These Release Notes describe how to upgrade your MYOB AccountEdge software. Do the following to upgrade your software.

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1 Release Notes MYOB AccountEdge v8 MYOB Licence Agreement IMPORTANT READ THIS CAREFULLY BEFORE PROCEEDING. This Product (consisting of the user documentation and the installation CD or other media containing the Software) is sold subject to the terms of a Software Licence Agreement, notification of which has been provided to you so that you are now legally bound by its conditions. The full terms of the Licence are included in the user documentation and the installation CD. HOWEVER, if the Licence Agreement contains anything of which you were not aware prior to purchasing the Product or do not agree to be bound by, DO NOT INSTALL THE SOFTWARE but return the Product to the reseller in its entirety and a full refund of the purchase price will be made. By installing the Software and keeping the Product you are confirming that you have purchased the Product subject to this Licence and are bound by its provisions. Overview These Release Notes describe how to upgrade your MYOB AccountEdge software. Do the following to upgrade your software. Task See 1 Install your MYOB software page 2 2 Upgrade files in your MYOB software page 3 3 Read about new features in your MYOB software page 7 Upgrading from a pre-2004 version of MYOB software If you are upgrading from a pre-2004 version of MYOB software (for example, MYOB AccountEdge v3), you need to activate your company file and upgrade your user accounts. When you have upgraded your company files and templates, refer to the support note Upgrading from a pre-2004 version available from myob.com.au/supportnotes/upgradepre2004, for more information. NOTE : MYOB Technical Support If you require technical assistance with MYOB AccountEdge, see Technical support on page 5. MYOB Technology Pty Ltd 2008

2 Installing your software The procedure in this section is for installing MYOB AccountEdge v8 on a computer running Mac OS X operating system. To install MYOB AccountEdge 1 If your computer only allows users with administrator privileges to install programs, log in as administrator. 2 If a virus scanner is enabled, disable it. Note that installation of some components may fail if you have a virus scanner running. 3 Save any open documents and close all programs. 4 Insert the MYOB software CD into the drive. 5 Open the contents of the CD from the desktop and double-click the Autostart icon. 6 Follow the on-screen installation instructions. NOTE : OfficeLink driver window may appear during installation If you choose to install your MYOB software in a location other than the default location, one or two OfficeLink driver windows may appear during installation. If they appear, you need to close them to resume the installation. 7 When installation is complete, click Finish. Your default web browser displays the What s New in This Version topic from online Help. 8 If you disabled a virus scanner at step 2, re-enable it. 2 RELEASE NOTES

3 Upgrading your files Your MYOB company files created with a previous version of MYOB software need to be upgraded to use the new features. Customised reports, forms, letters, spreadsheets and BASlink templates also need to be upgraded. Do the following for each company file. Task Description See 1 Upgrade your company files below 2 Upgrade your customised templates page 4 Task 1: Upgrade your company files 1 Back up the company files you use. 2 In the Finder, go to the MYOB AccountEdge v8 installation folder and launch the Upgrade Assistant. A welcome window appears. 3 Click Next. The Find File to Upgrade window appears. 4 Click Find File. The Save window appears. 5 Select the company file to be upgraded, and click Open. The Find File to Upgrade window reappears. The path and filename of the selected company file appear below the Find File button. The proposed path and name of the upgraded company file appear below the Save As button. 6 If you want to change the location or name of the upgraded company file: a Click Save As. The Save As window appears. b Select the location, type a new name, and then click Save. 7 Click Next. The Confirm window appears. 8 Click Next to start the upgrade. The Complete window appears when the upgrade is finished. 9 If you want to upgrade another company file, click Next. 10 Click Finish to close the upgrade assistant. UPGRADING YOUR FILES 3

