You have launched MYOB and now the Command Centre is on your screen.
You will note that the to icons are Accounts, Banking, Sales, Time Billing, Purchases, Payroll, Inventory and Card List.
Clicking on each one of these will take you to the Command Centre of that particular section.
For Example: Sales. You will see the options: Sales Register, Receive Payments, Print Receipts, Print/Email Invoices, Transaction Journal and Print/Email Statements.
Note that you also have a Menu Bar at the top. You can use this instead of the Command Centre. If you click on Command Centre on the Tool Bar, a drop down box gives you the options of what section you want. By highlighting Sales, you will see the full list of options and you can click on the section required.
There are Tabs on the bottom as well. These are labelled: To Do List, Find Transactions, Reports and Analysis.
Video Reference: 502101
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Just say you are entering a sale in an item invoice and realise that there is information that you need to change. MYOB has made this easy!
For example: You have raised an invoice for a customer and that customer has contacted you and has requested items to be sent to another address. Simply tab to the ‘Ship To’ field (you will note that all information is highlighted), and type in the name & address for where the item is to be shipped to.
Similarly, you can change the date, the quantity of items and the description.
Also you have been advised that the company is giving the items as a discount. Instead of trying to calculate the discount, type in the new amount in the ‘Total’ field, then tab and you will see that MYOB has done the discount percentage for you.
MYOB has enabled you to have invoices with the ability to alter fields so that you are able to send an invoice to suit each client rather than having totally ridged invoice types.
When you originally entered your company into MYOB you will have created ‘Terms of Payment’. These can be easily changed in MYOB if you want to.
To do so, just open the required invoice on your screen and click on the white arrow next to ‘Terms’. The Credit Terms window will be displayed. The most important field is the ‘Payment Due’ field as this is the one that you may need to change the most. MYOB gives you a number of choices, from COD to Day of Month after EOM (End of Month).
If you select In a Given # of Days, tab to Balance Due field and simply type the number of days for payment: examples 7, 14, 28.
Here you can also give discounts for early payment or perhaps a penalty for late payment.
When new information has been entered, click ‘ok’ and you will see the change of terms on your invoice.
Imagine this is the scenario: one of your customers has accepted the quote you”ve sent and as a result, you need to make an order.
In the Main Command Centre, click on the Sales icon and then click Enter Sales.
The screen that opens will be the type of sale last used when opened in MYOB. (This doesn”t matter for this entry.)
Type the first three letters of the customer and the client”s name will come up (this is much quicker than using the drop down box, then selecting the customer). Then tab and you”ll see a screen pop up showing any quotes or orders already entered.
At the top, you”ll see “Select an Existing Order or Quote to Edit for this Customer” or “Create a New Sale”.
Select the quote option required and click Use Sale. You will now have your quote on the screen. Click on the Order icon at the foot of online slots the screen and you”ll see that MYOB has converted the Quote to an Order. You can now print, send or record the Order.
To convert an order to an invoice, click on Sales in the Main Command Centre then click on Sales Register.
You will see 6 tabs in the Sales Register:
1. All Sales – here MYOB shows you all sales, whether open or closed.
2. Quotes – here you can delete any quotes that have been converted to an invoice simply by highlighting the required quote and clicking delete.
3. Orders – shows all orders you’ve entered.
4. Open Invoices – shows those sales which have not been paid for.
5. Returns & Credits – listed here are any products returned by customers and credits owed.
6. Closed Invoices – displays all invoices that have been paid by your customers.
To convert and order to an invoice, click on Orders, select the order required so it is highlighted, and click on the Change to Invoice icon at the bottom. The order will have been turned into an invoice.
Available options from here include sending, printing or recording.
To change an existing order into an invoice, click Sales from the Command Centre, then click Enter Sales.
You’ll now see a blank screen where you enter Invoices, Quotes and Orders. Type in the name of your customer then click Tab and the list of quotes and orders for that customer will appear on your screen. Select the order required and click Use Sale.
The order is now on the screen. Click the Invoice icon at the bottom of the screen and you’ll see that the order has been converted into an invoice. Note that the invoice number and order number are the same.
You can now send, print or record as normal.
If your Customer has paid the invoice, MYOB lets you fill in this option by clicking on the Payment Icon; it will then take you to the Payment Screen.
HINT: Click the Escape key to take you out of the payment screen if you have clicked on payment by mistake.
The Transaction Journal shows how accounts are broken down.
If you want to check out sales, ensure you”re in the Sales Command Centre and then click on Transaction Journal.
MYOB will default to the Sales Tab and the “to and from” dates will default to today”s date. Therefore, if you”re searching for a particular transaction, you”ll need to make sure the dates shown are the ones you require.
The Transaction Journal has a number of tabs: General, Disbursements, Receipts, Sales, Purchases, Inventory and All.
The Transaction Journal looks completely different to the Sales Register, with the sales amounts being broken down to the various accounts. For example: If you”ve given your customer terms, an amount will be shown in Trade Debtors and GST-owed and GST-collected will be shown separately.
The ID# at the online casino top of the Transaction Journal simply means the Invoice Number.
You can change the type of layout for customers even though layout styles for invoices were selected upon the original set up of your company.
Select the customer, click on the Layout Icon at the bottom of the invoice screen, select ‘Service’ then click ‘OK’. The invoice has now been changed.
MYOB allows for more information to be entered in the description field. You will note that the next field is the ‘Account’ field and, if you tab, MYOB will bring up your list of accounts, defaulting to Income Accounts as this is the type of Account which MUST be entered in this field. Select Account Type and then enter the amount.
If you have received a deposit, MYOB will give a field for this option. Enter the part payment in ‘Paid Today’ then select or just type in the payment method, tab and you will note that MYOB has calculated the balance due.
In the ‘Comments’ field you can type anything that is required as you do not need to use comments MYOB has listed.