When you set up your company using the Easy Setup Assistant, you entered all your customers and suppliers.
However, imagine you now have a new customer that you need to add. MYOB has made this very easy to do. Simply click on your Card File on the Main Command Centre; this brings you to the Card File Command Centre. From here, click on the option Card List and it will bring up the window showing the Card List. You will see that the tabs are headed All Cards, Customer, Supplier, Employee and Personal.
Click on the Customer Tab and down the bottom you will see a New icon, click on this and a new window will open. MYOB gives you the option of choosing a company or an individual. Enter the company name or the surname of the customer, hit Tab and the rest of the fields will be there. Now it is just a matter of completing the fields, clicking OK and your new customer card is complete!
To add payment details for suppliers, click on Card File in the main command centre then click on Card List. Click on the white arrow next to the supplier you require (remember all are listed alphabetically). Click on the Payment Details tab and enter the banking details.
If your company pays all accounts via internet banking, MYOB has the ability via their M-Powered services to automatically pay the supplier. If you want to make this available to this Supplier make sure that you have ticked this on the payment page.
Handy Hint: Make sure that you have a reference in the statement text so the supplier knows what the payment is to be allocated to and who it is from.
You have your invoice open, look closely at the layout.
You will note that there are some sections with square brackets around them. These are called Data Fields. They literally get data from elsewhere in MYOB and the data is automatically inserted in these fields.
For example, the Company Name is in square brackets. MYOB will insert data from the Company Information already entered.
If you double click on a Data Field, the Layout Box appears. In here you can change fonts, font size, colours and background. You can also add borders. You are NOT able to change the text.
You will note that there are fields with no square brackets; these are Text Fields. When you double click on a Text Field you will see that a Text Box appears. Here you can change the name of the Text Field, as well as changing font, size of font, colours, backgrounds and borders.
To add extra details to your card list, simply click on Card List in your Card File Command Centre and then click on the white arrow next to the company/individual you require.
In the Card Details tab, you can add notes about the customer and also add a picture to relate to the customer. To do this, just double click on the window and you will be taken to the MYOB Program Files. MYOB will then search for image files. If you have the image there, simply click on it and the picture will now be on the customer file.
A new window will open with the tab Profile; this gives you the name, address and contact details. If you click on the tab Selling Details (this is for a customer) you will note that there are further details you can enter.
Here you can customise further on this customer. You may allow further time for payment, click on the field and add the number of days allowed. You can also add personal sales comments, invoice delivery and ABN details.
Flexibility in communications and the power of the Internet and Social Media have combined to provide a new level of power and capability to enable those bookkeepers with the right skills to work from home. Although corporations have utilised this type of technology for years, it is now available to the people who need it the most — small business owners.
This marks the first of our ongoing blogs to provide you with information written by a genuine Remote Contractor who regularly uses MYOB for her clients. It will also feature a wealth of information on the use of accounting software and MYOB in small business.