4 Task 2: Upgrade your customised templates If you use customised reports, forms, letters, spreadsheets, graphics or BASlink templates, you need to upgrade these templates to use with the new version of your MYOB software. 1 In the Finder, locate and open the installation folder of your previous version of MYOB AccountEdge (for example, the MYOB AccountEdge v7 folder). The installation folder contains these folders: Folder File extension Description Custom *.rpt User-customised report templates Forms *.frm Standard and user-customised form templates Letters *.dot Standard and user-customised Microsoft Word document templates Sprdsht *.xlt Standard and user-customised Microsoft Excel spreadsheet templates BASlink\Setup *.bas User-customised BASlink templates Graphics *.bmp, *.gif, *.jpg, *.tif, *.png Any graphics such as company logo, employee or item photos, etc. 2 Open the corresponding MYOB AccountEdge v8 installation folder. 3 In the installation folder of the previous version, open a folder containing customised templates (for example, the Forms folder). 4 Command-click only your custom template files. NOTE : Avoid overwriting the latest standard templates The standard templates included with MYOB AccountEdge v8 may have improved features. Make sure you select only the templates that you created, ignoring the old standard templates, so that you do not accidentally overwrite upgraded standard templates in the version 8 installation folder. 5 Press and hold the Option key and drag-and-drop the selected template files over the corresponding folder (for example, Forms) in the MYOB AccountEdge v8 installation folder. 6 Repeat from step 2 for each folder containing customised templates. 4 RELEASE NOTES

5 Technical support Calling MYOB Technical Support If you subscribe to MYOB Cover, you can call MYOB Technical Support on from 7.30a.m. to 9.30p.m. Monday to Friday (Melbourne time). If you don t subscribe to MYOB Cover, you can access MYOB Technical Support by paying for each call you make. The Pay-Per-Call service is available by calling from 9a.m. to 7p.m. Monday to Friday (Melbourne time). Please have your credit card handy before calling. Technical support limitations Support is limited to the following MYOB product areas: installation, upgrade assistance, basic usability and basic functionality, as described in MYOB product documentation. MYOB cannot resolve connectivity issues caused by third-party services, service providers, hardware or software, or networking problems. MYOB phone support does not cover inquiries on general accounting or taxation issues, nor does it include application consulting or training. Getting support at MYOB websites Support Notes cover a variety of technical and general topics, ranging from installation problems to setting up and customising your MYOB software. You can search Support Notes 24 hours a day at myob.com.au/supportnotes. The MYOB website myob.com.au is frequently updated and contains news and links to many useful resources. TECHNICAL SUPPORT 5

6 Accessing additional resources Your MYOB software CD contains the User Guide and Release Notes as PDFs. You can print additional copies of this user documentation, up to the number of licences you have purchased. Your MYOB software CD also contains the installer for Apple QuickTime. Install this program if your customised reports and invoices use graphics. To access additional resources 1 Insert the MYOB software CD into the drive. 2 Open the contents of the MYOB software CD and double-click the autostart icon. 3 Click Resources. Online small business resource The mybrc (Business Resource Centre) website contains information, advice and support about starting and running a small business. Visit mybrc at mybrc.com.au MYOB M-Powered Services M-Powered Services are subscription-based services that allow you to replace paper-based methods of making and receiving payments. For more information about subscribing to MYOB M-Powered Services, visit myob.com.au/m-powered/ 6 RELEASE NOTES

7 New features The following new features and enhancements have been included in this release. Feature Enhanced leave payment and tracking Automatically adjust base pay amount details when employees take leave Track leave dates on employee paycheques Link multiple wage categories to an entitlement More information in employee entitlement balance reports. See page 9 pay slips Set a pay slip delivery method for an employee pay slips to employees. page 13 Updated Payment Summaries Assistant Prior year reporting of payroll information Other payroll enhancements New-look MYOB Help New-look command centres Prepare ETP Payment Summaries Print or save payment summaries before creating the EMPDUPE file View the Payment Summary Verification report before printing. Retain prior year paycheque information View prior year payroll reports. Report state or territory payroll tax New tax table validity tests. MYOB Help has been updated with a new look and new features. The appearance of the command centres has been updated to aid navigation page 15 page 17 page 19 page 20 page 21 New Task Drawer feature Add frequently used windows to a Task Drawer page 22 Publish MYOB information to ical Publish a sale or purchase to ical Publish a recurring transaction to ical Publish Reminder Log Entries to ical. page 23 Business Insights Analyse the current financial situation of your business. page 25 Enhanced search feature Use new filters to search lists. page 27 NEW FEATURES 7

