Advanced. This workbook has been written to follow the MYOB Basics plus BAS and MYOB AccountRight v19 Intermediate workbooks.

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1 MYOB AccountRight v19 Preface Advanced This workbook has been written to follow the MYOB Basics plus BAS and MYOB AccountRight v19 Intermediate workbooks. In this workbook the participant learns how to enter a variety of transactions including Job Management, Budgets and Categories, Importing and Exporting, Using OfficeLink, Time Billing and Timesheets, and Inventory. Full details of topics covered are listed in the Table of Contents. Each unit is an individual unit with its own data file, therefore the units can be covered in any order to suit the needs of the user. This workbook contains detailed step by step instructions with the aid of screen dumps to assist the user to learn MYOB AccountRight and assure the user that the data is being entered accurately. Understanding what is being entered is emphasised. Anticipated time taken by the average user to complete this workbook is 6 hours. This workbook is used as follows: Short course 1-day or 2 x 3 hours A Teachers Resource CD is available. It contains an additional exercise and solution. This workbook has been written as part of a series of 6-hour [1-day] courses: 1 st course Bookkeeping Basics and MYOB [basic bookkeeping skills] 2 nd course MYOB Basics plus BAS using MYOB AccountRight 3 rd course MYOB AccountRight Intermediate 4 th course MYOB AccountRight Advanced 5 th course MYOB AccountRight Basic Payroll ISBN: November 2010 Copyright 2010 Software Publications Pty Ltd Page i

2 Copyright/Trademark Information: MYOB, MYOB AccountEdge, MYOB AccountRight, MYOB AccountRight Plus, MYOB BusinessBasics, MYOB FirstEdge, MYOB M-Powered, MYOB M-Powered Services, MYOB M- Powered Bank Statements, MYOB M-Powered Invoices, MYOB M-Powered Payments, MYOB ODBC Direct, MYOB PowerPay, MYOB AccountRight Premier and MYOB AccountRight Enterprise are registered trademarks or trademarks of MYOB Technology Pty Ltd and their use is prohibited without prior consent. Ceedata, Solution 6 MAS and Xlon are registered trademarks or trademarks of Solution 6 Holdings Limited, a member of the MYOB group. Bpay is a registered trademark of Bpay Pty Ltd, ABN MasterCard is a registered trademark of MasterCard International Inc. Microsoft, Access, Excel, Internet Explorer, Office, Outlook, Smart Tags, Windows and Word are registered trademarks or trademarks of Microsoft Corporation in the United States or other countries. VISA is a registered trademark of Visa International Service Association. Other products mentioned may be service marks, trademarks or registered trademarks of their respective owners. Screen captures from MYOB AccountRight Plus v19 reproduced with permission. Limitations of Liability: This material is designed to provide basic information on how to use MYOB AccountRight/AccountRight Plus v19. Because business circumstances can vary greatly, the material is not designed to provide specific GST or business advice for particular circumstances. Also, because aspects of the GST are complex and detailed, the material is not designed to comprehensively cover all aspects of the GST. Further, the laws implementing GST and rulings and decisions under those laws may change. Before you rely on this material for any important matter for your business, you should make your own enquiries about whether the material is relevant and still current, and whether it deals accurately and completely with that particular matter; and as appropriate, seek your own professional advice relevant to that particular matter. This information is for the general information of MYOB clients and is not to be taken as a substitute for specific advice. Consequently Software Publications and Marian Brown will accept no responsibility to any person who acts on information herein without consultation with Software Publications and Marian Brown. The information in this book is relevant to MYOB AccountRight Plus v19. Earlier or later versions of MYOB software could change the instructions in this workbook. All names are fictitious. Website references were accurate at the time of printing, however these references could change. Page ii Copyright 2010 Software Publications Pty Ltd

3 Unit 4 Working in Two Financial Years Learning Outcomes In Unit 4 you will learn how to: - Understand MYOB AccountRight s This Year and Next Year - Enter transactions in two financial years - View reports for the two years. Open the following file downloaded at the beginning of this workbook. Twoyears19.myo Understanding AccountRight s This Year and Next Year When working in your data file, you need to be aware which Financial Year your data file is working in. This is called AccountRight s This Year. To check which financial year your data file is operating in: Click on Setup in the Menu Bar. Select Company Information. Check the following information: Write here the year shown in your data file. This means that the financial year your data file is operating in [referred to as AccountRight s This Year] ends on 30 June [insert year here ]. Copyright 2010 Software Publications Pty Ltd Unit 4: Working in Two Financial Years - Page 51

