Download - NZ ARB UserGuide

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User GuideAccountRightBasics2011


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2

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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3

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
http://www.help.myob.co.nz/http://www.help.myob.co.nz/


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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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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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E X P L O R I N G A C C O U N T R I G H T 1 3

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


SpendMoney CTRL+H

ReceiveMoney CTRL+D

CommandCentres>

Sales


EnterInvoices CTRL+J

ReceivePayment s C TRL+ B

CommandCentres>

CardFile


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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S E T

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A C C O U N T S

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.
http://-/?-http://-/?-http://-/?-http://-/?-


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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
http://-/?-http://-/?-


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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.


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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A C C O U N T

O P E N I N G

B A L A N C E S

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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2 5

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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U P

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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2 9

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


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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3 1

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


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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3 2 C H A P T E R

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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

E d il f h i hd l i h M fi ld E d il f h d i i h M fi ld


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R E C O N C I L I A T I O N

3 3

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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3 4 C H A P T E R

3 S E T T I N G

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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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3 5

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


3 ClicktheItemDetailstab.

4 Selectthelistentryyourequirefromtheappropriatecustomlist.

5 ClickOK.

Custom lists and item reports
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3 7

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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4 0 C H A P T E R 4 B A N K I N G

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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