8 Feature Import and export enhancements New security and audit trail features Print preview forms New form and report options Enhanced transaction editing Changes to the STS Company Data Auditor enhancement Automatically match imported data fields to fields in your MYOB software Enhanced Applescript commands. Restrict user access to employee information and to the undo bank reconciliation function Create an audit trail entry when recording a supplier bill against a Receive Items transaction. Preview the following forms before printing them: invoices purchase orders cheques remittance advices paycheques pay slips. Itemise your invoice statements Include debits and discounts on remittance advices Filter customer statements by statement date Save more filter settings for customised reports. Edit supplier bill payments and customer payment transactions. Simplified tax system (STS) now replaced by the small business entity provisions. View the locations of your MYOB application file and your company file. See page 28 page 29 page 31 page 32 page 35 page 36 page 36 Back up to MobileMe Back up your company file offsite using MobileMe page 37 Other new features and software changes MYOB templates now work with Microsoft Office 2008 and Office 2004 Contact Logs are now called Reminder Logs Change to Command-N keyboard shortcut Redesigned Optimisation Assistant. page 38 8 RELEASE NOTES

9 Show Me How new feature demonstration movies Show Me How movies demonstrate how to use many of the new features. The Show Me How movies run between one and four minutes. The movies in this release show you how to: use the improved leave payment and tracking features publish information to ical add frequently used tasks to a task list employee pay slips retain prior year paycheque information calculate State or Territory payroll tax filter your cards list searches itemise invoice statements edit Pay Bills and Receive Payments transactions. To view Show Me How movies 1 Go to the Help menu, choose What s New in this Release and then choose New Feature Movies. The list of available movies appears. 2 Click the movie you want to view. Enhanced leave payment and tracking You can now: Automatically adjust base pay amount details when employees take leave Record leave information when you process your payroll Link multiple wage categories to an entitlement Report on employee entitlement balances. NOTE: Show Me How movie If you want, you can view a movie demonstrating these features. For more information, see Show Me How new feature demonstration movies above. ENHANCED LEAVE PAYMENT AND TRACKING 9

10 Automatically adjust base pay amount details when employees take leave You can now set an option to automatically adjust base pay details when you record employee leave. With this option set, the base hours (for hourly employees) or the base salary (for salaried employees) is reduced by the number of leave hours recorded. Before you can automatically adjust base pay amounts, you need to set up the wage category you use to pay leave. To set up wage categories to automatically adjust base pay amount details 1 In the Payroll command centre, click Payroll Categories. The Payroll Category List window appears. 2 Click the Wages tab. A list of wage categories appears. 3 Click the zoom arrow ( ) next to a wage category you use to pay leave, such as Holiday Pay. The Wages Information window appears. 4 Select the Automatically Adjust Base Hourly or Base Salary Details option. 5 Click OK. 10 RELEASE NOTES

11 Record leave information when you process your payroll A new Leave Tracking Information window in the Process Payroll Assistant enables you to record leave information. You can enter the hours of leave taken, the date the leave started and the date the leave ended. Note that you can only enter leave tracking information for wage categories that are linked to entitlements, for example, Holiday Pay. Note also that if you record leave in timesheets, entering a leave date does not change the original timesheet entry date. To record employee leave information 1 In the Payroll command centre, click Process Payroll. The Process Payroll Assistant appears. 2 In the Select Pay Period window of the Process Payroll Assistant, select employees to pay and enter pay dates. 3 Click Next. The Select & Edit Employee s Pay window appears. 4 Click on the zoom arrow ( ) next to the employee you want to enter leave information for. The Pay Employee window appears. 5 Click the zoom arrow ( ) in the Hours column of a leave payroll category. The Leave Tracking Information window appears. 6 Enter the leave details. 7 Click OK. The leave pay amount now appears in the Amount column of the Pay Employee window. ENHANCED LEAVE PAYMENT AND TRACKING 11

12 Also, if you automatically adjust base pay amount details when recording leave, the Base Salary amount (for salaried employees) or Base Hourly amount (for hourly employees) is adjusted in the Amount column. For more information, see page 10. Link multiple wage categories to an entitlement You can now link multiple wage categories to an entitlement payroll category. This enables you to record leave for different types of an entitlement. For example, you can link your sick pay with certificate wage category and your sick pay without certificate wage category to your sick leave entitlement. Then, when an employee takes either type of leave, the sick leave entitlement is reduced by the hours taken. For information about creating payroll wage categories, see your user guide or online help. Report on employee entitlement balances New fields have been added to the Entitlement Balance Detail report and Entitlement Balance Summary report to provide more information about your employees entitlements. 12 RELEASE NOTES