4 NOTES On 30 June, This Year, you can just keep entering data. Anything dated 1 July of the next financial year will be stored in the next financial year [referred to as MYOB s Next Year ]. You only Start a New Year when All the transactions for This Year have been entered - this could be October of the current year or even January next year. Working in AccountRight s This Year and Next Year Key in the following payments to be dated 30 June [This Year] Cheque No: 1 Date: 30 June this year Pay: A Landlord Monthly Rent for the shop Amount: $ inc GST Cheque No: 2 Date: 30 June this year Pay: Couriers Express Delivery Charges Amount: $110 inc GST In Analysis, view your Profit and Loss for the year. The Profit and Loss for the current month will be displayed. You will probably have no figures in your Profit and Loss even though you have just keyed in 2 amounts [unless your current month is JUNE.] Page 52 - Unit 4: Working in Two Financial Years Copyright 2010 Software Publications Pty Ltd

5 To display the Profit and Loss for the whole year: Select Filters. Drag across all 13 months 12 months of the year plus the adjustment month of P13 and click on OK. Your Profit and Loss will now be displayed. Now key in the following cheque dated 1 July, next financial year. 1 July of the next financial year. Cheque No: 3 Date: 1 July next financial year Pay: A Landlord Monthly Rent for the shop Amount: $ inc GST Using Analysis, view your Profit and Loss again, selecting the full year. You will notice that the expense amounts are EXACTLY the same because the cheque on 1 July belongs to the NEXT YEAR. Click on the Filters. Can you find an option which will allow you to view the expenses for July of NEXT YEAR? Copyright 2010 Software Publications Pty Ltd Unit 4: Working in Two Financial Years - Page 53

6 The only options available are as follows: All the reports in this list display figures for THIS YEAR or LAST YEAR, but not NEXT YEAR. In your business, you could be working in AccountRight s NEXT YEAR for many months, waiting until you finish entering and reconciling your books on 30 June, and then waiting for your accountant to complete your books. In this period, you cannot use the Analysis to view your Profit and Loss and Balance Sheet. Viewing the Profit and Loss in AccountRight s NEXT YEAR To view the Profit and Loss for July [NEXT YEAR]: (iv) Select Reports. Select Accounts reports. Select Profit and Loss [Accrual]. In Report Customisation, select July of NEXT YEAR like this: (v) Click on Display. Your report should look like this: Page 54 - Unit 4: Working in Two Financial Years Copyright 2010 Software Publications Pty Ltd

7 (vi) In Customise, view the Profit and Loss for June, THIS YEAR. Your report should look like this: 30 June CHECKLIST On 30 June: Perform a stocktake. Enter stocktake numbers if stock is inventoried. Make sure all sales and purchases of stock have been entered. Reconcile inventory. Bank all moneys received. July CHECKLIST full checklist on Page 61 Reconcile your BANK accounts as at 30 June. Actions which cause MYOB not to balance when you next reconcile the bank account: (a) (b) (c) You have changed the amount of an already reconciled transaction. You have deleted an already reconciled transaction. You have changed the Cheque A/c of an already reconciled transaction. [ie the reconciled entry was Cheque A/c, however you called up the cheque and changed to Cash Management A/c. Your Audit Trail report can help you find changes and deleted amounts. Reconcile all Clearing Accounts eg Undeposited Funds, Electronic Clearing A/cs, EFTPOS Clearing A/cs. Reconcile your RECEIVABLES as at 30 June. [Print Receivables Reconciliation Report.] Actions which cause MYOB s Accounts Receivables not to reconcile: (a) (b) (c) (d) The wrong allocation account has been used for a sale eg a sale has been allocated to 1-xxxx [Trade Debtors] rather than an income account [4-xxxx]. Check that a customer payment has not been dated prior to the customer invoice. A journal entry has been made affecting the Trade Debtors account. The Debtors opening balance does not equal the unpaid invoices keyed in at the conversion date. Your Company Data Auditor will help you find Out of Balance amounts. Copyright 2010 Software Publications Pty Ltd Unit 4: Working in Two Financial Years - Page 55

8 (iv) Reconcile your PAYABLES as at 30 June. [Print Payables Reconciliation Report] Actions which cause MYOB s Accounts Payables not to reconcile are similar to those listed on the previous page for Accounts Receivables. Your Company Data Auditor will help you find Out of Balance amounts. (v) Reconcile your PAYROLL and print PAYMENT SUMMARIES [formerly knows as Group Certificates]. Reconcile Payroll Register and Payroll Activity with your Profit and Loss. Make sure you meet government deadlines for the reporting of taxes and super. Start a New Payroll Year so that you can process the first pay in July. (vi) GST Collected and Paid should also be reconciled for the year. (vii) Check that the Debits equal the Credits of your Trial Balance. If out of balance, you have a Journal Entry where the Purchases and Sales button at the top is not selected. Usually verifying your data file will pick up this error. (viii) Check that there are no post-dated entries eg 10/01/2020. Your Company Data Auditor will help you find any entries. (ix) View your General Ledger [Detail] report to check if all transactions have been allocated to the correct accounts. (x) View your Transaction Tax Code report to check if all transactions have been allocated the correct Tax Code. Page 56 - Unit 4: Working in Two Financial Years Copyright 2010 Software Publications Pty Ltd

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