecord.
A Enteranaccounttowhichyouwanttoassignthetransactionorpart
ofthetransaction.
B Typetheamountyouwanttoassigntothisaccount.Thetotal
amountinthiscolumnmustequaltheamountintheAmount
Receivedfieldbeforeyoucanrecordthetransaction.
C [Optional]Assigntheamounttoajobbyenteringthejobcodehere.
D [Optional]Typeamemoforeachentryinthetransaction.
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