13 The new fields are described below. This field... Paid Date (Detail report only) ID No. (Detail report only) Period Start (Detail report only) Period End (Detail report only) Opening Hours Hours Accrued Hours Taken Available Hours displays the... payment date on the paycheque cheque number on the paycheque date at which leave began in the period of the report date at which leave ended in the period of the report opening entitlement balance in hours before leave was taken number of leave hours accumulated in the period of the report number of leave hours taken in the period of the report balance in hours of the entitlement after Hours Taken Also, you can now filter the report within a specific date range. Previously, you could only filter the report by calendar month. pay slips You can now pay slips to employees after you have processed your payroll. Before you can do this, you need to set up your employee cards. NOTE : Show Me How movie If you want, you can view a movie demonstrating these features. For more information, see Show Me How new feature demonstration movies on page 9. To set a pay slip delivery method for an employee 1 In the Card File command centre, click Cards List. The Cards List window appears. 2 Click the Employee tab and select an employee by clicking the zoom arrow ( ) next to their name. The Card Information window appears. 3 Click the Payroll Details tab. 4 Select a pay slip delivery method from the Pay Slip Delivery list. PAY SLIPS 13

14 5 If you selected To Be ed, enter the employee s address in the Pay Slip field. 6 Click OK. To pay slips You can pay slips: as part of processing payroll. In the Print Employee Pay Slips window of the Process Payroll Assistant, click Print or Pay Slips. The Review Pay Slips Before Delivery window appears. later, in a batch. Go to the Payroll command centre and click Print/ Pay Slips. The Review Pay Slips Before Delivery window appears. In the Review Pay Slips Before Delivery window, select which pay slips you want to , edit the subject and message as required, and then click Send RELEASE NOTES

15 Updated Payment Summary Assistant The Payment Summary Assistant has been updated. You can now: prepare ETP payment summaries print and save payment summaries before creating the EMPDUPE file view the Payment Summary Verification report before you finalise payment summaries. ETP payment summaries You can now prepare payment summaries for employment termination payments (ETPs) when you prepare individual non-business payment summaries for your employees. The following changes have been made to the Payment Summary Assistant: ETP payment summary fields have been added to the Payment Summary Fields window. You can link these fields to your ETP payroll categories. UPDATED PAYMENT SUMMARY ASSISTANT 15

16 An ETP information section has been added to the Employee Payment Summary Information window, which you can access from the Review the Payment Summaries window of the assistant. For more information about preparing ETP payment summaries, see your user guide or online help. Print and save payment summaries before creating the EMPDUPE file You can now print and save employee payment summaries before the final information is recorded in the EMPDUPE file. This enables you to check and edit the details of individual payment summaries before creating the EMPDUPE file. Payment Summary Verification report You can now preview and print the Payment Summary Verification report when you prepare payment summaries for your employees. The report shows the amounts recorded on individual payment summaries and in the EMPDUPE file that you lodge with the ATO. You can reconcile the amounts on the verification report with amounts in the Payroll Activity report to check that payroll category totals, gross amounts and tax withheld amounts are correct. If you discover an error, you can make the adjustment before you finalise your payment summaries. 16 RELEASE NOTES

17 Prior year reporting of payroll information You can now retain and report prior year payroll information. Retain prior year paycheque information When you start a new financial year, you can now select an option to retain paycheque information from prior years. In the Closed Transactions and Other Entries window of the Start a New Financial Year Assistant, select the Keep Paycheques from Prior Financial Years option and then select the financial year from when you want to keep paycheques in your company file. For example, if you re closing the 2008 financial year, and you want to retain all paycheque data for that year, select FY After you have saved paycheque details from a financial year, you can view payroll reports containing information for the saved periods. For more information, see View prior year payroll reports on page 18. Purging paycheque information If you want to purge paycheques at a later date, you can do this when you purge journal entries at the end of a period or as part of your company file maintenance. In the Purge Journal Entries window, deselect the Keep Paycheques option and purge journal entries as you normally would. PRIOR YEAR REPORTING OF PAYROLL INFORMATION 17

