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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You have now completed the invoice. To see what the invoice will look like, click on the preview icon on the Tool Bar.
Your invoice is now showing and you can see how it will look printed. If you find that the logo is too high and the top part is ‘cut off’, simply close the preview, click on the logo and using your arrow keys reposition it.
When you are finished and are happy with the way the invoice looks you can then save it.
It is recommended that you use the ‘Save As’ option as you can then name the invoice. This option comes in very handy when you have more than one company. All can then be saved under each companies name.
Hint: To delete a logo picture on the invoice you cannot just highlight the picture and press delete on your keyboard, you must right click on the picture and select the option delete.
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.
There are times that you might need to add a Header in your invoice. Again MYOB has made this maneuver very simple.
Simply enter the Sales Register and click on Sales. You’ll now have a blank invoice on your screen.
Type in the name of the client and tab through the fields until you get to the description field, click on Edit in the top Toolbar and click on Insert Header in the dropdown menu. Type in what is needed as a header, then tab and you’ll find yourself on a new line. Type in the description, then tab, and enter in the relevant account and amount.
(Note: when you have made a Header, the type colour will change to grey.)
If you want to add a Header, be sure to select this option first. If you’ve already typed in the description, select Insert Header and what you’ve already entered will disappear.
To delete a Header or Line, simply highlight either, select Edit on the top Toolbar and select Delete Line. Simple.