18 NOTE : Show Me How movie If you want, you can view a movie demonstrating this feature. For more information, see Show Me How new feature demonstration movies on page 9. For more information about purging data or starting a new financial year, see your user guide or online help. View prior year payroll reports If you have started a new financial year using this version of MYOB software, and you selected the option to keep prior year paycheque information, you can now view saved payroll details in the following reports. Payroll Register Summary Payroll Register Detail Superannuation Accruals by Category Superannuation Accruals by Fund Summary Superannuation Accruals by Fund Detail Employee Superannuation Advice Summary Employee Superannuation Advice Detail Payroll Summary Entitlement Balance Summary Entitlement Balance Detail For more information about viewing payroll information, see your user guide or online help. 18 RELEASE NOTES

19 Other payroll enhancements Report state or territory payroll tax You can now report your state or territory payroll tax amounts using the payroll information in your MYOB software. After you have set up your payroll tax details and you have recorded your payroll, you can produce a report to show the payroll tax due for a period. Note that you can only set up payroll tax for one state or territory in each company file. NOTE : Show Me How movie If you want, you can view a movie demonstrating this feature. For more information, see Show Me How new feature demonstration movies on page 9. To set up state or territory payroll tax details 1 Go to the Setup menu and choose General Payroll Information. The General Payroll Information window appears. 2 Click Set Up Payroll Tax. The Payroll Tax Information window appears. 3 Select your state or territory. 4 Enter your payroll tax registration number and payroll tax group number. 5 Enter the threshold details and payroll tax rate for your selected state or territory. OTHER PAYROLL ENHANCEMENTS 19

20 6 In the list at the bottom of the window, select the payroll categories to be included as taxable wages. Amounts recorded against these categories will be the basis for payroll tax calculations. NOTE : If you are unsure about what to include as taxable wages If you are unsure which payroll categories should be included as taxable wages, contact your state or territory revenue office. 7 After you have entered your payroll details, click OK. For more information about payroll tax, see your user guide or online help. New tax table validity tests New validity tests have been added to ensure that your tax tables: have been loaded correctly include the current ATO updates are compatible with your version of MYOB software. Failing to load tax tables properly, or loading the wrong tax tables, will result in incorrect payroll tax calculations. If the tax table you are loading, or the MYOB software you are using, is outdated, a window appears with the option to check the MYOB website for updates. New MYOB Help MYOB Help has been updated with a new look and new features. The way you access the help has also changed. To access the new MYOB Help The help button in all windows is now a single icon ( the new MYOB Help appears. ). When you click the icon, To find help topics in the new MYOB Help Click a topic heading in the left side of the window. A list of topics grouped under this heading appears. Click Index at the top of the window. An index of topics appears. Enter a term in the search field and click Search. A list of topics that match your search appears. Click on a heading to open the topic. 20 RELEASE NOTES

21 To find manuals in the new MYOB Help Select Manuals from the Help menu to access the following PDF documents. Getting Started Guide User Guide Release Notes Accounting 101 Business Insights 101. Procedures in MYOB Help In the new Help, procedures are initially hidden when you view an overview topic. To show or hide a procedure, click the procedure heading. New-look command centres The appearance of the command centres has been updated to improve navigation. NEW-LOOK COMMAND CENTRES 21

22 Add frequently used windows to a Task Drawer You can now save frequently used windows, such as transaction windows and reports, in the Task Drawer. You can then open these windows without opening command centres or other windows. Note that only windows that can be opened from menus can be added to the Task Drawer. To add a window to the Task Drawer 1 Open the window you want to add. 2 Go to the Window menu and select Add to Task Drawer. This window is now added to the Task Drawer list and can be opened by clicking the Task button ( ), on the bottom right of the command centre. NOTE : Show Me How movie If you want, you can view a movie demonstrating these features. For more information, see Show Me How new feature demonstration movies on page RELEASE NOTES

23 Publish MYOB information to ical If you use ical to plan your day-to-day activities, you can now publish MYOB transaction information in ical. This enables you to keep all of your tasks and reminders in one application. You can: Publish a sale or purchase to ical Publish a recurring transaction to ical Publish Reminder Log Entries to ical. These transactions are recorded in ical as Events, which are entries in the ical calendar. You can also publish MYOB Reminder Logs to ical. Reminder Logs are recorded in ical in the To Do list. If you want, you can edit the published details in ical (such as the due date and frequency), however, these details are not updated in your company file. TIP : Automatically open ical upon startup If you publish MYOB information to ical, opening ical before you open your company file can prevent delays. For this reason, you should add ical to the list of applications that automatically open when you log in to your computer. For more information, see Mac Help. Publish a sale or purchase to ical When you publish a sale or purchase to ical, a new Event is created and appears in the ical calendar on the date when the payment is due. This date is determined by the terms of the sale or purchase. For example, if you create a sale for a customer for whom you have set Balance Due Days at 30, then the Event will appear in ical 30 days after the date of the sale. The Event will include the title of the transaction (for example, Purchase [supplier name]), transaction number, transaction date and payment amount. You can publish a sale or purchase to ical by selecting Publish to ical when recording a sale or purchase. PUBLISH MYOB INFORMATION TO ICAL 23

24 Publish a recurring transaction to ical When you publish a recurring transaction to ical, an Event is created and appears repeatedly in the ical calendar depending on the recurring transaction settings schedule. These Events remind you when the recurring transaction is due. You can publish a recurring transaction to ical by selecting Publish to ical in the Edit Recurring Schedule window. Publish Reminder Log Entries to ical When you publish a Reminder Log Entry in ical, a To Do entry is added in the ical To Do panel on the Reminder Log Entry date. If you want, you can edit and prioritise the To Do entry in ical. NOTE : Reminder Logs were previously called Contact Logs about Reminder Logs, see online Help. For more information To publish a Reminder Log Entry in ical 1 In the Card File command centre, click Reminder Log. The View Reminder Log window appears. 2 Select a Card from the list. 24 RELEASE NOTES

25 3 Click New. The Reminder Log Entry window appears. 4 Enter the Reminder Date. This will be the date of the To Do entry in ical. (If you do not enter a date in Reminder Date field, the To Do entry will appear in ical on the date in the Date field.) 5 Enter other Reminder Log Entry details and select Publish to ical. 6 Click Record. NOTE : Show Me How movie If you want, you can view a movie demonstrating these features. For more information, see Show Me How new feature demonstration movies on page 9. Business Insights Business Insights is a tool that allows you to analyse your business current financial situation. It calculates important business ratios to provide current information about profits, turnover and operating balances, etc. Ratios show the relationship of one amount to another. They can be used to evaluate the health of a business by comparing different amounts from balance sheets and from profit and loss statements. These amounts can be compared against previous months in the current year, as well as against the same month in the prior year. BUSINESS INSIGHTS 25

26 The following ratios can be calculated using Business Insights. Ratio Gross Profit Margin Ratio Operating Profit Ratio Net Profit to Sales Ratio Accounts Receivable Days Accounts Payable Days Inventory Turnover Days Current Ratio Profitability Ratios Description Helps you assess whether your sales revenue sufficiently covers your operating and other expenses. Calculates the operating profit made per $100 of sales. Calculates the net profit made per dollar of sales. Shows the average number of days it would take to collect your accounts receivable at the month s average revenue per day. Shows the average number of days it would take to collect your total accounts payable at the average rate of cost of goods sold per day. Shows the average number of days taken to turn over inventory. Shows your liquidity, and your ability to pay debts when they fall due. Shows a range of profit ratios in comparison to sales. To use Business Insights 1 In the Accounts command centre, click Business Insights. The Business Insights window appears. 2 Select which financial years you want to compare. You can choose between this year and last year, or this year and next year. 26 RELEASE NOTES

27 3 Click Next to start your business review. Note that you can print a report from any analysis window by clicking Print. 4 Click Next to proceed through each report. For more information about the Business Insights feature, see online Help. Enhanced search feature You now have more options for searching list records. You can select how you want to filter your record search and then choose whether to identify results that start with or contain the search term you enter.. List Search By filter Cards First Name Last Name/Co. Name Card ID Phone Number Activities Activity ID Activity Name Items Item Number Item Name Description Address City State Postcode Country Description Primary Supplier Supplier Item Number Categories Category ID Category name ENHANCED SEARCH FEATURE 27

28 List Search By filter Jobs Job Number Job Name Linked Customer Recurring transactions Transaction Name Amount Next Due To filter a list, select a filter from the Search by list, choose how you want to identify the record (Contains or Starts With), enter a search term in the search field and then press TAB. The list displays only records that match your search criteria. To reset the list, click the reset icon ( ) in the search field. NOTE : Show Me How movie If you want, you can view a movie demonstrating this feature. For more information, see Show Me How new feature demonstration movies on page 9. Import and export enhancements The following changes have been made to the import and export functions in your MYOB software. Automatch import data When you import records, you can now automatically match imported data fields to fields in your MYOB software. 28 RELEASE NOTES

29 In the Import Data window, click Automatch. The import field names that exactly match the AccountEdge fields are automatically matched in the Matching Import Field column. If there are any fields that remain unmatched, you can match them manually. To reset the window, click Unmatch All. Enhanced Applescript commands We have enhanced our Applescript dictionary to allow users and developers to gain access to additional areas inside MYOB to make moving transactions and other data into and out of MYOB AccountEdge easier. For more information, see online Help. New security and audit trail features Restrict access to employee information You can now restrict user access to: the Undo Bank Reconciliation function employee information, such as employee payroll and billing details, employee Reminder Logs and employee reports. NEW SECURITY AND AUDIT TRAIL FEATURES 29

30 The following example shows how to restrict user access to employee information. NOTE : Restrict access to all employee information If you want to prevent a user from viewing all employee information, you should also restrict their access to reports that contain employee information. Create an audit trail entry when editing a Receive Items transaction If you have selected the Transactions CAN T be Changed; They Must be Reversed option in the Security tab of the Preferences window, and you edit a Receive Items transaction, the following will now occur: an audit trail entry is created that details the changes you have made the original transaction is reversed and locked a new transaction is recorded that includes the changes you have made. If you have not selected the Transactions CAN T be Changed; They Must be Reversed option, an audit trail entry will not be recorded when you edit a Receive Items transaction, and a reversal transaction will not be recorded. 30 RELEASE NOTES

31 Print preview forms The new print preview feature enables you to check the details of your forms before printing. Previously, you could only view forms with sample data. The following table lists the forms you can preview. Window Sales (all layouts except Miscellaneous) Purchases (all layouts except Miscellaneous) Form Quote Order Invoice Quote Order Bill Spend Money Cheque Remittance Advice Pay Bills Cheque Remittance Advice Pay Employee Cheque Pay Slip When you enter a transaction and are ready to print a form, you can preview the form by clicking Print and choosing a preview option. Note that the transaction will be recorded before you preview the form. PRINT PREVIEW FORMS 31

32 New form and report options Itemise your invoice statements You can now show the following details for each invoice on an invoice statement: invoice payments received customer credits applied discounts applied. Before you can show these details, you need to set the itemised payment option and add payment fields to your invoice statement forms. You can add the following fields to your forms. Field ID No. Payments - All Types Payments - Credits Applied Payments - Discounts Applied Payments - Received Payments Description Displays each invoice number and each transaction ID for payments applied to the invoice. Displays all payments applied to each invoice, including credits, discounts and payments received. Displays all credits applied to each invoice. Displays all discounts applied to each invoice. Displays all payments received for each invoice. Note that this feature is not applicable to the activity statement type. For more information about customising forms, see your user guide or online help. NOTE : Show Me How movie If you want, you can view a movie demonstrating this feature. For more information, see Show Me How new feature demonstration movies on page 9. To set the itemised payment option 1 Go to the Sales command centre and click Print/ Statements. The Review Statements Before Delivery window appears. 2 Click Advanced Filters. The Advanced Filters window appears. 32 RELEASE NOTES

33 3 Select the Show Itemised Payment Details for Each Invoice option and click OK. 4 Continue printing your statement as you usually do. Include debits and discounts on remittance advices You can now show debit and discount information on your remittance advice forms to help your suppliers process supplier debits and refunds. Before you can show this information, you need to add fields to your remittance advice forms. You can now add the following fields to your forms. Field Invoice Debit Memos Invoice Discounts Invoice Payments Invoice Total Amount Invoice Total Debits Description Displays the total of any debit memos previously posted against the supplier bill. Displays any amounts that have been taken as discounts against the supplier bill. Note that the Invoice Discounts field was previously called YTD Discounts. Displays any amounts that have been paid previously against the supplier bill. Note that the Invoice Payments field was previously called YTD Debits. Displays the original value of the supplier bill. Displays the value of any previous payments or debit memos posted against the supplier bill. For information about customising forms, see your user guide or online help. NEW FORM AND REPORT OPTIONS 33

34 Filter customer statements by statement date You can now prepare customer statements that include only invoices and transactions recorded up to a specified statement date. Previously, customer statements included all transactions recorded up to the current system date, regardless of the statement period specified. To filter a customer statement by statement date 1 Go to the Sales command centre and click Print/ Statements. The Review Statements Before Delivery window appears. 2 Select the Only include invoices up to Statement Date option. 3 Enter a date in the Statement Date field. 4 Select the customers you want to send statements to and click Print (or Send ). Save more filter settings for customised reports When you create or use a customised report, the Advanced Filters settings and Finishing settings you select are now saved, in addition to the Report Fields settings. Note that you will need to re-enter the report date range the next time you generate the report. 34 RELEASE NOTES

35 Enhanced transaction editing Previously, you could not edit supplier bill payments or customer payment transactions after they were recorded. You can now edit some fields in the Pay Bills and Receive Payments transaction windows for example, you can change the account from which a payment was made. You can now edit the following fields. Transaction type Editable fields Pay Bills Account Cheque No. Date Memo Receive Payments Account ID No. Date Memo Before you can edit these transactions, make sure that: the transaction can be edited. You can do this by deselecting the Transactions CAN'T be Changed; They Must Be Reversed option in the Security tab of the Preferences window. the transaction is not recorded in a locked period. If it is, you can unlock the period by deselecting the Lock Period: Disallow Entries Prior To option in the Security tab of the Preferences window. NOTE: Show Me How movie If you want, you can view a movie demonstrating this feature. For more information, see Show Me How new feature demonstration movies on page 9. ENHANCED TRANSACTION EDITING 35

36 Changes to the STS (simplified tax system) For the and later income years, the simplified tax system (STS) has been replaced by the small business entity provisions. All references to the STS in your MYOB software have been replaced with references to small business entity. Note that the I Use the Simplified Tax System (STS) option in the Reports & Forms tab of the Preferences window has been renamed I Use the Small Business Entity Income Tax Concessions in the new version of MYOB software. If you previously selected this option, it will remain selected when you upgrade your company file. For more information or to confirm your eligibility, contact the ATO. Company Data Auditor enhancement You can now view the location of your MYOB application and your company file. In the Accounts command centre, click Company Data Auditor. The Company File Overview window of Company Data Auditor appears. 36 RELEASE NOTES

37 The location of your MYOB application file appears in the Application Location field and the location of your company file appears in the File Location field. If you want to go to a location, click the magnifying glass ( ) next to the Application Location field or the File Location field. Back up your company file offsite using MobileMe You can now back up your company file to your MobileMe account. This offers you an offsite backup option. You can back up your company file to MobileMe from the File menu or when you are prompted to back up your file, for example when you close your company file. You can also restore your company file from your MobileMe account. Select Restore from the File menu and choose From MobileMe. Note that if you back up to MobileMe, you will not be able to change the file name. The file name will use the default backup file name (for example, Backup MM-DD-YY Company Name.sit). You need a MobileMe account to back up to MobileMe. For more information about MobileMe, see Mac Help. BACK UP YOUR COMPANY FILE OFFSITE USING MOBILEME 37

38 Other new features and software changes MYOB templates now work with Microsoft Office 2008 and Office 2004 The OfficeLink processor has been updated to work with Microsoft Office 2008 and Office 2004, enabling your MYOB personalised letters templates and Excel reports to open in these applications. Contact Logs are now called Reminder Logs As there are many business tasks you must remember to do, besides keep in touch with contacts, Contact Logs have been renamed Reminder Logs. You can use Reminder Logs to remind you of all of your To Do list tasks. Change to Command+N keyboard shortcut You can now press COMMAND+N to create new records, including accounts, sales, invoices, cards, items and jobs. Previously, pressing COMMAND+N closed your current file and created a new company file. To create a new company file, you now press COMMAND+SHIFT+N. The result of pressing COMMAND+N depends on which window you are in. For example, if you press COMMAND+N while you are in the Sales Register, a blank Sales window appears. You can also open the COMMAND+N shortcut for the current window by selecting it from the File menu. Redesigned Optimisation Assistant The Optimisation Assistant which is used to improve the efficiency of your MYOB company file has been redesigned. You can now optimise your company file in 3 steps (previously 5 steps). For more information about optimising your company file, see online Help. 38 RELEASE NOTES